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12/08/1994 City CouncilThese minutes were approved at the December 20, 1994 City Council Meetine CITY COUNCIL APPROVED MINUTES THURSDAY, DECEMBER 8 SPECIAL BUDGET MEETING The City Council meeting of the Edmonds City Council was called to order at 7:00 p.m. by Mayor Laura Hall in the Community Services Conference Room. The meeting was preceded by a flag salute. ELECTED OFFICIALS Laura Hall, Mayor John Nordquist, Council President Steve Dwyer, Councilmember Michael Hall, Councilmember William J: Kasper, Councilmember Dave Earling, Councilmember Barbara Fahey, Councilmember Tom Petruzzi, Councilmember STAFF Paul Mar, Community Services Director Tom Miller, Police Chief Jeff Wilson, Planning Supervisor Noel Miller, Public Works Supt.. Mike Springer, Asst. Fire chief Brent Hunter, Personnel Manager Arvilla Ohlde, Parks and Recreation Mgr. Dee McGrath, Executive Secretary Review of the Executive and Mayor's Budget. A, Mayor Hall distributed a memorandum to the City Council regarding a request that the .,r,r„,�,ldl' Mayor be able to hire a part-time assistant at the rate of $30/hour for a total of $21,800 ��Vy per year. The memorandum is attached to these minutes and listed as "Attachment 1". Regarding Mayor Hall's previous request for an automobile to be used by her and the Executive Staff, Mayor Hall reiterated this is very much needed. At the very least, Mayor Hall said she needs a car allowance. Mayor Hall said she does not charge for any gas expense, and has spent a "hefty sum" on automobile expenses and maintenance. Mayor Hall reported on Fire District 1 negotiations and distributed a memorandum to Council regarding information on possible legal'counsel should there be such a counsel P needed. Councilmember Hall said up to this point, the City hasn't had any legal counsel. Councilmember Hall said he believes the proposal the City will receive will definitely be in need of legal experts to review the proposal. Councilmembers agreed and said that 10 hours of legal Counsel should be adequate at approximately $200 per hour.. It was agreed a motion will be made at the next regular Council meeting regarding a set amount. EDMONDS CITY COUNCIL APPROVED MINUTES December 8, 1994 Page 1 These minutes were approved at the December 20, 1994 City Council Meeting REVIEW UPDATED REVENUE AND EXPENDITURES Art Housler, Administrative Services Director, reviewed overhead transparencies regarding revenues and expenditures. Generally, the City received $482,000 more than what the targets were projected and expenditures for 1994 is going to be $159,000 less than what is targeted. Mr. Housler said the cash carryover for 1994 is $866,600. Mr. Housler said the Mayor's preliminary budget stated there would be a $758,500 cash carry over for 1994. Asa result, the City has an excess cash carry over of 108,100.00. - Continued Discussion on the Budutina Process. �a Councilmember Kasper said there is still not enough in the budget for the impending Highway 99 Project. �I Mayor Hall said she did talk to Loren Sands from the City of Lynnwood, and she believes the City of Edmonds will need money, however, the design will not be started until 1995, which will probably take an entire year. Mayor Hall said there will probably be a start up date in May of 1996, and Lynnwood's funding is not yet in place. Mayor Hall said there is still a lengthy process and the urgency for funding is not yet here. Councilmember Kasper said the City of Edmonds has to have 50% of their costs in place by 1996. Councilmember Hall said he believes the proposed Arts Coordinator position should be funded as well as the Recycling Coordinator position. Councilmember Kasper said he believes the three cities (Mountlake Terrace, Lynnwood, and Edmonds) should jointly hire a recycling coordinator. f. Council President Nordquist supported funding for improvements to the Boys and Girls i' Club. Regarding equipment purchases for the City, Council President Nordquist ofexpressed concern with requests for purchase of additional equipment. He said there is . lb equipment in other agencies he believes the City may be able to rent on an as needed basis. Plf'" Regarding the Arts Coordinator position, he is not against the position, however, he believes the job description and associatbd duties needs to be studied further before the job is