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02/12/1991 City CouncilTHESE MINUTES SUBJECT TO FEBRUARY 26, 1991 APPROVAL EDMONDS CITY COUNCIL ADMINISTRATIVE MEETING MINUTES February 12, 1991 The administrative meeting of the Edmonds City Council was called to order at 7:00 p.m. by Mayor Larry Naughten at the Library Plaza Room, 650 Main St., Edmonds. All present joined in the flag salute. PRESENT Larry Naughten, Mayor Jeff Palmer, Council President Steve Dwyer, Councilmember Roger Hertrich, Councilmember Jo -Anne Jaech, Councilmember William Kasper, Councilmember John Nordquist, Councilmember Jack Wilson, Councilmember Karen Hughes, Student Representative Barbara Mehlert, Council Assistant STAFF Steve Perry, Police Admin. Suprt. Peter Hahn, Comm. Svc. Director Brent Hunter, Personnel Manager Council President Palmer noted that he would like to add two items to tonight's agenda which are very brief topics; 1) Council Retreat, and 2) Assistant position in the City Clerk's office. CONTINUED DISCUSSION ON REPORT BY TELEPHONE CONSULTANT AND AUTHORIZATION TO ADVERTISE FOR RFP'S Steve Perry, Chairman, Telephone Selection Committee, introduced himself and referred to the last time this topic was discussed with the Council, which was January 22nd. Mr. Perry referred to a memorandum which was included in the Council packet which included answers to questions raised by Councilmembers. Mr. Perry said one of the questions from the Council related to cost, and told the Council that would be a difficult question to answer until the information is requested from the vendor community. Mr. Perry explained this is one of the reasons why the Telephone Selection Committee would like to advertise for RFP's. Mr. Perry said that Mr. Garry C. Hayes, and Mike Peterson of Telcom Management Concepts, Inc., were present tonight, and would answer any ques- tions that that the Council has. Councilmember Hertrich inquired on the possibility of avoiding going through the RFP process, and instead, having the specifications given to the Council by the Consultant, and then go out for bids. Garry Hayes, representative from Telcom Management Concepts, Inc., explained that terms and conditions written for a bid and for an RFP would be very similar. He explained the differ- ence between the two processes is more in the evaluation than the writing of the specifications. Mr. Hayes went on to explain that the RFP provides the city with a cost figure that is guaranteed by the proposing vendor as long as it is in the language of the RFP, and it also provides the City with the ability to look at items other than cost such as fabrication of systems, technicali- ties, etc. Mr. Hayes does not feel that it is in the City's best interest to eliminate the com- parison of each system as it stands on it's own merit. Mr. Hayes summarized by saying that the technology is complicated and diverse,d and that the telecommunication system should not be con- sidered a commodity. Councilmember Nordquist inquired on the process that Telcom Management Concepts Inc., is using. Councilmember Nordquist said it is his understanding that Telcom wants to go out for an RFP and then write the specifications, and then come back to the Council. Mr. Hayes replied affirmative- ly, and Councilmember Nordquist asked why the specifications weren't formulated before the RFP. Mr. Ha es reviewed the four phases in which Telcom is undertaking; 1) Discovery 2) Writing of RFP, 3� Evaluation of Responses, and 4) Supervise implementation. Councilmember Nordquist said he is not convinced an RFP is needed. Councilmember Wilson commented that he thought the Telephone Selection Committee has done a good job so far, and the Consultants have made a good presentation. Councilmember Wilson feels that the process should continue without delay, and Council President Palmer agreed. Councilmember Dwyer asked if there will be a formulated price that the Consultants will convey to the Council, and Mr. Peterson replied affirmatively. COUNCIL PRESIDENT PALMER, SECONDED BY COUNCILMEMBER HERTRICH TO AUTHORIZE TO ADVERTISE FOR RFP'S. MOTION CARRIED, With Councilmember Kasper voting against the motion. Under discussion, Councilmember Dwyer said he has no quarrel with going out for RFP's but feels uncomfortable about not having an approximate price for the system. Councilmember Nordquist asked Council President Palmer if he would like to see the specifications before they are author- ized, and Council President Palmer replied negatively. Council President Palmer feels that the Consultants were selected for their expertise and the Council needs to depend on them for that expertise. Councilmember Kasper said he feels it is premature to talk about purchasing a tele- ,i,phone system for the City. He feels that a space needs study needs to