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06/09/1998 City CouncilEDMONDS CITY COUNCIL MINUTES JUNE % 1998 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 Gary Haakenson, Council President Dave Earling, Councilmember John Nordquist, Councilmember Michael Plunkett, Councilmember Jim White, Councilmember (arrived 7:18 p.m.) Dick Van Hollebeke, Councilmember Thomas A. Miller, Councilmember 1. APPROVAL OF AGENDA STAFF PRESENT Ron Haworth, Interim Fire Chief Kevin Taylor, Assistant Fire Chief Robin Hickok, Police Chief Paul Mar, Community Services Director Art Housler, Administrative Services Director Jeff Wilson, Planning Supervisor Scott Snyder, City Attorney Sandy Chase, City Clerk Jeannie Dines, Recorder Mayor Fahey requested information regarding Students Against Violence Everywhere (S.A.V.E.) be added as a five - minute agenda item. COUNCIL PRESIDENT HAAKENSON MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, TO ADD INFORMATION REGARDING S.A.V.E. AS AGENDA ITEM 4A. MOTION CARRIED. (Councilmember White was not present for the vote.) COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCIL PRESIDENT HAAKENSON, FOR APPROVAL OF THE AGENDA AS AMENDED. MOTION CARRIED. (Councilmember White was not present for the vote.) 2. CONSENT AGENDA ITEMS COUNCILMEMBER MILLER MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, FOR APPROVAL OF THE CONSENT AGENDA. MOTION CARRIED. (Councilmember White was not present for the vote.) The agenda items approved are as follows: (A) ROLL CALL (B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF JUNE 2, 1998 (C) APPROVAL OF CLAIM WARRANTS #21490 THRU #25333 FOR THE WEEK OF JUNE 1, 1998, IN THE AMOUNT OF $266,585.96. APPROVAL OF PAYROLL WARRANTS #20601 THRU #20777 FOR THE PERIOD MAY 16 THROUGH MAY 31, 1998, IN THE AMOUNT OF $357,164.13 Edmonds City Council Minutes June 9, 1998 Page 1 1 3. EXECUTIVE SESSION REGARDING A REAL ESTATE MATTER Mayor Fahey recessed the Council to Executive Session at 7:05 p.m. for discussion of a real estate matter for 30 minutes. She asked Interim Fire Chief Haworth, City Attorney Scott Snyder, and Community Services Director Paul Mar to join the Council in the Executive Session. Mayor Fahey reconvened the Council meeting at 7:35 p.m. 4. REPORT ON FIRE CONSOLIDATION STUDY AND APPROVAL OF FUNDING MECHANISM FOR PAYMENT OF REMAINDER OF EDMONDS' SHARE OF THE STUDY Mayor Fahey explained three years ago area Fire Chiefs arranged an initial meeting of elected officials to explain that a form of consolidation existed because of the way the fire services worked together (although there was no written agreement), and to explain the possibility of consolidation at the administrative level. Little activity regarding this possibility occurred in the 18 months following the initial meeting. After she was elected Mayor, representatives of surrounding cities agreed to consider the possibility of consolidation and convened a meeting regarding conducting a study. At the second meeting, the entities represented (Mountlake Terrace, Edmonds, Fire District 111, Brier, and Woodway) agreed to pursue a study and the consultant firm Henderson, Young & Company was hired. Lynnwood. indicated they were not interested in participating in the study. Mayor Fahey explained there were to be two phases of the contract, first to establish whether there were enough areas of mutual agreement by the elected officials to make consolidation feasible, and if so, a second phase would consider areas to be addressed in the consolidation agreement and resolve any barriers to consolidation. The total cost of the study was $70,000. The Edmonds City Council approved a resolution supporting the City's participation in the study and Edmonds' portion of the funding -- 19% or slightly over $13,000. She explained phase 1 of the study has been completed and excerpts are included in the Council's packet. Due to Interim Fire Chief Haworth's involvement in many consolidations during his career, Mayor Fahey asked him to identify reasons it would be beneficial for Edmonds to consider participating in the process of consolidating fire service (Attachment 1). She reviewed the reasons Interim Fire Chief Haworth identified: reduced insurance cost, reduction in apparatus, reduction of related miscellaneous equipment, reduction in maintenance cost, full credit for like apparatus, eliminates duplication of administrative personnel, shared and uniformity of resources, reduced contractual costs by operating medic program as fire service based, greater opportunity for promotion of personnel and improved command structure, greater purchasing power, uniformity in operations over a greater area of county, expansion