01/14/1997 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES
JANUARY 14, 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
Tom Petruzzi, Councilmember
John Nordquist, Councilmember
Roger L. Myers, Councilmember
Jim White, Councilmember
Dick Van Hollebeke, Councilmember
Gary Haakenson, Councilmember
STAFF PRESENT
Michael Springer, Fire Chief
Robin Hickok, Police Chief
Paul Mar, Community Services Director
Art Housler, Administrative Services Director
Jeff Wilson, Current Planning Supervisor
Noel Miller, Public Works Superintendent
James Walker, City Engineer
Rob Chave, Planning Manager
Stephen Koho, Treatment Plant Manager
Brent Hunter, Personnel Manager.
Sandy Chake, City Clerk
Jeannie Dines, Recorder
1. APPROVAL OF AGENDA
COUNCILMEMBER HAAKENSON MOVED, SECONDED BY COUNCILMEMBER VAN
HOLLEBEKE, FOR APPROVAL OF THE AGENDA. MOTION CARRIED.
2. CONSENT AGENDA ITEMS
Councilmember Nordquist pulled Item E.
COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER
HAAKENSON, FOR APPROVAL OF THE REMAINING CONSENT AGENDA ITEMS. The
agenda items passed are as follows:
(A) ROLL CALL
(B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF JANUARY 7,1997
(C) APPROVAL OF CLAIM WARRANTS #12227 THRU #14816 FOR THE WEEK -.OF
JANUARY 6, 1997, IN THE AMOUNT OF $590,400.07
(D) - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AND FUNDING FOR
STORM WATER AND SEWER RATE STUDY WITH FCS GROUP
Edmonds City Council Approved Minutes.
February 14, 1996
Page 1
(F) EMERGENCY AUTHORIZATION FOR PURCHASE AND INSTALLATION OF
REPLACEMENT PUMP DRIVE AT WASTEWATER TREATMENT PLANT DUE TO
STORM DAMAGE
COUNCILIVIEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER VAN
HOLLEBEKE, TO PLACE CONSENT AGENDA ITEM E AS ITEM 3A ON THE COUNCIL
AGENDA. MOTION CARRIED.
3. UPDATE ON COMPREHENSIVE HUMAN RESOURCES PLAN
Personnel Manager Brent Hunter explained the Human Resources Committee reviewed several options
and narrowed the organizational options being considered in the Plan- down to, three choices. The three
options are being presented to the full Council for review and selection of one of the three options. Mr.
Hunter pointed out this was not a binding decision; it will be used to prepare a draft report of the overall
plan for future review.
Phil Kushlan, Human Resources Consultant, explained the importance of narrowing the focus by
selecting one option. He described the objectives in the organizational structure—to improve
organizational capacity to respond to preferred,future as stated in the draft vision statement, to provide
for professional management continuity, and to provide increased focus on finance, human resources,
technology and automation, development services, Strategic planning and customer service. He noted
Edmonds is one of only two cities in Washington (of similar size) that do not have a professional
position to support the Mayor.
Councilmember Myers asked how many other cities have an Administrative Assistant position.
Councilmember Petruzzi circulated information regarding a comparison of Executive Assistant positions
in other cities. Mr. Kushlan pointed out the comparison included only cities with the Council -Mayor
form of government. He noted their analysis indicated there is a wide array of structures throughout
various cities.
Mr. Kushlan displayed the City's current organization chart and noted the Community Services
Department warrants some restructuring and elevation of some positions that are currently subordinate to
the Community Services Director. He displayed Option B which includes the addition of the
Administrative Assistant to the Mayor without any line authority over other departments. Strengths of
Option B include minimal change, creation of a position to assist the Mayor, increased focus on Public
Works and utilities, avoidance of the perception of duplicated administrative structure, improved
organization for Development Services, and allowance for some increase in external focus for the Mayor.
Weaknesses- include: does not relieve Mayor of day-to-day administrative burden, retains very broad
span of control for Mayor, and is the most costly option due to retention of Community Services Director
position. He described the organizational impact. of Option B which would add an Administrative
Assistant to the Mayor, an Administrative Secretay, an Automation' and Technology Specialist, a
Development Services Manager, a Permit Technician, a Utility Manager, and a Paralegal for a net cost
increase of $393,500.
