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08/09/1994 City CouncilTHESE MINUTES WERE APPROVED AT THE AUGUST 16 COUNCIL MEETING EDMONDS CITY COUNCIL APPROVED MINUTES AUGUST 9,1994 The Edmonds City Council meeting was called to order at 7:00 p.m. by Council President Pro Tem Kasper in the Library Plaza Room, 650 Main Street. The meeting was preceded by the flag salute. ELECTED OFFICIALS PRESENT William J. Kasper, Council President Pro Tem Steve Dwyer, Councilmember Dave Earling, Councilmember Barbara Fahey, Councilmember Michael Hall, Councilmember Tom Petruzzi, Councilmember ABSENT Laura M. Hall, Mayor John Nordquist, Council President STAFF PRESENT Paul Mar, Community Services Director Art Housler, Administrative Services Director Tom Miller, Police Chief Brent Hunter, Personnel Manager Robert Alberts, City Engineer Rob Chave, Planning Manager Noel Miller, Public Works Superintendent Jim Walker, Assistant City Engineer Tom King, Facilities Supervisor Michael Springer, Acting Fire Chief Sandy Chase, Deputy City Clerk Council President Pro Tem Kasper stated Mayor Hall was unable to be present due to illness, and Council President Nordquist is out of town on business. t� dV— 1. APPROVAL OF THE AGENDA Council President Pro Tem Kasper announced there would be a change in the agenda. An Executive Session on a real estate matter will be held immediately after item 2, Introduction of the Sister City Delegation. Councilmember Petruzzi stated he would like to add an item to the Community Services Committee agenda. The topic would be a discussion of the care and security of the T.V. tapes of Council meetings. 2. INTRODUCTION OF SISTER CITY DELEGATION Mr. Don Carr, 9832 225th Place SW, Edmonds, Chairman of the Sister City Commission, informed the Council that the Commission will be having a fund raiser this coming weekend at the Taste of Edmonds. Tents will be set up in the City employee parking lot beginning Wednesday, August 10. He reminded the Council that city employees will need to park elsewhere. The funds raised at the event will go toward scholarships to send students from Edmonds to Hekinan as part of the student exchange program. Mr. Carr reported there are ten students and two teachers present at tonight's meeting from the City of Hekinan. He introduced the teachers, Hisao Asai and Mikiko Okamoto. They each expressed their appreciation for the opportunity to visit the City of Edmonds. Next, each of the students introduced themselves as well as their host families. CITY COUNCIL APPROVED MINUTES AUGUST 9, 1994 Page 1 THESE MINUTES WERE APPROVED AT THE AUGUST 16 COUNCIL MEETING Mr. Carr introduced Commissioners Jan O'Malley and Michelle Carr and expressed his appreciation for their efforts in coordinating the arrangements for the delegation. Council President Pro Tem Kasper thanked the delegation for coming to the meeting. He announced that the Mayor is sorry she was not able to be present at tonight's meeting. The Council recessed at 7:25 p.m. to an Executive Session on a real estate matter. The Council meeting reconvened at 8:20 p.m. 2. REVIEW OF COUNCIL COMMITTEE WORK FORMAT (Postponed from July 12, 1994) Council President Pro Tem Kasper stated he has re -discussed the subject of the Council stepping down, adjourning the meeting and holding a committee meeting. In discussions with the City's attorneys, he understands that at the present time it is purely at the option of the Mayor. Councilmember Dwyer stated he understands there are three options: (1) Conduct the committee meetings as they have been done in the past with three separate committees, each committee consisting of two Councilmembers; (2) Conduct the meetings as they are presently being done which is meeting as a whole; or (3) Conduct the committee meetings as work sessions. He would prefer the format of two Councilmembers each participating on one of three committees. The advantages are that the committees meet simultaneously which allows the Council to get through more things, and it allows the staff to come forward with more ideas, and staff is more willing to come forward with marginal ideas because they are not in such an open and intimidating session. His least favorite idea is to move everything to a work session and not have committees at all. Councilmember Earling expressed his support of Councilmember Dwyer's view. In comparing the present format to the committee format used in the previous two years, he believes the staff is in a much better position to provide creative and spontaneous ideas in the committee format. He believes the dialog between the Councilmembers and the staff is much better. He stated that he is more comfortable with the original separating of the committee meetings. Councilmember Petruzzi commented that he was one of the advocates of coming into a set-up that presently exists. Conceptually he thought it would be more efficient because all three committees could hear all the information coming from staff at the same time, and if all came to agreement, an item could simply be put on the consent agenda. Conceptually it sounds good, however, he believes it has not worked that way. In the three committee system, the Council would sit across the table in a more informal setting. Minutes were not verbatim