of services, and issues regarding governance. Mayor Fahey listed the advantages of consolidation identified in the study's final report: 1) formalize and ensure continuation of benefits of existing operational integration by replacing current "handshake" arrangements with a reliable mechanism and written terms and conditions; 2) potential increase in levels of service without increasing costs; 3) potential for consistent staffing level; 4) improved staffing, deployment and capital investment in aerial apparatus; 5) more equitable distribution of call responses; 6) improved allocation of apparatus and staff based on call load and response time; 7) integrate location of fire stations; 8) integrate and eliminate duplication of support facilities (i.e., training, apparatus, maintenance, administration); 9) reduced need for reserve apparatus; 10) reduced management and administrative costs; improve career opportunities for employees (lateral and/or promotion); 12) Edmonds City Council Minutes June 9, 1998 Page 2 potential increase in compensation for employees because bigger fire agency would be compared to other bigger fire agencies (which tend to pay more); 13) improved recruiting because of better stability, career opportunities, etc.; 14) improved availability of chief officers on duty; and 15) consistent fire fighting procedures, strategies, tactics. Mayor Fahey pointed out the consultant recommended that more formal agreements be put in place for mutual and automatic aid if consolidation did not occur. Mayor Fahey listed the disadvantages identified in the study's final report: 1) loss of control over "our own" fire department; 2) costs may increase because a bigger fire agency would be compared to other bigger fire agencies (which tend to pay more); 3) potential relocation or closure of a station will be perceived as a "loss" or reduction in service by property owners in the immediate vicinity of a station being relocated or closed. Mayor Fahey explained the final report was a summary of all discussions with the Fire Chiefs, the Fire Foundation, fire fighters, City Councils, and union representatives regarding advantages and disadvantages of consolidation. She pointed out many of the advantages identified in the final report were similar to those listed by Interim Fire Chief Haworth. Mayor Fahey referred to Attachment 2 which identified the components of Phase 1 and explained if Phase 1 determined there was a mutual basis and agreement by the entities involved that consolidation would be feasible, Phase 2 would follow. The components of Phase 1 included governance mechanisms, participating cities and fire districts, adding new participating cities and fire districts, types of service to be provided, levels of service to be provided, staffing levels of apparatus and stations, costs of service to be provided, funding formulas, and consolidation duration, withdrawal or termination. Mayor Fahey noted throughout Phase 1, Lynnwood was encouraged to be a part of the process; on several occasions they indicated they were not interested. Mayor Fahey said components of Phase 2 would include customer service issues, asset ownership and maintenance, employee issues, volunteers, station relocation and closure, annexation and mitigation affects, liability and insurance, name of the consolidated entity, and bargaining the effects of consolidation. At the conclusion of Phase 1, the members of the Task Force met and reviewed the consultant's recommendations. Upon conclusion of their review, the members of the Task Force were asked to state positives regarding the recommendation as well as a list of the problems that could result and potential solutions to the problems. She referred to the consultant's recommendation in Attachment 3 which stated, the following principles were used as a basis for consolidating fire services in South Snohomish County: A) Each participating entity should be a full partner in governing the consolidated entity. This approach will overcome the biggest "disadvantage" to consolidation: loss of "control." B) The consolidated entity should be under the command of a single Fire Chief. The position should be created and filled by the governing board of the consolidated entity. Fire Chiefs of participating entities may apply for the position as part of an open recruitment process to fill the position. C) Stations, apparatus, and employees should be transferred to the consolidated entity. Without the transfer, participating may not be committed to the consolidation. A "reversion clause" in the consolidation document can provide protection for entities that make a sincere effort to try consolidation, but who find it