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08/19/1997 City CouncilAddition to Agenda EDMONDS CITY COUNCIL APPROVED MINUTES AUGUST 19, 1997 The Edmonds City Council meeting was called to order at 7:02 p.m. by Mayor Barbara Fahey in the Library Plaza Room, 650 Main Street, followed by the flag salute. ELECTED OFFICIALS PRESENT Barbara Fahey, Mayor Dave Earling, Council President John Nordquist, Councilmember Roger L. Myers, Councilmember Jim White, Councilmember Dick Van Hollebeke, Councilmember Gary Haakenson, Councilmember Thomas A. Miller, Councilmember ALSO PRESENT Andy Streit, Student Representative 1. APPROVAL OF AGENDA STAFF PRESENT Robin Hickok, Police Chief Paul Mar, Community Services Director Noel Miller, Public Works Manager Charles Day, Accounting Manager James Walker, City Engineer Rob Chave, Planning Manager Stephen Koho, Treatment Plant Manager Brent Hunter, Human Resources Director Scott Snyder, City Attorney Sandy Chase, City Clerk Jeannie Dines, Recorder COUNCILMEMBER HAAKENSON MOVED, SECONDED BY COUNCILMEMBER MILLER, TO ADD DISCUSSION OF EMS MEDIC 7 AS ITEM 9 AND RENUMBER AGENDA ITEMS 9, 10, AND 11 ACCORDINGLY. MOTION CARRIED. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER MYERS, TO ADD AN EXECUTIVE SESSION REGARDING A LEGAL MATTER AS ITEM 7A. MOTION -"mi M COUNCILMEMBER HAAKENSON MOVED, SECONDED BY COUNCILMEMBER MYERS, FOR APPROVAL OF THE AGENDA AS ADJUSTED. MOTION CARRIED. 2. CONSENT AGENDA ITEMS Councilmember White pulled Agenda Items C, G and H. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, FOR APPROVAL OF THE REMAINDER OF THE CONSENT AGENDA ITEMS. MOTION CARRIED. The agenda items approved are as follows: (A) ROLL CALL prove 7/29 (B) nutes (B P 8112 `L) nutes APPROVAL OF CITY COUNCIL MEETING MINUTES OF JULY 29, 1997 APPROVAL OF CITY COUNCIL MEETING MINUTES OF AUGUST 12,1997 Edmonds City Council Approved Minutes August 19, 1997 Page 1 Claim for (E) ACKNOWLEDGE RECEIPT OF CLAIM FOR DAMAGES FROM DAVID L. Damages GOTTSCHALK (Amount Unknown) Approve (F) APPROVAL OF CLAIM WARRANTS #15950 THRU #19303 FOR THE WEEK OF Claim AUGUST 4, 1997, IN THE AMOUNT OF $377,751.54; APPROVAL OF CLAIM Warrant WARRANTS #18954 THRU #19461 FOR THE WEEK OF AUGUST 11, 1997, IN THE AMOUNT OF $601,488.99; AND APPROVAL OF PAYROLL WARRANTS #17252 THRU 917497 FOR THE PERIOD OF JULY 16 THRU JULY 31, 1997, IN THE AMOUNT OF $391,101.34 1997 Water 1 (1) REPORT ON FINAL CONSTRUCTION COSTS FOR THE 1997 WATER LINE Lane Program REPLACEMENT PROGRAM AND COUNCIL ACCEPTANCE OF PROJECT Storni (J) REPORT ON BIDS OPENED AUGUST 4, 1997, FOR THE 92ND AVENUE W/220TH Drainage STREET SW STORM DRAINAGE IMPROVEMENTS PROJECT AND AWARD OF Improvement CONTRACT TO GREEN RIVER CONSTRUCTION ($132,726.58, Including Sales Tax) City Park (K) AUTHORIZATION FOR MAYOR TO SIGN PROFESSIONAL SERVICES AGREEMENT Access WITH SVR DESIGN COMPANY FOR THE EDMONDS CITY PARK ACCESS Improvement IMPROVEMENTS PROJECT Councilmember White advised he pulled Agenda Items C, G, and H to abstain from the vote as he was absent from the August 4 Council meeting. COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, FOR APPROVAL OF AGENDA ITEMS C, G, AND H. MOTION CARRIED, COUNCILMEMBER WHITE ABSTAINED FROM THE VOTE ON ITEMS C, G, AND H; COUNCILMEMBER NORDQUIST ABSTAINED FROM THE VOTE ON ITEM H. The items approved are as follows: Approve 815 (C) APPROVAL OF CITY COUNCIL MEETING MINUTES OF AUGUST 5, 1997 Minutes (G) APPROVAL OF FINDINGS OF FACT AND CONCLUSIONS OF LAW REGARDING A Findings of MEETING HELD ON AUGUST 5, 1994, ON AN APPEAL OF THE DECISION ISSUED Fact BY THE ARCHITECTURAL DESIGN BOARD TO DENY AN APPLICATION TO AP -96-148 (M. smith) CONSTRUCT TWO ADDITIONAL PARKING SPACES IN THE FRONT OF THE APPLICANT'S BUILDING (Applicant: Marvin Smith; Property Location: 126 4th Avenue North; File Nos. ADB -96-131 and AP -96-148) Findings of (IT) APPROVAL OF FINDINGS OF FACT AND CONCLUSIONS OF LAW REGARDING A Fact MEETING HELD ON AUGUST 5, 1997, ON AN APPEAL OF THE HEARING N- o-rdquist) Q87 (L EXAMINER'S DECISION TO GRANT APPROVAL OF A REQUEST FOR A (I. No CONDITIONAL USE PERMIT TO ALLOW AN ACCESSORY DWELLING UNIT TO LOCATE IN A NEW ADDITION TO AN EXISTING SINGLE-FAMILY RESIDENCE LOCATED AT 24107 76TH AVENUE WEST (Appellant: John Nordquist, File No. AP -97- 87 / Applicant: Amir Ashoori, File No. CU -97-21) 3. AUDIENCE Treatment Lester Blume, 19026 Olympic View Drive, distributed information regarding the Treatment Plant to Plant Councilmembers. He explained his discussions with King County indicate Westpoint provides a wholesale charge of $19.10 per month to the 35 cities and sewer districts it serves. He recommends the City make auxiliary power for the Treatment Plant a high priority to avoid future spills. Edmonds City Council Approved Minutes August 19, 1997 Page 2 roan 4. INTRODUCTION OF GUESTS FROM HEKINAN. JAPAN sts Mayor Fahey explained the guests from Hekinan, Japan were young adults who were in Edmonds as a delegation and participating in Hekinan Week events. She expressed her appreciation to the host families in the community. Marlean Kelly, Edmonds Sister City Hospitality Chair, introduced the students' English teacher who then introduced the students and an elementary school teacher. The students each introduced their host families and were welcomed by the Council. Mayor Fahey thanked the Hekinan students for coming to Edmonds and invited them to visit the City again. 