created. Councilmember Earling asked Arvilla Ohlde, Parks and Recreation Manager to address the Council regarding the impact this position would have on her department. Ms. Ohlde did so. Councilmember Kasper said Arvilla's department receives a $15,000 grant each year which is used for the "third person". He does not see the need for the $45,000. Councilmember Kasper said he believes the job descriptions need to be reviewed for any possible overlaps, slack, etc. EDMONDS CITY COUNCIL APPROVED NIINUTES December 8, 1994 Page 2 These minutes were approved at the December 20, 1994 City Council Meeting Ms. Ohlde addressed the Council on this issue. Regarding the funding for the Recycling Coordinator, Councilmember Earling said he is in favor of this, however, he is also interested in pursuing the idea of splitting the job between the two other cities. Councilmember Petruzzi reviewed information that he, Councilmember Fahey and Earling put together regarding the 1995 Budget. Based on their figures, they believe an additional $130,000 is needed in the General Fund. Amer this figure was worked out there was a request for an additional $34,500 for the salary pool. Councilmember Petruzzi p said he was a little shocked at this figure, as there is already $290,000 in the salary pool. Councilmember Petruzzi said the Council agreed to $11,000 more which has already been taken care of on a separate issue. He said the Council agreed to $91,000 last week, now an additional $34,500 is requested. Councilmember Petruzzi said he can't see why we should agree to another $24,500 when the Council doesn't know where any of that money is coming from at this point. He does not propose or agree that any new taxes should be imposed on the citizens beyond what was in the budget when it was proposed to the public. Councilmember Petruzzi said bottom line, the City needs $130,500 for the budget to be balanced. Councilmember Dwyer asked Councilmember Petruzzi how much he would like to see added to the salary pool and Councilmember Petruzzi responded $10,000. There was discussion regarding the salary pool. Mr. Housler asked Councilmember Petruzzi if it is his understanding that if employee salary settlements come higher than what is budgeted, would it come from the Contingency Fund? Councilmember Petruzzi said he is not addressing this. Councilmember Petruzzi said the Council was given a budget, then the Administration came back to the Council asking for more money for salaries and the Council agreed. Councilmember Petruzzi said after this, the Administration came back again and asked for another $24,500, and Councilmember Petruzzi said he is not in agreement that it should be given. Councilmember Petruzzi reviewed his figures with the Council: $130,500 Initial figure needed in General Fund per Councilmember Petruzzi 15,000 added for Maintenance 18,000 added for the Recycling Coordinator 10,000 added for Salary Pool (17,100) subtracted as a cash carry over (12,000) subtracted for the proposed 45,000 Arts Coordinator Total of $144,400 should be added to the General Fund according to Councilmember Petruzzi's figures. EDMONDS CITY COUNCIL APPROVED MINUTES December 8, 1994 Page 3 These minutes were approved at the December 20, 1994 City Council Meetine Council proceeded to discuss these figures. Councilmember Petruzzi said he would like to see each department cut 1% of their budgets to come up with the $144,400. Councilmember Dwyer said the City has done this in the past, however, said at some point, it is all those deferrals that cost the City more because of deferring. COUNCILMEMBER PETRUZZI MOVED, SECONDED BY COUNCILMEMBER KASPER , BASED ON THIS WORKING LIST, WE INSTRUCT THE STAFF TO COME FORWARD TO US' THIS COMING TUESDAY WITH AN APPROXIMATE $150,000 TO BE REDUCED FROM THE GENERAL FUND BUDGET AND THAT WE LEAVE IT TO THEIR DISCRETION IF THEY WANT TO PROPOSE A GREATER NUMBER THAN THAT TO SET PRIORITIES SO WE MAY PICK AND CHOOSE. Under discussion, Mr. Housler said when we go through the Budget Process, we particularly look at the future revenues, and economy, etc. Mr. Housler said we are essentially budgeting at 103 - 104% in revenue increases. Mr. Housler said when the requests come back from the department this year, the Mayor reviewed this and took the padding out. Mr. Housler said $400,000 has already been cut from the initial requests. Mr. Housler