or taped, but were meant to get only the basic concept of what was going on. It gave the staff and Councilmembers more freedom to discuss various ideas. The current forum is much more intimidating. It was not intended to be so structured. This slows down the process and the free flow of discussion. The most important thing it slows down is the give and take between the Council and staff. He would favor going back to the system that previously existed of three committees and two councilmembers on each committee. Councilmember Hall stated he would prefer the current system of all councilmembers and committees meeting together. He stated he does not feel restricted in giving opinions in the current format. His main concern is time. He believes the committee process is more time consuming, explaining that the meeting takes place in a small group and then the issues need to be re -explained to the larger group. Mr. Hall feels the current system is much more efficient in this regard. Another issue is the public. If someone from the public would want to go to one or two of the committee meetings they cannot do that efficiently in the previous system; they would have to pick one committee. The current system allows the public to attend all committee meetings in one location. Councilmember Fahey commented both sides of this issue raise valid points. She also had originally supported the idea of changing to the current format. She likes to be informed as much as possible on all issues so that she can respond to questions posed to her by citizens. She added that she liked the individual committees which did offer a CITY COUNCIL APPROVED MINUTES AUGUST 9, 1994 Page 2 THESE MINUTES WERE APPROVED AT THE AUGUST 16 COUNCIL MEETING better opportunity for exchange of information and brainstorming, and it is lost to some degree. However, Ms. Fahey stated she values the range of information that is obtained from the full process. It was not intended that it be so stilted in a formal process. She suggested working with the Mayor to obtain less formality for the meeting. Councilmember Kasper pointed out the way that the City of Lynnwood deals with committee meetings is that the Mayor and Council are together and sit around a table. A Department Head, Division Head, or Manager present their position to the Mayor/Council, questions are asked, and then they leave. Then the next one comes in. He noted this system is very efficient. Technically, if the Council is sitting as a whole you must keep minutes. If you don't sit as a whole, minutes are not required. If it is a council as a whole, it has to be an elected person keeping the minutes of the meetings. If they are not formal meetings, the Council can meet anywhere, as long as the date and place is announced. Mr. Kasper believes the Council needs to sit around a table in a Lless formal setting. It is invaluable to a Councilmember to sit through all committee meetings at once. It was not the intent for the current format to be a formal meeting and to have official minutes taken. It was intended to have an informal meeting and that is something that needs to be worked out with the Mayor. Councilmember Petruzzi asked for clarification from Councilmembers Kasper and Fahey as to whether or not they are comfortable with the current format? Mr. Kasper responded he is comfortable with the format, but he is not comfortable with the formality. Ms. Fahey responded that if it has to continue in the current manner, she would opt to go back to the separate committee format. Although, she suggested spending a couple of months trying to revise the current format by making it more informal and meeting around a table. Councilmember Hall commented that it appears all Councilmembers would like to see the committee meeting format be held in a less formal atmosphere, sit around a table, do not have a minute taker, and use a tape recorder for the minutes only. He suggested meeting with the Mayor and Council President Nordquist to see if this would be of any concern. CONVENE TO COMMITTEE WORK MEETING 1. COMMUNITY SERVICES COMMITTEE (A) DISCUSSION OF LIBRARY BUILDING EXTERIOR MAINTENANCE Jim Walker, Assistant City Engineer, stated Engineering wanted to bring to the Committee's attention the se��• �� problems that may be occurring with regard to the Library building, and also a concern with the amount l��budgeted for maintenance. The building has suffered some water damage in the form of spalling • A rA (breakouts of concrete masonry). It appears to be a problem around the planters. Those areas are extensive '"' enough that it may be necessary to either rebuild the whole planter, or do some other treatment like a stucco surface rather than just try to coat and seal the brick. The majority of the building will not require any unusual preparation treatments. An acid wash of the building will remove the milky color off the building. Mr. Walker further pointed out there are some maintenance areas that Engineering is not sure whether or not they could be completed this year. If it is decided to stucco to do the repair work, it would require Architectural Design Board approval which would delay the project about one month. Councilmember Earling asked if there is a rough estimate with regard to the cost to