5. REPORT ON COUNCIL COMMITTEE MEETINGS OF AUGUST 12,1997 Finance I Finance Committee Committee Committee Chairperson Nordquist directed the Council's attention to the discussion of Revenue Forecast for the 1998 budget included in the minutes for their Committee. The Committee directed Administrative Services Director Art Housler to send a memo to Councilmember Haakenson regarding their support of continuing efforts to develop and refine the proposal for Lynnwood to take over Medic 7. The Committee reviewed the Finance Committee's job description and agreed to draft a mission statement; and, also approved petty cash expenditures. Public Safety Public Safety Committee muttee Committee Chairperson Myers said Fire Chief Springer provided an update on the proposed changes to Professional Qualification Standards for Technical Rescue. Police Chief Hickok confirmed the reactivated Police Dive Rescue Team had improved its training, updated its filing system, refined maintenance records, and was conforming with OSHA Standards. Councilmember White will make a presentation regarding the Edmonds Dive/Rescue Boat Committee at a future date. At the Committee's request, Fire Chief Springer reported on Medic 7 statistical activities for 1997 in relationship to 1996 and was asked to provide these reports at each Public Safety Committee meeting. A proposal to provide half- time Animal Control and Ordinance Enforcement services to the City of Mountlake Terrace was discussed and Police Chief Hickok was asked to prioritize his 1998 department operating budgeted positions and determine whether this position will be included. Community Community Services Committee Services Committee Chairperson Van Hollebeke advised the committee discussed the Floral Arts Center Permit Committee Approval Status and the remaining issue of parking for the facility. Several possibilities were discussed; staff is working with the property owner to expedite the process. The property owner recently purchased an adjacent parcel to satisfy the parking requirements; therefore, staff is considering a temporary parking permit. Following the committee's review of the proposed purchase of snow/ice control equipment, staff was directed to investigate reduced cost options and then bring this item forward to the Council for review. Unfortunately, it has been determined that it is not possible to utilize any existing City equipment. However, the Committee felt this was a low cost and had a great deal of merit. An update was provided on the Senior Center structural repairs necessary due to the 1996 storms. A geotechnical and structural assessment have been completed and repairs are estimated at $80,000 - $100,000. Unfortunately, a recent presentation to Snohomish County for HUD funds was not accepted so funding for this project is still being sought. The committee reviewed Lynnwood's proposal to take over Medic 7. Medic 7 representatives present at the meeting indicated Medic 7 staff supports the proposal. The committee recommended discussion of the proposal continue at the Medic 7 board level. A follow-up Edmonds City Council Approved Minutes August 19, 1997 Page 3 discussion on a sandwich board ordinance included options such as a street map, kiosks, and directional sign posts to replace sandwich boards. This item and solutions will be presented to the Council in 1998. Planning Supervisor Jeff Wilson described modifications to the Comprehensive Plan, most of which are minor changes with no major impact on the public. The committee discussed non -conforming lot widths including options to resolve the issue. Roadway 6. REQUEST TO PURCHASE ROADWAY ANTI -ICING EQUIPMENT Anti -Icing Equipment public Works Manager Noel Miller advised the Washington State Department of Transportation (WSDOT) has been experimenting with equipment that sprays an anti -icer chemical that retards ice build-up on roadways. The liquid chemical compound, CMA (Calcium Magnesium Acetate), is sprayed from a truck mounted unit. The compound, proposed to be sprayed on arterials, is relatively expensive as opposed to sand and salt. Most cost savings will be in labor, the need for less sand, and subsequent sand clean-up and disposal. He pointed out spread sand would continue to be spread but the amount of sand necessary would be significantly less. Mr. Miller advised this equipment was not included in the budget this year as staff was still investigating DOT's experience with the compound. Lynnwood has recently approved procurement of this equipment. Per the Community Services Committee's request, staff investigated whether existing City equipment could be utilized, particularly the water tank. The City's existing water tank is small and was purchased a number of years ago. Further, a tank to spray this compound needs baffles to avoid safety concerns. There was also some concern whether the anti -icer chemical could be adequately cleaned out of the water tank to avoid putting the compound into the flower gardens. Mr. Miller commented this equipment would aid the City in getting the roads in a passable condition sooner as it prevents the ice from bonding to the roadway. Councilmember Van Hollebeke noted this proactive method was discussed and supported by the Committee Services Committee. From a cost standpoint, no new trucks are necessary, only the apparatus that fits on an existing vehicle when needed. He advised Street Fund 111 had a balance of $111,000— sufficient funds for this purchase without affecting any other programs. Councilmember Myers pointed out sand would still be need to provide traction. Mr. Miller explained the anti -icer solution would assist in getting the road bare more quickly, particularly on arterials. Minor collector streets would continue to be sanded until the expense of using the anti -icer solution is determined. Councilmember Myers asked if the anti -icer solution was only effective if sprayed before snow fell. Mr. Miller answered yes and explained staff can react quickly and, by driving at reasonable speeds, cover a number of arterials. He noted there was usually an initial melting period during a snowfall. Councilmember Myers said the documentation indicated there were no environmental hazards to fish or streams. He asked if the solution would be hazardous to lawns. Mr. Miller noted the solution would only be sprayed on streets; if any reached lawns, it likely would be sufficiently diluted not to cause a concern. Councilmember Earling asked if the solution had any corrosive qualities. Mr. Miller answered his understanding was there were no corrosive qualities. Staff has also considered using a hand sprayer to spray City walkways instead of using salt. Edmonds City Council Approved Minutes August 19, 1997 Page 4 Councilmember Nordquist asked if a statement from the Department of Fisheries was available regarding the solution. Mr. Miller said the statement that CMA does not pose an