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02/27/1998 City Councilfl F EDINIONDS CITY COUNCIL APPROVED P9INUTES City Council Retreat February 27 and 28,1998 LaConner Country Inn LaConner, WA Barbara Fahey, Mayor Gary Haakenson, Council President Dave Earling Councilmember Tom Miller, Councilmember Dick Van Hollebeke, Councilmember John Nordquist, Councilmember Michael Plunkett, Councilmember Mid - morning arrival: Jim White, Councilmember Art Housler, Adm. Serv. Director Brent Hunter, Human Resources Director Paul Mar, Community Serv. Director Police Chief Robin Hickok Fire Chief Michael Springer Arvilla Ohlde, Parks & Rec Director Noel Miller, Public Works Director Dee McGrath, Executive Assistant to Mayor Jana Spellman, Recorder Scott Snyder, City Attorney Council President Haakenson called the meeting to order at 8:20 a.m. He announced that Kate Reardon from The Herald newspaper was in attendance. The Mayor was then called upon and briefly explained how the agenda came about and that this Council Retreat is an attempt to give everyone an overview of what the City is trying to accomplish, that this retreat would be more informational, and the Council would not be called upon to make any major decisions. She further clarified that the Retreat was an attempt to establish Council support regarding the direction and the actions that the administration is pursuing. Mr. Haakenson then called on Art Housler to present the Financial Outlook for 1999. Mr. Housler started with a general statement regarding the overall financial. outlook for the City. His presentation focused on the following items: • Items of Concern • General Fund Revenue/Expenditure Forecast Trend for the years Ending December 31, 1998 -2001 • Forecast for 1998 -2001 General Fund #001 a Revenue Trend — General Fund for the years 1996 -2001 0 Expenditure Assumptions —1997 to 2001 During his presentation he successfully answered questions from the Council and agreed to fulfill any requests for additional information. Council President Haakenson then called on Human Resources Director Brent Hunter for his presentation. Mr. Hunter was asked to present the Council with an overview of the previously implemented Human Resources Study. He emphasized that this is a "long- range" plan and was to be spread over a 5 -year period. His presentation began with an explanation of the various parts of the plan as follows: • Strategic Plan — Mission, Vision, Goals • Organizational Plan • Staffing Plan ' R • Job Classification Plan • Compensation Plan The next step was a clarification of why the plan was implemented, highlighting the following: • Salary Inequities • Long -Range Planning • Salary Compression • Mission, Vision, Goals • Job Descriptions Inaccurate • Staffing Projections • Last Professional Study Done in 1967 • Organizational Review Next came the implementation strategy which consisted of three phases: • . Phase 1 - Classification & Compensation • Phase 2 — Staffing Needs • Phase 3 — Reorganization Mr. Hunter expounded further regarding each phase and answered any questions to the Council's satisfaction. The next portion of his presentation focused on the Human Resources Committee. The Committee consists of the following persons: Mayor Fahey, Councilmembers Miller (Chair of Committee), Nordquist, White, Art Housler, Administrative Services Director, and Mr. Hunter.. He clarified the Committee's function as follows: • Oversees implementation of Long -Range Human Resources Plan • Review new job descriptions. • Reviews salary changes. • Reviews new positions. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 2 r'. 1 1 Mr. Hunter discussed costs of implementing the program. Periodic questions and concerns were answered throughout Mr. Hunter's presentation. Next Mr. Hunter gave the Council a progress report on the Self - Insurance Health Plan. He displayed an overhead chart which gave a financial picture of the plan from inception to January of this year. Mr. Earling asked that Mr. Hunter provide the Council, on a monthly basis through September of 1998, a financial update concerning the Self - Insurance Health Plan. No more questions were forthcoming from the Council. Council President Haakenson asked Mr. Mar to proceed with his portion of the agenda regarding the Long -Range Maintenance Needs. Mr. Mar began by requesting to alter the order of the agenda and start with the Comprehensive Plan Summary as follows: Parks and Open Spaces, Streets/Drainage /Sidewalks, Major. Capital Facilities, and end with Long -Range Maintenance Needs. Mr. Mar gave the audience an overview of what would be discussed during the two -day Retreat. Arvilla Ohlde, Director of Parks and Recreation, was then introduced to make her presentation. Ms. Ohlde explained that she would present an overall review of the planning process for the completion of the Comprehensive Park, Recreation and Openspace Plan. There would also be a presentation. of two subtopics: • Capital Acquisition Policy • Development of a Community Park/Lynndale Park Development Partnership with Skateboard Park Element Ms. Ohlde defined the plan being presented is the plan being used today encompassing the years 1993 to 1998. She explained that the process is updated continually and this year bids will go out for a new consultant to prepare the plan for 1999 to the year 2004. She proceeded with a narration of the steps involved