2012.11.13 CC Committee Meetings Agenda Packet
AGENDA
EDMONDS CITY COUNCIL
Council Chambers ~ Public Safety Complex
250 5th Avenue North, Edmonds
_____________________________________________
NOVEMBER 13, 2012
6:00 P.M.
City Council Committee Meetings
The 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 Committees will meet in separate meeting rooms as indicated below.
1.Finance Committee
Jury Meeting Room
A.(5 Minutes)Authorization to Contract with James G. Murphy to Sell Surplus City Vehicles
B.(5 Minutes)Request for Bid: Wastewater Treatment Disinfection and Odor Control Chemicals
C.(10 Minutes)Authorization for the Mayor to sign an Interlocal Agreement between the City of Lynnwood and the City of
Edmonds for joint funding of the Recycling Coordinator.
D.(15 Minutes)Resolution Initiating a Proposal for a Business Improvement District within a Portion of the City of Edmonds.
E.(5 Minutes)Quarterly report regarding fiber optic opportunities.
F.(5 Minutes)Video Annotation of Agendas and upgrade of video.
G.(10 Minutes)November 2012 Budget Amendment
H.(10 Minutes)September 2012 Quarterly Financial Report
I.(10 Minutes)Capital Asset Policy
J.(10 Minutes)Banking Services RFP Recommendation
K.(10 Minutes)Public Comments (3-minute limit per person)
2.Parks, Planning & Public Works Committee
Meeting Room: Council Chambers
Packet Page 1 of 243
A.(5 Minutes)Authorization for Mayor to sign a $67,112.90 grant from the State through the Salmon Recovery Board
(SRFB) and the Recreation and Conservation Office (RCO) for a limited feasibility study for the day lighting
of Willow Creek from the Edmonds Marsh to Puget Sound.
B.(5 Minutes)Report on final construction costs for the Relocation of Private Electrical Services for the Main Street
Improvements (5th Ave - 6th Ave) and acceptance of project.
C.(15 Minutes)Presentation from staff regarding Council communication of City plans to the PSRC and other relevant
agencies
D.(10 Minutes)Public Comments (3-minute limit per person)
3.Public Safety and Personnel Committee
Meeting Room: Police Training Room
A.(5 Minutes)Renewal of interlocal agreement with Okanogan County for jail services.
B.(5 Minutes)Renewal of contract for services with S. Morris Company.
C.(60 Minutes)Review of Nonrepresented Job Descriptions
D.(30 Minutes)Discussion on Council Meeting Procedures
E.(10 Minutes)Public Comments (3-minute limit per person)
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AM-5207 1. A.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted For:Phil Williams Submitted By:Kody McConnell
Department:Public Works
Committee: Finance Type: Action
Information
Subject Title
Authorization to Contract with James G. Murphy to Sell Surplus City Vehicles
Recommendation
It is recommended that authorization be given to the Public Works & Utilities Department to contract with James G. Murphy
Auctioneers to sell a surplus vehicle obtained through seizure by the Edmonds Police Department and that this item be placed
on the Consent Agenda for the November 20, 2012, meeting of the City Council.
Previous Council Action
None.
Narrative
Previously the City has utilized the services of James G. Murphy Auctioneers to sell surplus City vehicles and equipment.
This has proven to be a cost-effective method to manage surplus items.
The following vehicle was obtained through seizure by the Edmonds Police Department and can be divested as surplus.
Black 2001 Volvo S60 / VIN# YV1RS58D612074190 / WA License No. 197-UXB
Fiscal Impact
Fiscal Year:2012 Revenue:6,000 Expenditure:
Fiscal Impact:
Monies will be deposited into the general fund account.
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/05/2012 11:39 AM
Mayor Dave Earling 11/07/2012 03:12 PM
Finalize for Agenda Sandy Chase 11/07/2012 04:16 PM
Form Started By: Kody McConnell Started On: 10/22/2012 10:33 AM
Final Approval Date: 11/07/2012
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AM-5222 1. B.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted For:Pamela Randolph Submitted By:Pamela Randolph
Department:Wastewater Treatment Plant
Committee: Finance Type: Action
Information
Subject Title
Request for Bid: Wastewater Treatment Disinfection and Odor Control Chemicals
Recommendation
We recommend that the Council approve this request to conduct an open bid for Wastewater Treatment Disinfection and Odor
Control Chemicals.
Previous Council Action
Chemical bid and contract award was last completed in 2009.
Narrative
The wastewater treatment process requires Sodium Hypochlorite for disinfection and odor control, Sodium Bisulfite for
dechlorination and Sodium Hydroxide for odor control. These chemicals in combination, allow us to achieve NPDES
compliance and reduce odors associated with the treament process. The average expenditures for these chemicals is
approximately $83,000.
Form Review
Inbox Reviewed By Date
Public Works Kody McConnell 11/01/2012 02:06 PM
City Clerk Sandy Chase 11/05/2012 11:39 AM
Mayor Dave Earling 11/07/2012 03:13 PM
Finalize for Agenda Sandy Chase 11/07/2012 04:16 PM
Form Started By: Pamela Randolph Started On: 10/30/2012 12:19 PM
Final Approval Date: 11/07/2012
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AM-5243 1. C.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:10 Minutes
Submitted For:Phil Williams Submitted By:Kody McConnell
Department:Public Works
Committee: Finance Type: Action
Information
Subject Title
Authorization for the Mayor to sign an Interlocal Agreement between the City of Lynnwood and the City of Edmonds for joint
funding of the Recycling Coordinator.
Recommendation
It is recommended that Council authorize the Mayor to sign the Interlocal Agreement between Lynnwood and Edmonds to
jointly fund the Recycling Coordinator position and implement their respective 2013 and 2014 Waste Prevention and
Recycling Programs.
Previous Council Action
Since 1995, the Edmonds City Council and staff have agreed to pursue an interlocal cooperative agreement with the City of
Lynnwood to share resources in respect to their waste prevention and recycling programs. The original interlocal agreement
between the two municipalities was produced and approved on March 28, 1995. A provision of the original agreement allows
its extension upon mutual consent of both the City of Edmonds and the City of Lynnwood and it has been renewed continually
ever since.
Narrative
The waste prevention, recycling, and conservation programs of the City of Edmonds includes providing full-time education
and outreach efforts on a wide variety of environmental issues including solid waste handling, hazardous waste disposal,
recycling maximization, water conservation, and state and regional policy implementation coordination. The goal of these
programs is to ensure the preservation of the health of our community environment and the protection of local watersheds and
waterways from environmental pollution through proactive communication and the provision of many incidental and related
public services.
The attached updated interlocal cooperative agreement has been reviewed and approved by the City Attornies of both
Edmonds and Lynnwood and covers the next biennial period through 2013 to the end of 2014. This agreement is renewed
biennially to coincide with the State of Washington's budget cycle in order to align the Department of Ecology's grant award
process with the operations of both municipalities.
This agreement estimates that the City of Lynnwood will provide approximately 28% of the funding of the Recycling
Coordinator position in return for a corresponding portion of time committed to assist in the implementation of Lynnwood's
parallel efforts at waste prevention, recycling, and conservation. Considering the important synergistic interconnections of
neighboring municipalities in effectuating these type of programs, the ultimate return on investment for both partners offers an
enhanced public value for the citizen stakeholders of both communities.
This agreement is anticipated to be funded as follows:
2013 Budget
$21,805 Washington State Department of Ecology Grant
$16,860 City of Lynnwood
$60,250 Edmonds Water Utility Fund 421
2014 Budget
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2014 Budget
$21,805 Washington State Department of Ecology Grant
$16,860 City of Lynnwood
$60,250 Edmonds Water Utility Fund 421
This interlocal cooperative agreement is presently being moved through the approval process in the City of Lynnwood in
parallel with the City of Edmonds.
Fiscal Impact
Fiscal Year:2013 Revenue:37,945 Expenditure:98,915
Fiscal Impact:
Revenues are from State of Washington Department of Ecology grant funds and cost reimbursements from the City of
Lynnwood.
Expenditures of $60,250 are from the City of Edmonds Water Utility Fund 421.
There is no fiscal impact on expenditures from the City of Edmonds General Fund.
Fiscal Year:2014 Revenue:37,945 Expenditure:98,915
Fiscal Impact:
Revenues are from State of Washington Department of Ecology grant funds and cost reimbursements from the City of
Lynnwood.
Expenditures of $60,250 are from the City of Edmonds Water Utility Fund 421.
There is no fiscal impact on expenditures from the City of Edmonds General Fund.
Attachments
2013-2014 Edmonds/Lynnwood Recycling Coordinator ILA
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/08/2012 02:56 PM
Mayor Dave Earling 11/09/2012 09:17 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:17 AM
Form Started By: Kody McConnell Started On: 11/07/2012 02:24 PM
Final Approval Date: 11/09/2012
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330936.01|360099|0009|73c_01!.DOC (11/7/12) -1-
AN INTERLOCAL AGREEMENT 1
BETWEEN THE CITY OF LYNNWOOD 2
AND THE CITY OF EDMONDS FOR 3
JOINT FUNDING OF A RECYCLING COORDINATOR 4
5
THIS AGREEMENT between the City of Lynnwood (“Lynnwood”) and the City of Edmonds 6
(“Edmonds”), each a municipal corporation under the laws of the State of Washington, is dated 7
this______ day of ____________ 2012. 8
9
WHEREAS, Chapter 39.34 RCW (Interlocal Cooperation Act) permits local government units to 10
make the most efficient use of their powers by enabling them to cooperate with other localities 11
on the basis of mutual advantage; and 12
13
WHEREAS, Edmonds and Lynnwood each presently staff and operate a solid waste program 14
partially funded by a Department of Ecology grant; and 15
16
WHEREAS, the Department of Ecology has funds available to partially fund a continuation of 17
the program; and 18
19
WHEREAS both Edmonds and Lynnwood have partially funded their respective programs for 20
2013 and 2014, yet do not have full funding capability; and 21
22
WHEREAS, Edmonds and Lynnwood have concluded that it would be in their best interests for 23
Edmonds and Lynnwood to jointly fund their solid waste efforts as provided herein. 24
25
NOW, THEREFORE, the parties agree as follows: 26
27
1. Edmonds employs Steve Fisher as Recycling Coordinator, and Lynnwood has approved 28
service provision by Mr. Fisher. Should the position of Recycling Coordinator become 29
vacant during the term of this Agreement, Edmonds shall employ a Recycling Coordinator 30
with appropriate qualifications. The selection of the replacement Recycling Coordinator 31
shall be subject to the approval of Lynnwood, which shall not be unreasonably withheld. 32
33
2. The Recycling Coordinator shall provide Edmonds and Lynnwood with a recycling program 34
during 2013 and 2014 to provide for the activities and services described in exhibit A, which 35
is incorporated herein by reference. 36
37
3. The Edmonds Recycling Coordinator will document actual activities and contacts in meeting 38
the Lynnwood recycling program, and will provide verification of time spent on Lynnwood 39
activities, prior to or at the time of submission of any invoice by Edmonds to Lynnwood for 40
payment under Paragraph 4 below. 41
42
4. For services provided by the Recycling Coordinator, Lynnwood will reimburse Edmonds an 43
amount not to exceed $26,000.00 in the year 2013 and $29,000.00 in 2014. Reimbursement 44
shall be paid quarterly at a rate of $58.85 per hour in the year 2013 and $60.03 in the year 45
2014, plus Lynnwood’s fair share of direct charges of labor, benefits, and material costs, 46
without the inclusion of overhead or general administrative charges, incurred in 47
administering the Lynnwood recycling program. Edmonds shall notify Lynnwood when 48
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330936.01|360099|0009|73c_01!.DOC (11/7/12) -2-
Edmonds has been reimbursed $20,000.00 in either year at which time the parties shall meet 1
to determine whether to amend the agreement to provide for further work and compensation. 2
3
5. The term of this agreement shall be effective as of January 1, 2013 and will expire December 4
31, 2014. This agreement may be extended by mutual written agreement of both parties and 5
upon specific approval of the respective recycling programs for future budget years. 6
7
6. This agreement may be terminated by either party upon sixty (60) days notice. 8
Reconciliation of costs, payment, transfer of developed materials, and a current report of 9
completed activities will be completed within the sixty (60) day period following notice by 10
either party. 11
12
7. Lynnwood agrees to indemnify and hold harmless the City of Edmonds from any claims 13
arising as a result of the administration of Lynnwood’s program under this agreement. 14
Lynnwood and Edmonds shall each be responsible for any and all liability resulting from any 15
acts or omissions resulting from its own negligent and/or wrongful acts or omissions, and 16
those of its own agents, employees, contractors, or officials, as the same shall be determined 17