environmental hazard to fish was provided by the product manufacturer. Councilmember Nordquist pointed out there are fish hatcheries in the area and requested staff obtain a statement from the Department of Fisheries. Mr. Miller agreed a statement from the Department of Fisheries could be obtained. He stated DOT currently does ice control on SR 104 which is near a hatchery. He noted Department of Fisheries is aware of this product. Councilmember Nordquist asked if staff would be called in on overtime to spray streets. Mr. Miller answered staff is usually called in at approximately 4:00 a.m. to begin sanding. There would be no change in overtime costs for the use of sand or the anti -icer product. Councilmember White questioned the information provided, noting the DOT's case study indicates a cost savings three times greater than traditional deicing. However, the newspaper article regarding the product states "it's almost a wash." He pointed out the anti -icer would not improve traction and would be entirely dependent on an accurate forecast. He commented about the possibility of spraying when snowfall did not occur and said this product would only facilitate clean-up. Mr. Miller agreed there could be occasions when the product was sprayed when it was unnecessary. Regarding costs, he said DOT's District 3 in Everett provided glowing reports regarding the use of the anti -icer. He agreed the case study may somewhat over -extend the cost savings. Overall, he believed it to be a worthwhile expenditure which would likely be a "wash" in the long run. He explained, due to the City's location near the Puget Sound, if the chemical was sprayed before the snow sticks, only slush would remain and traction would be possible. If temperatures are under 20°, the chemical would be under the snow and sand would likely be needed on top. The anti -icer will prevent ice from bonding to the pavement and allow the snow plows to more easily remove the snow and create bare and wet conditions more quickly. COUNCILMEMBER MILLER MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, TO APPROVE THE PURCHASE OF THE ROADWAY ANTI -ICER EQUIPMENT WITH THE STIPULATION IT BE A PILOT PROJECT AND STAFF GIVE QUARTERLY REPORTS TO THE COMMUNITY SERVICES COMMITTEE REGARDING THE SUCCESS OF THE 1997-1998 WINTER. Councilmember White was not convinced this was a prudent expenditure as it appeared the use of the anti -icer and the use of sand was almost a wash. He noted if the equipment were purchased, it would be used and the City would incur costs for manpower as well as the chemical compound. He requested further information be provided by DOT. COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, TO EXTEND THE DISCUSSION ON THIS MATTER. MOTION CARRIED. Councilmember Haakenson asked the shelf -life of the product and whether it could be stored from one year to the next. Mr. Miller advised the chemical was in a solid form; only enough would be mixed to fill the tanker truck, approximately 500 gallons. He believed the chemical was a relatively stable substance. Councilmember Haakenson supported the use of the anti -icer for a test period if the shelf life guaranteed it could be stored from one year to the next. Edmonds City Council Approved Minutes August 19, 1997 Page 5 Councilmember Myers asked if there would be any other use for the spray equipment. Mr. Miller answered yes, it could be used to spray herbicides. The City currently has a trailer mounted sprayer for herbicides. Lynnwood plans to use their equipment to spray chemicals during the summer. Mayor Fahey restated the motion as follows: COUNCIL AUTHORIZE STAFF TO OBTAIN A REPORT ON FORMAL QUOTES TO PURCHASE THIS EQUIPMENT, COST NOT TO EXCEED .$13,000, AND THAT THIS BE A PILOT PROGRAM WITH QUARTERLY REPORTS PROVIDED TO THE COMMUNITY SERVICES COMMITTEE REGARDING THE SUCCESS OF THE PROGRAM. MOTION CARRIED, COUNCILMEMBERS WHITE AND NORDQUIST OPPOSED. Mayor Fahey noted the purchase must still be approved by the Council once quotes were obtained. Staff would provide answers at that time to questions raised during this discussion. Public Safety 7. PRESENTATION OF DESIGN DEVELOPMENT FOR PUBLIC SAFETY COMPLEX Complex Community Service Director Paul Mar described the progress made since the Council approved the schematic design for the Public Safety Complex in January 1997. Efforts have included: working with staff, the architectural team's development of a detail design of the facility; completion of the environmental determination process and receipt of a mitigated determination of non -significance (MDNS); approval of the facility design from the Architectural Design Board (ADB); meetings with community members; and a presentation to the Historical Museum Board regarding the fate of the church. He noted there had not yet been a concrete offer on the church. He advised staff was requesting approval of the design development for the Public Safety Building and approval of the exterior color of the facility. Lee Pardini, Merritt+Pardini, advised the project was currently on budget but cautioned there is much uncertainty in the bidding environment at this time due to the extremely active construction market in the Puget Sound region. They will continue to watch bids and estimates and may have to package some items as alternates to ensure -the project remains on budget. He was proud of the exceptional job Dave Thomas, Project Manager, and staff have done fine-tuning the project to ensure it is on budget. He said they are not completely satisfied with some of the minor elements and plan to return to the ADB to present some options for minor modifications. He noted the pallet of materials would remain the same, any changes would be brought to the Council for review. Dave Thomas, Project Manager, Merritt+Pardini, explained there had been virtually no changes in the program since the schematic design presentation was made to the Council; minor changes were made to room configurations but no changes were made to the footprint. The only visible change from the schematic package would be eliminating the rounded roof over the court area and replacing it with a gable roof to match the police