said the Council was given a pretty much "bare bones" budget with increases that represent a catch up budget. Mr. Housler said he cautions against adding new on- going positions or on -going expenditures. Mr. Housler said he cautions against the City picking up all the funding for the Arts Coordinator and Recycling Coordinator because right now if you look at what the "Fed" wants to do, they want to get the GDP down to 2.5% and they also want to get the CPI down to 2.7%. Recent Fed rate increases of which we have had six, will not take full effect until 12 months to two years after the first one was applied. Mr. Housler said we are looking at the first impact around February, 1995. Mr. Housler said that a Wall Street Journal article addresses a recession in 1996. Mr. Housler said he has told Staff as he is telling Council, he cautions Council against adding on -going costs that are perpetuated each year and increase this year. Mr. Housler said he does not believe the City can afford this. Mr. Housler said the City is going to run into problems in 1996 given the Federal restraints. Regarding the previous motion, COUNCILMEMBER PETRUZZI AMENDED THE MOTION TO READ THAT THE COUNCIL WANTS $150,000 IN CUTS FROM THE BUDGET BY TUESDAY, DECEMBER 13 WITH A RECOMMENDATION THAT STAFF CAN CUT MORE AND THAT THEY CAN PRIORITIZE THE CUTS. THE MOTION WAS SECONDED BY COUNCILMEMBER.KASPER. MOTION CARRIED with Councilmember Dwyer voting no. Councilmember Petruzzi said Noel Miller, Public Works Superintendent brought to the Council's attention that you cannot transfer any funds from the Bond Funds from the 325 3ah; fund to the 112 Fund. Councilmember Petruzzi said Noel also said the cash carryover is less than anticipated, so instead of having $240,000, they have approximately $176,444. EDMONDS CITY COUNCIL APPROVED MINUTES December 8, 1994 Page 4 These minutes were approved at the December 20, 1994 City Council MeetinE Councilmember Petruzzi asked from what sources can the City transfer money into the 112 Fund, with the General Fund not being under consideration at this point. Mr. Housler said the ending cash balance of the street balance would be $39,760,00 (Street maintenance budget). Noel Miller said this fund can rapidly be spent, depending on what kind of Winter we have. Discussion was held on various funds that could be used. { Councilmember Kasper said an option could be is to take the Street Cleaning and Catch Basin and put it in the Storm Water Utility which is a new tax. Councilmember Kasper said this approach was discussed in the last budget, however, he is not saying this is the way to go. Councilmember Kasper said this is the only solution he sees - the area we are really hurting is road improvements, it costing a great deal of money. Councilmember Petruzzi asked what happens if we do need approximately $200,000 for the Highway 99 Project? Mayor Hall said she talked to Loren Sands, and he said he q� would be able to work around it. PCouncilmember Petruzzi said the City has $400,000 budgeted for 1996 for the Highway 99 Project. He asked where this money would come from. Mr. Housler replied the 112 Fund. Mr. Housler said there is $220,000 in Fund 112 now for this purpose. Councilmember Kasper stated it is not allocated to the Highway 99 Project. Mr. Housler said there is $270,000 in the ending cash balance at the end of 1995. In 1995, there will be additional revenues, and that additional revenue plus the $270,000 totaling $400,000 is allocated in the back of the book, under the project listing in 1996 to that specific project. Councilmember Petruzzi asked Mr. Housler if he feels comfortable that the City will be able to generate this, and Mr. Housler said yes. Councilmember Petruzzi said Councilmember Earling had asked for some verification of facts in 1995 and Mr. Mar said he was working on some issues and that he would feel comfortable that he would be able to come to us with "cast in stone" information. Councilmember Earling requested that Staff develop as many scenarios as possible to come up with a minimum of an additional $100,000 for the Highway 99 Project in the 1995 budget from what he had originally requested. Councilmember Kasper said we don't have the ability to save money on a slow basis because Lynnwood has the ability to impose an LID; Edmonds does not. Councilmember Kasper said Mr. Alberts, former