under the laws of the State of Washington or a mutually approved settlement agreement. 18
19
8. This agreement incorporates the entire understanding between Edmonds and Lynnwood 20
regarding the subject matter of this agreement. This Agreement may only be modified in a 21
writing signed by the parties hereto. It shall be filed with the Department of Ecology and the 22
Snohomish County Auditor as required by law. 23
24
9. In addition to the provisions previously stated regarding duration, organization and purpose, 25
the following provisions are included pursuant to the requirements of RCW 39.34.030. 26
27
9.1 No joint or cooperative undertaking is required by this agreement. 28
Therefore, no provision is made for the financing of any joint or cooperative 29
undertaking. 30
31
9.2 No joint property ownership is contemplated under the terms of this 32
provision. To the extent title to the right of way exists, it shall remain in the 33
ownership of the party which acquires it. In the event, at the termination of this 34
agreement, any personal property is jointly owned by the parties, either party 35
may purchase the interest of the other, with the other party’s permission, at fair 36
market value, as such value is determined by the parties. In the event that neither 37
party wishes to retain jointly obtained property, it shall be surplussed and the 38
proceeds divided pro-rata based upon the party’s initial contribution to the 39
purchase of such property. If both parties seek ownership of the property, value 40
shall be determined as herein provided and the right of the parties to purchase 41
the property or properties determined by the drawing of lots. 42
43
9.3 Because no joint or cooperative undertaking is contemplated by this 44
agreement, no provision has been made for an administrator or joint board. 45
46
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330936.01|360099|0009|73c_01!.DOC (11/7/12) -3-
9.4 This agreement shall be effective when listed by subject on the City of 1
Edmonds’ web site, Lynnwood’s web site or another electronically retrievable 2
public source, whichever shall first occur. 3
4
5
6
IN WITNESS WHEREOF, the parties hereto have executed this agreement as of this 7
_____ day of ________________, 2012. 8
9
CITY OF LYNNWOOD CITY OF EDMONDS 10
11
12
___________________________ ___________________________ 13
Don Gough, Mayor Dave Earling, Mayor 14
15
ATTEST ATTEST 16
17
18
___________________________ ___________________________ 19
Lorenzo Hines, Finance Director Sandra Chase, City Clerk 20
21
APPROVED AS TO FORM APPROVED AS TO FORM 22
23
24
___________________________ ___________________________ 25
Rosemary Larson, City Attorney Sharon Cates, Office of the City Attorney 26
27
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330936.01|360099|0009|73c_01!.DOC (11/7/12) -4-
EXHIBIT A 1
2
3
Waste Reduction and Recycling Programs 4
Cities of Edmonds and Lynnwood 5
6
7
CONTINUED PUBLIC EDUCATIONAL MESSAGES & OUTREACH: 8
City Newsletter articles. 9
Program information section for city Internet web sites. 10
Presentations and assistance to schools and businesses. 11
Educational outreach at local events. 12
Maintain Recycle Cart (Edmonds) and Recycle/Compost information racks (Lynnwood). 13
Distribution of brochures and flyers, and creation of educational displays. 14
Publicity, coordination and assistance with local scout troops with Christmas tree recycling. 15
16
ASSISTANCE to MULTI-FAMILY PROPERTIES with RECYCLING EFFORTS: 17
Continues to supply information and assistance to managers and tenants. 18
Expansion of available recycling to non-participating properties. 19
Contamination issues, illegal dumping, Christmas tree collection, multi-lingual information. 20
21
EXPANSION & MAINTENANCE of SINGLE-FAMILY RECYCLING PROGRAMS: 22
Cooperation with the municipal waste collection companies in identifying non-customers for use in a campaign to 23
increase single family participation. 24
Publicity, information and management for special recycling collection and clean-up events. 25
26
ASSISTANCE to the COMMERCIAL SECTOR with WASTE PREVENTION & RECYCLING EFFORTS 27
and SOLID WASTE ISSUES & MANAGEMENT: 28
Contacts, site visits, waste assessments to retail/office/manufacturers/schools/institutions. 29
Presentations of options and opportunities for businesses such as construction and demolition debris recycling, 30
material exchanges and reuse opportunities, and issues affecting water quality. 31
Continuation of support and maintenance of the Compost Collection Project – involving collecting organics from 32
restaurants and other food service businesses. 33
Small Quantity Generator educational outreach (special & hazardous wastes). 34
35
CONTINUED CITY IN-HOUSE WASTE PREVENTION & RECYCLING PROGRAM: 36
Keep employees updated on recycling information and opportunities. 37
Expand and evaluate recycling, reuse, and solid waste generation and disposal. 38
Coordinate proper recycling of unwanted electronics, cell phones, batteries, and printer cartridges. 39
40
ADMINISTRATIVE DUTIES: 41
Grant administration: Quarterly and final reports for Department of Ecology. 42
Program evaluation and ordinance research and writing. 43
Continuation as part of development Services review, specifically for proposed new and remodeled commercial and 44
multi-family properties to help site enclosures and containers for garbage and recycling. 45
Continued liaison with the municipal solid waste collection companies. 46
47
CONTINUED LIAISON with COUNTY SOLID WASTE DEPARTMENT: 48
Meetings and assistance with County programs: 49
-Household Hazardous Waste Drop-Off Station. 50
-County solid waste and recycling facilities. 51
-Used oil, oil filters, and antifreeze collection sites. 52
-“Take It Back” Network for proper electronics recycling. 53
Representative on Solid Waste Advisory Committee (SWAC) (Edmonds) 54
55
56
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AM-5258 1. D.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:15 Minutes
Submitted For:Stephen Clifton Submitted By:Stephen Clifton
Department:Community Services
Committee: Finance Type: Action
Information
Subject Title
Resolution Initiating a Proposal for a Business Improvement District within a Portion of the City of Edmonds.
Recommendation
The Edmonds Downtown BID Committee is requesting the City Council Finance Committee forward to the full City Council a
recommendation to approve a resolution initiating a proposal for an Edmonds Downtown Business Improvement District. This
is the first step when considering whether to form a business improvement district.
Previous Council Action
Narrative
Business Improvement District/Area Overview
Business Improvement Districts (BIDs), also known as Business Improvement Areas (BIAs), are designed to aid general
economic development and to facilitate merchant and service business cooperation. A BID is a local self-help funding
mechanism that allows businesses and/or property owners within a defined area to establish a special assessment district. In
Washington State, BIDs are authorized by statute, i.e., the Revised Code Washington.
More specifically, the above referenced funding mechanism is an assessment collected from businesses and/or properties
within defined geographic boundaries where BID sponsored/supported activities are financed through a special assessment.
There are many reasons to create a BID. The most common motivations are that BIDs are conceived, designed, and managed
locally by those who are paying the assessments, and everyone in the district will contribute towards funding BID activities. In
other words, business owners pool their money to do things they want to do and that are best done collectively. Funds
collected are used to provide services for the mutual benefit of businesses and/or properties being assessed and can be used to
provide marketing, public area maintenance, security, parking, streetscape improvements, and professional
management/services. Each BID typically has a member advisory board made up of members within the BID boundary.
The concept of business district management funded through business community supported assessments has been around for
many years and gained wide popularity during the 1990s. Under one name or another, well over 1,000 such districts exist
throughout the United States, with many more in Canada and throughout the world (Business Improvement Districts in the
United States - Rutgers University, 2011). In Washington State, Parking and/or Business Improvement Districts/Areas exist in
Olympia, Poulsbo, Richland, Seattle (eight currently active), Spokane, Tacoma, Yakima, Auburn, Everett, Burien and Port
Angeles; the City of Longview is currently in the process of collecting signatures.
The Edmonds Downtown BID Committee, hereafter referred to as “BID Committee”, is requesting the City Council approve a
resolution initiating a proposal for an Edmonds Downtown Business Improvement District. This is the first step when
considering the formation of a business improvement district.
The attached memorandum from the Edmonds Downtown Committee Contains additional information related to the BID
Committee request, i.e., background on BID related activities in Edmonds, proposed organizational structure, assessment
rates, programs and services, proposed BID boundaries, and next steps.
Attachments
Packet Page 11 of 243
Resolution Initiating a Proposal for an Edmonds Downtown Business Improvement District
Edmonds Downtown BID Committee Report to City Council
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/09/2012 09:00 AM
Mayor Dave Earling 11/09/2012 09:10 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:14 AM
Form Started By: Stephen Clifton Started On: 11/09/2012 08:27 AM
Final Approval Date: 11/09/2012
Packet Page 12 of 243
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS,
WASHINGTON, INITIATING A PROPOSAL FOR A BUSINESS
IMPROVEMENT DISTRICT WITHIN A PORTION OF THE CITY OF
EDMONDS.
WHEREAS, a petition has been circulated to form a business improvement district within the
City of Edmonds downtown area gathering signatures from persons who operate businesses in
the proposed area which would pay sixty percent of the total proposed special assessments; and
WHEREAS, RCW 35.87A.030 authorizes the city council to initiate a business improvement
area by resolution in lieu of petition; and
WHEREAS, after initiating a business improvement area by resolution, the city council may
adopt a second resolution of intention to establish a business improvement area; and
WHEREAS, this resolution only initiates the process of establishing a business improvement
area; now therefore,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY
RESOLVES AS FOLLOWS:
Section 1. INITIATION OF BUSINESS IMPROVEMENT AREA. A proposed business
improvement area is initiated within the area shown on the map attached as Attachment A hereto,
which is incorporated herein as if set forth in full. The proposed business improvement area
includes the parcels with the tax ID numbers set forth in Attachment B hereto, which is
incorporated herein as if set forth in full.
Section 2. PROPOSED USES AND PROJECTS. The proposed special assessment revenues
would be put to the followings uses and projects:
A. Marketing & Hospitality
a. Maps/Brochures/Kiosks/Directories
b. Web Site
c. Social Media
d. Marketing/Advertising Campaigns
e. Holiday Decorations
f. Street Performers/Artists
g. Historic Education/Heritage Advocacy
h. Special Public Events
B. Safety & Cleanliness
a. Maintenance
b. Security
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c. Pedestrian Environment Enhancements
C. Appearance & Environment
a. Design Enhancements
b. Neighborhood Advocacy & Communication
c. Streetscapes/Lighting/Furniture
D. Transportation
a. Transportation Alternatives
b. Directional Signage
c. Parking Management & Mitigation
E. Business Recruitment & Retention
a. Education/Seminars
b. Market Research
c. Business Recruitment
F. Organization
a. Contract Staff & Professional Services
b. Administration Costs.
Section 3. ESTIMATED RATE OF LEVY. It is proposed that businesses within the BID would
pay special assessments. The proposed assessments would not apply to residential property or the
residential portion of mixed use property within the BID. The proposed special assessments
would be based on the type of business multiplied by the square footage of a business. For
special assessment purposes, there would be two business types: “open door” businesses
(restaurants, retailers, banks, etc.), and “by appointment” businesses (hair salons, doctors,
lawyers, nail salons, insurance providers, counselors, financial advisors, and others). Open door
businesses would be assessed at a higher rate than the “by appointment” service and professional
businesses. The table below shows the annual proposed special assessment levy rate for both
categories of businesses based on their square footage within the business improvement area:
Square footage Assessment for
"Open Door"
Assessment for
"By Appointment"
0-499 $90 quarter ($30 per month) $30 quarter ($10 per month)
500-999 $105 quarter ($35 per month) $45 quarter ($15 per month)
1000-1999 $120 quarter ($40 per month) $60 quarter ($20 per month)
2000-4999 $135 quarter ($45 per month) $75 quarter ($25 per month)
5000 and over $150 quarter ($50 per month) $90 quarter ($30 per month)
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Section 4. ESTIMATED BUDGET. Based on the proposed special assessment and existing
number/types of businesses, the estimated revenue that will be generated annually is $86,000.
