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02/21/1997 City Council RetreatE_dmonjs CityGou�a��'�ef AGENDA February 21 and 22, 1997 Two Forks Conference Room LaConner Country Inn 107 South 2nd Street LaConner, WA 98257 Phone: (360) 466 3101 FRMAY,.:1k:E13RUARY 21, 1997 8:00 a:m. Arrive Session I Multimodal Center/Ferry Dock Relocation/ Waterfront Plan 8:30 to 10:00 a.m. Presented by: Bruce Agnew and Paul Mar (Requested by Earling) 10:00 a.m. Break Session II Human Resources Study: Presented by: Phil Kushlan 10:15 a.m. to Noon Human Resources Committee- Overview and Discussion (Implementation Study and Financial Plan -Mayor) (Requested by Haakenson & Nordquist) Noon to 1:15 p.m. Lunch Session III Presentation on Potential Cultural Arts & Convention Facility 1:15 to 2: 30 p.m. (Presenters to be introduced.) (Requested by Mayor Fahey) 2:30 to 2:45 p.m. Break Session IV Update on Swimming Pool Proposal with YMCA/Stevens 2:45 to 3:45 p.m. Hospital/City of Edmonds, etc. Presenter: Paul Mar (Requested by Earling) 3:45 - 4:00 p.m. Break Session V Labor Negotiations EXECUTIVE SESSION 4:00 to 5:00 City of Edmonds Council Retreat Agenda La Conner Inn La Conner, WA S :: AYs ;�El3RUARY 22, I937 page 2 Session I Long -Range Plan for Fire Equipment Procurement - Fire Department 9:00 to 10:00 a.m. Presenters to be introduced. (Requested by Myers) 10:00 to 10:15 a.m. Break Session II Virtual Reality Presentation 10:15 to 11:45 a.m. Presenter: Paul Mar (Requested by Van Hollebeke) 11:45 a.m. to 1:00 p.m. Lunch Session III Review of Short- and Long -Term Financial Forecast for City 1:00 to 2:30 p.m. Revenue Generation (Sources) Additional Potential Revenue Available? a) New taxes and fees? b) Are we at maximum on all current taxes? Presented by Art Housler (Requested by Earling, Myers and Nordquist) Goal Setting - (Requested by Mayor Fahey) Session IV How to Improve Communication by Staff/Mayor/Council - All -2:30 to 3:30 p.m. (Requested by J. Nordquist) Oword ata\j ana\crafebf. doc EDMONDS CITY COUNCIL APPROVED MINUTES City Council Retreat February 21 and 22, 1997 LaConner Country Inn LaConner, WA ELECTED OFFICIALS PRESENT STAFVPRESENT Friday, February21,1997 Barbara Fahey, Mayor Dave Earling, Council President Gary Haakenson, Councilmember Tom Miller, Councilmember Dick Van Hollebeke, Councilmember Jim White, Councilmember (15 minutes late) Mid -morning arrivals: Roger Myers, Councilmember John Nordquist, Councilmember Art Housler, Adm. Serv. Director Brent Hunter, Personnel Manager Paul Mar, Community Serv. Director Police Chief Robin Hickok Scott Snyder, City Attorney Dee McGrath, Exec. Sec. to Mayor Jana Spellman, Council Assistant CALL TO ORDER Council President Dave Earling called the meeting to order at 8:30 a.m. giving a brief explanation for Councilmembers Myers and Nordquist's late arrival. Mr. Earling suggested that due to the cost of verbatim minutes, it would be wise to have summary minutes prepared with tapes as back up (Councilmembers agreed). Council President Earling explained that the format came to mind after a conversation with an Edmonds citizen who is retired but one of thousands of Edmond's retirees, while retired, does not make enough money in retirement to meet expenses. Mr. Earling summarized that the retreat agenda came to fruition because several large projects needed to be reviewed and brought to the table for prioritization and financial implementation while at the same time keeping in mind how much longer we can keep asking the citizens for more money. He then asked the Council to proceed in a manner in which the two-day session would end with prioritization of the agenda items and goal setting regarding financial implementation of the prioritized items. Because Mr. Agnew had not yet arrived and was a dual presenter with Mr. Mar for Session I, Mr. Earling asked Mr. Mar to begin with his portion of the presentation. Mr. Earling asked the Councilmembers to withhold questions and discussion until after the presentation of Session III Review of Short and Long -Term Financial Forecast for the City on Saturday, February 22. SESSION I MULTIMODAL CENTERIFERRY DOCK-RELOCATION/WATERFRONT PLAN The focus of Mr. Mar's presentation was on the all-important financing plan that will