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01/22/1985 City CouncilTHESE MINUTES SUBJECT TO FEBRUARY 5 APPROVAL EDMONDS CITY COUNCIL MINUTES January 22, 1985 (Work Meeting) The regular meeting of the Edmonds City Council was called to order at 7:00 p.m. by Mayor Larry Naughten in the Plaza Meeting Room of the Edmonds Library. All present joined in the flag salute. PRESENT ABSENT STAFF PRESENT Larry Naughten., Mayor Bill Kasper Peter Hahn, Community Services Director Jo -Anne Jaech Art Housler, Administrative Services Dir.. Steve Dwyer Steve Simpson, Parks & Rec. Director Laura Hall Bobby Mills, Acting Public Works Supt. John Nordquist Pat LeMay, Personnel Director Lloyd Ostrom Linda McCrystal, Arts Coordinator Jack Wilson Mary Lou Block, Planning Director Doug Reuble, Student Rep. Jack Weinz, Fire Chief Jackie Parrett, City Clerk Scott Snyder, City Attorney Shirlie Witzel, Recorder, CONSENT AGENDA COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER HALL, TO APPROVE THE CONSENT AGENDA., MOTION CARRIED. The approved items on the Consent Agenda included the following: (A) Roll call. (B) Approval of minutes of January 15, 1985. (C) Acceptance of quit claim deed for street right-of-way from Ann Bjorneby. (D) Authorization to advertise for construction of 100th Ave. W. and SR 104 signal modernization. PRESENTATION TO RETIRING BOARD AND COMMISSION MEMBERS, Mayor Naughten presented plaques in recognition of their service to former members of the various City Boards and Commissions: Robert Hintz, Warren LaFon, Jack Dublin, Lyall Lush, Jerilynn Brusseau, Suzanne Uberauga, Julie Larson, Patricia Fairchild, Tambi Shaw, Brian Stewart, Greg Isham, Ralph Squillace,.Ken Mattson, John Hodgin, Dave Larson, and Jack Whiteley. The Mayor commented that service such as theirs is a contributing factor in the growth of the City. DISCUSSION ON FUNDING FOR THE ARTS Arts Coordinator Linda McCrystal described the impact that the arts have upon the economy as well as individuals. The Edmonds Arts Commission has provided community programming and support in literary,,performing and visual arts with an average annual budget of $6,600, which includes three major art purchases totalling $31,300, leaving very little for other programs and functions. She noted the free concert on January 26, presented in conjunction with a grant from the Music Performance Trust Fund as an example of the means used by the Arts Commission to stretch their budget. The requested stable funding base, she said, would enable the Commission to make long range plans, bringing touring performing groups to the City, an annual program of exhibitions, additional gallery space, etc. Ms. McCrystal pointed out that Edmonds has the opportunity to become the art center of Puget Sound, a safe, clean industry that would attract new residents and tourists. She then described the various businesses in Edmonds that are connected with the arts: galleries, dance schools and companies, theatre, music studios and stores, etc. Jerry Ward, Chairman of Edmonds Arts Commission, mentioned statistics he had found in a recent Harris poll indicating a 28% increase in arts viewing at the same time there has been a decrease in leisure time. Among those polled; 74% would agree to $5.00 being spent on the arts and 54% contribute to the arts. In addition, he noted, 77% of television viewers who do not attend art events, would like increased arts in programming. In reference to art being big business, Mr. Ward said there is a 19 to 1 ratio of artists in the state population, with the Seattle -Everett area rating 7th in population density for artists. He displayed a transparency illustrating the 1980 census annual household income in Edmonds, noting that the City of Edmonds had spent $15,000 for art last year. In response to questions from the Council, Mr. Ward said 2/3 of the seasons tickets for Driftwood Players are held by persons outside Edmonds. He noted that stable funding for the arts would enable the Arts Commission to have gallery space; they now share the Edmonds Art Festival gallery. He said they would also like to expand the concert/lecture series, and traveling art shows could be brought to Edmonds; however, advance money is required to schedule these programs. Ms. McCrystal described the process used in selection of art purchases. Mr. Ward said the Snohomish County Arts Commission has not been very active recently and the Arts Commission has dealt more with the State Arts Commission. Ms. McCrystal