The Edmonds Downtown BID committee anticipates that expenditures on proposed uses and
projects references in Section 2 of this resolution will equate to revenue generated.
RESOLVED this _____ day of ____, 2012.
CITY OF EDMONDS
_______________________
MAYOR, DAVID O. EARLING
ATTEST:
CITY CLERK, SANDRA CHASE
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO. ____
4851-5533-3898, v. 1
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Attachment A
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Attachment B
Parcel IDs Associated with Edmonds Downtown Business Improvement District
00434400100601 00830800020500 27032300407700 27032300406500
00434202101600 00871500010000 00434209703702 27032300405800
00434202101800 00871500010100 00434209703700 00434212003900
00434202101900 00787600010000 00952100010100 00434212003700
00434202102100 00787600020100 00952100000201 00434212003800
00434202102300 00787600020200 00952100000301 27032300404400
00434202102600 00787600020300 00952100000001 27032300405400
00434202102800 00863300010100 00952100000002 27032300405600
00434202102900 00863300020100 00952100000003 27032300405500
00434202103000 00863300020200 00952100000004 00434401500601
00434202103100 00863300020300 00952100000005 00434401500602
00434212000302 00434401200300 00952100000006 00454800102000
00434212000500 00858900120100 00952100000007 27032300408500
00434212000600 00858900120200 00952100000008 00678200010100
00434212000700 00858900120400 00952100000009 00678200010200
00434212000900 00858900120300 00952100000010 00678200010300
00434212001100 00434400700402 00952100000011 00678200010400
00434212001200 00434400700500 00952100000012 00678200010500
00434212001500 00434400700700 00952100000013 00678200010600
00434212001700 00434400700800 00952100000014 00678200010700
00434212002100 00434400700300 00952100000015 00678200010800
00434212002400 00434400700401 00952100000016 00678200020100
00434212002600 00434400600100 00952100000017 00678200020200
00434212002800 00434400600300 00952100000018 00678200020300
00434212003300 00434400600400 00952100000019 00678200020400
00434212100100 00434400600500 00952100000020 00678200020500
00434212103700 00434400600701 00952100000021 00678200020600
00434212200100 00434400600702 00952100000022 00678200020700
00434212300100 00434400601202 00952100000023 00678200020800
00434209700100 00434400601201 00952100000024 00678200030100
00434209700300 00434400600600 00952100000025 00678200030200
00434209700900 00434400101002 00952100000026 00678200030300
00434209703100 00434400101100 00952100000027 00678200030400
00434209703400 00434400101202 00952100000028 00678200030500
00682200000100 00434400101201 00952100000029 00678200030600
00682200000200 00864100010000 00952100000030 00678200030700
00682200000300 00864100020000 00952100000031 00678200030800
00682200000400 00864100020100 00952100000202 00678200040100
00682200000500 00864100020200 00952100000203 00678200040200
00682200000600 00864100020300 00952100000204 00678200040300
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00682200000700 00864100020400 00952100000205 00678200040400
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Page 1
Date: November 5, 2012
To: Mayor Earling and City Council members
From: Edmonds Downtown Business Improvement District Committee
Subject: Proposed Edmonds Downtown Business Improvement District (EDBID)
Business Improvement District/Area Overview
Business Improvement Districts (BIDs), also known as Business Improvement Areas
(BIAs), are designed to aid general economic development and to facilitate merchant
and service business cooperation. A BID is a local self-help funding mechanism that
allows businesses and/or property owners within a defined area to establish a special
assessment district. In Washington State, BIDs are authorized by statute, i.e., the
Revised Code Washington.
More specifically, the above referenced funding mechanism is an assessment collected
from businesses and/or properties within defined geographic boundaries where BID
sponsored/supported activities are financed through a special assessment. There are
many reasons to create a BID. The most common motivations are that BIDs are
conceived, designed, and managed locally by those who are paying the assessments,
and everyone in the district will contribute towards funding BID activities. In other
words, business owners pool their money to do things they want to do and that are best
done collectively. Funds collected are used to provide services for the mutual benefit of
businesses and/or properties being assessed and can be used to provide marketing,
public area maintenance, security, parking, streetscape improvements, and professional
management/services. Each BID typically has a member advisory board made up of
members within the BID boundary.
The concept of business district management funded through business community
supported assessments has been around for many years and gained wide popularity
during the 1990s. Under one name or another, well over 1,000 such districts exist
throughout the United States, with many more in Canada and throughout the world
(Business Improvement Districts in the United States - Rutgers University, 2011). In
Washington State, Parking and/or Business Improvement Districts/Areas exist in
Olympia, Poulsbo, Richland, Seattle (eight currently active), Spokane, Tacoma, Yakima,
Edmonds Downtown Business
Improvement Committee
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Page 2
Auburn, Everett, Burien and Port Angeles; the City of Longview is currently in the
process of collecting signatures.
Edmonds Downtown Business Improvement District/Area Request
The Edmonds Downtown BID Committee, hereafter referred to as “BID Committee”, is
requesting the City Council approve a resolution initiating a proposal for an Edmonds
Downtown Business Improvement District. This is the first step when considering the
formation of a business improvement district.
Background on Business Improvement District Related Activities in
Edmonds
Early exploration of creating a BID within the downtown area of Edmonds began several
years ago. The City Council originally expressed support for exploring this option by
adopting the City of Edmonds Economic Development Plan in December of 2006. Goal
2, Policy 2e states “Explore options such as Business Improvement Districts/Areas
(special assessment districts) as a way to help shopping areas fund marketing and
beautification in a sustainable fashion.”
An Edmonds BID Committee has been informally meeting since the fall of 2008.
Initially, the BID Committee met regularly to discuss steps necessary to create a BID.
Once the BID Committee gained an understanding of how BIDs function, and after
consulting with individuals with working knowledge of business improvement districts, as
well as working with City of Edmonds staff and attorney, the BID Committee created a
website www.EdmondsBID.org, conducted outreach to business owners, which included
hundreds of one-on-one meetings, hosted an open forum in the Library Plaza Meeting
Room, and mailed update letters to business owners.
A petition was created and the Edmonds Downtown BID Committee has been collecting
signatures of business owners supportive of creating a BID. The committee has signed
petitions from businesses that collectively pay at least 60% of the total funds that would
be collected from the assessment within the BID. Although RCW 35.87A010(1) and
35.87A030 reference 60% and 50% as necessary thresholds respectively, the BID
Committee worked to reach the 60% threshold (as of August 31, 2012) in order to
demonstrate broader support for creating a downtown business improvement district
among those who will pay into the BID.
Attachment 1 contains a list of businesses that support the creation of an Edmonds
Downtown BID.
Proposed Organizational Structure of Edmonds Downtown BID
According to RCW 35.87A.110, “the legislative authority of each city or town or county
shall have sole discretion as to how the revenue derived from the special assessments is
to be used within the scope of the purposes; however, the legislative authority may
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Page 3
appoint existing advisory boards or commissions to make recommendations as to its
use, or the legislative authority may create a new advisory board or commission for the
purpose.
The legislative authority may also “contract with a chamber of commerce or other
similar business association operating primarily within the boundaries of the
legislative authority to administer the operation of a parking and business
improvement area, including any funds derived pursuant thereto…..
BIDs across the country are managed in a variety of ways. Many BIDs operate as a
stand-alone organization. Other BIDs are one of several programs managed by a
downtown association, chamber of commerce, or similar business organization. And
sometimes – especially with larger programs and budgets – the BID is one of several
nonprofit corporations operating together under an umbrella organization. Additionally,
under any of the organizational structures above, services may be provided by BID
employees, contracted out to independent service providers, or (most commonly) a
combination of in-house and contracted services. Independent service providers might
be individuals or larger firms that provide services to many organizations.
The BID Committee proposes to establish an independent organization governed by a
Members Advisory Board which will have a focused mission with dedicated and
sustained funding from BID assessments. Initially, the City will appoint an interim
advisory board until the BID members chose their own board. The Members Advisory
Board will be representative of the district, consisting of business owners paying the
assessment. The Members Advisory Board shall ultimately be responsible for:
• Adopting operating bylaws outlining the role, purpose, and operations of the
Board, including selection and term of Board members, selection of officers,
meetings, grievance resolution, and any bylaw amendments.
• Appointing officers who represent the body of members that generate work
plans and budgets.
• Conducting at least one annual members meeting per year as required by
RCW 35.87A. The annual meeting will allow members to approve the
following year’s work program, budget, and management plan for the BID
program.
• Preparing an annual work program and report
o A BID Members Advisory Board will be required to develop a specific
annual work program that is approved by a majority of members
attending the annual member meeting. The work program will be
submitted to the City for approval.
• Hiring and supervising personnel and/or contractors as needed.
• Holding regular board meetings.
• Investigating and responding to member issues, concerns, and complaints.
The City of Edmonds would reserve the right to appoint additional members if the Board
does not appear to represent a variety of member classes and geographic diversity in
the district.
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Proposed Assessment Rates
State law leaves much room for flexibility on how rates can be established. The BID
Committee proposes assessing businesses, rather than property owners, because an
assessment on businesses ties the BID to those who most directly benefit from its
services. Businesses located in the district have much to gain from clean and safe
services, physical improvements, economic development activities, marketing and
promotions, and district organization. Business owners tend to be more visible and
personally involved in activities to improve the district than property owners who may be
less hands-on or not often present in the area on a day-to-day basis. The proposed
assessments would not apply to residential property or the residential portion of mixed
use property within the BID.
The proposed assessment would be based on the type of business and its square
footage. For assessment purposes, there would be two business types: “open door”
businesses (restaurants, retailers, banks, etc.), and “by appointment” businesses (hair
salons, doctors, lawyers, nail salons, insurance providers, counselors, financial advisors,
and others). Open door businesses would be assessed at a higher rate than “by
appointment” service and professional businesses. The table below shows the annual
proposed special assessment levy rate for both categories of businesses based on their
square footage within the business improvement area.
The City will be responsible for sending invoices to members, collecting assessments,
and reimbursing the Members Advisory Board according to the work program. New
businesses may be exempted, for a period not to exceed one quarter from the date they
commenced business within the area, if the BIA ordinance includes this provision.
NOTE: Strictly prohibited, are services and programs that specifically benefit only
one particular member. For example using BID assessment revenues to finance
advertising that would promote an individual store or product is prohibited, while
these revenues could be used to promote a health fair, business education
seminars, a restaurant weekend, or other events that benefit multiple members
and the district as a whole.
Square footage of
Business
BID Assessment Rate
"Open Door"
BID Assessment Rate
"By Appointment"
0-499 $90 quarter ($30 per month) $30 quarter ($10 per month)
500-999 $105 quarter ($35 per month) $45 quarter ($15 per month)
1000-1999 $120 quarter ($40 per month) $60 quarter ($20 per month)
2000-4999 $135 quarter ($45 per month) $75 quarter ($25 per month)
5000 and over $150 quarter ($50 per month) $90 quarter ($30 per month)
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Page 5
Programs and Services
The scope of services provided by Business Improvement Districts/Areas and the annual
budgets of BIDs/BIAs vary widely and include providing programs and services such as
marketing, public area maintenance, security, parking, beautification, and professional
management/services. Upon reviewing the types of programs and projects funded by
other local BIDs/BIAs, assessment revenues are proposed to be used for the following
programs/uses and projects:
A. Marketing & Hospitality
a. Maps/Brochures/Kiosks/Directories
b. Web Site
c. Social Media
d. Marketing/Advertising Campaigns
e. Holiday Decorations
f. Street Performers/Artists
g. Historic Education/Heritage Advocacy
h. Special Public Events
B. Safety & Cleanliness
a. Maintenance
b. Security
c. Pedestrian Environment Enhancements
C. Appearance & Environment
a. Design Enhancements
b. Neighborhood Advocacy & Communication
c. Streetscapes/Lighting/Furniture
D. Transportation
a. Transportation Alternatives
b. Directional Signage
c. Parking Management & Mitigation
E. Business Recruitment & Retention
a. Education/Seminars
b. Market Research
c. Business Recruitment
F. Organization
a. Contract Staff & Professional Services
b. Administration Costs.