Councilmember Petruzzi questioned the addition of an Administrative Secretary as the Mayor currently
has an Executive Secretary. Mr. Kushlan explained there is no "slack" in workload of the existing
position; the position has grown as the City has grown. As a result, some lower level clerical functions
are being done because they must, and some higher level functions are not completed. The addition of
an Administrative Secretary would enable the Administrative Assistant to be the most effective.
Edmonds City Council Approved Minutes
January 14, 1997
Page 2
Mr. Kushlan described the need for the additional personnel. He explained a higher level of automation
in the City would increase productivity and recommended the funds in the 1997 operating budget for
automation be used to fund an automation plan which could be implemented by the Automation and
Technology Specialist.
Mr. Kushlan recommended Option C as it divides the role between the Mayor and Administrative
Assistant, eliminates the Community Services Department and Director, and reclassifies positions for
Development Services, Parks and Recreation, Public Works, and Utilities Directors.
Councilmember Petruzzi expressed concern with the line of authority provided to the Administrative
Assistant in Option C, pointing out the Police and Fire Chief do not report directly to the Mayor.
Council President Earling observed the organization chart for Option C seems to suggest a City
Manager -Council form of government. He questioned what the Mayor would do. Mr. Kushlan agreed
that early in the review, a change in the form of government had been considered as an option. However,
this was abandoned as there did not seem to be any interest in changing the form of government. He
explained in the Council -Manager form of government, the City Manager is the CEO and the Mayor is
only the Chair of the Council. In the Council -Mayor form of government, the Mayor remains the CEO
and delegates tasks. He noted some cities choose to give the Administrative Assistant a line of authority,
others do not.
Mayor Fahey pointed out in Option C the Mayor retains administrative responsibility; the Administrative
Assistant's responsibilities are outlined in his/her job description. She noted the importance of having a
person in authority when the Mayor is not present, particularly for a number of days. The Administrative
Assistant could bring experience and education strengths to the City, regardless of the elected Mayor's
background.
Council President Earling expressed concern with the lack of clarity regarding to whom the Directors
report and the possibility that the Mayor may not be aware of everything occurring in the City. He noted
in the Mayor's absence, the Council President is authorized to make decisions.
Mr. Kushlan described the organizational impact of Option C which includes the addition of an
Administrative Assistant, an Automation and Technology Specialist, a Development Services Manager, a
Permit Technician, a Utility Director and a Paralegal with a net cost increase of $302,000.
Councilmember Haakenson observed Option C includes a Utilities Director and Option B has a Utility
Manager. Mr. Kushlan explained Option B retains the Community Services Department; when that
department is deleted, the subordinate positions are elevated to Directors.
Councilmember Petruzzi asked if the net cost increase for Option C included the necessary salary
increases for additional Department Directors. Mr. Kushlan answered approximately $10,000 would be
necessary for increases to elevate positions to Directors. Reclassification funds in the amount of $15,000
have been included; however, it is likely a total of $25,000 would be necessary.
Councilmember Myers observed Option C did not include an Administrative Secretary for the
Administrative Assistant. Mr. Kushlan answered it was anticipated the elimination of the Community
Services Director would enable that secretary to be assigned to the Administrative Assistant.
Edmonds City Council Approved Minutes
January 14, 1997
Page 3
Councilmember Nordquist asked if a secretary would be necessary for the Paralegal. Mr. Kushlan.
answered no; the Paralegal would function independent of any clerical assistance.
Mr. Kushlan described Option C-2, which is a combination of Options B and C. The Community
Services Department is eliminated, positions previously subordinate to the Community Services
Department are elevated to Director level, the Administrative Assistant position is created without line
authority, and the Automation and Technology Specialist position is added.
Councilmember Van Hollebeke observed the public perception may be that the Mayor was elected to
have overall authority and citizens may be more comfortable with Option C-2 which still allows the
Mayor to delegate specific duties. Mr. Kushlan agreed, noting C-2 is more flexible and delegation is
dependent on the Mayor's wishes and current issues.
Councilmember Myers said past experience has shown Directors need a Confidential Secretary. Mr.
Kushlan explained in his position -by -position analysis of the structure, it appears there is sufficient
clerical staff in the organization, although they may need to be moved around. He pointed out the
importance of aggressively focusing on automation so the role of the clerical staff could elevate to more
of an administrative support position.
COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER VAN
HOLLEBEKE, TO EXTEND THE DISCUSSION. MOTION CARRIED.
Councilmember Myers asked if this option included a secretary for the Administrative Assistant and the
Development Services Director. Mr. Kushlan answered yes, those positions were included in the
analysis.