facility. This was done due to increased costs for the rounded roofs. He explained they anticipated (if the market remained good) the project would be bid before Thanksgiving with bids submitted between Thanksgiving and Christmas. He noted this schedule may be optimistic. . Mr. Pardini explained they were rushing the bid process somewhat as they believed this time of the year would be the most beneficial bid environment, when contractors were building their inventory for the coming year. Edmonds City Council Approved Minutes August 19, 1997 Page 6 Mr. Thomas advised they would be returning to the ADB for approval of the signage and the color schemes within the next month. He briefly described the drawings of the Public Safety complex, noting the design development phase was a very intensive, technical phase. Mayor Fahey advised that the artists who would be doing the public art for this facility had already been selected. She requested Mr. Thomas clarify how they were interacting with artists to integrate their work into the project. Mr. Thomas explained the artist's jury selected three artists in May. This was done early in the design concept so the art can be designed to be a part of the architecture of the campus. Mr. Mar presented a computer simulation of the project which illustrated the existing facility from several viewpoints as well as the new campus from several viewpoints with and without landscaping. Councilmember. Van Hollebeke asked what would be the cost differential between the curved roof and the gable roof. Mr. Thomas replied the difference was approximately $60,000. Councilmember Van Hollebeke commented he liked the gable roof better and said it would be very attractive. Mayor Fahey asked if it would be necessary to move the Armstrong Memorial. Mr. Thomas said the Armstrong Memorial and the totem pole will be relocated on the site. Councilmember Earling asked when ground breaking and completion of construction was anticipated. Mr. Thomas advised they anticipated breaking ground near the end of March, 1998. He noted there was a great deal of ground work and demolition to be done. The project is anticipated to be completed in 14 months. Mr. Pardini said the roof color would be terra-cotta, the siding would be two shades of light brown, and the stucco finish would be a blue-green to set off the terra cotta roof. He advised they would return to the Council with the final colors. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILIVIEMBER VAN HOLLEBEKE, TO APPROVE THE DESIGN DEVELOPMENT FOR THE PUBLIC SAFETY COMPLEX. MOTION CARRIED. Mayor Fahey clarified that all of the offices that were in the Community Services Building were moved to City Hall. Some components of the Police Department and all of the Municipal Court were moved into the Community Services Building. The remaining buildings on the site—half of the fire station, the building that housed the Mayor's office, and the Finance Building will be demolished in the first phase. After the new buildings are constructed, the remaining buildings will be demolished and the parking lot constructed. Executive I 7A. EXECUTIVE SESSION REGARDING A LEGAL MATTER Session At 8:27 p.m., the Council recessed to Executive Session regarding a legal matter for approximately 15 minutes. The meeting was reconvened at 8:42 p.m. Medical Sell 8. MEDICAL INSURANCE PROGRAM Insurance Program A. ORDINANCE NO. 3158 ESTABLISHING THE MEDICAL INSURANCE FUND B. ORDINANCE NO. 3159 ESTABLISHING THE MEDICAL SELF INSURANCE ADVISORY BOARD C. RESOLUTION NO. 881 AMENDING THE EDMONDS PERSONNEL MANUAL TO INCORPORATE ADOPTION OF THE MEDICAL SELF INSURANCE PROGRAM Edmonds City Council Approved Minutes August 19, 1997 Page 7 Mayor Fahey explained the self-insurance program would have many significant benefits including: 1) it allows the City to better control the type of benefits offered to employees; 2) it allows the City to retain the profits for the benefit of the employees and address some of the LEOFF 1 concerns as there is no profit; and 3) it allows employees to make decisions regarding the health care they receive. Human Resources Director Brent Hunter explained the ordinances and resolution before the Council would allow the implementation of the self-insurance medical plan. He said that during the budget process, Mayor Fahey asked him to consider a self-insurance program. This included an insurance consultant, Dick Charles, who developed a similar plan for the cities of Tukwila and Renton. In January, the Council authorized Mr. Charles to conduct a feasibility study for the City of Edmonds. His report was discussed at the Council Retreat in February and the Council authorized the Long Range Financial Committee and Human Resources Committee to move forward. The Long Range Financial Committee, comprised of Councilmembers Myers, Haakenson, and Nordquist, Mayor Fahey, Administrative Services Director Art Housler and he, met with the insurance consultant to consider all aspects including the three year budget and recommends approval of this program. Mr. Hunter referred to the three year budget which provides an overall view of the program. He explained the target date to begin the self-insured program was October 1, 1.997; the Council's approval of the ordinances and resolution will allow staff to begin developing the necessary contracts and enrolling employees. He would also notify the Association of Washington Cities that the City of Edmonds would be discontinuing its insurance with AWC. He explained the first ordinance established a self-insurance fund that would allow the financial ability to collect funds and pay expenses. This would be an interest-bearing fund which would assist in funding insurance claims. The second ordinance established an advisory committee. The adhoc committee, which includes Councilmember Myers, interviewed third -party administrators (claims administrators) and recommends Healthcare Management Associates. They were selected on the basis of excellent customer relations, fast claims processing, and experience with municipal affairs. The resolution amends the current personnel policy to allow administration of the