Proposed BID Boundaries
The proposed Edmonds Downtown BID boundaries have been created to general align
with BD1 and BD2 zoned land within the downtown waterfront activity area that
includes the highest concentration of businesses (Attachment 2 - BID Boundary map).
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Page 6
This allows the BID area to be broad enough so that the BID raises sufficient revenues
to meet its objectives, while at the same time keeping monthly/annual assessments low.
Next Steps
Should the City Council adopt the attached proposed resolution initiating a proposal for
an Edmonds Downtown Business Improvement District, the following steps will be
followed to complete the overall process of establishing a BID:
1. Post Council Approval of Resolution of Intention to Establish an Edmonds
Downtown BID (RCW 35.87A.040) - The City Council, after passage of an
initiation resolution, must adopt a resolution of intention to establish a Business
Improvement District. The resolution shall state the time and place of a hearing
to be held by the legislative authority to consider establishment of an area and
shall restate all the information contained in the initiation petition or initiation
resolution regarding boundaries, projects and uses, and estimated rates of
assessment.
2. Notice of public hearing (RCW 35.87A.050) – A notice of a public hearing shall be
given by:
a. One publication of the resolution of intention in a newspaper of general
circulation in the city; and
b. Mailing a complete copy of the resolution of intention to each business in
the proposed, or established, area. Publication and mailing shall be
completed at least ten days prior to the time of the hearing.
3. Drafting of City Ordinance (RCW 35.87A.100) - If the City Council, following the
public hearing, decides to establish an Edmonds Downtown BID, it shall adopt an
ordinance to that effect.
NOTE: During the public hearing process, the City Council may change the
geographic boundaries of the proposed BID, however, the City Council must
provide notice and give the public at least 15 days, after the proposed boundary
change, for the public input. Proceedings shall terminate if protest is made by
businesses and residential operators in the proposed area which would pay a
majority of the proposed special assessments.
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Page 7
Summary
As mentioned earlier in this report, the most common motivations for creating a BID are
that BIDs are conceived, designed, and managed locally by those who are paying the
assessments to create a thriving downtown. The Edmonds Downtown BID Committee is
requesting the City Council help establish a downtown BID and this request is supported
by numerous businesses who signed a petition of support. A BID Member Advisory
Board, in consultation with members, will use pooled funds to do things that are best
done collectively. Funds collected will be used to provide services for the mutual benefit
of everyone within in the district.
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Page 8
Attachment 1
Businesses Expressing Support For Creation of a Business Improvement District
5th Avenue Drycleaners Demetri's WoodStone Taverna
A Very Taki Tiki Bar Dethlefs Sparwasser
A2Z Technology Dewar, Meeks + Ekram PC
ACFEA Tour Consultants Downtown Edmonds Chiropractic
Addison Kary, Namaste Massage Duane's Barbershop
Advanced Hearing Systems Edmonds Autobody
Aeries Two Inc. Edmonds Bakery
Amber Salinas Photography Edmonds Bookshop
Ameriprise Financial Edmonds Frame Design
Aria Studio Gallery Edmonds Theater
Arista Wine Cellars Edmonds Vision Center
Art Spot Edmonds Vitamins & Herbs
Autumn's Framing & Gallery Edmonds Wills & Trusts
Averetek Edward D Jones & Co. LP
Bank of Washington Edward Jones 5th Ave North
Beck's Funeral Home Edward Jones 5th Ave South
Bennett and Bennett Edward Jones Main Street
Beresford-Booth Engel's Pub
Bernheim Stephen Attorney at Law Epulo Bistro
Bluefish Designs Europe Through the Back Door
Bodyworks Pilates Ewing Electric Inc.
Bogdanovich Wealth Management Forma Designs
Bountiful Home Garden Gear
Broadview Acquisitions and Management Garrett & Ring Management
California Concept Hair Design Girardis Osteria
Car Finders of Edmonds Inc. Glazed & Amazed
Center for Counseling & Health Great American Insurance
C'est la Vie Guarantee Home Mortgage
Chanterelle Restaurant Foundation for International Services, Inc.
Clarke White & Veenstra Hamburger Harry’s
Cline Jewelers HDR Engineering Inc.
Cole Gallery & Artists' Supplies Hendricks-Bennett
Coldwell Banker Bain Associates Hotel Group
Comstock Jewelers Inc. HouseWares
Curves Interiors of Edmonds
Cynderellie's Closet J Rankin Jewelers
DA Davidson and Company Jack Murphy's Pub
Daphne's Cafe Jill Jacobson, PhD
Dayton Dental JLD Diamonds
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Businesses Expressing Support For Creation of a Business Improvement District
Joan Longstaff Semantics Gallery
Jones G A & Associates Inc. Snap Fitness
Kinderbritches Sound Styles
Koenig Financial Group Spa La La
La Galleria Stafford Creative Inc.
Landa Financial State Farm Insurance, Dan Skeels
Landau Associates Stewart Family Chiropractic
The Loft Teri's Toybox
LPL Financial Terwedo Financial Services
Main Street Burgers Thai Cottage Restaurant
Manya Vee Selects Traner Smith & Co PS
McDevitt & Andreason CPAs PS Treasures and Teas
McGinness Insurance Agency Inc. Twist Vinyasa Yoga
McRae Capital Management Union Bank
Merri Lee Jacobs, PhD Vatika Indian Cuisine
Milltown Nails & Skincare Walnut Street Coffee
Moda Hair Café & Day Spa Washington Federal Bank, Edmonds Branch
Nama's Candy Store Waterfront Coffee Co.
Nancy's Nails & Spa Waterfront Counseling, Steven Dill
Noelle E Mestres, MSW LICSW Welco
Ombu Salon & Spa Windermere Real Estate, Edmonds Branch
Opus Bank, Edmonds Branch The Wishing Stone
Pacific Flower Shippers Inc. The Wooden Spoon
The Papery Wurdeman and Tesch
Petosa's Family Grocer Yesterday's Consignment
Picerne Military Housing
Puget Sound Tax Services
R Miller Construction
Radwick and Lightle
RBC Wealth Management
Designer Consigner
Red Petal Cakes
Red Twig
Reliable Floor Coverings Inc.
The Resident Cheesemonger
Revelations Yogurt
Rory's of Edmonds
Saetia
Salon 512
Salon Pena
The Savvy Traveler
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Page 10
Attachment 2
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Page 11
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AM-5247 1. E.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted By:Carl Nelson
Department:Finance
Committee: Finance Type: Information
Information
Subject Title
Quarterly report regarding fiber optic opportunities.
Recommendation
Review of Third Quarter Fiber Optic Opportunities and recommendation to establish the Fiber Optic Project as an enterprise
fund in keeping with resolution 1234.
Previous Council Action
Resolution 1234 - Support of Continued Development of Fiber Optic Opportunities as a Source of City Revenue.
Narrative
The August 24, 2010 presentation of "Edmonds Fiber Optic Broadband Initiative - Background and Update" resulted in
Resolution 1234 - setting the policy to review Fiber Optic "opportunity that serves the interest of the citizenry of Edmonds"
and requiring quarterly reports to the Finance Committee.
Progress has been made: In providing fiber to the Yost Pool, the Wade James Theater, which is on the fiber route, was
connected. The Building at 110 James Street and SNOCOM are using City provided Internet services. The Edmonds Center
for the Arts has been connected and Rick Steves has live-streamed two events from the ECA. Rick Steves Europe through the
back door location is also using City of Edmonds fiber. In response to a tenant at the Port of Edmonds Harbor Square property,
City of Edmonds is placing fiber under Hi-Way 104.
Attachment 1 shows expenditures as of Oct 31st. Attachment 2 shows cumulative expenditures and yearly anticipated
revenues. Attachment 3 is a chart showing savings/revenues and an estimated Net to the City for the fiber effort. Using current
trends the anticipated payback for the original investment is mid to end of 2014. The Citizens Advisory Committee has
reviewed the attachments.
Expenditures for the 2012 Fiber Optic Budget have been: ISP charges (approx $9,762), Small Equipment (lasers and
equipment) ($5,742.94) for the fiber at Wade James, Yost, and City Hall, Professional Services (approx $5,912.14.),
Repairs/Maint ($1,911), and on-going PUD pole rental ($814). The City Council recently amended the budget to authorize a
one-time expenditure of $27,000 which will provide an opportunity to place fiber under Hi-Way 104 in cooperation with
Washington Department of Transportation and connect Harbor Square and City Park properties. Due to removal of poles for
the 6th & Main Street project, a one time charge of about $12,000 has been allocated. Both of these expenditures will show up
in the next quarter's reporting.
Current total yearly revenues from the Fiber Optic Project are about $40,000/year.
CTAC discussed the diverse route proposal and recommended a diverse route be pursued.
CTAC also discussed the hiring of a temporary part time position to find and develop new fiber optic customers. There were
questions if the compensation amount proposed was adequate. CTAC recommended continued pursuit of new customers.
Shawn Hunstock brought to CTAC a proposal to move the fiber project into an Enterprise Fund (see attached memo). CTAC
discussed and recommended his proposal for moving the Fiber Optic Project into an enterprise fund be brought forward to
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discussed and recommended his proposal for moving the Fiber Optic Project into an enterprise fund be brought forward to
City council for implementation. The proposed enterprise fund is where all revenues and expenditures for the City's Fiber
Optic Project would be accounted for. Included in the proposed 2013 Fiber Optic Project budget would be the 2013 budget
decision packages for a Customer Development part time position and the start of the diverse fiber route to HiWay 99.
A proposed proforma budget for the enterprise fund will be handed out at Finance Committee.
Attachments
Hunstock CTAC Memo
Form Review
Inbox Reviewed By Date
Finance Shawn Hunstock 11/09/2012 10:36 AM
Community Services/Economic Dev.Stephen Clifton 11/09/2012 10:58 AM
City Clerk Sandy Chase 11/09/2012 11:01 AM
Mayor Dave Earling 11/09/2012 11:22 AM
Finalize for Agenda Sandy Chase 11/09/2012 11:38 AM
Form Started By: Carl Nelson Started On: 11/07/2012 05:03 PM
Final Approval Date: 11/09/2012
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City of Edmonds Finance and Information Systems
To: Citizens Technology Advisory Committee
From: Shawn Hunstock, Finance Director
Date: November 1, 2012
Re: Enterprise Fund for City Fiber
The concept of an enterprise fund for the City’s fiber infrastructure is one that I fully
support, and is one that I think will help insure not only the viability of the Edmonds
Fiber Network (EFN) but also help facilitate a strategic vision for what the City’s
elected officials want for the Network. The issue in my opinion is not one of timing,
creation of a utility fund could be done at any time. The issues I see involved with
making a change to an enterprise fund are outlined below.
Historical Costs and Revenue
The City currently tracks historical costs associated with 1) the legal efforts
undertaken to insure the City can sell excess fiber capacity as well as 2) the costs to-
date for the physical fiber infrastructure. Revenue received to-date is tracked as well,
and a measure of how long it will take to fully recover those historical costs is
presented to Council on a quarterly basis.
In my opinion this information is valuable and critical for elected officials and the
public to know of the City’s investment in this valuable public asset. In the context of
transitioning to an enterprise fund which, by definition, is not only self-sustaining but
also generates enough revenue to fund future physical infrastructure investments, the
practice of continuing to track historical costs and a payback period is a hindrance. I
view it as a hindrance not because I feel the prior expenses will not be able to be
recovered. To the contrary, each new customer that signs up only shortens the
payback period even more. In my view the prior practice of accounting for these costs
is a hindrance because those are sunk costs at this point and the notion of waiting until
a payback period is met, where all past costs are recovered, only delays the timing of
a transition to a self-supporting enterprise fund. Those prior costs will be recovered in
quick order and the EFN will generate positive cash flow to fund the support and
capital investment that is needed for it to be successful. My suggestion would be that
CITY OF EDMONDS
DAVE EARLING
CITY HALL FIRST FLOOR MAYOR
EDMONDS, WA 98020 (425)771-0240 FAX (425)771-0265 SHAWN HUNSTOCK
FINANCE DIRECTOR
FINANCE AND INFORMATION SYSTEMS DEPARTMENT
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City of Edmonds Finance and Information Systems
the EFN not only start with a “clean slate” at this point, if the desire is to create an
enterprise fund in the near future, but for the Council to also seed the effort with a
one-time investment to accomplish the items noted below.
