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10/21/1997 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES OCTOBER 21, 1997 The Edmonds City Council meeting was called to order at 7:00 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 Michael Springer, Fire Chief Robin Hickok, Police Chief Art Housler, Administrative Services Director James Walker, City Engineer Rob Chave, Planning; Manager Scott Snyder, City Attorney Sandy Chase, City Clerk Jeannie Dines, Recorder COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER MYERS, TO fl ADD A 10 MINUTE DISCUSSION OF A PERSONNEL MATTER AS A THIRD ITEM FOR THE EXECUTIVE SESSION, MOVE AGENDA ITEM #5 (REPORT ON COUNCIL COMMITTEE MEETINGS) TO AGENDA ITEM 9A, AND DELETE AGENDA ITEM #6 (ANNUAL REPORT FROM LIBRARY BOARD). MOTION CARRIED.. COUNCIL PRESIDENT FARLING MOVED, SECONDED BY COUNCILMEMBER MILLER, FOR APPROVAL OF THE AGENDA AS AMENDED. MOTION CARRIED. 2. CONSENT AGENDA ITEMS COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER MYERS, FOR APPROVAL OF THE CONSENT AGENDA AS SUBMITTED. MOTION CARRIED. The agenda items approved are as follows: (A) ROLL CALL (B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF OCTOBER 7,1997 (C) APPROVAL OF CITY COUNCIL MEETING MINUTES OF OCTOBER 14,1997 (D) APPROVAL OF CLAIM WARRANTS #20428 THRU #20569 FOR THE WEEK OF OCTOBER 6, 1997, IN THE AMOUNT OF $320,033.82. APPROVAL OF CLAIM WARRANTS #18978 THRU #20714 FOR THE WEEK OF OCTOBER 13, 1997, IN THE AMOUNT OF $467,124.02. APPROVAL OF PAYROLL WARRANTS #18286 THRU #18437 FOR THE PERIOD OF OCTOBER 1 THRU OCTOBER 15, 1997, IN THE AMOUNT OF $330,325.92. Edmonds City Council Approved Minutes October 21, 1997 Page 1 I17 (E) REPORT ON FINAL CONSTRUCTION COSTS FOR THE EXTERIOR PAINTING OF THE FRANCES ANDERSON CENTER AND COUNCIL ACCEPTANCE OF PROJECT 3. AUDIENCE Dorothy Gross, 10615 237th Place SW, Edmonds (Woodway Meadows), referred to the proposed development, Woodway Highlands, in Woodway and said the Woodway Planning Commission selected 237th Street SW as a second access into the development. She pointed out this was the only access from Woodway Meadows, a community of 59 homes and she was opposed to creating an arterial on 237th for traffic going into Woodway. She recalled a letter from Mayor Fahey last year indicated the City was watching the situation closely and had never supported the concept of 237th as a arterial into Woodway. She urged the Council to drive into Woodway Meadows and observe the zigzag entry, the narrow curving streets, and the community that exists in the neighborhood. Mayor Fahey assured Edmonds was monitoring this situation and would continue to make its opinions known at every step of the process. She said any decision made by Woodway's Planning Commission would be referred to their Town Council. Russell Twiss, 10527 237th Place SW. Edmonds (Woodway Meadows), supported the comments made by Ms. Gross. He said the street he lives on is the most dangerous area of the Woodway Meadows Development as people turn the corner very fast. He said additional traffic would create more problems. Alvin Rutledge, 7101 Lake Ballinger Way, Edmonds, referred to the comments he made regarding Medic 7 at the last Council meeting and Mayor Fahey's clarification. He referred to a letter sent by Medic 7 indicating there would be a shortfall of $350,000 in a few years. He said Medic 7 made a decision to move its main operation to Lynnwood after determining 70% of its calls came from this area. Further, Medic 7 will need two additional vehicles and six people by 1999. Although he did not disagree Center with funding for the Senior Center, he suggested a public hearing be held before funds were authorized. Lora Petso 10616 237th Place SW Edmonds (Woodway Meadows), requested residents from Woodway Meadows in the audience raise their hands—approximately 30 residents were in attendance. She explained the residents of Woodway Meadows were opposed to traffic from Woodway's new development entering their neighborhood. She said two requests for the City's assistance in the last year resulted in one form letter and no response to the second letter. She pointed out Edmonds' Comprehensive Plan was changed from prohibiting access on 237th to something more ambiguous that did not address the issue. She explained the time to do something was now because the Woodway Planning Commission exhibited a general feeling that "if they can't dump the traffic to somebody else, Edmonds or Shoreline, they will make a smaller, more environmentally sensitive development." She recommended the Council inform Woodway and the residents of Woodway Meadows whether the City would allow 237th to be used as an