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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.