Strategic Vision
Another critical item, in my opinion, is development of a strategic vision for where
elected officials and other interested parties want the EFN to go. I see that happening
in three ways:
1. Short-term; market to and invest in customers within a reasonable proximity of
the current fiber infrastructure. This would expand the customer base for EFN,
generating position cash flow, with relatively minimal capital costs. Carl
Nelson submitted a Decision Package as part of the 2013 budget process that
would accomplish this.
2. Medium-term; develop a business and marketing plan that 1) outlines the
vision for where the City sees the EFN going in 5-10 years, and 2) develops
resources that can be used to help attract commercial customers to the EFN. A
critical component of this phase will be the completion of a diverse fiber route
to Hwy 99 to insure redundancy and reliability.
3. Long-term; develop a strategic vision for how the City can best serve the
business and citizen communities from a technology perspective. This could
encompass more than just the EFN. The use of EFN and other technologies to
reduce costs for the City should also be investigated. For instance, wireless
remote reads for utilities. Technologies that improve the quality of life of
Edmonds residents could be developed too, such as citywide wifi. The vision
and strategies should not be limited to just fiber technologies, but incorporate
the EFN into a comprehensive strategic plan for technology investment within
the City.
Recommendation
In the short-term I would recommend the CTAC endorse a plan to develop short-term
opportunities as outlined in item #1 above, as well as the development of a request to
the City Council for start-up funding to begin the process of working on item #2.
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AM-5257 1. F.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted By:Carl Nelson
Department:Finance
Review Committee: Finance Committee Action: Recommend Review by Full Council
Type: Action
Information
Subject Title
Video Annotation of Agendas and upgrade of video.
Recommendation
City Council authorize expenditure of education/grant fees, if the proposed City of Edmonds/Comcast franchise agreement is
approved, for video annotation of agendas, upgrading the "Magic Box" software to an automated broadcast station, purchase of
a single case portable video studio with a high definition camera, and upgrade of council chambers cameras and equipment to
high definition.
Previous Council Action
Numerous requests to provide Web access to Videos of Council and other meetings resulted in a presentation and discussion at
the Nov 5th 2012 City Council Meeting with direction to bring back a proposal and costs.
Narrative
The City has been using the Agenda Quick software by Destiny Software for over 7 years to capture, circulate for approval,
and publish agendas regarding City activities. The Mayor, Council, and City Staff have requested that IT staff look at adding
video links to City Council agenda items on the City's website.
Destiny software has successfully worked with two companies, Granicus and Swagit, to integrate video annotation with their
system. As a proof of concept using the City's existing video equipment and methods, Destiny worked with Swagit to create a
demonstration using the September 18, 2012 City Council meeting. (see:
http://edmondswa.swagit.com/play/10312012-540/#26). The video is easily displayed on mobile systems such as iPhones,
iPads, other smart phones, tablets and standard desktop systems.
One significant benefit of this proposal is the ability for a citizen from the internet to click a link that connects a citizen directly
to a video of an agenda item. This will allow a user to view the topic he/she is looking for instead of having to watch the
Government Channel on TV and waiting for an agenda item, or purchasing a DVD of a City Council meeting.
The proposed system also allows for live streaming of video over the Internet and on Channel 21 and 39.
Also proposed is replacing the current "Magic Box" software slide show (maintained by the City Clerk and Mayor's assistant)
with an "Automated Broadcast Station". This will allow departments to have public service announcement pages they can turn
on or off and update from a web interface. Some examples would be Arts and Parks programs, Public Works Project Progress
reports and announcements, and items of Public Interest, such as ribbon cuttings and the videos from them.
City Staff worked with Granicus, Swagit, and another vendor to examine the costs of video annotation on the existing Agend
Quick System, in addition, staff obtained budgetary pricing from Carahsoft for its IQM2 software. Given the city's existing
and acceptable Agenda system, the high cost (both in dollars and staff time) to switch vendor, the low cost and service options
that fit the City's practices as quoted by Swagit's, City staff recommends using Swagit to provide Video annotation and the
Automated Broadcast solution.
The costs for the above changes will be a little over $18,000 in one time hardware and software setup costs and $750/mo
Packet Page 36 of 243
($9,000/yr) for Swagit to provide the services to index and annotate 100 meetings and an additional 10 hours per month of
public service videos (120hr/year).
City Staff has also been asked to look into being able to provide video from other locations where city meetings or functions
are held, (such as the Plaza Room at Frances Anderson Center, Bracket Room, Edmonds Center for the Arts, and Wade James
Theater) as well as replacing existing "Standard Definition cameras with "High Definition" cameras to record meetings and
presentations that result in more readable text/images on the City's government channel.
The proposed cost for a single case portable studio, including one high definition camera, the ability to live stream and have
Swagit produce annotated videos from is $22,000. The single case solution would accommodate more cameras at an
additional $4,500 per high definition camera.
To upgrade the Council Chambers standard definition cameras and equipment to high definition cameras and supporting
equipment would be $45,000. One of the additional benefits of the upgrade would be to allow for remote control of the
cameras over the City's high speed fiber. Swagit has also proposed that for $130/per meeting their staff would control the
cameras.
Attached are diagrams for the current system and the proposed changes to the system.
Starting in early 2013 the City will begin collecting a franchise fee from Comcast and Verizon. The total fees per year are
projected to be at least $30,000. These fees can be spent on the proposed upgrades.
Attachments
Current System
Proposed System
Form Review
Inbox Reviewed By Date
Finance Shawn Hunstock 11/09/2012 10:36 AM
Community Services/Economic Dev.Stephen Clifton 11/09/2012 11:11 AM
City Clerk Sandy Chase 11/09/2012 11:12 AM
Mayor Dave Earling 11/09/2012 11:24 AM
Finalize for Agenda Sandy Chase 11/09/2012 11:38 AM
Form Started By: Carl Nelson Started On: 11/08/2012 03:28 PM
Final Approval Date: 11/09/2012
Packet Page 37 of 243
DVD
writer
council
admin @
meetings
hard drive
recorder
Video
Cameras
DVD(s)
produced
next day
DVD-1
reader
VHS
reader
DVD-2
reader &
others
LEIGH-TRONIX
SWITCHER
DVDs
for Public
Record
Magic
Box
Slide shows
(City Clerk &
Mayor’s Assistant)
Current System
Council Chambers
Channel 21
Channel 39
Packet Page 38 of 243
Channel 21
Channel 39
Replace current
Council Chambers with
High Definition Quality
Remote Controlled
Cameras
Index & Annotate
Agenda QUICK
council
admin @
meetings
encoderVideo
Cameras
Agendas
with
Video
on
Internet
PHASE 1
Automated
Broadcast
City Clerk, Mayor’s Assistant,
Other Pages/ Depts with their own pages
internet fiber
Proposed System with Phases
Other Venues
(ECA, Bracket Room, Wade James)
Council Chambers
PHASE 2
High Definition Quality
Portable Studio
in a Single Case
(capture)
PHASE 3
Council Chambers
Ci
t
y
f
i
b
e
r
c
o
n
n
e
c
t
i
o
n
Video Cameras
Improved Council Chambers
VideoAnnotation &Automated Broadcast see demo on:
Sept 18th 2012 Agenda
$18,000 one time hardware/software setup +
$9,000 yearly for 100 meetings + 10hrs/mo additional video
$22,000 one time
hardware/software
setup
$45,000 one time hardware/software setup +
$130 / meeting for running remote control.
Packet Page 39 of 243
AM-5253 1. G.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:10 Minutes
Submitted For:Shawn Hunstock Submitted By:Debra Sharp
Department:Finance
Committee: Finance Type: Action
Information
Subject Title
November 2012 Budget Amendment
Recommendation
Forward to full Council for approval
Previous Council Action
None
Narrative
There are five budget amendments in regards to the General Fund with a net decrease to endng fund balance in the amount of
$347,767. The two largest items have been before Council for approval and are now before Council for an increase in
expenditure authority. The first is the Indefeasible Right of Use Agreement ($66,451) and the VSIP Program ($274,910).
There ten budget amendments related to either special revenue funds or utility funds. Six of these amendments have offsetting
revenue from either donations or grants the City has received. Two of the amendments are for coding corrections only. Two
of the amendments are from the Engineering Department requesting transfers from one fund to another fund to support either
the utility portion of the project or the public arts portion.
One of the budget amendments for the Parks Construction Fund is a transfer from the Parks Construction Fund back into
REET 2. The Old Milltown/Hazel Miller Plaza project received community donations for this project. The Parks Department
is transferring money that was approved to start the project back into REET 2 because of the amount of donations received.
Attachments
November 2012 Budget Amendment
Form Review
Inbox Reviewed By Date
Finance Shawn Hunstock 11/08/2012 03:44 PM
City Clerk Sandy Chase 11/09/2012 08:49 AM
Mayor Dave Earling 11/09/2012 09:15 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:17 AM
Form Started By: Debra Sharp Started On: 11/08/2012 11:30 AM
Final Approval Date: 11/09/2012
Packet Page 40 of 243
1
ORDINANCE NO. _______
AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON,
AMENDING ORDINANCE NO. 3897 AS A RESULT OF UNANTICIPATED
TRANSFERS AND EXPENDITURES OF VARIOUS FUNDS, AND FIXING A
TIME WHEN THE SAME SHALL BECOME EFFECTIVE.
WHEREAS, previous actions taken by the City Council require Interfund
Transfers and increases in appropriations; and
WHEREAS, state law requires an ordinance be adopted whenever money is
transferred from one fund to another; and
WHEREAS, the City Council has reviewed the amended budget appropriations
and information which was made available; and approves the appropriation of local, state, and
federal funds and the increase or decrease from previously approved programs within the 2012
Budget; and
WHEREAS, the applications of funds have been identified;
THEREFORE,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO
ORDAIN AS FOLLOWS:
Section 1. Section 1 of Ordinance No. 3897 adopting the final budget for the
fiscal year 2012 is hereby amended to reflect the changes shown in Exhibits A, B, C, D, and E
hereto, which exhibits are incorporated herein by this reference.
Section 2. Effective Date. This ordinance, being an exercise of a power
specifically delegated to the City legislative body, is not subject to referendum, and shall take
Packet Page 41 of 243
2
effect five (5) days after passage and publication of an approved summary thereof consisting of
the title.
APPROVED:
MAYOR, DAVE EARLING
ATTEST/AUTHENTICATE:
CITY CLERK, SANDRA S. CHASE
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
BY ___
JEFF TARADAY
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
PUBLISHED:
EFFECTIVE DATE:
ORDINANCE NO.
Packet Page 42 of 243
3
SUMMARY OF ORDINANCE NO. __________
of the City of Edmonds, Washington
On the ____ day of ___________, 2012, the City Council of the City of Edmonds,
passed Ordinance No. _____________. A summary of the content of said ordinance, consisting
of the title, provides as follows:
AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING
ORDINANCE NO. 3897 AS A RESULT OF UNANTICIPATED TRANSFERS AND
EXPENDITURES OF VARIOUS FUNDS, AND FIXING A TIME WHEN THE SAME
SHALL BECOME EFFECTIVE.
The full text of this Ordinance will be mailed upon request.
DATED this _____ day of ________________,2012.