City Engineer, avidly said "be careful of Highway 99, it's already $900,000 from what I see and it will be $1 million next year". EDMONDS CITY COUNCIL APPROVED MINUTES December 8, 1994 Page 5 These minutes were approved at the December 20, 1994 City Council Meeting Mr. Housler said the Project Manager for the City of Lynnwood met with Paul Mar seven days ago and he said the maximum amount that would be needed is $600,000. Councilmember Petruzzi referenced the 325 Fund, specifically $76,444 now being set aside for the covered storage building. COUNCILMEMBER PETRUZZI MOVED, SECONDED BY COUNCILMEMBER EARLING THAT THE COUNCIL NOT APPROVE THE EXPENDITURE OF $76,444 FOR A COVERED STORAGE p l BUILDING AT THIS TIME AND THAT THE FUNDS BE PLACED IN THE ENDING l 1'" CASH BALANCE. COUNCILMEMBER PETRUZZI SAID AT THE BEGINNING OF 1995, HE WOULD LIKE NOEL MILLER TO COME FORWARD AND MAKE A PRESENTATION ON THIS AND THE COUNCIL WILL THEN DETERMINE IF THIS IS THE BEST USE OF THE FUNDS. Under discussion, Councilmember Hall asked Noel what the use is for the covered storage. Mr. Miller said it is to be used to cover materials, vehicles and equipment. Mr. Miller said he will be glad to give the Council a full report after the beginning of the year. MOTION CARRIED with Councilmember Hall voting no. ' a Mayor Hall asked for feedback regarding her request for a part time assistant. Councilmember Dwyer said from his standpoint, the City is "out" $145,000 right now, and U+� the City has already made up $91,000 in addition to what the Mayor proposed that the P {� City had to do. Councilmember Hall said if the City could get Mr. Aliverti for $30.00 an hour to assist the Mayor, he has no doubt the City would benefit from this. Councilmember Petruzzi said the Mayor handed Council the budget on November 1. He said he asked the Mayor personally two times what the funds for consultant was for and asked the Mayor's executive secretary once, and received no response. Councilmember Petruzzi said tonight is the first time the Council has heard what the $21,000 was to be used for. He does not think it is appropriate to wait until December 8 to tell the Council, and then the Council has basically one week to make a decision. Councilmember Petruzzi said this particular position could well be looked at in 1995 to see if there is any way to move money around to fund it if the Council feels it is important. Councilmember Earling said he wishes the Mayor would have come forward to the Council earlier in the year with a concern because he would be willing to review a request such as the one submitted. Councilmember Earling said he believes the Mayor can build a case for this in 1995, and he will be glad to look at it. Mayor Hall stressed this is a multi -million dollar organization with one person trying to keep it in the black. Mayor Hall said she is hard pressed to see the Council does not see the need. EDMONDS CITY COUNCIL APPROVED MINUTES December 8, 1994 Page 6 These minutes were approved at the December 20, 1994 City Council Meetine Councilmember Petruzzi said the Council did not say they don't see a need - the Council said they will take a look at it in 1995, but not during this particular process. Councilmember Fahey agrees with Councilmember Petruzzi in that she would have appreciated an earlier request. Councilmember Fahey said this wasn't a balanced budget and there were too many things left out that were known about and should have been included. Councilmember Fahey said she would appreciate knowing what the full costs of everything are and present Council with a 104% and 105% budget and know that everything is covered. Mr. Housler said it is a balanced budget and disagreed with Councilmember Fahey. Mr. Housler said there was $91,000 that if Council wants to say, Staff left out. However, Mr. Housler said if you look at the numbers, the $35,000 for space needs and the $25,000 to $30,000 for Cable TV was budgeted to be spent when we prepared this budget in September and October in 1994. Regarding the line item under City Clerk, Annexation - Mr. Housler said when this new annexation comes in, there is no need for a ballot. There is no costs related to this. We will use that money to fund additional annexations if the Council approves them. The City Clerk will send out ballots in 1995 which was not expected to occur. Again, the money would come