access. She commented the cost of this access would be high— Woodway Meadows residents would lose their quality of life, property values would be lowered, and an unofficial park in Edmonds would be lost. She summarized that destroying a unique cul-de-sac neighborhood to keep cars off a lightly traveled arterial in Woodway was not appropriate, would not benefit Edmonds' citizens, and would provide minimal benefit to citizens in Woodway. Mayor Fahey said she would be in contact with Ms. Petso. She said the City has attempted to respond to all letters to explain the process and the parameters of what the City can do. Paul Piercey, 10514 237th Place SW, Edmonds (Woodway Meadows), reiterated the comments made previously regarding access from their neighborhood into the proposed Woodway Highlands Edmonds City Council Approved Minutes October 21, 1997 Page 2 development. He noted the cul-de-sac he lives on is a dangerous part of the road. He urged the Council to visit their community so they could see that the street was not designed to be •a thoroughfare to another development. Jim Young, 23730 107th Place W, Edmonds &oodway Meadows, explained there currently was no east-west thoroughfare into Woodway. If 237th were opened for the proposed development, it would be used by all residents of Woodway as well as delivery trucks, etc. He submitted a copy of a letter and a petition (submitted to Mayor Fahey and Councilmembers in July, 1996) signed by at least one member of each household in Woodway Meadows stating their opposition to providing access via 237th. He summarized opening 237th would be devastating to their neighborhood and the character of Woodway Meadows. Mel Critchley. 705 Driftwood Place, Edmonds, supported the defeat of Initiative 676. He explained 676 Initiative 676 would require a trigger lock, which he felt was not practical when a gun was needed quickly. He referred to a list, published in ,American Hunter, of people who have protected themselves with a gun against criminals and said it was not the police who saved their lives, it was their own guns. Councilmember Haakenson suggested staff schedule an agenda item to update the Council on the Woodway Highlands project, possibly on November 3, 1997. Councilmember Miller agreed, noting from the comments made, there would likely be a negative impact on Edmonds neighborhoods. 4. PROCLAMATION - " MAKE A DIFFERENCE DAY" Mayor Fahey read a Proclamation declaring October 25, 1997 as "Make a Difference Day" and urged citizens to do something to make a difference in the community. She advised the Friends of Library Book Sale was scheduled for Saturday, October 25 and citizens could make a difference by supporting that event. She advised the Fred Meyer store at 185th and Hwy 99 would be collecting blankets until next Saturday for Pathways for Women, for distribution throughout the community. 7. ANNUAL REPORT ON CEMETERY BOARD Esther Sellers, Chairperson of the Edmonds Cemetery Board, introduced Boardmember -Dorothy Williamson in the audience. Ms. Sellers explained the Cemetery Board lost a longtime valued member, John Steinberger, who resigned in January due to declining health and passed away in August. Mr. Steinberger had been a boardmember since 1986 and was noted for planning fine Memorial Day Programs. The community also lost John Beck this year who was a gracious and helpful supporter of the Edmonds Cemetery. Ms. Sellers reported the cemetery's new irrigation system was operational this summer but had now been shut down for the winter. She described events at the cemetery during the past year including their 15th annual Memorial Day Program and an Historical Walk of the grounds in mid-July. Due to the efforts of alternate Boardmember Bobbi Sherman, the events received excellent coverage in local newspapers. Ms. Sellers commented the community is finally recognizing the historic value of the Edmonds Cemetery. Children from Edmonds Elementary and Holy Rosary School planted over 700 crocus and daffodil bulbs. The bulb planting was started in 1995 by Debbie Johnson, a former boardmember, and over 2,000 bulbs have been planted. During Ms. Johnson's terms, she also assisted in developing a brochure used by local school groups when touring the cemetery grounds. Participation by local school children in bulb planting projects and tours assists in overcoming the stereotypical sense that cemeteries are a frightening place. Edmonds City Council Approved Minutes October 21, 1997 Page 3 Ms. Sellers said the 1998 cemetery budget was reviewed and accepted by the Cemetery Board. The budget reflects expenditures for building maintenance and upkeep, equipment replacement, and plans for