have to be successfully implemented in order to fund the $65 million design and construction phase for the Multimodal Transportation Center Project. Mr. Mar spoke regarding information he distributed which contained the following: 1. The Edmonds Crossing Project-- A Historical Perspective 2. Edmonds Crossing Project -- A Briefing Report 3. Response to Transportation Project Evaluation Criteria 4. Chronology of City Efforts to Solve Transportation and Safety Issues 5. Funding Status-- Preliminary Engineering Effort for Edmonds Multimodal Transportation Center 6. Future Funding Opportunities for Edmonds Crossing Project (report prepared by consultant Bruce Agnew) 7. Edmonds Crvssnlig IV-LUIt1111VUa1 T1a11JpVrtaUU11 Cellter Phase Two Repo1L (prepared 111 1996 by CH2MHill) Mr. Mar concluded his presentation by introducing Mr. Agnew to the Council. Mr. Agnew's handout was entitled "The Edmonds Crossing Project: Future Funding Opportunities (1997 Update) and contained the following information: • Executive Summary • ISTEA Reauthorization: Spending Levels • ISTEA Structural Issues: Formulas and Shared Decision -Making • Update to the Funding Options for the Edmonds Crossing Project Mr. Agnew's presentation was based on this handout. Again, Mr. Earling asked that questions and discussion be delayed until Saturday after Session III. SessionxI HUMAN RESOURCES STUDY Mr. Phil Kushlan, one of the consultants for the Human Resources Study, gave a brief presentation restating and clarifying some of the issues that had already been reviewed by the Council previously. Mr. Hunter followed Mr. Kushlan and disbursed an informational packet on which he based his presentation. This information contained the following: Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 2 • Organizational Review • Staffing Plan Review • Classification Plan Review • Summary of Costs and Funding Discussion ensued between the Councilmembers regarding various parts of the plan and it was again decided to delve into this after Session III on Saturday. Session.111 POTENTIAL CULTURAL ARTS& CONVENTION FACILITY Mr. Gregory Easton of Property Counselors, Pam Koss, Executive Director of South Snohomish County Chamber of Commerce, and Jeff Dowdle, Study Leader, Lynnwood Chevron, Chamber of Commerce Chairman of the Board, were present during this presentation. Mr. Easton was the speaker for this session. Mr. Easton began by distributing two documents as follows: ■ Feasibility Study for South Snohomish County Regional Convention & Performing Arts Center (Final Report) • Synopsis of above study. Mr. Easton covered the following subjects related to the synopsis of the study: • Phase I Findings • Phase II Findings Site Alternatives * Projected benefits and costs for proposed alternative. • Facility Ownership and Management ■ Financing Plan ■ Survey of Community Support • The Next Steps Discussion ensued among the Mayor and Councilmembers regarding location of facility, costs to Edmonds, revenue benefits to Edmonds, consequences of the Olympic Ballet and Cascade Symphony relocating to the new facility, models for operation and funding of the Convention/Performing Arts Facility. Again, this was tabled for prioritization until the Goal Setting session of the retreat. Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 3 Session IV Update on Swimming Pool. Proposal With'Y,MCAIStevens:Hospital/City of IC( dmonds Paul Mar was the presenter for this session and discussed all of the issues outlined in his letter dated February 18, 1997, to the Council (included in their retreat packet). A video tape was shown of the Boise, Idaho/YMCA facility giving the Council a visual of this facility. A brief discussion evolved regarding the feasibility of pairing with the YMCA as Boise had done and the general pros and cons of developing an aquatic center. Further discussion was tabled until after Session III on Saturday. Session V Executive -Session - Labor Negotiations Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 4 ELECTED OFFICIALS PRESENT STAFF PRESENT Saturday, February 22,1997 Barbara Fahey, Major Dave Earling, Council President Gary Haakenson, Councilmember Tom Miller, Councilmember Dick Van Hollebeke, Councilmember Jim White, Councilmember Roger