Council President Earling asked why Mr. Kushlan preferred Option C over Option C-2. Mr. Kushlan
felt, given the potential variations in what an elected Mayor brings to the organization as the CEO, an
Administrative Assistant, who is a professional in overseeing the technical aspects of City government,
can be an effective supervisor and also a translator between the departments and the political
environment.
Councilmember Van Hollebeke expressed concern that Mr. Kushlan's explanation described a City
Manager form of government. Mr. Kushlan explained Option C brings the advantages of a Council -
Manager form of government, provides a "bridge" between the structures, and combines,their strengths.
Councilmember Van Hollebeke agreed the Mayor needs an assistant of some type.
Councilmember Petruzzi noted he originally supported Option B. but after further consideration as well
as his review of the job description from Redmond, he now favors Option ,C-2. He pointed out the
importance of the Administrative Assistant not having line authority although he/she could do a
substantial amount of facilitating for the Mayor.
Councilmember Haakenson also originally favored Option B but agreed with Councilmember Petruzzi
regarding Option C-2. He noted Option C-2 would cost 1101,011 less to implement than Option B.
Councilmember Myers expressed concern with having seven directors. He noted most organizations are
down -sizing and consolidating; this would be the opposite.
Edmonds City Council Approved Minutes
January 14, 1997
Page 4
Council President Earling said he originally supported Option B or C-2 but now prefers Option C due to
Mr. Kushlan's reasons for preferring Option C. He explained the organizational chart indicates the
responsibilities the Mayor maintains, such as direct line authority and distribution of some of the more
technical aspects of the City to the Administrative Assistant. This option also represents considerable
savings over Option B.
Councilmember Van Hollebeke supported Option C-2 as he felt it was an excellent transitional step and
allows the Mayor to delegate the responsibilities of the office without giving up the authority. Option C-
2 provides "bridging" and is closer to what the citizens chose as a form of government.
Councilmember White preferred Option C as he felt this organization was more efficient and Option C-2
was a step toward the organization in Option C. He envisioned, if Option C-2 were implemented, the
organization in Option C would actually occur.
Councilmember Nordquist explained, as a member of the Human Resources Committee, he listened to a
number of presentations from Mr. Kushlan and has witnessed reorganization in Community Transit and
the Health District. He tended to support Option C as an elected Mayor may not have expertise in all
areas of the City and the Administrative Assistant position would provide a leadership role. He did not
necessarily support all the positions listed in Option C but preferred that format.
Councilmember Petruzzi supported Option C-2 as Option C did not provide a direct line to the Mayor
from some of the most important areas of the City such as Public Safety.
COUNCILMEMBER PETRUZZI MOVED, SECONDED BY COUNCILMEMBER VAN
HOLLEBEKE, TO ADOPT OPTION C-2. MOTION FAILED (34), COUNCILMEMBERS
PETRUZZI, VAN HOLLEBEKE, AND HAAKENSON IN FAVOR AND COUNCILMEMBERS
WHITE, NORDQUIST, EARLING AND MYERS OPPOSED.
COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER
NORDQUIST, TO ADOPT OPTION C TO BUILD A DRAFT REPORT. MOTION CARRIED (4-
3), COUNCILMEMBERS WHITE, NORDQUIST, EARLING AND MYERS IN FAVOR AND
COUNCILMEMBERS PETRUZZI, VAN HOLLEBEKE, AND HAAKENSON OPPOSED.
3A. AUTHORIZATION TO ADVERTISE FOR BIDS ON FURNISHINGS. FIXTURES AND , EQUIPMENT
FOR CITY HALL (FORMERLY ITEM E ON THE CONSENT AGENDA)
Councilmember Nordquist asked for an explanation of the furnishings, fixtures and equipment being
requested. Community Services Director Paul Mar distributed a memo with a listing of new furnishings
that would be advertised for bid if the Council approved this item. He distributed a fist of the furnishings
purchased from one of the Financial Center tenants and displayed a furniture plan drawing. Mr. Mar
explained the consultant who assisted with the development of the furniture plan inventoried all existing
furnishings, for employees who will be moving, to determine what furnishings can be moved and what
furnishings need to be purchased.
