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03/18/2005 City CouncilMarch 18 -19, 2005 The Edmonds City Council retreat was called to order at 9:30 AM by Council :President Marin at the LaConner Country Inn in La Conner. ELECTED OFFICIALS PRESENT Present Friday, March 18 Gary Haakenson, Mayor Richard Marin, Council President Deanna Dawson, Councilmember Dave Orvis, Councilmember Mauri Moore, Councilmember Peggy Pritchard Olson, Councilmember Jeff Wilson, Councilmember Present Saturday, March 19 Michael Plunkett, Councilmember M. I" Present Friday, March 18 Art O'Neal, O'Neal & Associates Roger Hertrich. Stan Finkelstein, AWC Director STAFF PRESENT Duane Bowman, Development Services Director Linda Carl, Senior Executive Assistant Dan Clements, Administrative Services Director Stephen Clifton, Community Services Director Noel Miller, Public Works Director Brian McIntosh, Parks Director Scott Snyder, City Attorney Jana Spellman, Senior Executive Council. Asst. David Stern, Chief of Police Tom Tomberg, Fire Chief Present Saturday, March 19 Sue Walburger, Edmonds Beacon Kjris Lund Dave Earling Roger Hertrich. Ray Martin I OPENING REMARKS Council President Marin called the meeting to order at 9:30 AM. He followed by stating that the Council would be working on team building, and that he would like to see the items discussed at the Retreat as a discussion item during a full Council meeting so the public can be a part of the decision - making process. He then called on Mayor Haakenson for his opening comments. Edmonds City Council Approved Minutes March 18 -19, 2005 Page I Mayor Haakenson stressed to the Council the importance of coming up with a common vision for the next 15 years. He then congratulated the Council on having tackled so many hard issues. The meeting was then turned over to Mr. Art O'Neal, retreat facilitator. 2. STRATEGIC LONG TERM VISION Mr. O'Neal had the Council work on a team- building project and then moved on to mission statement, definition of customers /stakeholders, values, and vision. City staff joined elected officials at 11:30 AM. 3. TRANSPORTATION VISION Association of Washington Cities Director Stan Finkelstein presented information about the transportation crisis presently affecting Washington. State and the City. He reviewed potential legislative initiatives that would help address this issue. 4. WiFi VISION BRIEFING Councilmember Moore introduced the WiFi report prepared by a public outreach task force sub - committee. The central issue is whether the Council is supportive of examining possible entrance into the Wi -Fi business with a possible appropriation of up to $50,000. Action Plan: The committee currently working on the issue will continue working on a preliminary idea of the potential total costs and benefits (long term financial impacts to the City) before the Council will be asked to authorize the $50,000 expenditure. The Committee and staff will work together and forward a package for consideration by the Council by April 26. The City Council will target June 30 as the date for final Council action. 5. PUBLIC SAFETY VISION After a discussion of current trends in Fire and Police activities presented by Chiefs Tomberg and Stern, Councilmembers examined the issue of whether or not to incorporate the Draft Public Safety Statement into the Comprehensive and Strategic Plans. Action Plan: Bring the fleshed -out proposals to the Public Safety Committee by April 12, with Tom and Dave as lead staff. Bring a recommendation from the Public Safety Committee before the full Council for consideration and action by April 26. If approved, the Council will move it on to be scheduled for amendment to the Comprehensive :Plan. Other departments are to develop Level of Service approaches for their services for future incorporation into the Comprehensive Plan, and as a next step, each department should develop possible Level of Service definitions for their services by June 30. Edmonds City Council Minutes March 18 -19, 2005 Page 2 6. PARKS, RECREATION, &CULTURAL SERVICES VISION Parks, Recreation, and Cultural Services Director Brian McIntosh provided a trends and vision presentation for the group. Participants were particularly impressed by the progress the City has made since the 1970's in developing open space and cultural amenities. RECESS UNTIL 9:00 a.m. SATURDAY, MARCH 6 The retreat was recessed at 5:15 p.m., and reconvened at 9:00 a.m. on Saturday, March 1.9. 7. ECONOMIC DEVELOPMENT VISION Economic Development Director Jennifer Gerend provided background information on economic development efforts in Edmonds and other similarly sized jurisdictions. The key issues for Council consideration is providing Jennifer with direction on timeline, scope, and budget in order to advance the Comprehensive Plan's Economic Development element. The guidance provided was as follows: 1.) Timeline- Perform the bulk of the work in 2005, with adoption in 2006; 2.) Scope- Somewhere between CTED's simple and complex models, but including include key data, analysis of the local economy; and 3.) Staff capacity & budget- Involve the Planning Board at the outset. Action Plan Jennifer will prepare a detailed concept /work plan for review and action by Council by June 30. I Y- 111 1 a ' Yi - Former City Council President Dave Earling and project manager Kjris Lund provided a status report on the Edmonds Center project, and outlined their request to accelerate project construction. The issue before the Council is to identify the next steps necessary for the Council to act on Kjris and Dave's proposal for City backing the construction of the Performing Arts Center. Action Plan Dan and Scott will prepare a scenario analysis, and work with Kjris and Dave before bringing back to the Council by April 19. 