Myers, Councilmember John Nordquist, Councilmember Art Housler, Adm. Serv. Director Brent Hunter, Personnel Manager Paul Mar, Community Serv. Director Police Chief Robin Hickok Scott Snyder, City Attorney Acting Fire Chief Tim Whitman Dee McGrath, Exec. Sec. to Mayor Jana Spellman, Council Assistant Saturday, February 22, 1997 Session I - Long -Range Plan for Fire Equipment Procurement Dave Sittauer and Steven Allison, from the Fire Department, supplied the Council Retreat participants with the Fire Apparatus Replacement Committee's Final Summary dated February 14, 1997. They then set out the goals and objectives for this presentation as follows: That the City of Edmonds Mayor and Council adopt a Master Plan for Fire Apparatus Replacement as outlined by the Fire Apparatus Replacement Committee's recommendations • That the City of Edmonds Mayor and Council authorize a funding source for Fire Apparatus Replacement as outlined by the Fire Apparatus Replacement Committee's recommendations. The following issues were presented: ■ Overview • History Current Vehicle Needs ■ Future Vehicle Needs Aid Units Utility Apparatus Fire Truck (Aerial) Fire Engines ■ Apparatus Replacement Costs • Recommendations for Funding/Purchase Options (Committee Recommendations rated for Best to Worst • Summary Discussion regarding this Session was tabled until after Session III. Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 5 Session Il VIRTUAL REALITY PRESENTATION Mr. Mar had a two-part presentation: A presentation was made based on the following: • What is virtual reality? • How can virtual reality be used? • What will it cost? ■ What are the next steps? This was then followed by a brief visual video taped presentation showing how virtual reality can be utilized. Brief dialogue ensued regarding the benefits of virtual reality in being able to show the Council, citizens of Edmonds, and all interested parties what a project will look like from start to finish, what impacts it will have on views, and immediately be able to implement changes visually. Mr. Mar pointed out that the City is not far off in being able to implement virtual reality. There was general consensus that this was not a high priority item at this time. Session III Review of Short andLon Term:Financiai Forecast for the Cty Mr. Housler proceeded with his portion which focused on the General Fund but made a few comments about the other operating funds. Because the Combined Utility Fund is undergoing a rate study, he suggested that it would be premature to look at the bottom line as far as taxes are concerned. He continued by reviewing the material entitled Review of Short and Long -Term Financial Forecast for City which was in the Council Retreat packet. This material focused on: • Chart #1 - General Fund - Historical Trend of Cash Position (December 31, 1980-97) • Chart #2 - Balancing the 1997 Budget • Chart #3 - General Fund - Revenue Increase from 1996 thru 1997 • Chart #4 - Revenue Assumptions (1996-2000) • Chart #5 - Revenue Conditions/Assumptions • Chart #6 - Revenue Trend 1996-2001 • Chart #7 - General Fund - Revenue/Expenditure Forecast Trend (December 31, 1997-2001) • Chart #8 - Expenditure Assumptions • Chart #9 - Additional Revenue Sources 1997 - 2001 • Chart #10 - Professional Business Surcharge After Mr. Housler's presentation, the Council began the Goal Setting session. Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 6 GOAL SETTING. The Goal Setting portion began with review of the material presented culminating in the following PRIORITIZATION: 1. Human Resources Study was the top priority among the Council. a. Immediate implementation of addition of a permit technician to the staff which position would be financed by increasing permit fees. 2. Multimodal Development 3. Fire Equipment 4. Finding ways to increase revenue streams for Edmonds. Mayor Fahey pointed out that transportation issues were touched on but it is really important, because of what is going on in the Legislature for everyone to encourage the gasoline tax to help obtain more dollars to help with the infrastructure. Mr. Earling made suggestions as to approaching legislators with a plan in mind to ensure receiving a portion of these moneys and indicated that it