noted that the recent performing arts concerts have been planned in coordination with the Arts Commissions of Lynnwood and Mountlake Terrace. She added that the Chamber of Commerce had asked for and received assistance from the Arts Commission in planning for the "Taste of Edmonds" last year; the collaboration had proven successful. Mr. Ward noted that All -Celebrity Night on February 15, to which the Council Members are invited, is an example of the cooperation between the Arts Commission and the theatre. PRESENTATION OF MEADOWDALE PLAYFIELD MASTER PLAN AND AGREEMENTS WITH CITY LYNNWOOD AND EDMONDS SCHOOL DISTRICT Parks and Recreation Director Steve Simpson explained that the Meadowdale Playfield Master Plan and agreements Lynnwood and the School District had been prepared following Council approval of this project. He noted that Lynnwood has volunteered to fund the cost of the initial phase and the master plan while the cooperative agreement is developed and Edmonds can accumulate their funds from the recent enacted 1/4% real estate tax. He said the Mayors of Lynnwood and Edmonds, the Superintendent of Schools and the County Commissioner had met during the past 3 months to develop the necessary agreements and the staff have been involved in development of the master plan. Mr. Simpson observed that the agreement is extremely complex. In response to a question from the Council, Mr. Simpson said the Committee that had worked on the Civic Center playfield study had reviewed the planned complex and endorsed it with the idea that the Civic Center playfield would also be developed within the next 5 years. Mr. Simpson introduced Bruce Dees, architect for the Meadowdale playfield; Bill Evans, Parks & Recreation Director for Lynnwood; and Dale Armstrong, who had worked with the City on lighting of the Civic Center playfield. Bruce Dees described the process used in arriving at the present preliminary design and the factors that had been considered. He observed that the plan has been studied by the School District, Snohomish County and Lynnwood and, after receiving input from Edmonds, the final plan will be completed with a construction planned for this summer. The site plans were displayed and a detailed description of the playfield design was presented by Mr. Dees. He added that there would be a public meeting January 23 for presentation of the proposed plan. Councilmember Ostrom commended the use of landscaping for buffering and the variations to create interest; however, he questioned the lack of youth fields, an issue that had been addressed in the original discussions of this project. Mayor Naughten reported that both Lynnwood and the School District had agreed that the first emphasis would be for the youth of the area. Councilmember Ostrom commented that the youth priority should be protected if the fields are not designed specifically for the youth and asked for minutes from the proposed meeting. Mr. Evans said minutes would be furnished to the Council and added that they were welcome to attend. In response to further questions from the Council, Mr. Simpson said a swimming pool had not been considered in view of the funds available for the project. Mr. Armstrong pointed out a common misconception, that low level lighting creates less glare, when in fact higher level lighting has less glare impact; another aspect of the impact, question is the orientation and location of the lighting. He said these have all been considered and designed to reduce the impact as much as possible on the surrounding neighborhoods. Mr. Simpson explained that the master plan would be finalized following the input from this and the public meeting on January 23 and would be brought back to the Council for review. The development and operating agreements should be reviewed as to the general outline, since the master plan is not complete and the specifics of maintenance and scheduling cannot be determined yet. In EDMONDS CITY COUNCIL MINUTES Page 2 - January 22, 1985 addition, he noted that operation of the field will change as each phase is completed. However, he did not believe Lynnwood would wish to enter the next phase until the agreements have been completed and signed. Any comments from the Council would be incorporated and would be presented at the next meeting. Mr. Evans interjected that Lynnwood is ready to approve the agreement at their next meeting on January 28 and the School District has seen the agreement twice and is ready to approve the agreement once