11. DESIGN COMMITTEE /TASK FORCE VISION Council President Marin outlined the genesis of a redevelopment proposal presented to ACE by Mr. Bob Greg. Councilmembers were each given a copy of Mr. Gregg's Downtown Revitalization Plan as requested by Councilmember Orvis. After a brief discussion, it was agreed that Mr. Gregg would be invited to make a presentation to the full Council sometime in the future. The Council then turned their attention to the previously discussed possible formation of a committee to work on draft development code language. The issue is whether or not the Council should create a committee or task force to work on design guidelines associated with this and other proposals. Edmonds City Council Minutes March 18 -19, 2005 Page 3 In discussion, there appeared to be little support for creating a new committee or task force; instead, most Council members preferred having the full Council undertake the first a review of the Design Guidelines as forwarded from the Planning Board. Action Plan - Council President Marin will meet with Development Services Director Bowman and Mark Hinshaw and get a clear picture of the scope of work and the cost of involving Mark Hinshaw in the Council's review of the Design Guidelines, and present the findings to the Council on March 22. Staff(Duane, et al) will guide the Council through the Design Guidelines on April 5, provided the work can be accommodated on the agenda. Also at this meeting, the Council will make a decision about what it is they would like the consultant, Mark Hinshaw,to do with the Council, if anything. 12. CLOSING OF COUNCIL VISION Council returned to a wrap-up discussion of their Council vision. ADJOURNMENT Council President Marin thanked all for their active participation in the retreat. He adjourned the 2005 Council retreat at 12:30 p.m. ( I , 6Leyet4L. J. , GA' Y H ;K NSON, MAYOR SANDRA S. CHASE, CITY CLERK Edmonds City Council Minutes March 18-19,2005 Page 4 FOLLOW -UP IEMS The following follow -up items emanated from the retreat. 1. WiFi Background Briefing- April 26,2005 2. WiFi Council Action- June 30, 2005 3. Public Safety Strategic Plan- April 12, 2005 4. Public Safety Council Action- April 26, 2005 5. Departmental Service Levels- June 30, 2005 6. Economic Development Concept- June 30, 2005 7. Edmonds Center Plan- April 19, 2005 8. Design Committee Hinshaw Proposal- March 29, 2005 9. Council Design Guidelines- April 5, 2005 Edmonds City Council Minutes March 18 -19, 2005 Page 5 Edmonds City Council Minutes March 18 -19, 2005 Page 6 COUNCIL MISSION STATEMENT WORK Listed below are the final few versions of Edmonds City Council Mission Statement. The Council as a whole or a sub- committee should revisit this work and finish the work started at the retreat. Group #1— Version 1: -The mission of the Edmonds City Council is to create policy for the City that frames a vision for the future. - Provides a system of checks and balances. Group #2 — Version 1: -The mission of the City of Edmonds is to set both short and long term policies that reflect the interests of all the citizens and translate those policies into laws and budgetary decisions. -In order to instill public trust, the Council must work collaboratively and cooperatively and treat all citizens, including fellow Council members and staff, with respect. Group #2 — Version 2: MISSION OF THE EDMONDS CITY COUNCIL - Looking at the current and future needs of the City, we set policies that reflect the interests of all the citizens and translate those policies into laws and budgetary decisions. ( -In order to instill public trust, the Council must work collaboratively and cooperatively and treat all citizens, including fellow Council members and staff, with respect. Note: it was agreed by the members of Group #2 that this section could be eliminated provided that the issues included in it could be addressed in the Values Statement and /or in the Council Behaviors.) Edmonds City Council Minutes March 18 -19, 2005 Page 7 CUSTOMERS/STAKEHOLDERS OF THE EDMONDS CITY COUNCIL • People who want to feel safe • Adjacent jurisdictions • Other governmental entities and their elected officials — the Port, Fire District #I, Water Districts, Hospital, etc. • Business owners • Each other — fellow Council members • Edmonds residents • Voters • People who want to feel like they belong • People who live in the City but don't vote • Tourists • City employees • Property owners • Visitors • People who work but don't live in Edmonds DRAFT COUNCIL VALUES • HONESTY • OPENNESS • INTEGRITY • RESPECT(FULNESS) • WORK ETHIC /PUBLIC SERVICE • ACCOUNTABILITY Edmonds City Council Minutes March 18-19, 2005 Page 8 1. Show up 2. Avoid labeling 3. Listen to whoever is speaking 4. Giving each other compliments when deserved 5. Leave it at the meeting 6. Communicate 7. Provide timely responses to requests 8. Demonstrate humility and /or forgiveness when appropriate 9. Ask questions that search for underlying interests 10. Pay attention and use body language and tone of voice that demonstrates attention 11.Be open - minded, willing to listen to other opinions 12.Help each other out Listed below are some possible steps to follow in holding Council members accountable for the agreed upon behaviors. The Council needs to return to this issue and finish the discussion started at the retreat. 