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02/02/1999 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES FEBRUARY 2, 1999 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 Dick Van Hollebeke, Councilmember Thomas A. Miller, Councilmember ALSO PRESENT Meghan Cross, Student Representative A. APPROVAL OF AGENDA STAFF PRESENT Robin Hickok, Police Chief Paul Mar, Community Services Director Ray Miller, Development Services Director Peggy Hetzler, Administrative Services Director Brent Hunter, Human Resources Director Frances Chapin, Cultural Program Coordinator James Walker, City Engineer Arvilla Ohlde, Parks and Recreation Director Sandy Chase, City Clerk Jeannie Dines, Recorder COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER MILLER, FOR APPROVAL OF THE AGENDA. MOTION CARRIED. 2. CONSENT AGENDA ITEMS Councilmember Van Hollebeke requested Item G be removed from the Consent Agenda. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER MILLER, FOR APPROVAL OF THE BALANCE OF THE CONSENT AGENDA ITEMS. MOTION CARRIED. The agenda items approved are as follows: Edmonds City Council Approved Minutes February 2, 1999 Page 1 (A) ROLL CALL Approve (g) APPROVAL OF CITY COUNCIL MEETING MINUTES OF JANUARY 26, 1999 1/26/99 Minutes Approve (C) APPROVAL OF CLAIM WARRANTS #29316 THROUGH #30466 FOR THE WEEK OF Claim JANUARY 25, 1999, IN THE AMOUNT OF $578,349.95. Warrants final Plat (D) APPROVAL OF AND AUTHORIZATION FOR MAYOR TO SIGN THE FINAL PLAT sperance I OF ESPERANCE COURT, 7 -LOT FORMAL SUBDIVISION (File No. P- 97 -73; Property -97 -73 I Location: 8718 - 218`h Street SW; Applicant: Jeff Wilson, Turnkey Builders, Inc.) Edmonds City Council Approved Minutes February 2, 1999 Page 1 L roval (E) APPROVAL OF NEW JOB DESCRIPTIONS - EXECUTIVE ASSISTANT (PUBLIC r,,ilon WORKS DEPARTMENT), CAPITAL IMPROVEMENT SPECIALIST (DEVELOPMENT SERVICES DEPARTMENT), ENGINEERING TECHNICIAN (DEVELOPMENT SERVICES DEPARTMENT), CONSTRUCTION COMPLIANCEBUILDING INSPECTOR (DEVELOPMENT SERVICES DEPARTMENT), AND POLICE ADMINISTRATIVE SUPERVISOR (POLICE DEPARTMENT) 1999 Checker (F) APPROVAL OF 1999 TAXI LICENSE FOR CHECKER CAB COMPANY, INC. Cab Lic. Item G: Proposed Resolution of Intention Setting a Public Hearing Date Regarding the Formation of the North Perrinville Sanitary Sewer Local Improvement District (LID) Councilmember Van Hollebeke explained the City Attorney requested a sentence be added to Resolution #273. es. 273 COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER Baring NORDQUIST, FOR APPROVAL OF RESOLUTION #273 (RESOLUTION OF INTENTION LID 216 SETTING A PUBLIC HEARING DATE REGARDING THE FORMATION OF THE NORTH PERRINVILLE SANITARY SEWER LOCAL IMPROVEMENT DISTRICT (LID) AS AMENDED. MOTION CARRIED. eFaring re 3. PUBLIC HEARING TO OBTAIN INPUT TO BE USED BY THE EDMONDS ARTS Pit for I COMMISSION TO INITIATE THE PROCESS FOR SELECTING A NEW PUBLIC ART PIECE ountain I FOR THE FOUNTAIN ROUNDABOUT SITE AT 5'$ AVENUE AND MAIN STREET IN ite DOWNTOWN EDMONDS Mayor Fahey explained this public hearing was to determine how the public art in" the traffic circle in downtown Edmonds (which was destroyed last year) should be replaced. She said although there is a process in place for the selection of public art, after the gazebo was put in place temporarily, the City received so much input from the public regarding the piece that it was decided input should be sought regarding what the community wanted placed in, the traffic circle /fountain area. before requesting proposals from artists. The public hearing was also to ensure the process was not skewed by the comments from those who liked the gazebo and others do not feel there had not been a forum for them to provide input. Mayor Fahey said numerous attempts were made to publicize this hearing including a display ad published in The Edmonds Paper on January 21, 1999; a legal ad published in The Herald on January 22, 1999; hearing notice mailed to 240 - person mailing list on January 22, 1999; hearing notice posted at City Hall, Public Safety Building, Library and Post Office on January 22, 1999; notice signs posted at the southeast corner of 3' Avenue S. and Main, southwest corner of 5' Avenue and Main, and at the northeast corner of 511 Avenue and Main on January 22, 1999; display ad published in The Enterprise on January 27, 1999 (in addition, the hearing was highlighted by the paper on the front page of this edition); the agenda including this hearing was provided to Chambers Cable on January 29 to run on Channel 32; the agenda including this hearing was placed on the City's Web Site on January 29, 1999; and the agenda including this hearing was published as a display ad in The Herald on Monday, February 1, 1999. Darlene McLellan, current Chair of the Arts Commission, explained the role of the Arts Commission is to conduct the public process for the selection of public art. Because the fountain is a focal point, the Arts Commission felt it was important to have public input at the beginning of the process, before prospectuses are provided by artists. She assured the Arts Commission would follow the public process in the selection of the new piece for the site. She encouraged the public to provide input regarding the Edmonds City Council Approved Minutes February 2, 1999 Page 2 artwork they envisioned. These comments would be compiled with comments received previously as well as those received in the next two weeks. Cultural Program Coordinator Frances Chapin said the idea for the roundabout was proposed in 1972 by Al Kincaid, a local businessman who was active in the Chamber of Commerce and the City Council, as a solution to a traffic problem at 5' and Main and modeled after those he had seen in New Zealand and Europe to include a fountain and perhaps a sculpture. As this proposal developed, funded by the City and private funds, an initial design was developed. She displayed the sea creatures fountain design that was proposed. Unfortunately due to the cost, it was impossible to produce this piece (in 1981, the lowest