be performed first before any system is installed. Mr. Perry replied that the current phone system is inadequate and there needs to be some relief. Mr. Hayes of Telcom said that change will become easier with the new wiring plan that they have recommended, not only easier to accommodate, but much easier to relo- cate. Mr. Hayes also noted that the existing wiring in the city is very expensive and difficult to work with. COUNCILMEMBER DWYER MOVED TO AMEND THE MOTION TO REFLECT THAT THE SPECIFICATIONS APPEAR ON A CONSENT AGENDA BEFORE THEY ARE ADVERTISED. MOTION CARRIED WITH COUNCILMEMBER HERTRICH SECONDING. DISCUSSION OF COMMUNITY SERVICES DEPARTMENT ORGANIZATION, PUBLIC WORKS SUPERINTENDENT POSITION, AND PLANNINGDESCRIPTION-. Peter Hahn, Community Services Director, reviewed the Public Works Superintendent Position, as well as the Planning Manager's position. Mr. Hahn referenced material which was provided to the Council on the two position descriptions as they exist presently, and the two positions as they appear in a draft form reflecting chang- es. Discussion of Public Works Superintendent position. Mr. Hahn explained that some of the revisions include an organizational change, which moves the Treatment Plant from the Public Works Division, to the Engineering Division. Mr. Hahn explained that it is not his intent that the City Engineer become a Treatment Plant Operator. Mr. Hahn explained that this shift is motivated by an express interest from the City Engineer. Councilmember Dwyer inquired why the the Treatment Plant and the Water -Sewer aren't in the same organization. Mr. Hahn replied that the typical organization is that a treatment plant is typical- ly on the Public Works Side department, which is the operations and maintenance end. Mr. Hahn reiterated that this shift is not to conform to an organization setup, but it is because of hav- ing an expression of interest in having a greater role in that particular organization, from the City Engineer. Council President Palmer referenced the organizational chart which was distributed by Mr. Hahn and noted that at the present time, the Public Works Superintendent has five supervi- sors and 22 employees under him, while the City Engineer has ten. Council President noted that the proposed changes would balance the departments, and leave 16 employees under the City Engi- neer, and 18 under Public Works. Councilmember Dwyer expressed concern that the City Engineer would be supervising people in areas of greater complexity. Mr. Hahn said that the City Engineer would not be supervising the people, but rather overseeing. Mayor Naughten explained that the Treatment Plant is moving into a more highly technical phase, and that the City Engineer is super- vising most of the processes going into the Treatment Plant. Mayor Naughten feels it makes sense to have the Treatment Plant under the City Engineer's department for that reason. .Councilmember Hertrich inquired what the situation would be when the removal of the sewer treat- ment plant is taken away from the Public Works Superintendent. Councilmember Hertrich surmised that the responsibility level would also decline, and Mr. Hahn replied that while the number of units supervised would decline, the B-2 level was never based on the treatment plant being within that unit. Mr. Hahn said that most cities do not have treatment plants. Councilmember Hertrich inquired if most of the cities reviewed required their Public Works Superintendent to hold a college degree, and Mr. Hahn replied that it varies widely. Discussion was held amongst the Council on this issue. Mr. Hahn suggested that some kind of a degree should be required for the Public Works Superintendent's position. Councilmember Kasper made a comment that he would like a statement added to the Public Works Superintendent position requiring "A Bachelors Degree in Public Administration, or a Bachelors Degree in Civil Engineering, or a Bachelors Degree in a closely related field". Councilmember Kasper also inquired if a time span would be included to allow an individual to obtain the educational requirements. After discussing this issue further, it was the consensus of the Council to allow two years to finalize the educational requirements. Mr. Hahn distributed a detailed organizational chart. * See Council Minutes February 26, 1991 EDMONDS CITY COUNCIL MINUTES Page 2 February 12, 1991 COUNCILMEMBER KASPER MOVED, SECONDED BY COUNCILMEMBER WILSON TO APPROVE RECOMMENDATIONS IN MAY- OR'S JANUARY 31ST MEMO WHICH INCLUDE RETAINING COMMUNITY SERVICES ORGANIZATIONAL CHART WITH THE EXCEPTION OF THE TREATMENT PLANT TO BE SHIFTED FROM PUBLIC WORKS TO ENGINEERING DIVISION, AND A DEGREE SHALL BE REQUIRED AND IF A DEGREE IS HOT HELD AT TIME OF HIRE, A TWO YEAR TIME PERIOD WILL BE ALLOWED IN WHICH TO MEET