CITY CLERK, SANDRA S. CHASE
Packet Page 43 of 243
EXHIBIT “A”: Budget Amendments by Revenue (November 2012)
4
ORD. NO. ORD. NO. ORD. NO. ORD. NO. ORD. NO. ORD. NO. ORD. NO. 2012
FUND FUND 3861 3882 3886 3891 3893 3897 Amended
NO.DESCRIPTION 11/22/2011 4/27/2012 5/25/2012 7/27/2012 8/31/2012 10/23/2012 Nov 2012 Budget
001 General Fund 33,006,588$ 7,930$ -$ 2,656$ -$ -$ 11,204$ 33,028,378$
004 Criminal Investigations - - - - - - - -
006 Emergency/Financial Reserve - - - - - - - -
009 Leoff-Medical Ins. Reserve 600,550 - - - - - - 600,550
010 Reserve Fund 2,200 - - - - - - 2,200
011 Risk Management Reserve Fund - - - 244,000 - - - 244,000
012 Contingency Reserve Fund - - - - 5,282,000 - - 5,282,000
014 Historic Preservation Gift Fund - - - - - 10,000 - 10,000
104 Drug Enforcement Fund 28,200 - - - - 2,500 - 30,700
111 Street Fund 1,313,650 - - - - - - 1,313,650
112 Combined Street Const/Improve 2,006,864 - - - 833,238 - 1,800 2,841,902
113 Multimodal Transportation Fd.- - - - - - - -
116 Building Maintenance 56,860 - - - - - - 56,860
117 Municipal Arts Acquis. Fund 58,325 - - - - - 7,643 65,968
118 Memorial Street Tree 28 - - - - - 140 168
120 Hotel/Motel Tax Revenue Fund 69,200 - - (17,250) - - - 51,950
121 Employee Parking Permit Fund 20,140 - - - - - - 20,140
122 Youth Scholarship Fund 2,525 - - - - - - 2,525
123 Tourism Promotional Fund/Arts 19,000 - - - - - 5,500 24,500
125 Park Acq/Improvement 590,850 77,000 103,000 - - - 85,143 855,993
126 Special Capital Fund 590,800 - - - - - - 590,800
127 Gifts Catalog Fund 10,759 - - - - - 11,204 21,963
129 Special Projects Fund 313,004 169,000 - - - - - 482,004
130 Cemetery Maintenance/Improv 119,850 - - - - - - 119,850
132 Parks Construction 1,185,000 104,414 - - - - 115,824 1,405,238
136 Parks Trust Fund 177 - - - - - - 177
137 Cemetery Maintenance Trust Fd 14,600 - - - - - - 14,600
138 Sister City Commission 5,230 - - - - - - 5,230
211 Lid Fund Control 46,700 - - - - - - 46,700
213 Lid Guaranty Fund 46,725 105,000 - - - - - 151,725
234 Ltgo Bond Debt Service Fund 478,573 - - - - - - 478,573
411 Combined Utility Operation 15,306,920 150,000 - - - - 4,920 15,461,840
412 Combined Utility Const/Improve 7,888,400 - - - - - - 7,888,400
414 Capital Improvements Reserve 1,126,377 457,012 - - - - - 1,583,389
511 Equipment Rental Fund 1,076,456 - - - - 111,700 - 1,188,156
617 Firemen'S Pension Fund 94,423 - - - - - - 94,423
631 Transportation Benefit District 600,000 - - - - - - 600,000
Totals 66,678,974$ 1,070,356$ 103,000$ 229,406$ 6,115,238$ 124,200$ 243,378$ 74,564,552$
Packet Page 44 of 243
EXHIBIT “B”: Budget Amendments by Expenditure (November 2012)
5
ORD. NO. ORD. NO. ORD. NO. ORD. NO. ORD. NO. ORD. NO. ORD. NO. 2012
FUND FUND 3861 3882 3886 3891 3893 3897 Amended
NO.DESCRIPTION 11/22/2011 4/27/2012 5/25/2012 7/27/2012 8/31/2012 10/23/2012 Nov 2012 Budget
001 General Fund 32,949,288$ 211,384$ 103,000$ 2,656$ 2,015,000$ 148,809 358,971 35,789,108$
004 Criminal Investigations - - - - - 2,500 - 2,500
006 Emergency/Financial Reserve - - - - 1,927,600 - - 1,927,600
009 Leoff-Medical Ins. Reserve 619,811 - - - - - - 619,811
010 Reserve Fund - - - - 1,339,400 - - 1,339,400
011 Risk Management Reserve Fund - - - - - - -
012 Contingency Reserve Fund - - - - - - - -
014 Historic Preservation Gift Fund - - - - - 8,500 - 8,500
104 Drug Enforcement Fund 80,233 - - - - - - 80,233
111 Street Fund 1,604,948 20,200 - - - 6,600 - 1,631,748
112 Combined Street Const/Improve 2,075,625 31,803 - - 833,238 - 1,800 2,942,466
113 Multimodal Transportation Fd.- - - - - - - -
116 Building Maintenance 245,000 - - - - - - 245,000
117 Municipal Arts Acquis. Fund 134,550 - - - - - - 134,550
118 Memorial Street Tree - - - - - - 140 140
120 Hotel/Motel Tax Revenue Fund 73,750 - - (17,250) - - - 56,500
121 Employee Parking Permit Fund 26,086 - - - - - - 26,086
122 Youth Scholarship Fund 4,000 - - - - - - 4,000
123 Tourism Promotional Fund/Arts 19,000 - - - - - 5,500 24,500
125 Park Acq/Improvement 875,000 77,000 103,000 - - - - 1,055,000
126 Special Capital Fund 697,717 - - - - - - 697,717
127 Gifts Catalog Fund 12,275 - - - - - 11,204 23,479
129 Special Projects Fund 313,000 170,500 - - - - - 483,500
130 Cemetery Maintenance/Improv 172,005 - - - - - - 172,005
132 Parks Construction 1,187,000 210,000 - (20,800) - - 85,143 1,461,343
136 Parks Trust Fund - 6,930 - - - - - 6,930
137 Cemetery Maintenance Trust Fd - - - - - - - -
138 Sister City Commission 4,600 - - - - - - 4,600
211 Lid Fund Control 46,500 105,000 - - - - - 151,500
213 Lid Guaranty Fund - - - 244,000 - - - 244,000
234 Ltgo Bond Debt Service Fund 478,573 - - - - - - 478,573
411 Combined Utility Operation 15,598,246 191,481 - (419,326) - 3,881 4,920 15,379,202
412 Combined Utility Const/Improve 10,465,068 482,611 - 40,000 312,000 - 16,967 11,316,646
414 Capital Improvements Reserve 1,126,376 457,012 - (11,873) - - - 1,571,515
511 Equipment Rental Fund 1,321,334 - - - - 111,700 - 1,433,034
617 Firemen'S Pension Fund 123,515 - - - - - - 123,515
631 Transportation Benefit District 600,000 - - - - - - 600,000
Totals 70,853,500$ 1,963,921$ 206,000$ (182,593)$ 6,427,238$ 281,990$ 484,645$ 80,034,701$
Packet Page 45 of 243
EXHIBIT “C”: Budget Amendments (November 2012)
6
Department BARS Category Debit Credit Description
General Fund 001 000 310 518 870 310 00 Supplies 4,606
General Fund 001 000 390 508 000 000 00 Ending Fund Balance 4,606
General Fund 001 000 620 532 200 490 00 Miscellaneious 1,800
General Fund 001 000 390 508 000 000 00 Ending Fund Balance 1,800
General Fund 001 000 310 518 870 480 00 Repair & Maintenance 66,451
General Fund 001 000 390 508 000 000 00 Ending Fund Balance 66,451
General Fund 001 000 390 519 900 110 00 Salaries 274,910
General Fund 001 000 390 508 000 000 00 Ending Fund Balance 274,910
General Fund 001 000 390 597 127 550 00 Transfer 11,204
General Fund 001 000 000 367 110 000 00 Donations 11,204
Gifts Catalog Fund 127 000 640 575 500 310 00 Supplies 11,204
Gifts Catalog Fund 127 000 000 397 001 000 00 Transfer 11,204
Municipal Arts Acq Fund 117 200 640 573 100 410 00 Professional Services 1,358
Municipal Arts Acq Fund 117 200 640 575 500 410 00 Professional Services 1,358
Municipal Arts Acq Fund 117 300 640 573 100 410 00 Professional Services 3,000
Municipal Arts Acq Fund 117 300 640 573 100 490 00 Professional Services 3,000
Memorial Tree Fund 118 000 641 576 800 310 00 Supplies 140
Memorial Tree Fund 118 000 000 367 000 000 00 Donations 140
Tourism Promotion/Arts 123 000 640 573 100 410 00 Professional Services 5,500
Tourism Promotion/Arts 123 000 000 337 070 000 00 Grants 5,500
Parks Construction Fund 132 000 640 597 125 550 00 Interfund Transfer 85,143
Parks Construction Fund 132 000 000 367 110 000 00 Donations 106,500
Parks Construction Fund 132 000 640 508 000 000 00 Ending Fund Balance 21,357
REET 2 125 000 000 397 132 000 00 Interfund Transfer 85,143
REET 2 125 000 640 508 000 000 00 Ending Fund Balance 85,143
Utility Fund 411 000 654 537 900 350 00 Small Equipment 4,920
Utility Fund 411 000 000 367 110 000 00 Donations 4,920
Utility Construction Fund 412 300 630 597 132 550 00 Interfund Transfer 9,324
Utility Construction Fund 412 300 630 508 000 000 00 Ending Fund Balance 9,324
Parks Construction Fund 132 000 000 397 412 300 00 Interfund Transfer 9,324
Parks Construction Fund 132 000 640 508 000 000 00 Ending Fund Balance 9,324
Utility Construction Fund 412 100 630 597 117 550 00 Interfund Transfer 4,170
Utility Construction Fund 412 100 630 508 000 000 00 Ending Fund Balance 4,170
Utility Construction Fund 412 200 630 597 117 550 00 Interfund Transfer 3,473
Utility Construction Fund 412 200 630 508 000 000 00 Ending Fund Balance 3,473
Municipal Arts Acq Fund 117 200 000 397 412 000 00 Interfund Transfer 7,643
Municipal Arts Acq Fund 117 200 640 508 000 000 00 Ending Fund Balance 7,643
Street Construction Fund 112 200 630 595 330 410 00 Professional Services 1,800
Street Construction Fund 112 200 000 333 020 205 04 Grants 1,800
From Clerk Prof.
Serv. to IT Supplies
Merchant Bank
Card Fees
Indefeasible Right
of Use Agreement
VSIP Program
Marsh Interpretive
Signs
Correction of line
entry
Correction of line
entry
118 Fund - Tree
Fund Donation
Arts Tourism
Grant Award
226th Walkway
Project
Old Milltown /
Hazel Miller Plaza
REET Contribution
Hazel Miller-
Recycle Container
Interurban Trail
Transfer to Arts
Fund
Packet Page 46 of 243
EXHIBIT “D”: Budget Amendments (November 2012)
7
Above is a summary of the changes by fund:
Fund Name and Title: Budget Amendment Summary
General Fund 001 From Clerk’s Prof Services to IT Supplies
Merchant Bank Card Fees
Indefeasible Right of Use Agreement
VSIP Program
Marsh Interpretive Signs
Street Construction Fund 112 226th Walkway Project
Municipal Arts Acq Fund 117 Correction of line entry
Transfer to Arts Fund from Utility
Memorial Street Tree Fund 118 118 Fund – Tree Fund Donation
Tourism Promotion /Arts Fund 123 Arts Tourism Grant Award
REET 2 125 Old Milltown/Hazel Miller Plaza REET Contribution
Gifts Catalog Fund 127 Marsh Interpretive Signs
Parks Construction Fund 132 Old Milltown/Hazel Miller Plaza REET Contribution
Interurban Trail
Utility Fund 411 Hazel Miller-Recycling Containers
Utility Construction Fund 412 Interurban Trail
Fund Number
Change in
Beginning Fund
Balance Revenue Expense
Change in Ending
Fund Balance
001 - 11,204 358,971 (347,767)
112 - 1,800 1,800 -
117 - 7,643 - 7,643
118 - 140 140 -
123 - 5,500 5,500 -
125 - 85,143 - 85,143
127 - 11,204 11,204 -
132 - 115,824 85,143 30,681
411 - 4,920 4,920 -
412 - - 16,967 (16,967)
Total Change - 243,378 484,645 (241,267)
Packet Page 47 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
8
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
001 General Fund Supplies 001.000.310.518.870.310.00 4,606
Total Expenditure Increase (Decrease)4,606$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
Total Revenue (Increase) Decrease -$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
001 General Fund 001.000.390.508.000.000.00 (4,606)
Total Ending Fund Balance Increase (Decrease)(4,606)$
Carl Nelson & Sandy Chase
Finance Department
Move From Clerk Prof Services to IT Supplies
In the 2012 Budget Decision package for the Clerks Document Managment system:
$68,770 was placed in the Clerks Professional Services line item and
$30,000 in Information Services Supplies to cover the software aquisition.