bid the Arts Commission received for this piece was $75,000). Mr. Kincaid then approached two local artists to design something within the modest budget available. This resulted in the sculpture that was installed on the site and removed in July 1998 due to extensive damage. She said the abstract design fabricated and built by these local artists was totally different than the original sea creatures design and was not intended to be based on that.design other than both were vertical. The design was approved by the Council in 1974 and installed in July 1974. In 1978, Mr. Kincaid died and Mayor Harrison proposed to the City Council that the fountain roundabout be named in Al Kincaid's honor. A plaque was installed in the planting area on the other side of.the street, establishing the fountain roundabout as a memorial to A] Kincaid. Ms. Chapin explained in July 1998, the fountain was damaged in an automobile accident and removed from the site. The Arts Commission, under the public art policy for the City, reviewed the damaged art piece and determined 'it would be removed from the collection due to the extensive damage. However, the roundabout remains as a memorial to Al Kincaid. A temporary gazebo was installed as part of a movie being filmed in the City. This was not meant to be a permanent structure and it is now time to replace that temporary structure with a permanent art piece. The budget for this project is the insurance claim moneys the City received following the accident -- $11,200. The Edmonds Arts Festival Foundation sent a letter to Mayor Fahey expressing their interest in financially participating in the new art piece, creating the possibility .for a public /private partnership for the creation of this key art piece. Ms. Chapin pointed out this art piece is located in the center of the City, a key site in the community, but is also in a part of town that is changing due to the Public Safety complex being constructed two blocks away that will have a large plaza area on the south end of the complex. This will flow into Centennial Square, which will have a natural flow to the fountain roundabout site. She stressed the need to envision the future importance of the corridor between the Public Safety complex and the fountain roundabout site. Ms. Chapin displayed the address for the public to provide written comments regarding the art piece until February 16 -- Frances Chapin, Edmonds Cultural Program Coordinator, 700 Main Street, Edmonds, WA 98020. She stressed the importance of the Arts Commission hearing from the community to enable them to represent the community as this process is initiated. She noted there are other unique considerations for this site such.,as safety considerations including traffic hazards and maintenance. City Engineer Jim Walker advised that pedestrian travel into the center of the intersection cannot be encouraged and the piece cannot block.vision of pedestrians or drivers. He said this is likely the reason the former piece was vertical and the reason the gazebo works in that location (drivers /pedestrians can see through it). He said material that could pose a hazard if struck (i.e. glass) should also be avoided. He said there will be special considerations for this art piece due to its location in the center of an intersection that has a large volume of traffic. Edmonds City Council Approved Minutes February 2, 1999 Page 3 I Councilmember Van Hollebeke asked how many of the letters received to date favored the gazebo. Ms. Chapin answered following the installation of the gazebo, the City received two petitions, one a privately circulated petition axid the other, a petition submitted by a store on the circle signed by visitors to the store in support of the gazebo. In total, 200 signatures favored something like the gazebo. Approximately 50 comments have been received regarding this art piece over the past five months that vary widely. Mayor Fahey opened the public participation portion of the hearing. Hank Larsen, 5413" Avenue South, Edmonds, was pleased that a lot of people felt, like he does, that a gazebo -type structure at that site fits in with Edmonds. He said that gazebo could remain or another designed. He said the gazebo constructed of wood, if damaged again, could be reconstructed fairly inexpensively. Clay Carter, 1025 9 " Avenue N, Edmonds, a member of the art community participating in local art shows, said Edmonds, which hosts one of the biggest art shows in the state, deserves a centerpiece that's more than a gazebo. Due to Edmonds' location on the water, he preferred something with a fish, marine, maritime theme of granite or marble. This art piece should be a centerpiece that reflects the City's location on the water. Win Bainbridge, 625 Bell Street, Edmonds, said she has served on four committees to do something with the fountain. Each time a replacement for the fountain was presented, such a variance in ideas existed that no design ever came to fruition. One of the last committees considered the possibility of a simple fountain. She felt this would solve a lot of problems, would be timeless, easy to repair, and affordable. Thayer Cueter, .535 Main Street, Edmonds, owner of a new retail store in Edmonds, said she is originally from a city in Michigan that has a lot of the same unique atmospheres that Edmonds has. She said her hometown also has a gazebo that serves as a retail focus, similar to the way this gazebo does. She felt the gazebo should remain as it has become a visual focus for the City but it needs something else such as an additional piece of artwork. She also recommended the City determine why the structure was struck and ensure it is visual enough. She recommended the gazebo be seasonally decorated and volunteered to do the decorating. Josephine Fye, 8120 186 " Street SW, Edmonds, a Boardmember of the Chamber of Commerce, the Edmonds Alliance for Economic Development, Edmonds in Bloom, and a past Chair of the Arts Commission, said her comments tonight were strictly her own and did not