another columbarium wall. She explained the existing columbarium had only six niches left and 75% of the ground lots are sold or in use. She explained all records are current and are on file with the City. The Cemetery Board meets the third Thursday of each month. The daily operation of the cemetery is handled by Sexton, Cliff Edwards, who has made 35 sales and conducted 40 burials since January 1, 1997. She and the Board commended Mr. Edwards for his hard work in keeping the grounds in top condition and request the Council continue the Sexton position as a full-time City position. The Board appreciated the capable City personnel who guide them in management and overall operations, particularly Parks and Recreation Director Arvilla Ohlde. She summarized she was honored to be part of the hardworking board and the steps taken over the past 15 years to resurrect this once sad and neglected cemetery that is now a place of beauty, serenity and dignity. She said it truly deserved its 1972 listing on the Washington State Registry of Historic Places. Mayor Fahey commented it was always a pleasure to hear of the fine job the Cemetery Board does overseeing the operation of the cemetery. She noted it was a special asset to the City to have a place for its pioneers and current residents to be buried in the community. She and the Council expressed their appreciation for the Cemetery Board's efforts. 8. HEARING ON A REQUEST BY THE CITY OF EDMONDS TO VACATE A PORTION OF THE, EDMONDS STREET RIGHT-OF-WAY BETWEEN 5TH AVENUE NORTH AND 6TH AVENUE NORTH, FOR THE CONSTRUCTION OF A NEW FIRE STATION AS PART OF THE PROPOSED NEW PUBLIC SAFETY COMPLEX (Applicant: City of Edmonds / File No. ST -97-108) Planning Manager Rob Chave displayed a map illustrating the location of the street vacation. He explained the right-of-way is not currently an open public street, it is used for public safety access to the police and fire departments. The purpose of vacating the property is to use it for the new Public Safety complex. Mayor Fahey opened the public participation portion of the hearing. There were no members of the public present to address the Council. Mayor Fahey closed the public participation portion of the hearing and remanded the matter to Council for action. COUNCILMEMBER NORDQUIST MOVED, SECONDED, BY COUNCILMEMBER MILLER, FOR PASSAGE OF THE ACTION RECOMMENDED IN FILE NO. ST -97-108 (VACATE A PORTION OF THE EDMONDS STREET RIGHT-OF-WAY BETWEEN 5TH AVENUE NORTH AND 6TH AVENUE NORTH, FOR THE CONSTRUCTION OF A NEW FIRE STATION AS PART OF THE PROPOSED NEW PUBLIC SAFETY COMPLEX) MOTION CARRIED. 9. CONTINUED HEARING ON PROPOSED AMENDMENTS TO THE COMPREHENSIVE PLAN MAP ( ITEMS #5-10) THE REQUESTED CHANGE IS FROM SINGLE-FAMILY / MULTI -FAMILY HIGH DENSITY RESIDENTIAL TO COMMERCIAL THE CITY COUNCIL WILL ALSO CONSIDER A CHANGE FROM SINGLE FAMILY / MULTI- FAMILY HIGH DENSITY RESIDENTIAL TO ALL MULTI -FAMILY HIGH DENSITY RESIDENTIAL (Location: SR -104 at 95th Place West, West of Westgate Chapel / File No. CDC -97 29) (Continued from the September 30, 1997 City Council meeting) Edmonds City Council Approved Minutes October 21, 1997 Page 4 Planning Manager Chave displayed a map illustrating the property at 95th Place West as it intersects with SR -104. He explained this was a continued public hearing; the Council heard testimony and discussed the matter previously. The current zoning is primarily single family; however, the eastern portion, east of 95th Place and the western portion of the property, currently the overflow parking lot for the Westgate Chapel, are zoned multi -family (RM 1.5). The request is to change the Comprehensive Plan designation for the entire property to commercial. Consideration of a change in the Comprehensive Plan designation to multi -family was also advertised (zoning the balance of the property to multi -family). He displayed an aerial vicinity map and identified the parking area at the western end, the former Montessori School at the eastern end which is zoned multi -family, the wooded single family area, the bluff area, and the toe of the slope. He recalled, although the Planning Board did not reach a conclusion on the entire property, they agreed the property above the toe of the slope should not be changed to a higher zoning level as the steep slope would make more intensive development impractical. Mayor Fahey opened the public participation portion of the hearing. Dorothy Fry, 22405 96th Avenue West, Edmonds, a resident on 96th for 29 years, asked why residents were not notified. She said they did not want businesses on the property and there was no reason for them. She commented there were already too many apartments to the