necessary to withdraw after a reasonable trial period. D) The standards for levels of service should be equal to the highest actual performance of all the entities that create the consolidated fire service. This approach will ensure that no entity has to Edmonds City Council Minutes June 9, 1998 Page 3 reduce its level of service as a consequence of participating in the consolidated fire service. Furthermore, some entities may enjoy increases in levels of service as a result of using the "best" performance as the standard for all participants. Mayor Fahey said these four points were extremely important and addressed the concerns that were paramount in the process. The second recommendation in the final report was that the fire services in South Snohomish County be consolidated by a formation of a consortium using a joint powers agreement, as authorized by RCW 39.34 and identified potential ways the Governing Board could be organized, and defined the powers and duties of the Governing Board, the Fire Chief, and the participating cities, the types of service to be provided, levels of service to be provided, potential funding formulas, consolidation duration, withdrawal or termination. She noted the recommendation left open the opportunity for Lynnwood or any other entity that may wish to join the study of consolidation until May 15, 1998. The consultant recommends the funding formula be based on 50% assessed valuation and 50% on population and that usage not be a part of the formula. The consultant recommended if consolidation occurred, all participants agree it would exist for a minimum of five years with no withdrawal or termination by any entity. At the end of five years, each entity would be asked to extend for an additional five -year term. Term extensions would be automatic except that any entity wishing to discontinue its participating at the end of the second or subsequent term must give 24 months notice and abide by the terms of the agreement pertaining to reversion of stations, apparatus and personnel. The consultant also recommended in the event the Task Force chooses not to pursue the second phase of the project to consolidate fire services or if the second phase does not produce consolidation of fire services, that the fire service providers in South Snohomish County prepare a formal agreement for the many existing cooperative endeavors that are currently provided on an informal "handshake" basis. Mayor Fahey referred to the list of 27 positives and 24 problems with fire consolidation identified by the Task Force and potential solutions as well as the solution preferred by the Task Force. Following this process, the Task Force agreed the recommendations of the consultant were a good basis for moving forward with bringing about the process_ of consolidation and voted to proceed with Phase 2 to more clearly define and resolve issues raised. She explained the contract was originally set up as a total contract and Phase 2 required only a decision by the Task Force to move forward. Mayor Fahey advised the total payment due at the conclusion of Phase 2 was $42,000. Edmonds made an initial payment to Mountlake Terrace (the lead city) for the first billing, a total of $2,841.60. Edmonds' remaining share of the cost of Phase 1 is $5,135.42 for which the City has received a bill. She explained through an oversight in the budget, there was no funding in the budget for Edmonds portion of the study. When the first bill was brought to the Council (February 24, 1998), Administrative Services Director Art Housler indicated it could be paid from the Council Professional Services line and future billings could be paid from unanticipated revenues or from the Council Contingency Fund and allocated to the Professional Services line. Council staff indicates the remaining balance in the Council Professional Services lines is necessary for professional services the Council will require for the remainder of this year. If the Council wished to allocate funds to cover the current billing as well as the residual for Phase 2, a total of $10,455.40 would need to be allocated. Edmonds City Council Minutes June 9, 1998 Page 4 Mayor Fahey explained last week the Steering Committee (comprised of the CEO's of each City who frequently invite the Fire Chiefs to participate) met with representatives from the various unions connected with the entities participating in the study. The consultant also met with members of those organizations during the fist phase of the study but there was no formal process to involve them. Once Phase 2 was approved, a decision was made to work more closely with the unions and seek their input regarding decisions being made