The professsional services expenditures are expected to be less than the 68,700 and the software
greater, by $4,606.11.
This budget ademndment is to move $4,606.11 from the Clerks ProfessionalServices to
Information Services Supplies to cover the additional amount.
Packet Page 48 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
9
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
001 General Fund Misc 001.000.620.532.200.490.00 1,800
Total Expenditure Increase (Decrease)1,800$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
Total Revenue (Increase) Decrease -$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
001 General Fund Misc 001.000.390.508.000.000.00 (1,800)
Total Ending Fund Balance Increase (Decrease)(1,800)$
Rob English
Public Works Department
Merchant Bank Card Fees
The 2012 budget for the "Miscellaneous" line item in the Engineering Division is $9,600. During
the development of the 2012 Budget, staff estimated $4,700 in merchant bank card fees based on
the 2011 fees. The Engineering Division has incurred $4,864 in merchant bank card fees through
September 2012. This amendment will increase the budget for bank card fees from $4,700 to
$6,500. The $1,800 budget increase will be added to the "Miscellaneous" line item in the
Engineering Division budget.
.
Packet Page 49 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
10
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
001 General Fund Repair & Maint 001.000.310.518.870.480.00 66,451
Total Expenditure Increase (Decrease)66,451$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
Total Revenue (Increase) Decrease -$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
001 General Fund 001.000.390.508.000.000.00 (66,451)
Total Ending Fund Balance Increase (Decrease)(66,451)$
Carl Nelson
Finance Department
Indefeasible Right of Use Agreement
On Oct 16th City Council authorized Mayor to sign Indefeasible Right of Use (IRU) Agreement for
Existing Fiber Connection with Blackrock Cable.
This is the budget ammendment to provide the funds for the IRU, it is comprised of:
IRU: $57,750.00
Maintenace FEE per contract: $46.00
Franchise Fee: $2,889.80
Sales Tax: $5,765.15
===============
TOTAL: $66,450.95
Packet Page 50 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
11
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
001 General Fund Salaries 001.000.390.519.900.110.00 274,910
Total Expenditure Increase (Decrease)274,910$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
Total Revenue (Increase) Decrease -$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
001 General Fund 001.000.390.508.000.000.00 (274,910)
Total Ending Fund Balance Increase (Decrease)(274,910)$
Deb Sharp
Finance Department
VSIP Program
In an effort to accommodate budgetary constraints, the Mayor announced a one-time limited
offer for employees to voluntarily separate from the city in exchange for a small incentive
(Voluntary Separation Incentive Program, or VSIP). The VSIP aims to reduce the City’s overall
salary costs by reducing FTE levels, while minimizing impacts on service level to citizens. This
program gives City departments the option to offer incentives to employees to voluntarily
separate from employment, either through retirement or resignation.
There were nine employees that applied for the program, and six that were accepted given the
program criteria outlined . After the initial acceptance, one member revoked his application.
There has been numerous reorganizing city wide to accommodate the separations of these
individuals. This will create some efficiencies, significant ongoing savings to the general fund, and
the ability to minimize impacts on service level to citizens.
Packet Page 51 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
12
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
001 General Fund Transfer 001.000.390.597.127.550.00 11,204
127 Gifts Catalog Fund Supplies 127.000.640.575.500.310.00 11,204
Total Expenditure Increase (Decrease)22,408$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
001 General Fund Parks Donations 001.000.000.367.110.000.00 (11,204)
127 Gifts Catalog Fund Transfer 127.000.000.397.001.000.00 (11,204)
Total Revenue (Increase) Decrease (22,408)$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
Total Ending Fund Balance Increase (Decrease)-$
Renee McRae
Parks, Recreation & Cultural Services
Marsh Interpretive Signs
In September, a grant request was made to the Hazel Miller Foundation for interpretive signs for
the Edmonds Marsh. On October 8, 2012, the City received a check for $11,204 to cover the cost
of the signage. Signage has been ordered and will ship December 4.
The $11,204 covers the cost of the signage, tax and shipping. The City is responsible for the $175
for the truck with a lift gate.
Packet Page 52 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
13
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
117-200 Public Art Prof Services 117 200 640 573 100 410 00 (1,358)
117-200 Public Art Prof Services 117 200 640 575 500 410 00 1,358
Total Expenditure Increase (Decrease)0$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
Total Revenue (Increase) Decrease -$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
Total Ending Fund Balance Increase (Decrease)-$
Frances Chapin
Parks, Recreation & Cultural Services
Correction of line entry
Paymentfor professional services for sculpture maintenance was made in the incorrect
professional services line. This correction does not impact the fund balance.
Packet Page 53 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
14
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
117-300 Scholarships Prof Services 117 300 640 573 100 410 00 (3,000)
117-300 Scholarships Miscellaneous 117 300 640 573 100 490 00 3,000
Total Expenditure Increase (Decrease)-$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
Total Revenue (Increase) Decrease -$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
Total Ending Fund Balance Increase (Decrease)-$
Frances Chapin
Parks, Recreation & Cultural Services
Correction of line entry
Paymentsfor professional services for scholarships should have been paid from miscellaneous
line. This correction does not impact the fund balance.
Packet Page 54 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
15
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
118 Memorial Street Tree Supplies 118-000-641-576-800-310-00 140
Total Expenditure Increase (Decrease)140$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
118 Memorial Street Tree 118 118-000-000-367-000-000-00 140
Total Revenue (Increase) Decrease 140$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
Total Ending Fund Balance Increase (Decrease)-$
Carrie Hite
Parks & Recreation
118 Fund - Tree Fund Donation
A donation was made to purchase a memorial tree for City Park. A tree was purchased from
Wetlands and Woodlands in the amount of $136.88 as a commemorative tree for Rich Lindsay's
mother, who recently passed away. The amount was donated to the fund to cover the complete
cost of the tree. This is the purpose of this fund, and we request expenditure authority, although
the donation makes it a net zero expenditure.
Packet Page 55 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
16
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
123 Tourism Promotion/Arts Prof Services 123 000 640 573 100 410 00 5,500
Total Expenditure Increase (Decrease)5,500$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
123 Tourism Promotion/Arts Interlocal Grants 123 000 000 337 070 000 00 (5,500)
Total Revenue (Increase) Decrease (5,500)$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
Total Ending Fund Balance Increase (Decrease)-$
Frances Chapin
Parks, Recreation & Cultural Services
Arts Tourism grant award
In 2011 after the 2012 budget was completed a grant was submitted to the new Snohomish
County Tourism Promotion Area for $7,000. The budgeted amount for 2012 was $1,500 based
on prior tourism grants. In 2012 the grant of $7,000 was awarded for promoting Write on the
Sound writers' conference through advertising and through the one time development of a new
website .
The revenue line for Interlocal Grants is increased $5,500 to reflect the increased grant funds
awarded. The expenditure line for Professional Services is increased $5,500.
Packet Page 56 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
17
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
132 Parks Construction Interfund Transfer 132.000.640.597.125.550.00 85,143
Total Expenditure Increase (Decrease)85,143$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
132 Parks Construction Donations 132.000.000.367.110.000.00 (106,500)
125 REET Interfund Transfer 125.000.000.397.132.000.00 (85,143)
Total Revenue (Increase) Decrease (191,643)$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
132 Parks Construction 132.000.640.508.000.000.00 21,357
125 REET 125.000.640.508.000.000.00 85,143
Total Ending Fund Balance Increase (Decrease)106,500$
Sue Johnson for Carrie Hite
Parks and Recreation
Old Milltown/Hazel Miller Plaza REET Contribution
Hazel Miller Plaza is now complete. Because of the amount of community donations, we are able
to transfer this back to the REET 125 for other parks projects.
Packet Page 57 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
18
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
411 Utility Fund Small Equipment 411.000.654.537.900.350.00 4,920
Total Expenditure Increase (Decrease)4,920$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
411 Utility Fund Donations 411.000.000.367.110.000.00 4,920
Total Revenue (Increase) Decrease 4,920$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
-
Total Ending Fund Balance Increase (Decrease)-$
Steve Fisher
Public Works & Utilities
Hazel Miller Grant - Recyling Containers
Grant money received from the Hazel Miller Foundation in the amount of $4,920.00, for the sole
purchase of new outdoor recycling containers. The containers are to be placed at select
streetside locations in the immediate downtown area of Edmonds.
Packet Page 58 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
19
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
412-300 Utility Const Fund Interfund Transfer 412.300.630.597.132.550.00 9,324
Total Expenditure Increase (Decrease)9,324$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
132 Parks Capital Fund Interfund Transfer In 132.000.000.397.412.300.00 (9,324)
Total Revenue (Increase) Decrease (9,324)$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
132 Parks Capital Fund Ending Fund Balance 132.000.640.508.000.000.00 9,324
412-300 Utility Const Fund Ending Fund Balance 412.300.630.508.000.000.00 (9,324)
Total Ending Fund Balance Increase (Decrease)-$
Rob English
Public Works Department
Interurban Trail
In 2011, a transfer of $44,213 was made from the 412-300 Utility Fund to the 132 Parks
Construction Fund for the sewer improvements completed with the Interurban Trail project. The
final cost for the sewer improvements (Schedule C) is $53,537. This amendment will program a
transfer of $9,324 from the 412-300 Utility Construction Fund to the Parks Capital Fund. This
amount represents the difference between the 2011 transfer of $44,213 and the final cost of
$53,537.
Packet Page 59 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
20
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
412-100 Utility Const Fund Interfund Transfer 412.100.630.597.117.550.00 4,170
412-200 Utility Const Fund Interfund Transfer 412.200.630.597.117.550.00 3,473
Total Expenditure Increase (Decrease)7,643$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
117-200 Municipal Arts Fund Interfund Transfer in 117.200.000.397.412.000.00 (7,643)
Total Revenue (Increase) Decrease (7,643)$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
412-100 Utility Const Fund Ending Fund Balance 412.100.630.508.000.000.00 (4,170)
412-200 Utility Const Fund Ending Fund Balance 412.200.630.508.000.000.00 (3,473)
117-200 Municipal Arts Fund Ending Fund Balance 117.200.640.508.000.000.00 7,643
Total Ending Fund Balance Increase (Decrease)-$
Rob English
Public Works
Transfer to Arts Fund
Several capital improvement projects in the 412 utility construction fund were completed in
2012. This budget amendment will transfer funding from the 412 Utility Construction Fund into
the Municipal Arts Fund for the 1% for Arts program in accordance with Chapter 3.13 of the
Edmonds City Code. The utility projects that contributed 1% to the Municipal Arts Fund are:
1. Interurban Trail - Storm drainage improvements
2. Main Street - Storm drainage improvements
3. Lift Station 2 - New watermain
4. Shell Valley Emergency Access Road - New watermain
5. 2010 Watermain Replacement Project - New watermain
Packet Page 60 of 243
EXHIBIT “E”: Budget Amendments (November 2012)
21
Prepared By:
Department:
Description on Budget Amendment Summary:
Budget Amendment Detailed Description:
Expenditure Increase (Decrease)
Fund #Fund Title Object BARS Number Amount
112 Street Const Fund Professional Services 112.200.630.595.330.410.00 1,800
Total Expenditure Increase (Decrease)1,800$
Revenue (Increase) Decrease
Fund Fund Title Revenue Source BARS Number Amount
112 Street Const Fund Federal Grant 112.200.000.333.020.205.04 (1,800)
Total Revenue (Increase) Decrease (1,800)$
Ending Fund Balance Increase (Decrease)
Fund Fund Title BARS Number Amount
Total Ending Fund Balance Increase (Decrease)-$
Rob English
Public Works Department
226th Walkway Project
The 2012 budget for the 226th Walkway project is $5,000. The project was constructed in 2011
and the $5,000 budget was for staff time to close-out the project. Payment of two consultant
invoices for the project in 2012 resulted in the need to increase the budget from $5,000 to
$6,800.