complete the project? Mr. Walker estimated the cost to be roughly $120,000 noting $50,000 is currently budgeted. Councilmember Petruzzi commented that he is aware that the leakage problem in planters is very difficult to fix. Mr. Walker stated they need to do more investigation on the planters and the condition of the drainage system that is currently there in order to determine what improvements are needed. Council President Pro Tem Kasper stated that when this building was built, the Council was told at that time that it would be necessary to seal the brick at certain time periods. He stated the building should have CITY COUNCIL APPROVED MINUTES AUGUST 9, 1994 Page 3 THESE MINUTES WERE APPROVED AT THE AUGUST 16 COUNCIL MEETING been sealed in 1988 and again by this time. The longer it is not done, the more it will cost. He believes it is necessary to come to some type of plan with the Engineering Department to have an annual review of buildings to see what has to be done before the budget is prepared. It is too easy to defer the maintenance issues. Mr. Kasper believes it is necessary to get the vertical building repaired this year. Noel Miller, Public Works Superintendent, responded to questions stating that Engineering could go out for bids for the sealing of the brick on the building. He wanted to make the Council aware that the cost will likely be more than the $50,000 that is budgeted. With regard to the planters, Public Works can do investigative work this year because more data is needed to know what they are up against in order to come up with a well thought out plan. (B) REVIEW OF PROPOSED ORDINANCE AMENDING EDMONDS COMMUNITY DEVELOPMENT CODE SECTION 20.75.155 TO CONFORM CITY ORDINANCE TO GROWTH MANAGEMENT ACT REQUIREMENTS PROVIDING FOR ADMINISTRATIVE APPROVAL OF SHORT PLATS Rob Chave, Planning Manager, stated this is before the Committee to bring to their attention that there is a conflict between the City's codified procedures for short plat approvals and the requirement under RCW 58.17.060 that these approvals be granted administratively. Under existing City codes, short plat approvals could be held up until after Council approval of any dedications. The proposed ordinance would separate the dedication acceptance from the administrative approval of the short plat, consistent with state requirements. Mr. Chave requested concurrence that this item could be placed on a consent agenda. Councilmembers agreed to have this item placed on the consent agenda. (C) CARE AND SECURITY OF T.V. TAPES Councilmember Hall stated there has been a lot of requests for copies of the tapes. Presently, the tapes are not available until a week after the meeting because they are aired by Chambers Cable. A system currently is not set up to make copies. Councilmember Dwyer suggested making two copies of the tapes immediately after the meeting and make them available at the library. Councilmember Hall suggested the group from Edmonds Community College who do the taping of the meetings take the tape to the campus the next day, make copies, and deliver the copies to the library and the original to Chambers Cable. Chambers Cable will then turn the original tape over to the City. He suggested a reasonable fee for this service may be $25.00 each week. Councilmember Petruzzi commented he feels this would be a good idea and suggested bringing this matter up at the next Council meeting during the Council comment time for a vote on the funding. 1. PUBLIC SAFETY COMMITTEE (A) REVIEW REQUEST FOR POSITION RECLASSIFICATIONS FOR POLICE ^�'•i.ti DEPARTMENT Tom Miller, Police Chief, indicated this item is also listed on the Finance Committee agenda. He so [ suggested combining the two items at this time. Chief Miller stated this is a recommendation for reclassification of three positions in the Police Department. The first position is the reclassification of a (�p�ll� Detective to a Sergeant. This would help provide better risk management within the department and make l the highest and best use of existing personnel. The Sergeant would be put in charge of the training function for the entire department as well as the accreditation program. The Sergeant would also oversee CITY COUNCIL APPROVED MINUTES AUGUST 9, 1994 Page 4 THESE MINUTES WERE APPROVED AT THE AUGUST 16 COUNCIL MEETING i the Dare Officer, Crime Prevention Officer, hospital security group, and maintenance of autos and building. The Sergeant would be a staff supervisor reporting directly to the Chief. Chief Miller further stated the other two proposed reclassifications are the result of labor negotiations. It was the understanding of both the City and the labor negotiations group that the Crime Prevention Officer and the Animal Control Officer would be reviewed through a comparable work study and salary survey. Both surveys indicate these two positions merit upgrades. With regard to the Animal Control position, it is proposed to merge this position with Parking Enforcement. Currently one position is strictly animal control. The Parking Enforcement Officer is currently one-half time parking and one-half time animal control. It is proposed to make the current position of strictly animal control to also be one-half parking enforcement. Brent Hunter, Personnel Manager, pointed out the cities of Mountlake Terrace and Lynnwood have similar crime prevention programs that were modeled after the City of Edmonds' program. Edmonds' program is substantially larger than the other two cities, yet the Edmonds Crime Prevention Officer is paid less than the other cities. Regarding Animal Control, Mr. Hunter stated the current Animal Control Officer is at pay level 7, and the current Parking Enforcement /Animal Control Officer is at a level 5. The proposed reclassification would bring 'the pay level. 