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09/13/1994 City CouncilCOUNCIL APPROVED NIINUTES Approved on September 19,1994 EDMONDS CITY COUNCIL APPROVED MINUTES SEPTEMBER 13,1994 The Edmonds City Council meeting was called to order at 7:00 p.m. by Council President John Nordquist in the Library Plaza Room, 650 Main Street. The meeting was preceded by the flag salute. ELECTED OFFICIALS PRESENT John Nordquist, Council President Barbara Fahey, Councilmember Steve Dwyer, Councilmember Michael Hall, Councilmember Dave Earling, Councilmember Tom Petruzzi, Councilmember ABSENT Laura M. Hall, Mayor William J. Kasper, Councilmember STAFF PRESENT Noel Miller, Superintendent of Public Works Tom King, Facilities Maintenance Supervisor Chuck Day, Accounting Manager Brent Hunter, Personnel Manager Steve Fisher, Recycling Coordinator Rhonda March, City Clerk Christine Laws, Recorder Council President John Nordquist explained that this was a work meeting and, as such, was closed to the public with regard to discussion. He indicated the work meeting would consist of three committees. He announced that Mayor Hall was in Washington, D.C., watching the signing of the Crime Bill; Councilmember Bill Kasper was traveling; and a majority of the staff was in Everett for a Boundary Review Board Meeting. 1. COMMUNITY SERVICES COMMITTEE (A) REVIEW OF RECYCLING PROGRAM FUNDING Council President Nordquist introduced Noel Miller, Superintendent of Public Works for his report on the Community Services Committee portion. Mr. Miller indicated they are in the process of budgeting for 1995. He reminded the Council that this funding matter had been brought before the Council during the previous cycle. He announced they are finishing Cycle 3 where 50% of the total program costs were borne by the City and 50% by Snohomish County. He indicated they are gradually reducing the County portion; the next cycle will be funded 25% by the County and 75% by the City. He announced receipt of positive feedback from the community regarding the work done by Steve Fisher, Recycling Coordinator, and the help that he has given to garbage collection haulers that service the city. He then introduced Steve Fisher to report on what has been doing and what he can do regarding service to the city. CITY COUNCU, APPROVED MIIVUTES SEPTEMBER 13, 1994 PAGE Mr. Fisher stated that continuing education to the public on programs and maintaining relationships with the haulers and city and county staff were his primary functions. He outlined some of his plans: 1. Produce and distribute recycling and waste reduction information to residents and commercial businesses. This may be in the form of a newsletter or space within a City newsletter. 2. Continue to provide recycling and waste reduction messages on the City's utility billings, newspaper articles, and local cable television. He gets a lot of feedback from messages on the utility bills. 3. Maintain recycling cart, including participation in such events as Taste of Edmonds, Edmonds Arts Festival, etc. 4. Produce further editions of the recycling guide which has produced considerable positive feedback. 5. Development of the Green Works program with the County, placing emphasis on the commercial sector. 6. Educational outreach given to those businesses considered Small Quantity Generators. These businesses are those that produce small amounts of hazardous waste. 7. Continuation of participation in the Household Hazardous Materials Roundups by promoting events, assisting in publicizing the schedule and hosting displays for the public. 8. Continuation of the Christmas tree recycling program. 9. Continue to work with the County to implement new programs such as the Recycling Potential Assessment. 10. Revive compost bin program. 11. Expansion of recycling opportunities in the City's parks. 12. Provide information to schools and learning centers through demonstrations and presentations. 13. Attend meetings, conferences and workshops to share resources and strategies. Councilmember Tom Petruzzi asked what the budget was for 1994. He was advised that between the City and the County it was $46,670. Councilmember Petruzzi asked if that would be the same amount available for next year. Cycle 4 would be the same total amount. Councilmember Petruzzi offered that the City would be funding $35,000 of that amount and asked about the proposed tax. Mr. Miller responded that in the next year the County would be funding 25% of the budgeted amount, after which there would be no County subsidy. Councilmember Mike Hall noted that the proposed tax would amount to approximately 280 per month. He was advised that worked out to about one can of garbage per week. Councilmember Hall said that since there was such good cooperation with the program, he would be in favor of the tax. He believes that if this program can be funded for 28¢ per month, it is well worth the City funding the program. Councilmember Barbara Fahey said that it looked that about 75% of the funded amount would go to salary and benefits. She indicated that would leave about $11,000 