reflect the opinion of any of the organizations she participates in. She said the landscape impacts and influences those who live in Edmonds. She pointed out the need to put back what is taken away and the placement of art softens the harshness of man's progress. She supported the commission of a sculpture; the public process would determine the message and thus create a unique identity for the City. She recommended the art piece reflect artistic merit and be sculptured from elements of the earth. She said a gazebo is a structure upon which to hang adornments, a common object found in every city and is not for eternity. Al Rutledge, 7101 Lake Ballinger Way, Edmonds, said the focus on the new parking garage may be the reason there is diminished interest in the roundabout. He referred to a T -shirt he was wearing; explaining a similar T -shirt could be designed for Edmonds and sold by merchants to raise funds for the Edmonds City Council Approved Minutes February 2, 1999 Page 4 art piece. He recommended four meetings,' including community participation, be held to select an art piece. Pamela Harold, 8311 Frederick Place, Edmonds, an artist and member of Gallery North, said the City's Comprehensive Plan includes a .Community Cultural Plan. She quoted from the Plan, "which provides the vision, goals and implementation strategies for the cultural development of the community." She hoped the City Council would refer to the guidelines in the Cultural Plan, which emphasizes that arts are an integral part of Edmonds. She suggested the City, through the Edmonds Arts Commission, ask for proposals from designers and artists for a public art piece that would reflect both the history and artistic focus in Edmonds. She felt the gazebo is attractive but that Edmonds deserved something more distinctive. Alice Owen, 611 Bell Street, Edmonds, a member of Galley North, said the original idea of a fountain . was appropriate and felt nothing could take the place of flowing water. She said the fountain could be a simple design with emphasis on water and the motion of water. She said this would be more exciting than a stationary structure such as a sculpture. Mayor Fahey closed the public participation portion of the hearing. Mayor Fahey said the purpose of this public hearing was to seek information. She was surprised that more people did not speak regarding the selection of this art piece, ,particularly in view of the number of people who signed petitions and were notified of the hearing. She said the input received illustrates to the Arts Commission the different perspectives in the community regarding what should be installed in the traffic circle. She said the Arts Commission would now use this information to determine how to compose the prospectus to artists. Councilmember Nordquist recalled he was on the committee that selected the original fountain. He stated that prior to the construction of the roundabout, Main Street was changed from a one -way street, which created a different traffic pattern. As a former resident of the Chicago area, he said these roundabouts were popular in that area although they could be walked around which was not possible in the roundabout in Edmonds. He said the original fountain included flowers, porpoises, etc: He said it was wonderful the City was becoming more. art- oriented, and noted the importance of art in Hekinan, Japan. The fountain has served as a directional piece in the City and he • envisioned that whatever replaced it would also. Councilmember Nordquist thanked the members of the community who have . provided comments Councilmember Earling asked Ms. Chapin to describe the Arts Commission process for selecting artwork. Ms. Chapin explained the first step will be preparing a prospectus that is advertised broadly in the region. This is a call for artists, describes the budget for the project, the site, and other information. She said this public hearing was being held to assist the Arts Commission in preparing the prospectus. Artists then submit examples of other work they have done and resumes. A selection jury is established, comprised of at least one Arts Commissioner, a City Councilmember, one member of the general public, and an artist. The jury can include more people and she anticipated that would be the case for this project. The jury reviews materials submitted by the artists (which may include ideas for the site but are not specific proposals) and selects a maximum of three artists who look promising for creating an art piece for this site. The artists selected are asked to prepare a preliminary, specific design for the site. Those designs are then presented by the artists in a widely advertised public meeting. Following that meeting, the jury will select one piece and enter into a contract with the artist, subject to Council approval. ;r Edmonds City Council Approved Minutes February 2, 1999 Page 5 Councilmember Earling said the presentation to the Council will only be approval of the contract, not to determine whether the Council likes the art piece. Ms. Chapin said there is a public hearing at the Council and it is a Council decision whether to approve the contract that has been recommended by the Arts Commission. Councilmember Earling said the Council will consider the contract, but the selection process is handled by the arts community and the Council does not adjudicate the aesthetics of the artwork. Councilmember Earling asked the timeline for the process. Ms. Chapin answered this would depend on the fabrication process of the art selected but it was envisioned it could be completed by year -end. She said the timeline would be developed during the preparation of the prospectus. Councilmember White observed art often adds spice to life. He said the comments made tonight that impressed him most were those that encouraged a unique, distinctive identity for the City. He encouraged the Arts Commission not to select something "cute" due to this site's location as a focal point in the City. He agreed this was a difficult