east, and there was no need for any more. She suggested the property be left a greenbelt area. Mayor Fahey asked City Clerk Sandy Chase to describe the notification procedures. Ms. Chase advised this was a continued hearing. The City did re -advertise it, posted notices in three locations in the neighborhood, as well as mailed to all addresses within 300 feet of the area as provided through Metro Scan and the Planning Department. Ms. Fry reiterated they had not been notified until another citizen told them. She said residents on 98th were notified in certain areas but she was not. Ms. Fry requested the property remain as a greenbelt because it is a residential neighborhood with a lot of young children and there is no need for more businesses in that area. City Attorney Scott Snyder noted the City mailed 180 notices to persons within 300 feet. He advised the Council adopted 300 feet which is almost three times the mailing distance most communities use for zoning changes. Further, the notice of the initial hearing as well as the continued hearing were published in the Herald. Roger Hertrich, 1020 Puget Drive, Edmonds, referred to the letters from the community who were opposed to the change. He suggested the Council represent the neighborhood and vote against the proposed change. He pointed out the problems of traffic and congestion would not be solved by increasing the intensity of the property's usage. He commented the Council only needed to change the Comprehensive Plan designation of the two properties currently zoned multi -family. He questioned splitting the zoning on a property, noting the development of the steep slope could be controlled by other means. He stated anyone who has driven through the intersection was aware of the existing dangers and he urged the Council not to make them worse. Mayor Fahey advised the Council received a letter from Robert F. and Dorothea Loff, dated October 18 and a letter from Richard R. Crooks, dated October 21, which were distributed to Councilmembers. Louis Berto, 9703 228th Place SW, Edmonds, submitted a letter of protest from his neighbor Carl Melguard, 9727 228th Place SW. Edmonds City Council Approved Minutes October 21, 1997 Page 5 Mr. Snyder read Mr. Melguard's letter which stated his opposition to commercial rezone in a residential area and questioned why this area, which was sufficient for a greenbelt, had been "given up" to commercial use. His letter stated this was a family residential neighborhood that should be continued as such. Councilmember Van Hollebeke. asked Mr. Snyder to comment on Mr. Hertrich's statement regarding splitting the zoning on a parcel. Mr. Snyder referred to Section 2.05.000, which gives criteria for making changes to the Comprehensive Plan, including that the subject parcels are physically suitable for the requested land use designation and the anticipated land use development including but not limited to access, provision of utilities, compatibility with adjoining land uses, and the absence of physical restraints. The Planning Board felt problems with development of the slope area failed to satisfy this criteria and therefore established the line at the toe of the slope. Councilmember Van Hollebeke asked whether it would be legally appropriate to divide the zoning of the property. Mr. Snyder commented the Comprehensive Plan Map lines and designations typically run in straight lines; however, it was not uncommon to refine Comprehensive Plan lines over time to follow physical features and topography. Mr. Chave explained if the Comprehensive Plan was changed, a rezone request would follow. At that point the line would receive even closer attention. He indicated establishing the toe of the slope as the line was appropriate; the Council would also have another opportunity to review it during consideration of zoning. He pointed out there was a similar situation at the opposite end of the Westgate Corridor where a line was established that bisected some properties because the steep slope was in the center of the properties and there was no way to access the upper portions except from residential streets. In that case, having multi -family or commercial development with access through a single family area was not acceptable. Councilmember Van Hollebeke asked what zoning was approved in that area. Mr. Chave advised the area was Planned Business, a new classification derived from Neighborhood Business, the lowest scale of commercial designation in the City. The reason the Planned Business zone was developed was to further restrict the type of uses permitted and to ensure traffic was kept at a minimal level. He pointed out some of the uses allowed in