self-insured program. He advised a meeting was scheduled for Tuesday, August 26 at 6:00 p.m. to enroll the Council. Enrollment was being handled as quickly as possible so identification cards could be processed and available by October 1. Agreements for stop loss insurance and the contract with the third party administrator would be forthcoming in the near future. Mr. Hunter reviewed the three year budget and explained current premiums for AWC insurance were $1.3 million; some interest earnings were also anticipated. He noted this did not include premiums for employees with Group Health coverage, approximately 10% of the workforce, who would not be affected by this change. During enrollment, employees would be given the option of Group Health or the City's self-insured plan. He referred to fixed costs which include the stop loss insurance and third party administrator costs. The stop loss insurance, provided by Safeco, includes three types, 1) specific loss - any individual claim in excess of $40,000 would be the responsibility of the insurance carrier (Safeco), 2) aggregate stop loss - total claims for the year in excess of $985,000 would be the responsibility of the insurance carrier (Safeco), and 3) a monthly cash flow insurance. During the first year, the City would surround itself with excess loss coverage to ensure the program is financially solvent by -year end. As the City gains experience with the plan and builds more reserves, the stop loss limit will be raised; this increases the City's risk but also reduces premium costs. Mr. Hunter referred to variable costs on the recommended budget and explained these were anticipated claims that would be paid during the next 12 months. This amount was established statistically by Safeco at $840,000 based on the City's workforce. He noted the aggregate stop loss insurance was set at $985,000 (125% of anticipated claims); a difference of $145,000. The City must ensure sufficient funds Edmonds City Council Approved Minutes August 19, 1997 Page 8 are reserved to cover that amount. He explained IBNR Reserves were claims incurred but not paid; by law the City must have sufficient funds to pay claims incurred but not yet paid. This amount is usually established at 15% of anticipated claims, he recommended reserves be set at 20%. He pointed out funds were included for LEOFF Reserves to address the City's LEOFF 1 long term care. Wellness costs of $25,000 are an investment into the insurance plan—if employees can be kept well, they will not incur as many claims. Total costs for the year are anticipated to be $1.2 million. The Committee recommends any savings generated as of July 1998 would be shared with the employees as a way to encourage employees to participate in the program. In years thereafter, the City and employees would share any savings generated from a reduction in claims below the anticipated level for that year. He pointed out Group Health plans to increase their rates 10% next year and AWC would likely do. the same. He advised this is a positive move toward cost containment and a positive move to provide improved benefits to employees. He pointed out one of the goals of the self-insured program was to provide as good or better benefits. A letter from Mayor Fahey, sent to all employees, would explain the benefits of transition to the new plan as well as benefits that are as good or better. Mr. Hunter recommended approval of the ordinances and resolution to allow the self-insured medical program to move forward. Councilmember Myers advised he served on the Long Range Financial Task Force as well as the adhoc committee and said employees are supportive of this program. He pointed out one of the benefits is a plan in which employees can modify the benefits they receive and need. Further, the stop loss insurance will protect the City from a financial emergency. Councilmember Nordquist asked who would conduct a performance review on the third party administrator and who would the third party administrator answer to. Mr. Hunter advised the third party administrator would be under contract with the City. He recommended the advisory committee, made up of representatives of employees, management, and the Council, address complaints regarding claims administration. If the third party administrator did not provide good service, staff could recommend a change in the third party administrator. Mayor Fahey advised the self-insurance program would also result in better response time as the City would be working directly with the third party administrator. Councilmember Haakenson said he served on the Long Range Financial Task Force and supported the program. He thanked Mr. Hunter for his efforts in developing the self-insured program. Ord. #3158 COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER NORDQUIST, TO Medical Self- ADOPT ORDINANCE NO. 3158, AN ORDINANCE OF THE CITY OF EDMONDS, Insurance Fund WASHINGTON, ESTABLISHING A MEDICAL SELF-INSURANCE FUND AND AUTHORIZING EXPENDITURES FROM THE NEWLY CREATED FUND, AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. MOTION CARRIED. Ord. #3159 COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER VAN Medical Self- HOLLEBEKE, TO ADOPT ORDINANCE NO. 3159, AN ORDINANCE OF THE CITY OF Insurance Advisory EDMONDS, WASHINGTON, ESTABLISHING THE EDMONDS MEDICAL SELF-INSURANCE d ADVISORY BOARD, WHICH SHALL BE RESPONSIBLE FOR ADVISING THE EDMONDS CITY COUNCIL ON MATTERS PERTAINING TO THE EDMONDS SELF INSURANCE PROGRAM AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. MOTION CARRIED. Edmonds City Council Approved Minutes August 19, 1997 Page 9 Reso. #881 COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER VAN Adopting Medical Self- HOLLEBEKE, TO ADOPT RESOLUTION NO. 881, A RESOLUTION OF THE CITY COUNCIL Insurance OF THE CITY OF EDMONDS, WASHINGTON, ADOPTING A MEDICAL SELF—INSURANCE Program PROGRAM AND AMENDING THE EDMONDS PERSONNEL MANUAL TO INCORPORATE ADOPTION OF THIS PROGRAM. MOTION CARRIED. EMS Medic 7 9. EMS MEDIC 7 DISCUSSION Discussion Council President Earling explained for the past several months, there had been some debate regarding the EMS Medic 7 issue. A group of citizens