task and looked forward to the public's participation. He did not support the gazebo. Mayor Fahey encouraged the community to submit written comments by February 16 expressing their views on this issue. She said the community can also provide information via the City's e-mail, http: / /ci.edmonds.wa.us Mayor Fahey said under no circumstances would the existing gazebo structure remain as it was intended to be a temporary structure. If a gazebo -type piece is selected, it will be much stronger and sturdier. Although she appreciated the sentiments for a seasonal type piece, the Arts Commission is seeking a piece of public art that will remain constant and consistent. Anytime a public art piece is to be displayed in the City, it must be approved via the juried art selection process; therefore, it is not possible to facilitate a process for a seasonally changing art piece. Further, there are safety issues associated with modifying the art piece in that location. For this reason, the only modification that has been done in the past is the installation of the City's Christmas tree, which the new art piece may preclude. She reminded several years ago a tree was planted in Centennial Plaza that was to become the City's Christmas Tree and, for this reason, the City's Christmas celebration may be relocated to the Centennial Plaza. She welcomed comments on that aspect of the project as well. - She said the Arts Commission will strive to meet the desires of as many citizens as possible but art is truly in the eye of the beholder and ultimately not everyone will be satisfied with the selection. However, she hoped the community would be satisfied that the process was followed. She said the public art process was developed to ensure no arbitrary decisions could be made by any one group and that it would always be a public process. She thanked the Arts Commission and the jury for their willingness to serve and thanked the members of the public who participated tonight. Council President Haakenson noted that four Councilmembers have offered to serve on the selection committee which illustrates the Council's interest in this process. Mayor Fahey commented the process calls for one Councilmember to be selected to serve on the art selection jury. 4. AUDIENCE COMAMNTS d Al Rutledge, 7101 Lake Ballinger Way, Edmonds, encouraged the public to attend a Sound Transit Sit; meeting on February 7 at 7:00 p.m. He stated he has repeatedly been denied funding for a youth event; "e therefore, a new group has been organized to raise funds to bring events to the City. He said an event is planned in November. He said the parking garage will bring money to local businesses and assist in Edmonds City Council Approved Minutes February 2, 1999 Page 6 bringing local events to the City. He said if the parking garage cannot be constructed in this location, there is another possible location in a building being constructed nearby. I en Roger Hertrich, 1020 Puget Drive, Edmonds, said two weeks ago he- commented on his impression Public that the City Council was illegally meeting in Councilmember Van Hollebeke's office during the tgs Act holidays. The response of several members constituted an admission that the Council was conducting a fluid or moving quorum. He appreciated Councilmember White's description of a violation of the Open Public Meetings Act and said Councilmembers Haakenson, Van Hollebeke, Earling, and Miller, who admitted to being there, should take seriously the penalties for violation of the Public Meetings Act. He recommended those at the meeting, or their Chairman, should offer a list of attendees, the time of attendance, and a summary of the subjects discussed. As a former City Councilmember, he was aware of the Open Public Meetings Law and the importance of appearance. He said the Council's closed door actions and their subsequent defensive attitudes were improper. He felt strongly that public business should be conducted in public and that a private agenda, conducted behind closed doors even if visible to the public, was wrong. r pen Dennis Tupper, 711 Daley Street, Edmonds, agreed with Mr. Hertrich's comments, stating it appeared blic Councilmember Van Hollebeke, in discussing the visionary process, has jeopardized that process tgs Act because any action taken in violation of the Open Public Meetings Act would be null and void. Council President Haakenson stated that the morning after the Council meeting, at which Mr. Hertrich expressed his concern, City Attorney Scott Snyder contacted him and asked what was discussed. Council President Haakenson said Councilmembers had discussed wording for a motion regarding the visioning process. Mr. Snyder has provided the Council a memo regarding this issue and found nothing improper. Council President Haakenson agreed the appearance may have been present and apologized for that. He said the Council works hard to build consensus on items to avoid conflict on the Council and that is the process Councilmember Van Hollebeke was trying to facilitate. Council President Haakenson commented it is difficult to formulate a resolution that the seven - member Council and Mayor can agree upon. Councilmember Van Hollebeke said he did not intend to submit a written report and said a major issue was being made out of something that was not intended to be a violation of any regulation. He recalled it was the holidays, a meeting had just been held on the visioning process and he, as a member of the Edmonds Alliance for Economic Development (EAED) wanted to ensure Councilmembers were informed of the visioning process, particularly those who were not able to attend the visioning meeting on December 17. The Council had adjourned for two weeks and would consider a resolution on the visioning process at the first Council meeting in January. His intention was to meet with Councilmembers one or two at a time to discuss the wording of this important resolution. He said it was not a rolling quorum and not intended to be in violation of the Public Meetings