in Phase 2, to keep them better informed of the process, and to invite them to observe the Task Force meetings. She explained at the meeting with the union representatives to discuss the findings of Phase 1 and issues to be pursued in Phase 2, the union representatives raised several issues regarding establishing a new consortium that would be similar to Medic 7 which is seen as unstable. They expressed concern this would provide instability because no one would have "ownership." She said the Steering Committee assured the union representatives their concerns had been defined as areas to be resolved in Phase 2. Unfortunately, their communication apparently did not allay their concerns as she received a letter this afternoon indicating all the unions associated with the entities considering consolidation as well as several other unions (Lynnwood, Medic 7 paramedics, Silver Lake Firefighters, and Washington State Council of Firefighters District 3) have taken a position in opposition to consolidation, especially to forming a consortium. She advised the Steering Committee will meet tomorrow (June 10) to address this issue. For Councilmember Plunkett, Mayor Fahey explained the $10,455.40 was the remainder owing if Phase 2 was completed. At this time, Edmonds has a bill for $5,135.42; an additional $5,319.98 will be due at the completion of Phase 2. She noted in light of recent events, it was possible the consolidation effort would end and Phase 2 would not be completed. If this occurred, she assumed the bill would be prorated but the contract stated the total cost of both phases would be $70,000 and the Task Force agreed to proceed with Phase 2. She was uncertain what the status of the residual would be if Phase 2 was not completed. Councilmember Van Hollebeke asked if Lynnwood had ever stated why they did not want to consider fire consolidation. Mayor Fahey said each Councilmember had reasons why they did not want to participate in the study and ultimately the majority voted again participating. Councilmember Van Hollebeke recalled former Fire Chief Springer stating he spoke with numerous firefighters (and also understood he spoke with union representatives) and therefore was surprised to learn of the unions position in opposition. Mayor Fahey said the letter stated the union "felt it necessary to state at no time to date have any of the IAFF Locals referred to above, either singularly or as a group, waived any rights or privileges afforded them by law nor have they ever lent official support or endorsement to this plan." She explained representatives of Edmonds' union attended the first two discussion meetings as part of the audience and those who spoke (whom she assumed spoke for themselves and not as an official statement) indicated consolidation was desirable and they would support moving forward with the process to bring about consolidation. Subsequent conversations from individuals continued to indicate they supported at least the concept of consolidation, although they had concerns with a mechanism like a consortium. In Phase 1, a consortium was seen as about the only approach possible; the reason was no one wanted to give up input on how fire service would be provided and wanted to provide input regarding governance and oversight. She pointed out this would not occur with other options considered such as one city taking over fire service and contracting with other cities, cities annexing to the Fire Service, or the Fire District annexing to a city. From the perspective of everyone involved in the decision- making process, the consortium was viewed as the ultimate solution as it would address the issue of governance and control and give everyone an opportunity to define standards and levels of service and give strength and stability to the entity, give those involved a Edmonds City Council Minutes June 9, 1998 Page 5 mechanism to return to providing fire service on their own. She commented it now appeared that by addressing the initial concerns, a mechanism has been identified that was not acceptable to the unions. Councilmember Miller thanked Mayor Fahey for her presentation and looked forward to the Steering Committee's assessment of the letter. COUNCILMEMBER MILLER MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, TO APPROVE PAYMENT OF THE BILL FOR $5,135.42 FOR THE CITY'S SHARE OF PHASE 1 AND AUTHORIZE PAYMENT BY TRANSFERRING FUNDS FROM 1998 UNANTICIPATED REVENUES INTO THE CITY COUNCIL'S PROFESSIONAL SERVICES LINE ITEM. MOTION CARRIED. 