the master plan has been adopted. Mr. Simpson said the value of the School District property has not been determined at this time. Councilmember Jaech expressed concern that the contribution by the School District of the property will equal the dollar contribution by the other entities involved. She also was concerned that use of the fields by the school district until 6:00 p.m. would restrict use by the Cities. Another point raised by Councilmember Jaech concerned a termination clause, allowing the School District to reimburse the other parties to the agreement and terminate the lease. Mr. Simpson explained that the cost for reimbursement would be more than the School District could afford, considering present budgetary constraints. In regard to * maintenance, he explained that the District would be responsible for any preparation of the fields for their own use and Edmonds and Lynnwood would be responsible for maintenance. Mr. Evans explained that the School District was able to justify a lease of this property without monetary reimbursement because they would be using the fields for school purposes. However, he does not foresee a problem, since these will be secondary fields for the school and should not be used that extensively. In Lynnwood's experience at Lynnwood High School, the fields have often been available prior to 6:00 p.m. and the school has notified the City of that fact. If the school needs the fields after 6:00 p.m. they have requested that time in advance. In addition, he said the fields are available on Saturdays and Sundays during the school year as well as seven days a week during the summer. In response to another question, he said the 40 year lease insures recovery of the value of the improvements. Councilmember Dwyer observed that the same children are using the field before or after 6:00 p.m. as they are all in the Edmonds School District and felt there should be no problem. He said the original discussion concerning Meadowdale concerned fields for young adult use. Councilmember Wilson commented that the original criteria set for this playfield was for adult fields; now he is hearing more about fields for the youth and asked if this creates a conflict. Mr. Evans said funding and space for separate fields for the two groups is not available; therefore, full size fields must be developed that can be used by either with priority use given to the youth until 8:00 p.m. Councilmember Hall asked Mr. Evan's qualifications to act as construction administrator and he assured her that he had experience as well as excellent resources to draw upon, including the presence of Mr. Simpson in all phases of the construction. In addition, he said Mr. Dees would be acting as construction supervisor. In response to a question from Councilmember Jaech, City. Attorney Scott Snyder indicated he had previously reviewed the contract and his comments were reflected in this document. He said this is a difficult agreement to draft and he could suggest no better phrasing to cover the liability of the various parties. He indicated that the first two sentences of paragraph 18 should be merged or read together. Mr. Simpson said a revised contract would be available by February 5 for Council consideration. DISCUSSION OF PROPOSED RECLASSIFICATIONS OF COMMUNITY SERVICES MANAGERS Community Services Director Peter Hahn informed the Council of an incident occurring at the treatment plant in which an employee was injured. He noted that the employee should be fine but was not certain whether plastic surgery would be required. Measures are being taken to inspect the equipment, the processes and procedures. Mr. Hahn gave a detailed explanation of the process he had used in arriving at the recommendations before the Council in regard to reclassification of the Community Services Manager positions. He recommended that the Planning Division Manager, the City Engineer, and the Parks & Recreation Division Manager positions be classified as E-9 and the Public Works Superintendent position be classified as E-8. In addition, he asked that the word "Acting" be removed and Mr. Mills be made the permanent Superintendent. Mr. Hahn indicated that Council action this evening would eliminate the uncertainty that now exists regarding these positions. He would then proceed to complete the reorganization of Community Services. In response to questions from the Council, Mr. Hahn described the job factors that were used in reaching his conclusions and said there was a