COUNCILMEMBER EARLING MOVED, SECONDED BY COUNCILMEMBER HAAKENSON,
FOR APPROVAL OF CONSENT AGENDA ITEM E. MOTION CARRIED. The item passed is as
follows:
(E) AUTHORIZATION TO ADVERTISE FOR BIDS ON FURNISHINGS, FIXTURES AND
EQUIPMENT FOR CITY HALL
Edmonds City Council Approved Minutes
January 14, 1997
Page 5
4. REVIEW PROCESS FOR APPOINTMENT OF CITY COUNCIL MEMBER
Council President Earling explained the Council packet included information regarding the replacement
of a Councilmember not elected by the public. He reported Councilmember Petruzzi's resignation would
be effective February 15 and the Council may not ballot for a new Councilmember until the previous
Councilmember's resignation is effective. He asked the Council to determine whether having the new
Councilmember participate in the Council retreat (scheduled for February 21 and 22) was a priority.
Council President Earling preferred the new Councilmember attend the retreat. Councilmember
Haakenson felt the retreat was very beneficial; Councilmember Van Hollebeke agreed.
The Council agreed to have applications available by Friday, January 17 and the deadline for
applications would be the close of business on Thursday, February 6. Applications would be distributed
to Councilmembers on February 7 which would allow sufficient time for Councilmembers to review the
applications prior to interviews on Monday, February 17. The Council would then select the new
Councilmember at the February 18 Council meeting.
Mayor Fahey closed the full Council meeting at 8:42 p.m. and adjourned to committee work meetings.
BARBARA S. FAHEY, MAYOR
SANDRA S. CHASE, CITY CLERK
Edmonds City Council Approved Minutes
January 14, 1997
Page 6
AGENDA
EDMONDS CITY COUNCIL
Plaza Meeting Room - Library Building
650 Main Street
7:00 - 10:00 p.m.
JANUARY 14, 1997
COMMITTEE WORK MEETING
(Second Tuesday of Each Month)
The three City Council committee meetings are work sessions for the City Council and staff only. The meetings are open to the
public but are not public hearings. The Council will first meet together as a full Council, and will then meet separately as
committees in different meeting rooms as indicated below.
CALL TO ORDER - 7:00 P.M.
FLAG SALUTE
1. APPROVAL OF AGENDA
2. CONSENT AGENDA ITEMS
(A) ROLL CALL
(B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF JANUARY 7, 1997
(C) APPROVAL OF CLAIM WARRANTS #12227 THRU #14816 FOR THE WEEK OF JANUARY 6, 1997, IN THE
AMOUNT OF $590,400.07
(D) APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AND FUNDING FOR STORM WATER AND
SEWER RATE STUDY WITH FCS GROUP
(E) AUTHORIZATION TO ADVERTISE FOR BIDS ON FURNISHINGS, FIXTURES AND EQUIPMENT FOR CITY
HALL
(F) EMERGENCY AUTHORIZATION FOR PURCHASE AND INSTALLATION OF REPLACEMENT PUMP DRIVE
AT WASTEWATER TREATMENT PLANT DUE TO STORM DAMAGE
3. (60 min.) UPDATE ON COMPREHENSIVE HUMAN RESOURCE PLAN
4. (10 Min.) REVIEW PROCESS FOR APPOINTMENT OF CITY COUNCIL MEMBER
ADJOURN TO COMMITTEE MEETINGS
5. PUBLIC SAFETY COMMITTEE (Small Plaza Meeting Room, Library Building, 650 Main Street)
(A) (15 Min.) REVIEW OF EDMONDS POLICE FOUNDATION
(B) (15 Min.) FIRE APPARATUS REPLACEMENT
(C) (15 Min.) FIRE COMMAND AGREEMENT
6. COMMUNITY SERVICES COMMITTEE (Large Plaza Meeting Room, Library Building, 650 Main Street)
(A) (15 Min.) STATUS REPORT OF INTERIM WATER GROUP
(B) (10 Min.) DISCUSSION ON STORM WATER RATE "EQUITY"
(C) (15 Min.) DISCUSSION OF PLANNING FEES: REFUND POLICY, (ETC.)
CITY COUNCIL MEETING AGENDA
JANUARY 14, 1997
PAGE 2
7. FINANCE COMMITTEE (Anderson Center, 700 Main Street, Room 113)
(A) (15 Min.) REVIEW OF VEHICLES TO BE PURCHASED FROM THE STATE OF WASHINGTON
PURCHASE CONTRACT
(B) (15 Min.) PRESENTATION ON SPORTS COMPLEX
(C) (5 Min.) APPROVAL OF PETTY CASH EXPENDITURES FOR THE MONTH OF DECEMBER 1996
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. This meeting is not televised.