Neighborhood Business zones were not allowed in Planned Business zones because they would generate too much traffic. Councilmember Van Hollebeke asked the difference between Planned Business and Corridor Commercial. Mr. Chave answered Planned Business is the zoning implementation of Corridor Commercial. Councilmember Haakenson asked what businesses were allowed in the Planned Business zone and in the Neighborhood Business Zone. Mr. Chave advised the Neighborhood Business Zone allowed neighborhood -oriented retail stores such as retail service uses, used car lots, taverns, theaters, auditoriums, offices and outpatient clinics, excluding commercial kennels, dry cleaning stores, small animal hospitals, etc. The Planned Business zone allowed business or professional offices or studios, small scale retail sales or services not exceeding 5,000 square feet of cumulative space on the site, including uses such as convenience stores, video stores, barber and beauty shops, gift shops, book stores, florists, art galleries, etc. Small residential space above the commercial space would also be allowed in the Planned Business Zone. Edmonds City Council Approved Minutes October 21, 1997 Page 6 Councilmember Van Hollebeke observed the reason for the Planned Business zone would be to control the traffic pattern to restrict businesses with heavy traffic volumes. Mr. Chave noted this was a high volume traffic area and certain types of retail would cater to that type of traffic. However, the Planned Business zone was established to control the scale of building. He commented that a property owner could apply for a Conditional Use Permit to expand the cumulative space to 10,000 square feet. He advised the intent was not to have strip malls in this corridor. For Councilmember Van Hollebeke, Mr. Chave explained the property use would be determined at the development application stage. The property's zoning would control the type of use, however, the exact use of the property would not be considered at the time of rezone. Councilmember Van Hollebeke recalled the discussion at the previous hearing regarding the traffic pattern at the intersection of 95th and SR -104. He asked if the City would have the ability to control traffic patterns for businesses at that intersection. Mr. Chave answered the traffic signal points out the need for control at that intersection. Councilmember Van Hollebeke observed the consensus ',appeared to be if a rezone was considered, it would only occur from the toe of the slope to SR -104 to allow a buffer to the neighborhood. He asked whether the City would have the ability to control the intersection to satisfy the neighbors' concerns if the property was rezoned. City Engineer Jim Walker said there were limitations to what could be done at the intersection. He said encouraging the traffic onto the neighborhood street would actually be safer. Access onto the arterial near the signal is not good; reasonably safe access can be provided on the property further west. He said safe left turns could never be made to the properties near 95th due to the roadway configuration, vehicle speeds and sight distances; access onto SR -104 likely would be right -in, right -out only. He observed this may limit the type of businesses that would locate there and some enforcement would be required. Councilmember Myers asked how would properties be designated in the Comprehensive Plan if the proposed change was denied. Mr. Chave said staff is seeking direction from the Council but he would assume the properties currently zoned multi -family would be designated multi -family. He advised it was possible that an applicant could request a change in the designation for consideration during a future year's Comprehensive Plan amendments. He noted another option for the Council would be to remand this amendment to the Planning Board for consideration next year. . COUNCILMEMBER MILLER MOVED, SECONDED BY COUNCILMEMBER MYERS, TO EXTEND THE HEARING 15 MINUTES. MOTION CARRIED. Councilmember Van Hollebeke directed the Council's attention to a report to the Planning Supervisor from Christopher Brown and Associates, the consultants hired to study the traffic intersection at the former Montessori School site. He read from the report which summarized accident data; it indicated a change in land use as envisioned by the proponents would not shift the accident frequency forward, and there was nothing unusual in terms of traffic accidents. Mr. Snyder advised one change that has occurred since the GMA is the requirement that the City's Comprehensive Plan designation and zoning be consistent. In the past, any inconsistencies were resolved in favor of the zoning. If the