advanced a petition, which the Council last week advanced to the November 19, 1997, ballot. In a separate action, the Council moved forward a ballot issue for September 16, 1997, which had some issues in common. He pointed out there has been a growing recognition by the citizen group, the Council, and other citizens in the community, that the real issue is the successful funding of EMS Medic 7 into the future. Discussion with the citizen group who developed the petition resulted in an agreement that will advance the matter in a positive way, and assure the citizens of Edmonds that medical service in an emergency situation is available. He thanked Councilmember Haakenson for his efforts regarding this matter as well as the makers of the petition for their efforts to collect signatures. Councilmember Haakenson said he has been concerned for the past few weeks regarding the importance of voter approval of the EMS levy in September as the voter turnout is usually low and a high margin of voters is necessary to pass the levy. He pointed out any issue regarding the fire department, emergency medical services, or Medic 7 seems to be extremely confusing and controversial. He concluded the only way a levy would pass would be with a wide -base of unified support that included the Council, fire fighters, and those who opposed the transport fee and brought their own levy request. He discussed the matter with the spokesman of the citizen group, Michael Santopolo, which resulted in the resolution before the Council. He thanked Council President Earling and City Attorney Scott Snyder for their guidance during this process. He also thanked Mr. Santopolo for his efforts in the resolution of this issue. Councilmember Haakenson read the following resolution into the record: RESOLUTION NO. 882 Reso. #882 Expressing A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF Intent- EDMONDS, WASHINGTON, EXPRESSING ITS INTENT WITH Defray Costs of Transport REGARD TO THE AMENDMENT OF THE 1997 BUDGET AND THE Fees created PREPARATION OF THE BUDGETS FOR 1998, 1999 AND A PORTION by Medic 7 Board OF THE YEAR 2000, IN ORDER TO DEFRAY THE COSTS OF TRANSPORT FEES CREATED BY THE MEDIC 7 BOARD ON BEHALF OF ITS CITIZENS. WHEREAS, the Medic 7 Board has created a transport fee on Advanced Life Support Service in order to defray additional costs incurred in the provision of such services; and WHEREAS, some communities have elected to defray the transport fee on behalf of their citizens by direct payment of those fees while other communities such as Edmonds have sought to maximize other available resources by recouping costs of transport fees through insurers and other resources such as Medicaid and Medicare, thereby maximizing the total revenues available for government purposes and thereby avoid tax increases; and Edmonds City Council Approved Minutes August 19, 1997 Page 10 WHEREAS, in order to encourage the passage of the Emergency Medical Services (EMS) levy and resolve concerns expressed by its citizens and by members of its Fire Department, the City Council wishes to state its intent regarding the transport fee to defray transport costs for its citizens so long as it may reasonably do so within the revenues available to it; and WHEREAS, the City Council understands and acknowledges that it cannot bind the hands of future Councilmembers during the budget process but wishes to state its good faith intent to the citizens, NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Sectio : The City Council hereby expresses its intent to commence payment of transportation fee costs relating to Advanced Life Support transport effective November 1, 1997, and to prepare the ordinances and other documents necessary to commence defraying such costs on such date. Further, the City Council states its intent in the annual budget process to prepare budgets for the years 1998, 1999 and 2000 in order to defray such transport costs within the limits of the revenues available to it and to make a good faith effort to obtain and appropriate full funding for such transportation fee costs through June 30, 2000, without the use of a user paid transport fee. The City Council further requests that the Mayor, in the preparation of her annual budget report, include sufficient sums to defray transport fees on behalf of Edmonds citizens and to continue to defray the costs of transport fees for its citizens for the defined period. Section 2: This Resolution of Intent is enacted in good faith by the City Council of the City of Edmonds based upon the representations of those persons now opposing transport fees that they will make every good faith effort to support passage of an EMS levy including a mailer to those persons who executed the initiative petition urging their support for the levy on September 16, 1997 primary or the general election set for November, 1997, should it be necessary to again place the matter on the ballot. The City Council understands and acknowledges the difficulty of passing a levy at the September primary due to the large number of voters required by statute to enact a levy and the relatively low turn- out inherent at a primary election. This Resolution of Intent is conditioned upon passage of an EMS levy for calendar years 1998 to 2003. COUNCILMEMBER HAAKENSON MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, FOR APPROVAL OF RESOLUTION NO. 882. Councilmember Miller advised in February he wrote to Mr. Santopolo when he first raised the issue of transport fees indicating he would like to return to a no -fee program and perhaps begin by putting a $.50 medical services levy before the voters. He thanked Councilmember Haakenson, Council President Earling, Mr. Santopolo and others who have worked together to bring this issue before the Council and develop a compromise. He noted although transport fees were common in many cities, it was clear they were not appropriate to the Edmonds community and he would vote in favor of the resolution. MOTION CARRIED. City Attorney Scott Snyder explained this was a resolution of intent pointing out the City Council enacts its budgets on an annual basis. The Resolution represents a good faith