Act. Councilmember Van Hollebeke said he respects the oath of office he took and intends to uphold the oath. He apologized if anyone had been offended; commenting he welcomes the public to observe what is taking place in his office. He said his intent was not to be clandestine. Councilmember Nordquist said he met with Councilmember Van Hollebeke prior to the holidays as he planned to be out of town. Councilmember Van Hollebeke asked him to review the resolution regarding the visioning process. Edmonds City Council Approved Minutes February 2, 1999 Page 7 Mayor Fahey responded to Mr. Tupper's allegation that the visioning process would be somehow tainted, pointing out the visioning process is not an action of the City Council. It is being undertaken by the EAED with funding from several sources. The only action the Council was requested to take was to pass a statement in support of the EAED's effort to being this process to the City. She said any attempt to color the visioning process with the allegation that the Council was directly involved in the process is a misrepresentation of the actual facts. She stressed the visioning process is entirely independent of the Council except for the way they choose as individuals to participate in the process, similar to any citizen in the community who is invited to participate in the process to create a vision/dream for Edmonds in the future. She was saddened to believe anyone would try to color the public's sentiment regarding a process that would be for the ultimate good of the community and an opportunity for citizens to participate in defining Edmonds quality of life in the future. She urged the community to participate in the visioning process. 5. UPDATE ON DEVELOPMENT SERVICES DEPARTMENT AND APPROVAL OF RELATED JOB DESCRIPTIONS Update on Mayor Fahey explained the Development Services Department has been developed, with the approval of Dev. Svcs the City Council to address the permitting process in an attempt to provide better customer service in Dept and �' p g p p p Related this area. She introduced the new Development Services Director, Ray Miller, who would provide an Job De- update on the Development Services Department. cri tions Mr. Miller said some of the goals established for the Development Services Department are similar to the City's such as TQM, but also for continuous improvement. He said the department has a heavy dedication to customer service, streamlining the processing system, and improving productivity by maximizing the use of technology, which requires a high level of training. He displayed the previous organizational chart and explained, under the previous structure, there were two divisions -- planning which had building under it, and the engineering division. In an effort to flatten the organization and shorten the lines of communication, some changes were made such as putting planning, engineering and building at one level and developing the Development Services Center to strengthen the commitment to customer service. Staffing of the new Services Center will be via existing positions. The, permit coordinator position in the building division is being converted to a Technician H position and a vacancy created. A planning technician position was also converted to Technician II. He explained technicians would address the specialties of planning, building and engineering requirements for process. The Technician I position is a person in training, and the Technician iI is an individual with 1 -2 years of experience with some expertise in one or two of the three areas. The Technician III would be an individual qualified in planning, building, and engineering services. The goal would be to have all four individuals qualified at the Technician III level to achieve effective customer service. This would also significantly increase the flexibility of the organization. The position of office assistant existed in both organizations and is currently the only one who answers telephones and greets customers. Under the new concept, and changes made via the removal of a wall, all staff members will be visible to the public. All team members will be assigned directly to him to ensure they are receiving adequate support and training with the goal of eventually becoming a self - directed work team. Along with this will be a permit tracking software system, which may be a standalone system or integrated with some other City software system. This would allow them to track development projects as well as consider the workflow, determine how long submittals are taking to get through the process, and possibly some of the slow downs in the system. The goal will be to continue to identify ways to streamline this process. Further, the permit tracking system will generate reports. The Development Services Department is striving to work more closely with other departments due to the realization that planning, building, engineering, community services, and public works elements need to be coordinated. As a result, it was determined Edmonds City Council Approved Minutes February 2, 1999 Page 8 existing software in the City, Microsoft® Projearm would be useful to track such projects and to ensure coordination of timelines for approval of various phases. This program will also be useful in the development of the CIP. Mr. Miller said pre - application meetings began on.January 15, 1999, and have been quite popular. They will continue to make changes and improvements. He said the goal of the Development Services Department was to set standards for the organization, to ensure everyone understood the basic requirements in-the organization, and to get employees to be more "real world" oriented and consistent. He said their goal will be to be fair,. do what's right and use a lot of common sense. The department is also in the process of acquiring ordinances from other cities to Abe reviewed when a change is envisioned for Edmonds ordinances. He said other items under consideration will be the neighborhood concept and the