Council chose not to change the single family designation, a rezone would need to be initiated to bring the .two properties zoned RM 1.5 into compliance. Or, the Council could also approve a change in the Comprehensive Plan designation for the two properties currently zoned multi -family. Edmonds City Council Approved Minutes October 21, 1997 Page 7 COUNCILMEMBER MILLER MOVED TO ZONE THE FRONTAGE ALONG SR -104 UP TO THE TOE OF THE SLOPE AS MULTI -FAMILY TO 95TH WEST, THE AREA ALONG SR -104 FRONTAGE THAT IS EAST OF 95TH BE ZONED PLANNED BUSINESS, AND THE AREA NORTH OF THE TOE OF THE SLOPE REMAIN AS SINGLE FAMILY FOR THE PURPOSE OF PROVIDING A GREENBELT AND MAINTAINING THE RESIDENTIAL INTEGRITY OF THE SINGLE FAMILY NEIGHBORHOOD. THE MOTION WAS WITHDRAWN. COUNCILMEMBER WHITE MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, TO AMEND THE COMPREHENSIVE PLAN DESIGNATION ON THE PROPERTY EAST OF 95TH PLACE TO COMMERCIAL AND TO REMAND CONSIDERATION OF THE PROPERTY WEST OF 95TH PLACE TO THE PLANNING BOARD FOR FURTHER CONSIDERATION IN THE NEXT COMPREHENSIVE PLAN PROCESS. Councilmember Myers did not favor this request as he did not want the residents in the area to go through this process again next year. MOTION CARRIED, COUNCILMEMBERS HAAKENSON, WHITE, EARLING, AND VAN HOLLEBEKE IN FAVOR; COUNCILMEMBERS NORDQUIST, MILLER, AND MYERS OPPOSED. 9A. REPORT ON COUNCIL COMMITTEE MEETINGS Community Service Committee Committee Member Haakenson reported staff reviewed the status of the sanitary sewer comprehensive Committee plan update. The updated plan will include capital projects from the treatment plant and set a schedule for several lift station upgrade projects. The Meadowdale Drainage Investigation study will result in changes to the drainage comprehensive plan. Projects and costs were reviewed; additions will also be made for identified improvements in the Edmonds Way basin study for areas that annex to the City. Staff also reviewed the resurfacing methods and discussed how streets are selected from the payment management system. Programs will be limited in 1998 due to major capital expenditures out of street funds. Staff is considering expending more of the Public Works street repair efforts in the vicinity of the proposed projects to increase efficiency. The committee reviewed the 1998 Capital Improvement Program. The waterfront bulkhead replacement project currently has no source of funding. Parks and Recreation is proposing to borrow funds and repay from future capital revenues to complete the much needed replacement. The Highway 99 project is scheduled to begin in 1998 with completion of the Edmonds portion in 1999. Several minor modifications and corrections to the listing of projects will be made prior to presentation of the 1998 budget. Public Safetv Committee Committee Member White advised Fire Chief Springer provided an update on Emergency Medical Services. This is a monthly report. Next, a request to send Fire Inspector John Westfall to the National Fire Academy in March 1998 was discussed. The program is fully funded by a federal grant; the request was reviewed by Council due to the requirement for Council approval of travel over a specific distance. This will be placed on a future Consent Agenda for approval. The committee reviewed a six year fire hose replacement schedule and recommended that it be activated. Another issue considered was skateboarding. A brief discussion was held and a request made for Police, Parks and Recreation, and the City Attorney to provide input at the November Public .Safety Committee meeting on whether the City's Edmonds City Council Approved Minutes October 21, 1997 Page 8 ordinance should be amended regarding skateboarding in City streets. Concluding, Police Chief Hickok discussed the latest developments on the 800 MHz issue. As it is anticipated the City will need to fund approximately $1.5 million of this county -wide project, Police Chief Hickok will provide a report to the full Council on this issue in the future. Finance Committee Committee Member Miller advised three proposals were received for annexation census services, ranging from $12,000 to $88,000. Because of the wide range in cost, staff did an extensive background and reference check and a recommendation has been made that will be addressed by the Council as Agenda Item #10. Next, Mr. Miller stated a procedure and policy have been developed to review community requests for budgeting purposes; it will be reviewed again by the Finance Committee in November to finalize the amount to be included in the 1998 budget for community requests. The committee reviewed the draft mission statement/job description of the Finance Committee and will review it again in November. He noted the importance of the mission statement/job description for Councilmembers on the committee in the future. Concluding, petty cash expenditures for the month of September were reviewed and approved. 