commitment by the Council as it prepares its budgets. The Council necessarily reserves for future Councils and future budget processes and the citizens, the right to participate in those processes as the Council reviews the budget and determines its priorities. Once the Council placed the citizens initiative on the ballot, although the issues have been resolved, a court order would be necessary to remove the issue from the ballot. He explained a TRO would be requested tomorrow (August 20) and an injunction hearing set in 20 days. Hopefully, by that time, the Council would be able to obtain the consent of the initiators to ensure no more taxpayer Edmonds City Council Approved Minutes August 19, 1997 Page 11 funds are consumed by this process than are necessary to remove this issue from the ballot. He explained this issue has two components, 1) a policy component which the initiators resolved with the City Council, and 2) a legal issue regarding under what forum that discussion would take place. In order to retain that forum for Council authority, a court order will be necessary. Council President Earling advised committees were formed in support and opposition of the EMS levy issue placed on the September 16 ballot. If the request to remove the pro and con statements from the ballot was made prior to 9:00 a.m., on August 20, 1997, it would be possible to withdraw both statements. The opponents have agreed they would like to have their statements withdrawn as transport fees are no longer an issue and will unite in support of the ballot issue. 10. MAYOR Medic 7 EMS Mayor Fahey advised that at the Medic 7 Board level, an Executive Committee made up of the Executive Services Directors of the three cities has been formed and are in the process of reviewing Lynnwood's proposal regarding EMS services. She indicated the Council packet included all of the comments that were forwarded to Lynnwood Mayor Roberts for consideration—items that require clarification regarding their proposal. She noted Mountlake Terrace City Manager, Connie Fessler, also submitted comments. At a meeting with Lynnwood Mayor Roberts to discuss concerns, she requested the comments be submitted in writing. A meeting was scheduled for today; however, Mayor Roberts requested the meeting be postponed to allow her to address the comments submitted. Fire Service Mayor Fahey commented regarding the investigation of the feasibility of fire service consolidation. She Consolidation noted this currently occurs at the operational level but consolidation of administrative services is being considered. A task force was established to address this issue and RFP's were recently issued. She advised two proposals were received and interviews would be conducted August 20 and a decision made by the end of the week. ��Senior Center Mayor Fahey recalled there had been serious concerns regarding how to address maintenance concerns at the Senior Center, including the fear that the City wanted to close the Senior Center. She assured that the City did not want to close the Senior Center and, as a further indication of the City's efforts to support the existence of the Senior Center, she drafted a letter to HUD clarifying the City's position and support of a grant proposal to address maintenance issues as a result of the instability of the flooring in the Senior Center. She advised a Senior Services Task Force had also been formed with 30 participants and co- chaired by Connie Jones, Director of the Senior Center, and Bob Noack, former Finance Director of Lynnwood and Senior Center Board member. The Task Force has had several meetings and defined what the Task Force wants to accomplish. The Task Force has now been divided into two sub- committees, one to address concerns regarding the Senior Center. This group agreed to put together a capital improvement proposal for all costs associated with maintenance to ensure the stability of the facility as well as improvements for the benefits of the seniors. When the dollar amount is determined, funding will be addressed which may include some type of capital campaign. The other sub -committee will determine what other services and needs of seniors may be unmet at this time. It is expected that identifying services available to seniors will allow better referral as well as possible implementation of other services at the senior center. She indicated it was hoped all issues could be identified by year end. M Regarding the Hwy 99 improvement project, Mayor Fahey advised Lynnwood is the lead agency for the ment project and Edmonds has set aside funds for this project. Lynnwood and unincorporated areas of Snohomish County have opted to fund this project with a LID. She noted this project would be done in phases; it was expected that the first phase, near the Edmonds City limits, would begin within the next Edmonds City Council Approved Minutes August 19, 1997 Page 12 few months or the next year. She would be attending an oversight committee regarding this issue on August 20. Hall Mayor Fahey informed the Council and the public that the last few improvements to the City Hall k-ilding building would be delayed as there was a temporary need for staff members doing the improvements to address other needs in the City. Once the last few details of the project are completed, a formal opening would be held, possibly in October. Mayor Fahey denied the rumor that the City spent over $5,000 relocating the City's art collection to City Hall. She explained no funds were spent to relocate the art collection; the Art Commission secured the art from various buildings, packaged it primarily using volunteers, and relocated it in City Hall. She stressed no funds were spent on art other than the new public art installed in City Hall. Rea Tide I Mayor Fahey announced Edmonds beaches from the south end of Marina Beach to the north end of the ^leis Ferry were off limits to digging/fishing for shellfish due to a red tide alert. Any questions should be directed to the Health District. Mayor Fahey announced she would be on vacation August 21 through September 6; Council President Earling would be taking over as Mayor Pro -Tem, Community