would be helpful if the Council supported this tax as a whole. The following were recognized as important issues and already works in progress (not prioritized listing): • Self health insurance for the City • Medic 7 • Building Maintenance Replacement Fund (work in progress by Long -Range Financial Task Force Committee) • Aquatic Center (Councilmember Dick Van Hollebeke was given 60 days to research this issue and make a presentation to the Council). • Cultural Arts & Convention Facility (it was agreed that this may become a bond issue. and the Council would have to decide whether they would support the bond.) • Fire Consolidation (bring forward to the Council with recommended plan) After Mr. Housler's Review of Short and Long -Term Financial Forecast for the City, the Council focused on Chart #9 - Additional Revenue Sources 1997-2001. Listed below is the GENERAL CONSENSUSF THE COUNCIL REGARD IN Q CIF1ART 99: Using property tax limit as a way of increasing revenue: It was the general consensus of the Council that they would not like to see this occur. However, it was pointed out by Dave Earling and Dick Van Hollebeke that this might be an option only if there were a dire or true emergency in which the City found itself in desperate need of additional funds. Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 7 Raising all utility taxes to the full 6%: It was unanimously agreed that all utility taxes would be raised to the 6% limit. BLS Transport Fee: It was decided to have this issue tabled until the Medic 7 issue is resolved. B&OTax: There was a unanimous no vote regarding this tax issue. Special Excise Tax: It was decided to turn this over to the Finance Committee to look over options regarding this tax. The Finance Committee Chairman, John Nordquist, agreed to have a presentation ready for Council review in 45 days. Annexations: It was unanimously agreed that future annexations would be used to inr_.rease the revenue stream. Sale of Property: The sale of city property was discussed and it was decided to look into this option in more detail before making a decision. Session IV Now to Improve Communication by Staff/Mayor/Council Mr. Earling excused the staff during this portion of the retreat. The session began with Mr. Nordquist commenting on what he felt was improved communication between the Council and Mayor. He felt there needed to be better communication between the staff as concerns Councilmembers and the community but indicated that this concern should be addressed by the administration and not the Council. Because of his comment it was the general consensus that when a citizen has a complaint which it addresses to a Councilmember, the Councilmember should report it directly to the Mayor and not to the head of the department involved. By using this process, the Mayor is apprised of the situation, able to delegate the issue to the appropriate person, can keep abreast of the progress, and ultimately inform the Council and citizen(s) involved of progress/outcome. The Mayor informed the Council in a true emergency, that a citizen should call 911 and they would then contact the appropriate person/department. The suggestion was also made that if a Councilmember needed to ask for information from a particular department, to make sure that the request did not interfere or interrupt high priority works in progress thus preventing a particular department from meeting a deadline. Also, if a Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 8 department head could not meet a time line specified by a Councilmember, to inform the Councilmember and work out an acceptable time line. It was the general consensus that when dealing with the staff or citizens, that the Mayor and Council need to familiarize each other with the particulars of ongoing communication so that there are no miscommunications or misinformation dispersed. This session concluded with general agreement regarding the above issues. Council President Earling gave a short closing summary. Tapes of these minutes are available in the City Clerk's office. With no further business, the meeting was adjourned 2:45 p.m. c lword ata/j an a/crm2 97 Edmonds City Council Retreat Approved Minutes February 21 and 22, 1997 - LaConner, WA page 9