certain amount of subjective judgement involved. However, he said he was looking at the position not the person occupying that. position. He indicated that the Public Works Superintendent will supervise 54 positions, the Planning Manager and City Engineer will each supervise 7-8 positions and the Parks & Recreation Manager will supervise 4-5 positions not counting the volunteer and part-time employees. At this point, Mr. Snyder clarified that discussion of an employee or that * See February 5, 1985 Minutes EDMONDS CITY COUNCIL MINUTES Page 3 - January 22, 1985 employee's performance should be in an executive session. Discussion of the position can be done during the open portion of the meeting. Councilmember Wilson commented that the Public Works Superintendent position should also be classified as an E-9 based upon the number of positions that are supervised. He emphasized the importance of the position in regard to the smoothly operating City that must be insured. Councilmember Hall agreed that the'Public Works Superintendent has a huge responsibility and said it may be time to raise the awareness level of the position. She asked Mayor Naughten if this were his recommendation. The Mayor replied that he did not disagree enough not to go along with the recommendation. Councilmember Hall then suggested that the Community Services Director position should be reviewed and possibly classified as an E-11, looking at the * subordinate positions another time. Mr. Hahn indicated that he shared her opinion of the importance of the Public Works Superintendent position but sees this as a field position not a Public Works Director. He indicated that he and the Office Administrator Rhonda March discharge the responsibilities of the Public Works Director position. Councilmember Jaech said Mr. Hahn was not hired as a Public Works Director and perhaps his position should be reviewed. She suggested this should be addressed prior to decision on any other positions. Mr. Snyder explained that the ordinance creating the Community Services Director had eliminated the Public Works Director and Public Works Superintendent positions and designated the Community Services Director as signatory for those items requiring signature of Public Works Director. Since the time allotted for this subject had elapsed, Mayor Naughten asked the Council what information was needed to make a determination. Councilmember Jaech asked for designations and titles of these positions and what was done at the last change since there is confusion as to what happened. She also suggested that a Saturday session to work on this question might be profitable. Mayor Naughten suggested that the next Personnel Committee meeting could be devoted to resolution of the question. Councilmember Dwyer saw no need for more than one hour to deal with this issue. COUNCILMEMBER JAECH MOVED, SECONDED FOR DISCUSSION BY COUNCILMEMBER HALL, TO PLACE THE RECLASSIFICATION OF COMMUNITY SERVICES MANAGERS ON THE FEBRUARY 12 AGENDA, IN THE PERSONNEL COMMITTEE MEETING AND ELIMINATING THE PUBLIC SAFETY COMMITTEE MEETING. MOTION CARRIED. City Clerk Jackie Parrett advised the Council that February 12 is a City holiday and asked if the Council meeting might be changed to another evening. COUNCILMEMBER HALL MOVED, SECONDED BY COUNCILMEMBER WILSON TO CHANGE THE FEBRUARY 12 COUNCIL MEETING TO FEBRUARY 11. MOTION CARRIED. COUNCIL REVIEW OF NONREPRESENTED SALARY RANGES. Mayor Naughten reviewed Council action to date, noting that the Council wished to review the nonrepresented salary ranges that had reached the upper limit after approving the across the board increase. He recommended adjustment of the total range by 4% as had been done with other labor agreements and in the past. That action, he said, would maintain consistency within the salary range for all employees. Councilmember Jaech commented that the Council should adjust the salary ranges since this is the last group to be affected; however, she reminded everyone that discussion of salaries during budget preparation indicated the Council's lack of comfort with these actions and their intention to make changes in the coming year. COUNCILMEMBER JAECH MOVED, SECONDED BY COUNCILMEMBER HALL, TO ADJUST THE EXEMPT AND NONEXEMPT NONREPRESENTED SALARY RANGES BY 4%. Mr. Snyder asked if the Mayor's salary would be included in this. Councilmember Hall said she had not seconded a motion to include the Mayor's salary. MOTION CARRIED. DISCUSSION CONCERNING USE OF TEMPORARY HELP