Service Director Paul Mar, and Police Chief Robin Hickok during Mr. Mar's absence, would be acting in an administrative capacity. Findings of City Attorney Scott Snyder advised the Consent Agenda included Findings of Fact and Conclusions of Fa Law regarding the appeal filed by Marvin Smith. He noted the Findings in the packet were prepared in an "either/or format" depending on whether Mr. Smith's attorney, Ms. Hyde, obtained a letter from the neighbor. He confirmed the letter was obtained and the Findings passed approved modification and reduction of the setback to 3 feet on the north property line. 11. COUNCIL Council President Earling thanked Human Resources Director Brent Hunter for his assistance in developing the self-insurance program and Councilmembers Myers, Haakenson, and Nordquist for their work on this issue. He also expressed his appreciation for Community Service Director Paul Mar's extraordinary efforts, particularly with regard to the development of the Public Safety Complex. Councilmember Van Hollebeke thanked Mr. Hunter for his efforts regarding the self-insurance plan, describing it as a win -win-win situation—a win for employees who will have more voice in the direction of their benefit package, a win for the City as it will have more control over its budget, and ultimately a win for citizens as this will be a less expensive item. He also complimented Councilmember Haakenson and Mr. Santopolo for resolving an issue that had the potential of dividing the community but instead drew the community together. Councilmember Hadkenson reported he was the master of ceremonies at the Hekinan Fashion Show at Old Mill Town, and commented that it was a very positive experience. Councilmember Miller thanked the Community Services Committee, Mr. Mar and Chairperson Van Hollebeke, for reviewing the Floral Art Center issue and their efforts to expedite the parking permit process. He also thanked the Hodges for their commitment. In addition, Mr. Miller noted he introduced the performers at the Concerts in the Park on Sunday. Edmonds City Council Approved Minutes August 19, 1997 Page 13 Student Representative Streit reported he attended a leadership camp, basketball camp, and took a short vacation during his three week absence. He described the Mount St. Helen's leadership camp he attended July 25 - 30 where. student leaders throughout Washington were able to share ideas—a fun, positive experience. He urged others to attend leadership camps if given the opportunity. Executive 12. EXECUTIVE SESSION REGARDING LABOR NEGOTIATIONS AND A LEGAL MATTER Session Mayor Fahey recessed the Council to Executive Session at 9:35 p.m. for approximately 30 minutes for discussion of labor negotiations and a legal matter. No action was anticipated and the Council would adjourn immediately following the Executive Session. i_I., BARBARA S. FAHEf, MAYOR SA�JDRA S. CHASE, CITY CLERK Edmonds City Council Approved Minutes August 19, 1997 Page 14 J 1 AGENDA EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. AUGUST 19, 1997 7:00 P.M. - CALL TO ORDER FLAG SALUTE 1. APPROVAL OF AGENDA 2. CONSENT AGENDA ITEMS (A) ROLL CALL (B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF JULY 29, 1997 (C) APPROVAL OF CITY COUNCIL MEETING MINUTES OF AUGUST 5, 1997 (D) APPROVAL OF CITY COUNCIL MEETING MINUTES OF AUGUST 12, 1997 (E) ACKNOWLEDGE RECEIPT OF CLAIM FOR DAMAGES FROM DAVID L. GOTTSCHALK (Amount Unknown) (F) APPROVAL OF CLAIM WARRANTS #15950 THRU #19303 FOR THE WEEK OF AUGUST 4, 1997, IN THE AMOUNT OF $377,751.54; APPROVAL OF CLAIM WARRANTS #18954 THRU #19461 FOR THE WEEK OF AUGUST 11, 1997, IN THE AMOUNT OF $601,488.99; AND APPROVAL OF PAYROLL WARRANTS #17252 THRU #17497 FOR THE PERIOD OF JULY 16 THRU JULY 31; 1997, IN THE AMOUNT OF $391,101.34. (G) APPROVAL OF FINDINGS OF FACT AND CONCLUSIONS OF LAW REGARDING A MEETING HELD ON AUGUST 5, 1997, ON AN APPEAL OF THE DECISION ISSUED BY THE ARCHITECTURAL DESIGN BOARD TO DENY AN APPLICATION TO CONSTRUCT TWO ADDITIONAL PARKING SPACES IN THE FRONT OF THE APPLICANT'S BUILDING (Applicant: Marvin Smith; Property Location: 126 4th Avenue North; File Nos. ADB -96-131 and AP -96-148) (H) APPROVAL OF FINDINGS OF FACT AND CONCLUSIONS OF LAW REGARDING A MEETING HELD ON AUGUST 5, 1997, ON AN APPEAL OF THE HEARING EXAMINER'S DECISION TO GRANT APPROVAL OF A REQUEST FOR A CONDITIONAL USE PERMIT TO ALLOW AN ACCESSORY DWELLING UNIT TO LOCATE IN A NEW ADDITION TO AN EXISTING SINGLE-FAMILY RESIDENCE LOCATED AT 24107 76TH AVENUE WEST (Appellant: John Nordquist, File No. AP -97-87 / Applicant: Amir Ashoori, File No. CU -97-21) (I) REPORT ON FINAL CONSTRUCTION COSTS FOR THE 1997 WATER LINE REPLACEMENT PROGRAM AND COUNCIL ACCEPTANCE OF PROJECT (J) REPORT ON BIDS OPENED AUGUST 4, 1997, FOR THE 92ND AVENUE W/220TH STREET SW STORM DRAINAGE IMPROVEMENTS PROJECT AND AWARD OF CONTRACT TO GREEN RIVER CONSTRUCTION ($132,726.58, Including Sales Tax) (K) AUTHORIZATION FOR MAYOR TO SIGN PROFESSIONAL SERVICES AGREEMENT WITH SVR DESIGN COMPANY FOR THE EDMONDS CITY PARK ACCESS IMPROVEMENTS PROJECT 3. AUDIENCE (3 minute limit per person) 4. (10 Min.) INTRODUCTION OF GUESTS FROM HEKINAN, JAPAN 5. (15 Min.) REPORT ON COUNCIL COMMITTEE MEETINGS OF AUGUST 12, 1997 6. (10 Min.) REQUEST TO PURCHASE ROADWAY ANTI -ICING EQUIPMENT CITY COUNCIL MEETING AGENDA August 19, 1997 Page 2 of 2 7. (40 Min.) PRESENTATION OF DESIGN DEVELOPMENT FOR PUBLIC SAFETY COMPLEX 8. (15 Min.) MEDICAL SELF INSURANCE PROGRAM A. PROPOSED ORDINANCE ESTABLISHING THE MEDICAL SELF INSURANCE FUND B. PROPOSED ORDINANCE ESTABLISHING THE MEDICAL SELF INSURANCE ADVISORY BOARD C. PROPOSED RESOLUTION AMENDING THE EDMONDS PERSONNEL MANUAL TO INCORPORATE ADOPTION OF THE MEDICAL SELF INSURANCE PROGRAM 9. (5 Min.) MAYOR 10. (15 Min.) COUNCIL 11. (30 Min.) EXECUTIVE SESSION REGARDING LABOR NEGOTIATIONS AND LEGAL MATTER 1 'arking and meeting rooms are accessible for persons with disabilities. Contact the City Clerk at 771-0245 with 24 hours advance notice to opecial accommodations. The Council Agenda appears on Chambers Cable, Channel 32. Delayed telecast of this meeting appear.' he following Wednesday, Friday and Monday at noon on Channel 32.