possibility of handling different areas differently. They are also working with the consultant who is reviewing the Architectural Design Board process. He planned to review the department's goals and objectives and plans for the remainder of the year at the Council retreat. Councilmember Earling said he liked the concept Mr. Miller was advancing. He asked how the center would be set up to respond to a question from a builder regarding the status of a permit. Mr. Miller answered the department is currently in the "step and fetch" mode (the person greeting the public must fetch a person to answer a question or locate the file on the project). With the new permit tracking system, there will be two computers at the front counter which will allow employees to easily, by the name of the developer or the project, to determine where the project is in the process, what approvals have.been done and what remains to be done for final approval of the permit. Councilmember Earling observed with the new system, staff would be able to maintain the current status on each project. Mr. Miller said the historical information on the existing data system.will be converted into the new system to allow employees to determine the status of current projects as well as access historic information for previous projects. Mayor Fahey said the action recommended is Council approval of the job descriptions of the three Technician positions. She supported the concept of cross - training and said one.of the frustrations in the past was the lack of cross - training which often resulted in timeline slow downs due to the absence of any one staff member. Councilmember Nordquist said the Human Resources Committee reviewed the request. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, FOR APPROVAL OF THE PROPOSED JOB DESCRIPTIONS. Council President Haakenson said he has had several discussions with builders, developers, and citizens . over the last few weeks who are very impressed with Mr. Miller and the changes that have been made and /or are intended to be made, particularly the pre - application meetings. He noted this was a process that has been needed and everyone is excited about the direction Mr. Miller is going. He supported the changes Mr. Miller was proposing as well as the job descriptions. MOTION CARRIED. Mayor Fahey said although engineering services is shown as a component of Development Services, it is also a stand -alone group that provides services to Public Works, Community Services, and all capital projects the City undertakes. Edmonds City Council Approved Minutes February 2, 1999 Page 9 VEC`?6/ UPDATE ON HIGHWAY 99 PROJECT City Engineer Jim Walker said a pre -bid meeting was held today with Lynnwood and the consultants for the Highway 99 project. It appears the bid date likely will be delayed a month as there is another project that is hoped can be connected with the Highway 99 project. Community Transit (CT) has funds (provided by RTA and ISTEA) for transit signal priority (buses have an automatic vehicle identification tag that alerts the system a bus is approaching and give the bus priority). The goal is to keep buses running on schedule and more efficient. None of the details of this project have been addressed at this time although the current proposal is to upgrade some equipment at CT's cost to allow the system to work more efficiently in the future. The controller of the signal must be upgraded to make this system operational. The intent is to install some of this equipment with the Highway 99 project. Other issues include comments by Fisheries when Lynnwood tried to obtain their Hydrologic Permit Application. Fisheries has agreed to review more stringently only the second phase of the project so the first phase out for bid now includes the portion of Edmonds in the project (208' to 104). He said a short section of Highway 99 will remain with the current lane configuration. Mr. Walker said he has participated with Shoreline in their Highway 99 studies although they are early in the process and have not reached any conclusions. Shoreline identified a need for additional lanes on Highway 99 in their Comprehensive Plan. This may result in a longer, more consistent stretch of Highway 99 improvements. He said the project was scheduled for bid opening on March 2 and staff will attempt to provide the bid results via a memo to Council. Councilmember Van Hollebeke asked Mr. Walker to identify the timeline for the three phases of the project. Mr. Walker explained construction of the first phase of the project will begin as early as April or May and be completed within a year. Lynnwood wants to immediately proceed with the next section of the project. Lynnwood is optimistic that the design, acquisition of right -of- -way can be completed and the project out for bid this fall so they can begin construction in spring 2000. He said there are some issues for Lynnwood to resolve, although some progress is being made. The salmon listing is the key factor Fisheries is using to gain more improvements on the project. Councilmember Van Hollebeke asked if this would result in major traffic disruptions for two summer seasons. Mr. Walker said the contractor is prohibited from doing lane closures during peak commute hours; therefore, it is not expected to have a great deal of impact. The contractor is also required to complete a section including curbs, gutters, driveway approaches before moving onto another section. Mayor Fahey thanked Mr. Walker for his efforts. She said although Lynnwood is the lead agency, Edmonds' engineering staff has provided a great deal of assistance. 