10. AUTHORIZATION FOR MAYOR TO SIGN CONSULTANT AGREEMENTS WITH CUTTING EDGE ENTERPRISES FOR ANNEXATION CENSUS SERVICES City Clerk Sandy Chase explained the tight timeline for completing a census in each of the annexation areas on the November ballot. If the timeline is not met, there is a risk of losing considerable revenue for the 1998/1999 budget years. The Council authorized staff to obtain proposals for census services; three proposals were received. Due to the considerable range in the cost of conducting the census, a thorough investigative reference check was done for each of the proposals. The Council Finance Committee reviewed the proposals and asked that they be presented to the full Council for consideration. It was recommended Cutting Edge Enterprises be selected to complete the census as they have the most experience and a track record showing timely and effective completion of projects. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCIL PRESIDENT EARLING, TO AUTHORIZE THE MAYOR TO SIGN CONSULTANT AGREEMENTS WITH CUTTING EDGE ENTERPRISES FOR CENSUS SERVICES AND APPROPRIATE $88,403.65 FROM 1997 UNANTICIPATED REVENUES. Councilmember Haakenson observed if any areas did not annex, the funds for census service would not be expended. Ms. Chase agreed, stating there would be a separate contract for each annexation area. Councilmember Miller noted although Cutting Edge Enterprises was the highest bidder, their reference checks revealed that they were by far the most recommended and high quality census service. He noted this issue is mandated by the State when cities annex areas and the City could not take a chance that the census may not be completed. MOTION CARRIED. Mayor Fahey clarified the appropriated amount would be lower if annexation did not occur in all areas. 11. REPORT ON BIDS OPENED OCTOBER 21, 1997, FOR MEADOWDALE DRAINAGE IMPROVEMENTS City Engineer Jim Walker advised bids were opened today and bid results distributed to the Council this evening. The low bidder was Nordic Construction; initial reference checks indicate they are a responsive Edmonds City Council Approved Minutes October 21, 1997 Page 9 bid. Staff recommends the three schedules be awarded to Nordic Construction and as much work as possible be completed in the Meadowdale area this year. He advised an additional appropriation would be necessary for the construction costs. Sufficient ending cash balance exists for this project as a $180,000 project on Talbot Road will not be completed this year. Staff recommends an appropriation of $92,000 (including a 15% contingency). He noted most funds budgeted earlier have been expended on consulting services and it is likely more funds will be spent on consultant services before the design and study review is complete. Councilmember Myers asked the long term effects of not completing the project on Talbot Road. Mr. Walker answered a decision was made earlier this year not to pursue the Talbot Road culvert replacement project as an easement is necessary to complete it. Mayor Fahey asked when it was anticipated Nordic Construction would start work. Mr. Walker advised it would begin as soon as possible so the system would be as functional as possible before the rains come. He advised the pipe would be laid on the surface of the ground on the steep hillside so the slope would not be disturbed. COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, TO AWARD A CONTRACT TO NORDIC CONSTRUCTION SUBJECT TO REFERENCE CHECKS AND ACCEPTING THE BID OF $88,131.60 PLUS A CONTINGENCY AND APPROPRIATE AN AMOUNT NOT TO EXCEED $92,000 FROM FUND 412-200 ENDING CASH BALANCE. MOTION CARRIED. 12. MAYOR Mayor Fahey read a letter sent to Ed Klein, Director of SnoCom Medic 7, dated October 16, 1997, stating, "In Resolution 882, passed on August 19, 1997, the City Council of Edmonds committed to payment of transport fees from November 1, 1997, through June 30, 2000, out of City revenues if the EMS Levy was approved by the voters. The levy passed on the September primary ballot. As a result, the Council desires to fulfill its commitment; it requests that effective November 1, 1997, the practice of billing Edmonds residents for transport services be discontinued until further notice. It is estimated that fees remitted from billings through the end of October would result in revenues sufficient to cover the credit allocated against 1997 assessment. If shortages occur, the City will pay the differential at the time the true dollar amount of the shortage is established. In 1998, the City will pay for its full assessment out of City revenues. The City Attorney has been directed to prepare a brief memorandum of understanding memorializing billing procedures and obligations. Thank you for your attention to this matter." Mayor Fahey reported a delayed exit interview for the audit conducted in July was held this week and the City received a very clean audit. The audit included a few recommendations for items that could be done internally to improve tracking procedures. She thanked Administrative Services Director Art Housler and the Finance Department for their efforts. 