in preparing the Comprehensive Plan. The steps involved included: Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 3 1. Citizen Based Planning Team/Steering Committee Selected 2. Community Setting Defined 3. Inventory Existing Recreational Facilities & Services 4. Parks & Facility Needs 5. Goals and Objectives She clarified all of the various steps in detail and answered Council questions as they arose. Mr. Mar directed the audience to his handout subjected 1998 Funding and Expenditures for Maintenance and Capital Improvements of Street and Drainage Systems. He pointed out that during the 1996 City Council Retreat the Council was presented with an organizational and operational plan for these functions. The material contained in the handout was an update of the 1996 presentation. It was reiterated that the Capital Improvement Plan: for the City of Edmonds street system was set forth in the annual City Council adopted Six -Year Transportation Program. This Program includes City funded projects as well as federal/state grant funded endeavors. Mr. Mar brought the Council up -to -date on funding and street projects now in progress and those coming in the future. He touched on the drainage issues subjected in the material given to the Council. Questions were answered as they occurred. During and after his presentation, Mr. Mar answered questions concerning his presentation. Next, Mr. Mar moved to sidewalk maintenance and pointed out that the City has identified a total of 223 locations needing repairs through the survey process and indicated that 122 repairs had been completed by 1997. The plan is to complete another survey during the spring of this year and finish the remainder of the 1997 repairs and identify 1998 needed repairs. It was pointed out that abutting property owners, along the sidewalk,' have primary responsibility .for the sidewalk and planting strip maintenance. For the convenience of the Council, a copy of the Sidewalk Ordinance was included with their material. A question and answer period occurred during and after Mr. Mar's presentation. Mr. Mar then moved on to discussion of Major Capital Improvements/Facilities. He gave the Council a general overview of the funding and goals regarding capital improvements /facilities needs. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 4 1 I� He then asked for questions. Council had none at this time. Mayor Fahey was then asked to speak to the long range plan of action that will address the capital facility needs now and in the future in the areas of routine maintenance and major repair replacement. She briefly covered the material in her handout which listed issues discussed in 1996 and gave an update as to what occurred in 1997 in relation to these items. Her material referenced conversion of the Financial Center building into the new City Hall, fund for HVAC system, Public Safety Facilities, Old Public Works site, Carnegie Library Building, Wade James Theater, Boys & Girls Club, Senior Center, Log Cabin and. Aquatic Center. Mayor Fahey gave a brief summary regarding the Aquatic Center and instructed the Council to review the material in their handout. Questions were answered as they occurred. Mr. Mar then continued with the Future Locations(s) of Facilities Maintenance/Parks Maintenance part of this presentation. He gave an overview of the future location Facilities Maintenance Function and Parks Maintenance Function which also included the Central Storage Warehouse for Public Works. He also touched briefly on the subject of funding. Questions were taken during and after the presentation. Following was an overview of his handout which was an updated status report on the Edmonds Crossing Project which contained a two -page briefing paper on this project and a four -page chronology of the collaborative efforts of the City, Washington State Department of Transportation and Community Transit. Funding was also briefly discussed. He also reported to the Council that the Draft Environmental Impact Statement had come out on this subject. Questions, answers and discussion occurred during and after this presentation. Chief Hickok gave a presentation on the need for going to the 800 MHZ system in the Police Department. His report gave the reasons one was needed, a past and current history, proposed costs, funding, funding options, and election options. During his presentation, questions, answers and discussion ensued. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 5 Chief Springer began with a brief synopsis of the Edmonds Fire Department Ladder Truck 17. His presentation contained the current status of the ladder truck, mutual aid options, why the Fire Department needs a new ladder truck, what ladder trucks do, desirable features for a new truck, financing issues, and proposed steps to purchase. Council President Haakenson asked Fire Chief Springer if he felt there was a need for the City of Edmonds to purchase a ladder truck if the fire consolidation issue was still up in the air. Chief Springer responded that his view was that Edmonds needed a ladder truck. He felt if the consolidation came to fruition, there is the capacity, if performed in certain configurations, that one ladder truck can service the entire area, depending on the configuration of the consolidation merger. He stated that at the present time, the City of Lynnwood, which has the closest ladder truck, is