1st rule violation: Call the person on it, in private, by the individual or individuals who are bothered by the behavior. 2"d rule violation: Call the person it in public — especially if the behavior occurs in public. 3rd and subsequent rule violations: The Council President takes the person aside and tells him or her what the other Council members are thinking and feeling about the problem behaviors. Edmonds City Council Minutes March 18 -19, 2005 Page 9 DISCUSSION ITEM #1- Wi -Fi The issue is whether the Council is sufficiently interested in the City getting into the Wi -Fi business to authorize an expenditure of up to $50K. Action Plan: The committee currently working on the issue will continue working on a preliminary idea of the potential total costs and benefits (long term financial impacts to the City) before the Council will be asked to authorize the $50K expenditure. The Committee and staff will work together and forward a package for consideration by the Council by April 26. The City Council will target June 30 as the target for final Council action. PUBLIC DISCUSSION ITEM #2 - ` STATEMENT The issue is whether or not to incorporate the Draft Public Safety Statement into the Comprehensive Plan. Action Plan: Bring the fleshed -out proposals to the Public Safety Committee by April 12, with Tom and Stephan as lead staff. Bring a recommendation from the Public Safety Committee before the full Council for consideration and action by April 26. If approved, the Council will move it on to be scheduled for amendment to the Comprehensive Plan. Other departments are to develop Level of Service approaches for their services for future incorporation into the Comprehensive Plan, and as a next step, each department should develop possible Level of Service definitions for their services by June 30. Edmonds City Council Minutes March 18 -19, 2005 Page 10 DISCUSSION ITEM #3 - ECONOMIC DEVELOPMENT The issue is providing Jennifer with direction on three basic issues so she can advance the Economic Development element of the Comprehensive Plan. Timeline: Bulk of the work in 2005, adoption in 2006 Scope: Somewhere between CTED's simple and complex models — include key data, analysis of the local economy. Staff Capacity /Budget: Involve the Planning Board at the outset. Action Plan Jennifer will prepare a detailed concept /work plan for review and action by Council by June 30 CONSTRUCTION OF THE PERFORMING N CENTER The issue is to identify the next steps necessary for the Council to act on Kjris and Dave's proposal for funding the construction of the Performing Arts Center. Action Plan Dan and Scott will examine the worst case possibilities for the City and then work with Kjris and Dave before bringing back to the Council by April 19. Edmonds City Council Minutes March 18 -19, 2005 Page 11 DISCUSSION ITEM #5 - FORMATION OF A DESIGN The issue is whether or not the Council should create a committee or task force to work on design guidelines. In discussion, there appeared to be little support for creating a new committee or task force; instead, most Council members preferred having the full Council undertake the first a review of the Design Guidelines as forwarded from the Planning Board. Action Plnn Richard will meet with Duane and Mark Hinshaw and get a clear picture of the scope of work and the cost of involving Mark Hinshaw in the Council's review of the Design Guidelines, and present the findings to the Council on March 29. The staff (Duane, et a1) will guide the Council through the Design Guidelines on April 5, provided the work can be accommodated on the agenda. Also at this meeting, the Council will make a decision about what it is they would like the consultant, Mark Hinshaw, to do with the Council, if anything. PRELIMINARY MISSION WORK Group 1 To represent the interests of ALL the citizens and make budgetary decisions that represent those interests while treating all citizens, council members, and staff with respect, to enact laws. Group 2 Work cooperatively and collaboratively to se policies for the city both short term and long term and providing checks and balances to the executive branch. Group 3 The City Council through a consensus process, shapes the guidelines and ordinances that the city operates under and frames our future. Group 4 Provide leadership in establishing a vision and policy and manage financial resources by ensuring a system of checks and balances of expenditures. Edmonds City Council Minutes March 18 -19, 2005 Page 12 PRELIMINARY VALUES WORK Group 1 Group 2 Accountability Trust worthy Humility Reliable Accessibility Professional work ethic Integrity (being straight) Willing to listen Courtesy Respect others Honest Group 3 Group 4 Fair Honesty/candor Loyalty Integrity Work ethic Respect Honest Openness (both ways) Openness Public service Protecting the public G; RY AKENSON, MAYOR SANDRA S. CHASE, CITY CLERK Edmonds City Council Minutes March 18-19,2005 Page 13