4A. INFORMATION REGARDING STUDENTS AGAINST VIOLENCE EVERYWHERE (S.A.V.E.) Mayor Fahey said her comments were intended to be neutral and not to indicate she has taken a position on this issue. She explained a group of students at Madrona School have chosen to create a local S.A.V.E. (Students Against Violence Everywhere) group. Their goal is to expand their group and invite students from the entire Edmonds area to participate. She was recently informed that there is a certain amount of political controversy surrounding SAVE because the national sponsor of SAVE is Mothers Against Violence who are seen as a political group that is lobbying for legislation that not everyone endorses. Mayor Fahey recalled the Madrona SAVE group made two presentations to the Council and she and the Council have committed to supporting and assisting them in furthering their cause. Councilmember Earling asked that further information regarding the national SAVE organization sponsor be provided at a future Council meeting. He said if the Madrona SAVE group wanted the Council to take a position, the Council should have a better understanding of the issues. Mayor Fahey explained the Madrona SAVE group is having a summit meeting tomorrow (June 10) which will include their proposal for a tile wall. She has been invited to attend and indicate the City's degree of support for the concept. Mayor Fahey explained Recreation Coordinator Renee McRae who also works with the youth group at the high school, informed her the proposed wall would have the names of 500 youth who have died as a result of violence since 1991 to the present. Ms. McRae did not feel Edmonds should be thought of as a violent community and the message could be interpreted that a lot of these violent deaths occurred in this community. Ms. McRae indicated this type of wall would be more appropriately located in Olympia to reflect what has occurred throughout the state or nation. Ms. McRae has developed a more positive and proactive idea she plans to present at the summit meeting for a mural illustrating hands joined against violence. In light of this recent information, Mayor Fahey indicated she would be tenuous in any commitment she makes to the SAVE group until this issue is discussed further. Mayor Fahey adjourned the Council to Committee meetings at 8:20 p.m. 1L J�� A , � BARBARA S. FAHEY, j'1A OR - SANDRA S.F CHASE, CITY CLERK Edmonds City Council Minutes June 9, 1998 Page 6 AGENDA EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. JUNE 9, 1998 FULL COUNCIL REVIEW (Large Plaza Meeting Room, Library Building, 650 Main Street) 7:00 P.M. — CALL TO ORDER FLAG SALUTE 1. 2. (A) (B) (C) 3. (30 Min.) 4. (30 Min.) APPROVAL OF AGENDA CONSENT AGENDA ITEMS ROLL CALL APPROVAL OF CITY COUNCIL MEETING MINUTES OF JUNE 2, 1998 APPROVAL OF CLAIM WARRANTS #21490 THRU #25333 FOR THE WEEK OF JUNE 1, 1998, IN THE AMOUNT OF $266,585.96. APPROVAL OF PAYROLL WARRANTS #20601 THROUGH #20777 FOR THE PERIOD MAY 16 THROUGH MAY 31, 1998, IN THE AMOUNT OF $357,164.13. EXECUTIVE SESSION REGARDING A REAL ESTATE MATTER REPORT ON FIRE CONSOLIDATION STUDY AND APPROVAL OF FUNDING MECHANISM FOR PAYMENT OF REMAINDER OF EDMONDS' SHARE OF THE STUDY - ._......... -..._._._._.__.._._......... _........... _ ......... .__ ..... . ._........................... ................................. _..... -......__._..........._....._...__.......__.._.......---._...__._....._.—....__._._....._.....__.._...._..__..........._............._._..-----._.......................__..._..._....... .--- ...--- ........__......_._., ADJOURN TO COMMITTEE MEETINGS 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 City Council will meet separately as committees in different meeting rooms as indicated below. 5. PUBLIC SAFETY COMMITTEE (Small Plaza Meeting Room, Library Building, 650 Main Street) (A) 1997 UNIFORM BUILDING CODE AND SUPPLEMENTAL CODE ADOPTION (10 Min.) (B) PURCHASE OF USED 35 -FOOT BUS FOR SWAT COMMAND POST (10 Min.) 6. COMMUNITY SERVICES COMMITTEE (Large Plaza Meeting Room, Library Building, 650 Main Street) (A) REVIEW OF PROPOSED AMENDMENT TO EDMONDS COMMUNITY DEVELOPMENT CODE SECTION 16.20.010.C.1 PERTAINING TO THE REGULATIONS GOVERNING THE LOCATION OF COMMUNITY FACILITIES IN SINGLE - FAMILY ZONES (30 Min.) (B) 1997 UNIFORM BUILDING CODE AND SUPPLEMENTAL CODE ADOPTION (10 Min.) (C) STORMWATER MAINTENANCE STAFFING NEEDS (15 Min.) (D) STATUS ON INTERIM WATER GROUP (15 Min.) 7. FINANCE COMMITTEE (Anderson Center, 700 Main Street, Room 113) (A) EVALUATION OF COMMUNITY GRANT AWARDS APPLICATIONS (30 Min.) (B) APPROVAL OF PETTY CASH EXPENDITURES FOR THE MONTH OF MAY 1998 (5 Min.) Parking and meeting rooms are accessible for persons with disabilities. Contact the City Clerk at (425) 771 -0245 with 24 hours advance notice for special accommodations. The Council Agenda appears on Chambers Cable, Channel 32. u 1