Councilmember Jaech explained that she had requested discussion of this subject because of her concern that temporary help was being used to cover employee vacation time rather than cross training other employees to cover those positions. She felt the time spent in training a temporary person took too many hours and was not recovered. She suggested the hiring of temporary help be frozen; if there is a need for temporary help, that request should come before the Council. She also asked that a record be kept of all temporary help used, the department requesting the help, the cost for the temporary employee and the reason for hiring; this will aid in addressing the problem and determining if a full time floater is needed. Mayor Naughten said the reasons stated rest on the basis that there are employees available to cover other positions temporarily. He said this situation does not exist in the City; there are not enough people to cover each other's position. In response to a cuestion from Councilmember Ostrom, Personnel Director Pat LeMay explained that a temporary position cannot extend more than 6 months or benefits must be paid. Councilmember Ostrom said he could see use of temporary help to increase the size of staff without coming to the Council for authorization. Mayor Naughten assured him that was not being done. Councilmember Hall EDMONDS CITY COUNCIL MINUTES * See February 5, 1985 Minutes Page 4 - January 22, 1985 quoted figures of $1,831 for a period ending December 30, 1984 for Manpower services in Finance and Public Works. She also expressed concern that training is needed for temporary. help which adds to the cost. She suggested that an accumulated figure should be reviewed by the Council. In response to a question from Councilmember Jaech, Mr. LeMay said the temporary position recently hired in his department was for 4 hours a day not to exceed 6 months for assistance during transition due to a reduction in staff. At the end of the 6 month period, he added, it is expected that the two remaining members of the department will be able to handle the work with the aid of the computer and information systems now available. COUNCILMEMBER JAECH MOVED, SECONDED BY COUNCILMEMBER NORDQUIST, THAT SEMI-ANNUAL REPORTS BE SUBMITTED DETAILING WHICH DEPARTMENTS HAVE USED TEMPORARY HELP DURING THE YEAR, THE COST FOR THAT HELP AND THE REASON IT WAS USED. MOTION CARRIED. MAYOR Mayor Naughten asked for confirmation of appointments to the Arts Commission. COUNCILMEMBER HALL MOVED, SECONDED BY COUNCILMEMBER WILSON, TO CONFIRM THE APPOINTMENT TO THE ARTS COMMISSION OF WIN BAINBRIDGE TO POSITION 2, TERM EXPIRING DECEMBER 31, 1988; AND OF LINDA GOODRICK TO POSITION 7, TERM EXPIRING DECEMBER 31, 1987. MOTION CARRIED. The Mayor announced that a Table -Top Disaster exercise will be held on January 31, 1985 at 10:00 a.m. Mayor Naughten advised that Administrative Services Director Art Housler has requested that two Council Members serve on the committee to select the new banking services, contract expiring March 31. Councilmembers Jaech and Nordquist volunteered to serve on the committee. Because of the work involved in the bid process every two years, Mr. Housler had suggested the banking service agreement be changed from a two-year contract with a one-year extension to a three-year contract with a one-year extension. He also asked that the contract date be changed from March 31 to June 1. Councilmember Jaech asked whether the City may terminate such an agreement. Mr. Housler replied that there has always been a 90-day mutual cancellation clause. He added that the bids are sent to Edmonds banks. The Council indicated they would feel comfortable with that. Mayor Naughton noted that the letter from Ms. Shippen has been forwarded to the committee studying transmission line routes. The Mayor said a letter to Dr. Reasby, Superintendent of Schools, reported the traffic count at Woodway High School and indicated that the count would be verified. He suggested that a date be set for a hearing on the Woodway gate issue. MAYOR NAUGHTEN MOVED, SECONDED FOR DISCUSSION BY COUNCILMEMBER NORDQUIST, TO SET DATE OF FEBRUARY 19 FOR HEARING ON WOODWAY GATE. Councilmember Nordquist asked why residents wished to discuss the gate. The Mayor said it is the critical question on the Woodway issue and must be resolved. Councilmember Nordquist said the Council is on record that the gate would stay closed if that area annexed into the City. Councilmember Ostrom agreed that a hearing