5 up to the pay level 7. Responding to questions of Councilmember Fahey regarding funding, Police Chief Miller stated it will be coming out of overtime budgeted for Superior Court which is under expended at this point. The total cost for all three positions is $2,860 for the last quarter of the year. With regard to the cost projections, Mr. Hunter stated the two civilian positions will be effective July 1, 1994. The position of Sergeant will start September 1, 1994. i Councilmember Petruzzi suggested this be brought back on the consent agenda. 3. FINANCE COMMITTEE AGENDA (A) REVIEW REQUEST FOR POSITION RECLASSIFICATIONS FOR POLICE DEPARTMENT �a This item was discussed above. (B) REVIEW OF PETTY CASH EXPENDITURES FOR THE MONTH OF DULY 1994 Council President Pro Tern Kasper questioned who reviews expenses. Art Housler, Administrative Services Director stated they are reviewed first by the petty cash custodian, the division manager, and by the Treasurer. The full Council audits the expenses. The expenses also appear on the warrant run. Mr. Kasper asked if all expenses, including the Mayor and Council, appear on the warrant run. Mr. Housler responded affirmatively. There were no other questions concerning petty cash expenditures. (C) AMEND 1994 BUDGET ORDINANCE Mr. Housler stated previous actions taken by the City Council require interfund transfers and an increase in appropriations. As a result, the 1994 Budget must be amended. The proposed ordinance amends the budget for previous Council action throughout the first seven months of the year. CITY COUNCIL APPROVED MINUTES AUGUST 9, 1994 Page 5 THESE MINUTES WERE APPROVED AT THE AUGUST 16 COUNCIL MEETING Council President Pro Tem Kasper questioned if it would be necessary to have a hearing on this item. Mr. Housler stated the City Attorney has advised that this item be placed on a regular agenda so the public has an opportunity to provide input. Councilmember Petruzzi suggested Mr. Housler speak with the City Attorney regarding the need to have this be placed on a regular agenda because the action has already taken place and it appears to not be necessary. OTHER BUSINESS t Councilmember Earling requested that an update on the status of the self-insurance study be placed on the next committee agenda. jP Council President Pro Tern Kasper commented that on the extended agenda for September 6 there is a report on consultant selection for a limited EIS on traffic/parking impacts. He stated there is a Consultant Selection Committee, and he noted this committee was by-passed the last time a consultant was hired. He wanted to bring it to the attention of staff that this item should come through the committee process. Additionally, the continued discussion of private operations will be moved to the September 27 meeting. Mr. Kasper referred to a request from the City Clerk to determine if the Council would like the regular City Council meeting of September 20 changed to September 19 due to primary elections. Councilmembers agreed to change the meeting date to September 19. ADJOURNMENT The meeting was adjourned at 9:30 p.m. AflAYORR4" i CITY COUNCIL APPROVED MINUTES AUGUST 9, 1994 Page 6 AGENDA EDMONDS CITY COUNCIL PLAZA MEETING ROOM - LIBRARY BUILDING 7:00-10:00- p.m. AUGUST 9, 1994 CITY COUNCIL COMMITTEE WORK MEETING (Second Tuesday of Each Month) CALL TO ORDER - 7:00 P.M. FLAG SALUTE 1. APPROVAL OF AGENDA 2. (10 Min.) INTRODUCTION OF SISTER CITY DELEGATION 3. (15 Min.) REVIEW OF COUNCIL COMMITTEE WORK FORMAT (Postponed from July 12, 1994) CONVENE TO COMMITTEE WORK MEETING AT 7:30 P.M. The City Council Committee Work Meeting is a meeting of the full City Council and staff. The meeting format is structured by committee. All related committee reports and discussion are scheduled to be presented in the order as shown below. The meetings are open to the public but are not public hearings. 1. COMMUNITY SERVICES COMMITTEE AGENDA: (30MINUTES) (A) DISCUSSION OF LIBRARY BUILDING EXTERIOR MAINTENANCE (B) REVIEW OF PROPOSED ORDINANCE AMENDING EDMONDS COMMUNITY DEVELOPMENT CODE SECTION 20.75.155 TO CONFORM CITY ORDINANCE TO GROWTH MANAGEMENT ACT REQUIREMENTS PROVIDING FOR ADMINISTRATIVE APPROVAL OF SHORT PLATS 2. PUBLIC SAFETY COMMITTEE: (20 MINUTES) (A) REVIEW REQUEST FOR POSITION RECLASSIFICATIONS FOR POLICE DEPARTMENT 3. FINANCE COMMITTEE AGENDA: (30M►NUTES) (A) REVIEW REQUEST FOR POSITION RECLASSIFICATIONS FOR POLICE DEPARTMENT (from July 26, 1994) (B) REVIEW OF PETTY CASH EXPENDITURES FOR THE MONTH OF JULY 1994 (C) AMEND 1994 BUDGET ORDINANCE PARKING AND MEETING ROOMS ARE ACCESSIBLE FOR PERSONS WITH DISABILITIES. CONTACT THE CITY CLERK AT 771-0245 WITH 24 HOURS ADVANCE NOTICE FOR SPECIAL ACCOMMODATIONS. The Council Agenda appears on Chambers Cable, Channel 32.