from the new revenue of the previous annexation -- Aurora Marketplace. The other $11,000 which was used in ground maintenance for the Treatment Plant was an accounting error - what had happened, Mr. Housler explained is that in prior years the City had receipted the money as a reimbursement of expenses out of the General Fund from the water/sewer plant which is improper accounting. It was discovered the revenues had to come in on the revenue side and the expenditures were left out of Arvilla's Grounds budget. It ended up Arvilla thought it was the old practice; it was not and Arvilla didn't budget the expenditures. Art said the $11,000 is the only legitimate amount that is not in balance. Mr. Housler said he takes exception in the statement that the Mayor did not present the Council with her balanced budget. Mr. Housler said the Council has their priorities and the Mayor gave the Council her priorities and it was in balance by state law and by assets to liabilities. Mr. Housler said he does not know where the statement comes that the budget was not in balance. MEETING WAS ADJOURNED BY MAYOR HALL. LA I�F`lL, YOR R ONDA J. f1AR CITY CLERK EDMONDS CITY COUNCII, APPROVED MINUTES December 8, 1994 Page 7 MEMORANDUM Date: December 8, 1994 To: City Council From: Laura M. Hall, Mayor :�K Subject: MAYOR'S 1995 BUDGET FOR PROFESSIONAL SERVICES The City of Edmonds, a multimillion dollar organization, is in need of a part-time Assistant to the Mayor. No matter who the Mayor, the position and office warrants the support needed to provide the high quality of service desired and deserved by our citizens. Compared to nearby cities, the staffing of the Edmonds' Executive Office is the "leanest and meanest around." We have taken pride in that fact. However, circumstances do change, making greater demands upon the office. The city of Lynnwood --population 30,000--has a staff of 3, (Mayor, Assistant to the Mayor, and Secretary). The city of Mountlake Terrace --population 20,000—has a staff of 3.5 (Part-time Mayor, City Manager, Assistant to the City Manager, and secretary). The city of Bothell -- population 25,000--has a staff 3.5 (Part-time Mayor, City Manager, Assistant to the City Manager, and secretary). The City of Edmonds --population 31,000--has a staff of 2 (Mayor and Secretary). CITY POPULATION STAFFING LEVEL Mountlake Terrace 20,000 3.5 Bothell 25,000 3.5 Lynnwood 30,000 3.5 Edmonds 31,000 2 As you may recall in 1993, my consultant services budget line included $12,000 for services on the multimodal project. Mr. Bruce Agnew was hired and performed these services. However, this City of Edmonds (-e Mayor's Office December 8, 1994, Page 2 amount was removed when Mr. Agnew' s services were transferred to the Multimodal Consultant Team grant monies. I was personally impacted by the loss of that person. I feel justified in requesting a part-timelon call consultant be added to my budget. In addition to the need, the time is opportune to obtain a person whose skills and background would be highly valuable to the City. That person is Mr. Ed Aliverti, who has made it known to me that he would be interested in such a position. His knowledge of the City, his community involvement, and his many personal contacts would assist me greatly in special projects. Mr. Ed Aliverti would be available for work January 9, 1995. Because of his affinity for our City, he is willing to work at the reasonable rate of $30/hour, for a total of $21,800 (1.75 days a week). SCOPE OF WORK 1. Provide public information services; generate interest and/or communicate facts about City projects and functions to community and governmental agencies via press releases and/or community meetings. 2. Act as liaison/ombudsman to businesses, community organizations and groups, governmental agencies, and citizens regarding significant issues. Respond to citizen requests and complaints; coordinate between City departments and citizen. 3. Provide assistance to the Mayor for special projects, i.e. inform citizens about upcoming bond issue for new City Hall; explore and promote public/private partnerships for financing of the multimodal facility; work with economic development agencies; and develop a publicity film package for Washington Film Commission. 4. Act as liaison for Boards and Commissions. Attend other governmental meetings for Mayor when necessary and appropriate.