to do everything else desired to be done by the program such as the newsletter, etc. Mr. Miller indicated that Mr. Fisher had been working on a temporary basis and they would like to consider him a full time employee, thus accounting for the increased labor cost. They have reduced his salary slightly in lieu of some benefits, but there still would be a net increase in salaries. CITY COUNCIL. APPROVED MINUTES SUMMER 13, 1994 PAGE 2 Councilmember Fahey questioned what impact the funding proposal would have on the last year's funding from the County. She summarized that the City would only have to raise about $49,000 instead of $60,000. Mr. Miller indicated that this raise could be done in two parts; an ordinance could be considered that would put less than the 2% in the first raise, and the balance next year when there was no County funding. Councilmember Fahey asked whether this would in essence free up money from the general fund, and surmised that without the alternative funding source, the City would have to come up with $49,000 from the general account. It was uncertain whether having the Parks and Recreation personnel responsible for the bins would impact its budget. Councilmember Steve Dwyer indicated he was in favor of seeing something happen but suggested that the program should start out at some of the more popular city parks to see what impact there may be. Councilmember Dave Earling asked what percentage of the surrounding cities charged a tax and in what amounts. The answer was uncertain. Council President Nordquist asked if some of them didn't have the tax at the facility itself through TIPPAGE. Councilmember Dwyer summarized the discussion as dealing with two questions: 1) whether the Council wants a tax, and 2) irrespective of that answer, does the Council want to create a new full time employee. He said it needs to be decided during the budget process. One of the things that need to happen is that the four cabinet members need to look at this carefully since a couple of years ago positions had been eliminated. There is a need to measure all of these needs for funds against one another. Councilmember Earling agreed. He would like to see it all put into context with the staffing needs through the city. He wants to see the program continue but was uncertain about the idea of a tax for each instance. Councilmember Petruzzi indicated that his review of the budget material previously received from Mayor Hall indicated a need for several positions in the Edmonds Police Department. He thinks for the last couple of years the City has been running right on the margin, and all of this should be in competition. Mr. Miller indicated that they felt there had to be a correlation, that they needed a revenue source, and looked at recycling as being directly related to garbage which is why they suggested the tax on garbage rather than something else. Council President Nordquist said the Council is interested in the recycling program, but they would have to convince their boss on the position funding. (B) DISCUSSION ON PA SYSTEM Rhonda March, City Clerk, and Tom King, Facilities Maintenance Supervisor, discussed the information obtained thus far regarding the matter of a new PA system for the Council chambers. They advised the Council that they were being led to a cordless system. Since the system must be set up and taken down week after week, the wear and tear on wires is great. Tom King asked what the Council's thoughts were with regard to this type of system. CITY COUNCIL APPROVED MINUTES SEPTFNMER 13, 1994 PAGE 3 Council President Nordquist asked why a cordless system was needed. He was advised that when the present system was first designed, it was designed for a horseshoe arrangement, with conduit running beneath the seating area in which to place the cords. When the new administration reconfigured the seating arrangement, the staff was unable to use the conduits because they could be kicked with ease. If the Council goes with a wire situation, a jaybox is still needed up front to draw the microphone wires from a central point to each of the councilmembers' chairs. This in turns compounds the problems that they still have to be put away to set the room for public use. He explained that technology has now brought the cordless system to a point where there will not be interference from cabs going by. Councilmember Hall indicated that with the present system, in reality, they were taking a permanent system and making it temporary. He indicated his feeling a cordless system would be the way to go. Councilmember Dwyer asked if the cordless system would work. It was believed it would. Council President Nordquist asked about the type of microphones that would be used. It was envisioned using one of the chunkier mikes that sits on a stand. For someone walking around, a lapel mike could be considered, but for normal purposes a hand-held mike would Jae used. There was concern about the ability to have a place to put the base transmitter somewhere on you with the lapel mike. Councilmember Hall indicated a good