7. UPDATE ON PUBLIC SAFETY PROJECT Update on Community Services Director Paul Mar said engineering has played a big role in managing this project. Public He explained the City broke ground on this project in early summer 1998 and it is currently about Safety Project halfway completed. He displayed photographs taken approximately 1' /z weeks ago of the complex, explaining the progress on the Fire Station, the police portion of the police /court building, the court/Council Chambers, and court administration. The goal is for staff to move into the new buildings in July 1999 and the existing Public Safety and Community Services buildings demolished. Edmonds City Council Approved Minutes February 2, 1999 Page 10 Councilmember Earling suggested a tour of the complex be scheduled for the Council. Mr. Mar agreed, recalling that had been done during construction of the Public Works complex. Councilmember Plunkett asked if the change orders were within the established parameters. Mr. Mar answered yes, noting change orders are always being evaluated and processed. Councilmember Nordquist asked who authorized the change orders in the City. Mr. Mar answered he and City Engineer Walker review and approve the change orders. At Councilmember Nordquist's request, Mr. Mar explained the original bid amount was $5,789,300 excluding sales tax. The award including sales tax was $6,287,180. Mr. Mar reviewed the amount paid per the contract and said $176,000 in change orders have been approved to date since the project began. He said the $7,106 represents change orders approved during this pay period. Councilmember White clarified the City has spent $176,607.84 over the original bid price. Mr. Mar agreed this was correct. Councilmember White asked when continued change orders would need to be presented to the Council for review. Mr. Mar explained the original $9.27 million bond issue included a line item entitled owners contingency from which these change orders are being paid. He said this was approximately $600,000, which covered any change orders on this project as well as the second fire station. For Mayor ,Fahey, Mr. Mar said a 10 percent of construction costs contingency fund is typically established. Mayor Fahey said she also signs off on change orders and is provided a cumulative total of the change orders and the remaining funds available. 8. MAYOR'S REPORT tgre: Mayor Fahey reported a public meeting is scheduled for Thursday, February 4 at 6:30 p.m. in the Library Aquatic Plaza Room for the purpose of an open forum to discuss the creation of an aquatic center for Edmonds. Center Discussion will include funding and the scope and siting of the project. She acknowledged although there are many issues to resolve, there are many people who would like to have an enclosed aquatic center constructed to meet the needs of the recreational swimmer as well as the competitive swimmer. She encouraged interested citizens to participate in the meeting. rlqty Home Mayor Fahey said a new City home page has been established that has more information including age Council minutes, information on how to access services in the City, and links with other home pages. She encouraged businesses in the City to link to the City's home page. The address is http: / /ci.edmonds.wa.us. c Conf Mayor Fahey acknowledged comments have been received regarding her participating in meetings (Mayors sponsored by the National League of Cities and the Conference of Mayors in Washington DC. She explained there is a preemption of local control for many issues occurring at the federal level. For example, the City has received numerous inquires regarding Chambers Cable's fee structure, assuming the City has control over the fees imposed by Chambers Cable. In reality, under the Telecommunications Act, the City no longer has the option of prescribing fees, etc. through the franchise agreement. Stormwater is another example of an issue that has a great deal of federal involvement. If the City does not participate in the dialogue regarding the impact mandates .,have, the City will have local control eroded and many more mandates. Edmonds City Council Approved Minutes February 2, 1999 Page 11 Mayor Fahey explained a number of years ago, a service provider for a disabled group, Oxford House, located in a residential community in violation of local zoning regulations that allowed only five unrelated adults to live in a home. The citizens prevailed on the City to seek relief and enforce zoning requirements. As a result, the City participated in a lengthy court process that culminated at the Supreme Court level (Oxford v. Edmonds) and a decision that under. the Fair Housing Act, any group of disabled people living in a group environment constituted a family and no standards could be imposed on a group of this type that was not imposed on a family. The affect of this was the City could no longer control the siting of group homes including their proximity to one another or the number of residents, which resulted in an unregulated industry. This was originally believed to only impact Edmonds but the City has seen this Supreme Court decision being used as a basis to challenge local zoning authority in all matters related to group homes in many cities. This is one of the issues she is working on in Washington DC. Mayor Fahey recalled a meeting held in 1996, following the decision on Oxford v. Edmonds, in which over 300 citizens attended to determine why the City was not regulating group homes. Citizens were told it was due to the Supreme Court decision, which was based on the Fair Housing Act. These citizens demanded the City try to actively undo the result of this Supreme Court decision. Mayor Fahey explained the only way this can be accomplished is via an amendment to the Fair Housing Act, a very lengthy process that requires coordination between cities throughout the United States. When she is gone from the City to attend these meetings, she is participating in meetings to try to regain some local control over the siting of group homes and actively work on other issues that have profound impacts on the quality of life and type of community citizens want. She stressed the City could no longer live in isolation, but needed to join with other cities to proactively foster the City's right to local control over many issues. She reported the meeting she attended last week was very successful; the task force reached consensus on many items and is continuing with plans for an amendment to the Fair Housing Act, which would return some local control over the siting of group homes. 