was not necessary because the City's commitment should be honored. He does not feel the residents of that street should be forced to appear before the Council to present their case again and again. Councilmember Hall has received many calls regarding opening the gate and does not feel the decision of a former Council is binding on future Councils. In addition, she said that is a city street and it would be in the best interest of everyone to have a hearing since the people involved do not feel a traffic light is the answer. She does not believe government is static; government exists to serve the people and enough people are concerned to warrant a public hearing. Councilmember Jaech suggested that copies of the minutes concerning the annexation should be provided for the Council. She said she would not be willing to change if a commitment were made. MOTION FAILED WITH COUNCILMEMBER HALL VOTING YES. Mayor Naughton said the five-year estimate on deferred maintenance is ready to be reviewed. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER JAECH, TO PLACE THIS ITEM ON THE AGENDA FOR FEBRUARY 26. MOTION CARRIED. The Mayor reminded the Council of the Association of Snohomish County Cities and Towns dinner on February 24 at 6:30 p.m. Mayor Naughton announced that the Town Hall Meeting next week will be held on the first floor of Doces in the bingo hall. COUNCIL Councilmember Jaech commented on a letter received from a couple, whose Great Dane was hit, praising the efforts of the Animal Control Officer. EDMONDS CITY COUNCIL MINUTES Page 5 - January 22, 1985 Councilmember Jaech referred to a letter from Evelyn Laurine regarding two trees that were left in a meandering sidewalk. The trees are now gone and she wished to know what had happened. Planning Director Mary Lou Block explained that a bulldozer had hit the root of one tree and split it in two. A tree expert was consulted on the other tree and determined the other tree was unsafe by itself; therefore, it was removed. In response to another question from Councilmember Jaech, the Mayor explained that concrete for the sidewalk would be an additional cost to the City. The staff have looked at the area and determined that the sidewalk should be straightened and. left in asphalt. Mr. Hahn indicated that the City has received a credit for the asphalt that has not been done. Councilmember Hall reported that Jeff Butcher, who had collapsed at last week's meeting, had sent praises for those who aided him. Mayor Naughten said a phone would be installed outside the Council meeting room as a result of this incident. Councilmember Hall thanked the City Attorney for his efforts in getting some action from Burlington Northern. She said there is some doubt regarding completion of the job and she asked that he keep an eye on the problem. Council President Nordquist said Mr. Butcher had also complimented Councilmember Hall for her efforts on his behalf. COUNCIL PRESIDENT NORDQUIST MOVED, SECONDED BY COUNCILMEMBER HALL, THAT THE ABSENCE OF COUNCILMEMBER KASPER BE EXCUSED. MOTION CARRIED. Council President Nordquist said information on the new cable TV laws was to be supplied by the City Attorney. Mr. Snyder replied that a memorandum had been sent to Mr. Housler concerning the City law and a comparison of it with the cable policy. He has reviewed the existing ordinance and made suggestions for revisions. Council President Nordquist observed that there have been several complaints in the community regarding this service. Fie asked that a copy of the memo be furnished to the Council. Councilmember Dwyer asked for a review from the City Attorney of what impact the new Anti -Trust Act will have on such things as the Fourth of July celebration. Councilmember Wilson asked who has charge of property management now. Mayor Naughten replied that is Mr. Hahn's responsibility. In response to another question from Councilmember Wilson, Mr. Hahn reported that the Lynnwood City Council had agreed to have Metro include Lynnwood in their study on secondary treatment. He announced there would be an all -day session on Saturday, February 8, hosted by * Governor Gardiner, Senator Evans, and Congressman Dicks regarding Puget Sound. He invited the Council to attend at the Federal Building Since there was nothing further to come before the Council, the meeting was adjourned at 9:45 p.m. AC ELINE G. PARRETT, City Clerk LARRY S. NAUGHTEN, Mayor * See February 5, 1985 Minutes EDMONDS CITY COUNCIL MINUTES Page 6 - January 22, 1985