13. COUNCIL Council President Earling reminded Councilmembers of the AWC Regional meeting in Everett which nal includes an opportunity to meet with the State's Legislators. Additionally, he made special note that this ng Week included the sad loss of several people in the community. Edmonds City Council Approved Minutes October 21, 1997 Page 10 Councilmember Nordquist commented on the volunteer efforts provided' by the individuals who are currently serving on the Council. In response to a citizen's request for a profile on a Council meeting, he observed there were only two people in the audience, none of whom were candidates for a Council position. He commended the Councilmembers and staff for the job they do, noting the City of Edmonds was well served by the current Council, Mayor, and staff. In response to comments made by a member of the audience earlier, Councilmember Haakenson, a member of the Medic 7 Board and the budget committee, explained they are formulating a five year plan that will address the needs of the Medic 7 program in the near future and a consultant has been hired to review the need for additional medic units. However, no decision has yet been made regarding those additional needs. When this information is available from the budget committee, it will be shared with the Medic 7 Board and Councils. 14. EXECUTIVE SESSION REGARDING REAL ESTATE AND LEGAL AND PERSONNEL MATTERS At 8:45 p.m., Mayor Fahey adjourned the Council to Executive Session for discussion of real estate, legal, and personnel matters for approximately 40 minutes. No action was anticipated following the Executive Session and the Council would be adjourned at its conclusion. BARBARA S. FAHEY, MAYOR SANDRA S. CHASE, CITY CLERK Edmonds City Council Approved Minutes October 21, 1997 Page 11 AGENDA EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. OCTOBER 21, 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 OCTOBER 7, 1997 (C) APPROVAL OF CITY COUNCIL MEETING MINUTES OF OCTOBER 14, 1997 (D) APPROVAL OF CLAIM WARRANTS #20428 THRU #20569 FOR THE WEEK OF OCTOBER 6, 1997, IN THE AMOUNT OF $320,033.82. APPROVAL OF CLAIM WARRANTS #18978 THRU #20714 FOR THE WEEK OF OCTOBER 13, 1997, IN THE AMOUNT OF $467,124.02. APPROVAL OF PAYROLL WARRANTS *18286 THRU #18437 FOR THE PERIOD OF OCTOBER 1 THRU OCTOBER 15, 1997, IN THE AMOUNT OF $330,325.92. (E) REPORT ON FINAL CONSTRUCTION COSTS FOR THE EXTERIOR PAINTING OF THE FRANCES ANDERSON CENTER AND COUNCIL ACCEPTANCE OF THE PROJECT 3. AUDIENCE (3 minute limit per person) 4. (10 Min.) PROCLAMATION - "MAKE A DIFFERENCE DAY" 5. (15 Min.) REPORT ON COUNCIL COMMITTEE MEETINGS 6. (10 Min.) ANNUAL REPORT FROM LIBRARY BOARD 7. (100n.) ANNUAL REPORT FROM CEMETERY BOARD 8. (20 Min.) HEARING ON A REQUEST BY THE CITY OF EDMONDS TO VACATE A PORTION OF THE EDMONDS STREET RIGHT-OF-WAY BETWEEN 5TH AVENUE NORTH AND 6TH AVENUE NORTH, FOR THE CONSTRUCTION OF A NEW FIRE STATION AS PART OF THE PROPOSED NEW PUBLIC SAFETY COMPLEX (Applicant: City of Edmonds / File No. ST -97-108) 9. (30 Min.) CONTINUED HEARING ON PROPOSED AMENDMENTS TO THE COMPREHENSIVE PLAN MAP (ITEMS #5110): • THE REQUESTED CHANGE IS FROM SINGLE-FAMILY / MULTI -FAMILY HIGH DENSITY RESIDENTIAL TO COMMERCIAL; • THE CITY COUNCIL WILL ALSO CONSIDER A CHANGE FROM SINGLE-FAMILY / MULTI -FAMILY HIGH DENSITY RESIDENTIAL TO ALL MULTI -FAMILY HIGH DENSITY RESIDENTIAL (Location: SR -104 at 95th Place West, West of Westgate Chapel / File No. CDC -97-29) (Continued from the 9/30197 City Council Meeting) 10. (5 Min.) AUTHORIZATION FOR MAYOR TO SIGN CONSULTANT AGREEMENTS WITH CUTTING EDGE ENTERPRISES FOR ANNEXATION CENSUS SERVICES 11. (5 Min.) REPORT ON BIDS OPENED OCTOBER 21, 1997, FOR MEADOWDALE DRAINAGE IMPROVEMENTS 12. (5 Min.) MAYOR 13. (15 Min.) COUNCIL 14. (30 Min.) EXECUTIVE SESSION REGARDING REAL ESTATE AND LEGAL MATTERS 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. Delayed telecast of this meeting appears the following Wednesday, Friday and Monday at noon on Channel 32.