feature about cordless mikes was that they were ADA accessible. He brought up the issue of where the speakers would be located so as to avoid feedback from the microphones. Councilmember Earling mentioned that the RTA meetings at PRSC used wireless systems and have not had malfunctions. He suggested that maybe those systems be checked. Council President Nordquist indicated one of the problems with any system was the fact that they had a tendency not to lean into the microphones and that would have to be learned. FINANCE COMMTITEE (A) UPDATE ON STATUS OF THE SELF-INSURANCE STUDY (from 8/9/941 ,/Brent Hunter, Personnel Manager, reported on the nursing home costs for employees. One of the "approaches they are looking at is whether to self -fund this as far as insurance. An actuarial firm has been hired to conduct a feasibility study and they had hoped to complete it by July 1. It is on the second draft but is still not complete. The insurance quotes they received are still valid. Councilmember Petruzzi asked what the insurance quote was. He was advised that was in the final leg of the report but that the basic cost would be $43,000 per year. Councilmember Petruzzi asked if his understanding of the report was correct that if the Council self -funded the program over 20 years the cost would be $177,306 per year, and that if they went on a sliding scale it would start in 1994 at $104,000 per year and end in 2004 with a contribution of $334,834. He suggested the insurance sounded pretty good. CITY COUNCIL APPROVED MINUTES SEPTEMBER 13, 1994 PAGE 4 Councilmember Dwyer discussed having had other funding sources mentioned to him, including the Firemans Pension Fund and a link to proportional cost attributable to fire fighters. He asked if that had been related to him. Mr. Hunter indicated he had talked to Scott about that and those funds could be used. He also stated that only applied to seven employees. Regarding insurance costs, they are doing this on a pre -funded basis. They are trying to take care of this in the first 20 years so that the people enjoying the benefit are the taxpayers paying it now. The final report will show the insurance cost for a period much longer than 20 years. Councilmember Petruzzi said that there are 35 retired employees and only 7 active. Whatever we fund we are funding for what other people receive. The insurance companies with a large amount of long term business are able to stay up-to-date on all the issues related to the provision of long term coverage. It is not practical for the City of Edmonds to obtain similar expertise. He indicated it would take something very dramatic in the final report to convince him that the City of Edmonds should go into the insurance business. Mr. Hunter indicated that one of the things to be seen in the final report is what the insurance company is willing to pay versus how much the City of Edmonds is obligated to pay. Councilmember Petruzzi stated he felt the Council should set up insurance for future councils and to self - insure to a certain extent so they have a pool to work with. By having insurance in place, the Council can tap into the insurance company for their expertise. Mr. Hunter responded that one of the items proposed in the Washington Health Care Reform Act is having long term care in 1999, so there could be some state relief. He further indicated that there would be a meeting this week with the insurance broker to get the final cost on the insurance projections. He asked if this matter could be scheduled at the October Finance Committee Meeting. Councilmember Fahey asked about how far into the future they took the numbers. She questioned the likelihood of younger members living more than 55 more years. She asked why the numbers were projected so far beyond that. Mr. Hunter had no readily available answer. (B) . REVIEW OF PETTY CASH EXPENDITURES FOR MONTH OF AUGUST 1994 Since there were no questions with regard to these expenditures, it was suggested that Chuck Day, Accounting Manager, call around prior to the Council meeting to ascertain if there are questions. If there r ^ are none, there is no particular reason he should be required to attend the meeting. J i° At 8:00 p.m., the Council adjourned to executive session on a real estate matter and adjourned from there. THE ORIGINAL SIGNED COPY OF THESE MINUTES, AS WELL ASA TAPED RECORDING OFALL COUNCIL MEETINGS, C4NBELOC41ED IN THE CITY CLERK'S OFFICE 1 . 1 l MANOR R NDA J. MA CH, CITY CLERK CITY COUNCIL APPROVED MINUTES SEPTEMBER 13, 1994 PAGE 5 CITY COUNCIL COMMITTEE WORK MEETING (Second Tuesday of Each Month) 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 - (A) REVIEW OF RECYCLING PROGRAM FUNDING (B) DISCUSSION ON PA SYSTEM / NORDQUIST 2. FINANCE COMMITTEE AGENDA: (A) UPDATE ON STATUS OF THE SELF-INSURANCE STUDY (from 8/9/94) (B) REVIEW OF PETTY. CASH EXPENDITURES FOR MONTH OF AUGUST, 1994 3. PUBLIC SAFETY COMMITTEE: NO ITEMS SCHEDULED FOR THIS COMMITTEE 4. EXECUTIVE SESSION ON A REAL ESTATE MATTER 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. This meeting Is not televised.