not part of the merger consolidation. As Fire Chief, he indicated that he wants to protect the needs of the citizens today and in the next 20 years. His recommendation was to at least proceed in the direction right now of formalizing what the ladder truck will cost, what it is going to look like, how long it will take to get a ladder truck and then still continue on with the process of merger consolidation and see where the City is within a month, two months or six months. Chief Springer indicated that it would take a year to receive the vehicle. Council President Haakenson asked the Mayor if Lynnwood had been sitting in on the fire consolidation talks or avoided them all together. Mayor Fahey answered that they had avoided them altogether. She followed with the information that there was the possibility that they are going to revisit this issue for further consideration and may ultimately be involved with the consolidation talks although may not be part of the consolidation efforts. Councilmember Earling asked where the funds are to pay for this vehicle. Chief Springer indicated $50,000 annually comes out of general fund money, which is put away in a pool for fire apparatus, and implied that the ladder truck would come out of that fund. He further stated that $35,000 a year was being saved annually for all EMS vehicles which goes into the same fund. He stated in the fire portion of the funds there is $480,000 incoming and approximately $166,000 outgoing to pay for the fire engines that are being replaced at the current time. In the aid portion there is incoming of $190,000 and nothing is outgoing at the present time. That portion is encumbered for future replacements. In the fire and EMS replacement fund Chief Springer stated there was $670,000 encumbered at present and $166,000 outgoing. Chief Springer verified that the Fire Department would look to the fund for fire apparatus to finance the ladder truck. Chief Springer then referred to an overhead previously shown by Art Housler that showed that $50,000 was going into the general fund at the present time but in the year 2000 that funds were going to be increased to $100,000, specifying that was done for consideration of the ladder truck. He clarified this was done because the first payment would come due in the year 2000. Mr. Earling quizzed Mr. Housler to verify whether he had included this extra $50,000 in his projections for the year 2000. Mr. Housler indicated that he had included this amount. He then Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 6 asked for clarification as to the amount in this fund and was given the figure $670,000. Mr. Earling recalled that this money was set aside specifically for this purchase. Mr. Housler indicated that the two pumper replacements were also included with the ladder truck replacement. Mr. Earling felt that this issue would be interesting to revisit because he remembered the fund was started to finance a ladder truck. He asked for information that would give contrary evidence that money should be spent out of that fund other than on the ladder truck. Mr. Earling then asked why the Fire Department didn't pay cash for the fire trucks. Mr. Housler answered that the issue of lease vs. cash had been brought before the Council and the Council agreed with the schedule set forth regarding the lease on the pumper trucks and indicated that the ladder truck had also been included in the lease and would be acted on in the future. Councilmember Van Hollebeke asked for a clarification and stated as he remembered during the presentation to the Council that the entire process of replacing fire apparatus was put on a spreadsheet last year during the 1997 Council Retreat and the intention was to utilize the cash flow from the reserve to carry it forward through all anticipated fire apparatus purchases out 10 or 12 years and service beyond that time. Chief Springer indicated that Councilmember Van Hollebeke was correct. Mr. Housler followed with the statement that the Council acted on that when they authorized the leasing of the two fire trucks. The Mayor then clarified that the Council needed to have the figures at their disposal and this presentation was not a proposal to ask for approval. She reiterated that this was part of the overall picture of one more item on which funds will be expended and that it has to fit into the total long -range plan. She indicated that staff would bring the figures back to the Council. The Mayor stated that the primary issue was to establish that in the future one of the decisions to be considered was whether or not to purchase the ladder truck and factor that into the bigger discussion on consolidation and whether to move forward now or wait regarding that purchase. Mr. Haakenson stated that this should go through the committee process and to move on to the fire consolidation presentation. Mayor Fahey concluded with the other part of this presentation which had to do with EMS costs. She stated that she was unable to bring any information forward regarding this issue at present because it was not possible to put together the type of data that she felt was necessary to complete the presentation. She then gave a brief presentation on Medic 7 issues and stated that before any decisions regarding this issue are made, all of the options will be presented regarding maintenance of BLS and ALS services in Edmonds. The Mayor then introduced Randy Young, the consultant selected to coordinate the fire consolidation study. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 7 Mr. Young's presentation touched on the following issues: • Advantages/Disadvantages of Consolidation • Advantages/Disadvantages of Existing Consortium • Advantages/Disadvantages of New Consortium • Advantages/Disadvantages of Fire District by Annexation • Advantages/Disadvantages of Fire District by Contract • Advantages/Disadvantages City by Contract • Advantages/Disadvantages Status Quo Mr. Young explained that this study would be done in two phases emphasizing that there would not be a guarantee that this would have a second phase. He stressed that at the end of Phase I the study would show whether there was a go or no go decision as to continue with Phase II. He further clarified that during Phase I all the possibilities would be identified of how many different ways there are to fiirther integrate or consolidate the fire service in South County and do some analysis of all those options. Then, working through the Task Force in which the City is represented as well as other agencies, have the Task Force choose the one, two, or maybe three (suggested that three should be the limit) best options from the group. He stated that at that point Phase II might be started depending on whether an agreement was reached regarding options. During Phase II the best options would be examined. This Phase would consist of fine tuning. He stated that Phase I is scheduled for completion fairly soon explaining that the Task Force (consisting of all of the elected representatives from each of the players) would convene either the last or third week in April by which time a report would be ready for perusal. At that point the fate of Phase II would be determined.' Mr. Young suggested that Phase II will then take approximately two more months for information gathering. The goal for completion is July 1, 1998. A discussion followed in which Mr. Young asked the Council to suggest goals if consolidation came to fruition. The following suggestions were made: • Maintain top level of service. • Economies of scale. • Cost reduction. • Seamless response. • Inventory control (no unnecessary duplication of equipment). • ALS stability The Council agreed to add to this list as the presentation continued. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 8 1 i Mr. Young then continued with the items listed above regarding advantages /disadvantages and asked the Council for input. Discussion, suggestions, advantages and disadvantages were discussed. At the end of Mr. Young's presentation, he reiterated he did not ask for or need decisions at this time but obtained some good ideas. He assured the Council that he had written down their suggested goals and would take them with him. He suggested as the Task Force comes back with progress reports and ultimate decisions, it is all right to revisit the issues but at some point goals will need to be identified. Mr. Young was asked to identify his perception as to what future public safety issues should go forth because of the fire consolidation that is being considered at the present time. He then explained his reasons for encouraging caution. Council President Haakenson asked Mr. Young how the firefighters, themselves, felt about the issue of consolidation. Mr. Young replied that his firm has interviewed the officers and locals. He indicated that they had not completed the interviews and were beginning to interview individual firefighters at their respective stations. He stated that at the present time he could not give a complete or technical answer in this regard. As a general statement, he said the officers of the bargaining units were pleased to be invited to the table to participate, some were more demanding about this as bargainable than others; all of them had some predictable, but usually reasonably expressed concerns. He confirmed that job security was at the top of the list, followed by questions of rank if moved to another agency, seniority, and the benefit package program. Mr. Young inquired if any of these subjects were enough to derail the consolidation; and when he got replies, the people involved had solutions to problems. He indicated that the people interviewed were ready but wondered why the elected officials were still "messing around with it ". More questions, answers, and discussion ensued with Mr. Young answering questions to the satisfaction of the Council. TOTAL QUALITY MANAGD NTNISIOX MISSION & GO S Presenter: M, arch Bryan Mayor Fahey then introduced Martha Bryan and explained to the Council that she had been involved in starting a Total Quality Management (TQM) process which is focused on customer service, flow charting, measurable outcomes, and benchmarking in an attempt to better provide service. This came about after hearing Ms. Bryan give a presentation at the Association of Washington Cities Conference and being impressed with her presentation. She further elucidated that both the Police and Fire Departments had already worked with Ms. Bryan previously. Mayor Fahey stated that a number of workshops had taken place which would pass on the concept of Total Quality Management to the entire City staff. Now that this has been completed, she explained that Martha would now be working with Phase II including working with individual departments. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 9 Martha gave an overview of what her program contained, how it had evolved, how it had been presented to the employees, employee feedback and how she planned to continue and implement the program. Questions and answers were taken and given throughout Ms. Bryan's presentation. Martha then brought up the City of Edmonds Vision Project and asked the Council for input regarding this document. The Mayor then interjected that the administration was looking for an articulation of the process by which the Council will confirm what was created by staff in the Vision Project, have the Council present make revisions to meet the Council's needs and expectations so that staff know what is expected. The Mayor then asked the Council to either amend the document or give staff the green light to make it an official document so that it can be implemented with the City employees. Council President Haakenson indicated that the Council needed to again review the Vision Project Statement and asked that it be put in their next Council packet for review. After Council had a chance to review the document, Mr. Haakenson said that he would put it on the City Council Agenda in the near future during a work meeting. He stated that the Council would review this item and come back to the Mayor with how the Council would like to proceed. The meeting continued with Paul Mar speaking to the issues of Long -Range Building Maintenance Needs. LANG RANGE BUILDING 1VIAINTENANCE NEEDS Presenter: Paul! Mar During this portion of the retreat Mr. Mar touched on the topics in his handout as follows: • Major Building Repair/Maintenance Projects for 1998 -2002 and source of funding. • Unexpected Building Repair/Maintenance Projects — Rainy Day Fund • Historical Trends for Fund 116 for all City -Owned Buildings • Long -Term Building Repair/Replacement Reserve Fund Model • City Owned Building Inventory Major Maintenance/Replacement Reserve Fund Summary- Starting all Buildings at 1996 • Major Maintenance/Replacement Reserve Fund — Simultaneous Startup of Funding all Buildings • Major Maintenance/Replacement Reserve Fund Summary — Staggered Startup of Funding • Major Maintenance/Replacement Reserve Fund — Staggered Startup of Funding Buildings • City-Owned Building Inventory • Major Maintenance/Repair Reserve Fund Summary — Starting all Buildings at 1996 • Major Maintenance/Repair Reserve Fund — Staggered Startup of Funding Buildings The Mayor explained various funding sources. Mr. Housler was then called on to discuss further revenue sources and their impact on this issue. Edmonds City Council Retreat Approved Minutes ]February 27 and 28, 1998 LaConner, WA page 10 C A question arose regarding the business license tax. The Mayor emphasized that there was never any thought to doing both a business license and square footage tax. She indicated that the square footage tax and employee tax were taxes that have been brought forth as possible ways of putting taxes on businesses to increase revenue sources. She gave a brief history regarding ideas that had sprung forth as ways to generate income to help support the costs of items that help attract tourists and an overview of the business license fee history. Mr. Nordquist spoke to a newspaper article generated in Tacoma regarding how they were looking for new revenue sources and discovered that the home business market was largely an untapped source. Councilmember Nordquist related that Tacoma now charges $122 for a home occupation license and earned $400,000. He indicated that home occupations are growing at a rapid rate and that this might be another revenue source. Mr. Earling requested that before he was asked to raise taxes, he would like a clarification as to what use the taxes would be put. Mayor Fahey reiterated that at the beginning of this presentation the first thing that has to happen is establishment and prioritization of capital facilities and infrastructure needs. She stated that the challenge to the Council is to tell the administration where to place focus on the items presented. She clarified that this is the last piece of the strategic, planning and now it is time to move forward with the idea that there are limited additional revenue streams to fund these items and some very positive things are going to need to be done to address the needs in the future. Mr. Earling elucidated that the information he was seeking was the cost of a particular item, how much money could presumably be captured in funds from the federal level, how much State dollars might be available and after that had been done to figure how much money the City would need for various projects. He would like to see this prioritized project by project including funding information. Then, based on that information, he suggested the Council would like to see a prioritized list from the Administration as to where those preferences are so the Council could make a rational decision based on a prioritized presentation. Mr. Mar then gave the Council an overview of various projects as follows: • "Outside" Funded Projects . • "No Fnndin¢ Known" Prniects • Additional Revenue Sources. A general discussion followed regarding project prioritization, funding, and the need to come to a consensus regarding these issues. Edmonds City Council Retreat Approved Minutes February 27 and 28, 1998 LaConner, WA page 11