REQUIREMENTS. A ROLL CALL VOTE WAS TAKEN. MOTION CARRIED WITH COUNCILMEMBER NOROQUIST, COUNCILMEMBER WILSON, COUNCILMEMBER JAECH, COUNCILMEMBER PALMER, AND COUNCILMEMBER KASPER IN FAVOR; COUNCILMEMBER HERTRICH AND COUNCILMEMBER DWYER OPPOSED. PLANNING DEPARTMENT MANAGER JOB DESCRIPTION The Council discussed the Planning Department organization, and the proposed changes. Councilmem- ber Hertrich inquired why Landscape Architecture experience is included in the job description, and Mr. Hahn said that could be eliminated. After discussion amongst the Council, it was decided to leave in Architecture experience, but leave out the word "Landscape". The Council went on to review the changes proposed by Mr. Hahn. Councilmember Kasper wanted to make sure that the Plan- ning Manager's educational requirements also included the phrase "or a related field degree". Councilmember Palmer said he wanted to make sure that the future Planning Manager knows that part of their job description includes current planning, and not just long range planning. Mr. Hahn said he would revise the description to include this request. It was also the consensus of the Council to allow a two year time period to allow the employee to complete their degree. After discussing this issue further, it was the consensus of the Council to approve the Planning Depart- ment job description changes on a future Consent Agenda. ASSISTANT ENGINEER POSITION Mr. Hahn said that another recommendation is that the position of. Assistant City Engineer be filled or refilled at the same time the other organizational changes are put into place. Mr. Hahn feel that position has a number of advantages such as good back up. Mr. Hahn stressed that the Assistant Position would not be an addition of a person, but a matter of the position being reactivated. ... Council President suggested that Mr. Hahn re -title the position as necessary and make slight changes as'far as the job description and then present the changes on an upcoming Consent Agen- da. Mr. Hahn replied that it is already scheduled for February 26, 1991. Brent Hunter, Person- nel Manager, also stated that the Council will be receiving updated engineering job descriptions at that point. Mayor Naughten inquired if the Assistant Engineer was a title or a budget change, and Mr. Hahn replied that it was both. The Council discussed this issue, and Mr. Hunter that said he will be providing the Council with further information. Mayor Naughten inquired if the Assistant Engineer was a title or a budget change, and Mr. Hahn replied that it was both. The Council discussed this issue, and Brent Hunter, Personnel Manager said he will be providing the Council with further information. OTHER BUSINESS ASSISTANT POSITION 4 N THE CITY CLERK'S OFFICE. Council President Palmer announced that Kath Swafford, Administrative Clerk, had accepted a posi- tion in another department, leaving Jackie without an assistant. Council President Palmer noted that Jackie Parrett, City Clerk, is interested in filling the vacant position as soon as possi- ble. Council President Palmer said that his recollection was that the Council wanted to review the entire City Clerk's division to discuss different options the City could take in that depart- ment. It was the consensus of the Council to hold off hiring a new Administrative Clerk until the review was completed. Councilmember Nordquist reminded the Council that this subject was brought up.at the 1990 City Council Retreat, and with the Mayor's concurrence, the whole department was to be reviewed. Councilmember Nordquist said he would like the Council to take some time to discuss the City Clerk's department, and the Council agreed. After reviewing the matter further, it was decided to review the department on February 26th. CITY COUNCIL RETREAT Council President Palmer said that he made additional attempts to hold a City Council Retreat before May, however, it is not possible, due to conflicting schedules of councilmembers. He noted that May 17th and May 18th is the date that the retreat will be held, however, a mini -re- treat will be held on Saturday, March 23rd, if no objections are noted. JA QUELINE G. PARRETT', City Clerk EDMOt9S CITY COUNCIL MINUT PW 3 Febru 1 , -7w^ LARRY . NAUGHTEN Mayor AGENDA EDMONDS CITY COUNCIL PLAZA MEETING ROOM -LIBRARY BUILDING 7:00 - I0:00 P.M. CITY COUNCIL COMMITTEE WORK MEETING (Second Tuesday of each month) FEBRUARY 12, 1991 , 6:30 P.M. - SPECIAL MEETING EXECUTIVE SESSION (LABOR NEGOTIATIONS AND PROPERTY MATTER 7:00 P.M. - FULL COUNCIL �. CONTINUED DISCUSSION ON REPORT BY TELEPHONE CONSULTANT, AND (30 MINUTES) AUTHORIZATION TO ADVERTISE FOR RFP'S 2. ,DISCUSSION OF COMMUNITY SERVICES DEPARTMENT ORGANIZATION, PUBLIC (30 MINUTES) WORKS SUPERINTENDENT POSITION, AND PLANNING MANAGER JOB DESCRIPTION