9. COUNCIL REPORTS hambers Council President Haakenson said he has received several telephone calls and letters regarding Chambers able Cable's price increase. He suggested further information be provided by Chambers' representative when a periodic report is given to the Council. in February or March. He was informed this morning at SnoCom that the S.W.A.T. team was called out in Lynnwood (just outside the Edmonds City limits). He understood the individual who barricaded himself in his home was brought out safely. Council President Haakenson congratulated Police Chief Hickok and his officers for a job well done. Police Police Chief Robin Hickok said he was called at 7:00 a.m.; when he arrived the S.W.A.T. team was Dept. already forming. He commented he started the S.W.A.T. team in 1986 as a joint team effort between S.W.A.T. three jurisdictions. He said the.officers operated very well as a team. He explained the subject was quite Team hostile and threatening but by taking their time and being patient, the incident ended peacefully and the subject walked out and gave himself up. Police Chief Hickok said it was a good outcome to what could have been a tragic event. FCouncilmember Nordquist said he also continues to receive telephone calls and letters from citizens regarding Chambers Cable's rate increase. Although he agreed with Council President Haakenson's suggestion that the rates be discussed during Chamber's periodic update, he encouraged Chambers Cable ' — to take the time to describe the reason for the rate increase, why service hasn't improved, and what is being done in the community. Councilmember Nordquist said he planned to contact Chambers Cable and request they improve their public relations. Edmonds City Council Approved Minutes February 2, 1999 Page 12 Mayor Fahey agreed the public perception may be, because the City has a franchise agreement with Chambers Cable, that the City has control over them. Citizens often ask why the City allows Chambers Cable to operate in the City. She explained any cable company who wanted to locate in the City could receive a franchise. Usually only one cable company operates in an area because of the expense to install the infrastructure. She said the City tried to develop the best contract possible under the restrictions of the Telecommunications Act but can only take action regarding how they provide services (not the number of channels only that they are comparable to other cable companies in the area) and how responsive they are to the needs of the citizens. Their rates need only be comparable to other cable companies in the area (i.e. TCI). She agreed with the need for a presentation from Chambers Cable at a Council meeting. She said the City has one of the best contracts; other cities often ask for copies. oys & Councilmember Earling directed the Council's attention to an open house at the Edmonds Boys and Girls irls Club Club prior to the Council meeting (6:15 - 6:45 p.m.). He said Premera Blue Cross has helped do some pen improvements at the Boys and Girls Club and hoped some Councilmembers would attend. He would be House unable to attend, as he would be testifying before Congress seeking $143 million for the RTA. udos for Councilmember Miller complimented staff for their assistance, particularly Development Services ity staff Director Ray Miller on his response to the Development Services Department. Councilmember Miller said he too has received a lot of positive feedback regarding the changes that have already been made. Councilmember Miller commended City Engineer Jim Walker for his involvement with the improvements on Highway 99. He commended Community Services Director Paul Mar for his participation in the $7 million Public Safety complex that is currently under budget. Councilmember Miller summarized he thinks very highly of all the City's staff. With no further business, the Council meeting was adjourned at 9:15 p.m. ME I - W1, BARBARA FAHEY, MAYOR 1 SANDRA S. CHASE, CITY CLERK Edmonds City Council Approved Minutes February 2, 1999 Page 13 AGENDA Ny EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. FEBRUARY 2, 1999 7:00 P.M. - CALL TO ORDER FLAG SALUTE 1. APPROVAL OF AGENDA 2. CONSENT AGENDA ITEMS (A) ROLL CALL (B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF JANUARY 26, 1999 (C) APPROVAL OF CLAIM WARRANTS #29316 THROUGH #30466 FOR THE WEEK OF JANUARY 25, 1999, IN THE AMOUNT OF $578,349.95. (D) APPROVAL OF AND AUTHORIZATION FOR MAYOR TO SIGN THE FINAL PLAT OF ESPERANCE COURT, 7 LOT FORMAL SUBDIVISION (File No. P- 97 -73; Property Location:. 8718 — 218"' Street SW; Applicant: Jeff Wilson, Turnkey Builders, Inc.) (E) APPROVAL OF NEW JOB DESCRIPTIONS — EXECUTIVE ASSISTANT (PUBLIC WORKS DEPARTMENT), CAPITAL IMPROVEMENT SPECIALIST (DEVELOPMENT SERVICES DEPARTMENT), ENGINEERING TECHNICIAN (DEVELOPMENT SERVICES DEPARTMENT), CONSTRUCTION COMPLIANCE /BUILDING INSPECTOR (DEVELOPMENT SERVICES DEPARTMENT), AND POLICE ADMINISTRATIVE SUPERVISOR (POLICE DEPARTMENT) (F) APPROVAL OF 1999 TAXI LICENSE FOR CHECKER CAB COMPANY, INC. (G) PROPOSED RESOLUTION OF INTENTION SETTING A PUBLIC HEARING DATE REGARDING THE FORMATION OF THE NORTH PERRINVILLE SANITARY SEWER LOCAL -IMPROVEMENT DISTRICT (LID) 3. (60 Min.) PUBLIC HEARING TO OBTAIN INPUT TO BE USED BY THE EDMONDS ARTS COMMISSION TO INITIATE THE PROCESS FOR SELECTING A NEW PUBLIC ART PIECE FOR THE FOUNTAIN ROUNDABOUT SITE AT 5T' AVENUE AND MAIN STREET IN DOWNTOWN EDMONDS 4. AUDIENCE COMMENTS (3 Minute Limit Per Person) 5. (10 Min.) UPDATE ON DEVELOPMENT SERVICES DEPARTMENT AND APPROVAL OF RELATED JOB DESCRIPTIONS 6. (5 Min.) UPDATE ON HIGHWAY 99 PROJECT 7. (5 Min.) UPDATE ON PUBLIC SAFETY PROJECT 8. (5 Min.) MAYOR'S REPORT 9. (15 Min.) COUNCIL REPORT 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. Delayed telecast of this meeting appears the following Wednesday, Friday and Monday at noon on Channel 32.