Packet Page 61 of 243
AM-5245 1. H.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:10 Minutes
Submitted For:Shawn Hunstock Submitted By:Sarah Mager
Department:Finance
Committee: Finance Type: Information
Information
Subject Title
September 2012 Quarterly Financial Report
Recommendation
N.A. For informational purposes only.
Previous Council Action
N.A.
Narrative
The September 2012 Quarterly Financial Report reflects additional changes to those shown with the August 2012 report.
Committee feedback is being requested on the changes, as well as any other changes they would like to see.
Attachments
September 2012 Quarterly Financial Report
Form Review
Inbox Reviewed By Date
Finance Shawn Hunstock 11/07/2012 03:39 PM
City Clerk Sandy Chase 11/07/2012 04:16 PM
Mayor Dave Earling 11/08/2012 09:45 AM
Finalize for Agenda Sandy Chase 11/08/2012 09:47 AM
Form Started By: Sarah Mager Started On: 11/07/2012 03:33 PM
Final Approval Date: 11/08/2012
Packet Page 62 of 243
1
12/31/2011 6/30/2012 9/30/2012 Q3 YTD
001-General Fund 5,705,633$ 5,895,256$ 3,435,243$ (2,460,013)$ (2,270,390)$
004-Criminal Investigations Fund 2,500 2,500 2,500 - -
006-Emergency Financial Reserve Fund 1,927,600 1,927,600 - (1,927,600) (1,927,600)
009-Leoff-Medical Ins. Reserve 320,656 322,506 180,319 (142,187) (140,338)
010-Reserve Fund 1,338,178 1,338,968 - (1,338,968) (1,338,178)
011-Risk Management Fund - - 244,000 244,000 244,000
012 - Contingency Reserve Fund - - 5,282,540 5,282,540 5,282,540
113-Multimodal Transportation FD 55,859 55,859 55,859 - -
116-Building Maintenance 212,212 239,638 219,387 (20,251) 7,175
Total General Fund 9,562,638$ 9,782,327$ 9,419,848$ (362,479)$ (142,790)$
GENERAL
FUND
FUND BALANCES CHANGE IN FUND BALANCES
---- ACTUAL -------- ACTUAL ----
$9.56 $9.78 $9.42
-
2
4
6
8
10
Dec 2011 June 2012 Sept 2012
Mi
l
l
i
o
n
s
General
Fund
General Fund
General Fund activity year-to-date brought a deficit of $142,790 in fund balances.
The third quarter brought a deficit of $362,479 in the general fund, the second
quarter an increase of $2.7 million, and the first quarter a deficit of $2.4 million.
Several specific revenue line items are tracking ahead of budget so far through
September. These include Telephone Utility Tax (83% of budget), Electric Utility
Tax (82% of budget), Business Licenses (95% of budget), Franchise Fees (average
of 83% of budget), Amusements (91% of budget), and Real Estate Excise Taxes
(91% of budget).
At the end September, 75% of the year had expired. Overall, General Fund
expenditures are on track with 69% of budget spent to date. Salaries and Wages
for all departments are at 71% of budget, and Overtime is at 67% of budget.
Departments that are significantly under budget include Human Resources (58%
spent so far), Economic Development (59%), and the City Clerk’s Office (61%). No
departments are over budget.
Packet Page 63 of 243
2
12/31/2011 6/30/2012 9/30/2012 Q3 YTD
General Fund 9,562,638$ 9,782,327$ 9,419,848$ (362,479)$ (142,790)$
Special Revenue 3,610,619 4,243,306 4,294,063 50,757 683,444
Debt Service 242,765 244,022 20,779 (223,243) (221,986)
Governmental Funds 13,416,022$ 14,269,655$ 13,734,690$ (534,965)$ 318,668$
CHANGE IN FUND
BALANCESGOVERNMENTAL
FUNDS
FUND BALANCES
---- ACTUAL -------- ACTUAL ----
$9.56 $9.78 $9.42
$3.61
$4.24 $4.29
$0.24 $0.24 $0.02 -
2
4
6
8
10
12
Dec 2011 June 2012 Sept 2012
Mi
l
l
i
o
n
s
General
Fund
Special
Revenue
Debt
Service
Governmental Fund Balances -By Fund GroupGovernmentalFund Balances -By Fund Group
$13.42
$14.27 $13.73
-
5
10
15
Dec 2011 June 2012 Sept 2012
Mi
l
l
i
o
n
s
Governmental Fund Balances
-Combined
Combined governmental fund activity through September brought an increase of $318,668 to fund balances. The
General Fund was responsible for a deficit of $142,790, the special revenue funds for an increase of $683,444,
and the remaining was due to a deficit of $221,986 in the debt service funds. The third quarter brought a deficit of
$534,965 in the governmental funds, the second quarter an increase of $2.6 million, and the first quarter a deficit
of $1.7 million.
Packet Page 64 of 243
3
12/31/2011 6/30/2012 9/30/2012 Q3 YTD
104 - Drug Enforcement Fund 124,661$ 156,136$ 136,476$ (19,660)$ 11,815$
111 - Street Fund 392,049 233,328 176,481 (56,847) (215,567)
112 - Combined Street Const/Improve 423,449 539,313 365,729 (173,584) (57,719)
117 - Municipal Arts Acquis. Fund 401,698 410,075 395,490 (14,585) (6,207)
118 - Memorial Street Tree 17,646 17,657 17,666 9 20
120 - Hotel/Motel Tax Revenue Fund 93,895 105,590 101,368 (4,222) 7,473
121 - Employee Parking Permit Fund 77,577 71,195 71,611 416 (5,966)
122 - Youth Scholarship Fund 16,534 14,215 14,540 325 (1,994)
123 - Tourism Promotional Fund/Arts 60,250 56,449 61,447 4,998 1,197
125 - Real Estate Tax 2 436,640 722,973 817,767 94,794 381,127
126 - Real Estate Excise Tax 1 225,937 464,256 684,757 220,501 458,820
127 - Gifts Catalog Fund 193,985 211,722 212,316 594 18,331
129 - Special Projects Fund 5,841 4,007 (4,905) (8,912) (10,746)
130 - Cemetery Maintenance/Improvement 85,714 80,958 64,937 (16,021) (20,776)
132 - Parks Construction Fund 86,794 186,003 206,427 20,424 119,633
136 - Parks Trust Fund 156,611 149,768 149,848 80 (6,762)
137 - Cemetery Maintenance Trust Fund 801,079 809,286 813,961 4,675 12,882
138 - Sister City Commission 10,261 10,375 8,146 (2,229) (2,115)
Total Special Revenue 3,610,619$ 4,243,306$ 4,294,063$ 50,757$ 683,444$
GOVERNMENTAL
Special Revenue
FUND BALANCES CHANGE IN FUND BALANCES
---- ACTUAL -------- ACTUAL ----
$3.61
$4.24 $4.29
-
1
2
3
4
5
Dec 2011 June 2012 Sept 2012
Mi
l
l
i
o
n
s
Special
Revenue
Special Revenue Funds
Activity in all special revenue funds year-to-date brought an increase of $683,444, an increase of $50,757 in the
third quarter, a deficit of $98,188 during the second quarter, and an increase of $730,875 in the first quarter. The
graph below shows the total fund balances for all nineteen special revenue funds as of December 2011, June
2012, and the current ending balance as of September 2012.
Packet Page 65 of 243
4
48,998,030 50,945,062 52,064,437
18,605,638 17,089,570 16,445,216
65,558,827 65,941,682 66,597,920
-
10,000,000
20,000,000
30,000,000
40,000,000
50,000,000
60,000,000
70,000,000
Dec 2011 June 2012 Sept 2012
411 - Combined Utility Operation
412 - Combined Utility Const/Improve
Combined Enterprise Funds (411-414)
Enterprise Funds -Fund Balances
12/31/2011 6/30/2012 9/30/2012 Q3 YTD
411 - Combined Utility Operation 48,998,030$ 50,945,062$ 52,064,437$ 1,119,375$ 3,066,408$
412 - Combined Utility Const/Improve 18,605,638 17,089,570 16,445,216 (644,354) (2,160,423)
414 - Capital Improvements Reserve (2,044,841) (2,092,950) (1,911,732) 181,218 133,109
Enterprise Funds 65,558,827$ 65,941,682$ 66,597,920$ 656,238$ 1,039,094$
ENTERPRISE
FUNDS
FUND BALANCES CHANGE IN FUND
---- ACTUAL -------- ACTUAL ----
$52,064,437
$16,445,216
$(1,911,732) $(2,200,000)
$7,800,000
$17,800,000
$27,800,000
$37,800,000
$47,800,000
Combined Utility Operation Combined Utility Const/Improve Capital Improvements Reserve
Enterprise Fund Balances as of September 30, 2012
Utility Fund Activity through September brought an increase of $1,039,094 in the Enterprise Funds. The third
quarter brought an increase of $656,238, the second quarter a deficit of $71,557, and the first quarter an increase
of $454,412.
Packet Page 66 of 243
5
12/31/2011 6/30/2012 9/30/2012 Q3 YTD
Governmental Funds 13,416,022$ 14,269,655$ 13,734,690$ (534,965)$ 318,668$
Enterprise Funds 65,558,827 65,941,682 66,597,920 656,238 1,039,094
Internal Services Fund 6,662,893 6,694,339 6,435,323 (259,016) (227,570)
Pension Trust Fund 213,210 229,118 211,385 (17,733) (1,825)
City-wide Total 85,850,951$ 87,134,794$ 86,979,318$ (155,476)$ 1,128,367$
CITY-WIDE
FUND BALANCES
---- ACTUAL ----
CHANGE IN FUND
BALANCES
---- ACTUAL ----
$9,419,848
$136,476
$176,481
$365,729
$395,490
$17,666
$101,368
$71,611
$14,540
$61,447
$817,767
$684,757
$212,316
$64,937
$206,427
$149,848
$813,961
$8,146
$20,729
$50
$1 $2,000,000
General Fund
Drug Enforcement Fund
Street Fund
Combined Street Const/Improve
Municipal Arts Acquis. Fund
Memorial Street Fund
Hotel/Motel Tax Revenue Fund
Employee Parking Permit Fund
Youth Scholarship Fund
Tourism Promotional Fund/Arts
Real Estate Excise Tax 2
Real Estate Excise Tax 1, Parks Acq
Gifts Catalog Fund
Special Projects Fund
Cemetery Maintenance/Improvement
Parks Construction Fund
Parks Trust Fund
Cemetery Maintenance Trust Fund
Sister City Commission
L.I.D. Fund Control
L.I.D. Guaranty Fund
Governmental Fund Balances as of September 30, 2012
($4,905)
At the end of September, 75% of the year had expired. Year-to-date activity brought an increase of $1.1 million to
the City-Wide fund balance, bringing the total to $87 million. Of the year-to-date increase, $318,668 was
generated by governmental funds, $1,039,094 was generated by Enterprise (Utility) Funds, a deficit of $227,570
was generated by Internal Service Funds, and a deficit of $1,825 by the Pension Trust Fund. The third quarter
brought a deficit of $155,476, the second quarter an increase of $2.5 million to City-Wide Funds, and the first
quarter a deficit of $1.2 million.
Packet Page 67 of 243
6
12/31/2011 6/30/2012 9/30/2012 Q3 YTD
511 - Equipment Rental Fund 6,662,893$ 6,694,339$ 6,435,323$ (259,016)$ (227,570)$
Internal Service Funds 6,662,893$ 6,694,339$ 6,435,323$ (259,016)$ (227,570)$
INTERNAL SERVICE
FUNDS
FUND BALANCES CHANGE IN FUND
BALANCES
---- ACTUAL -------- ACTUAL ----
$6.66 $6.69 $6.44
-
1
2
3
4
5
6
7
Dec 2011 June 2012 Sept 2012
Mi
l
l
i
o
n
s
511 - Equipment Rental Fund
Internal Service Fund Balances
Internal Service Fund activity through September brought a deficit of $227,570. Th e third quarter brought a deficit
of $259,016, the second quarter a deficit of $24,443, and the first quarter brought an increase of $55,889. The
purchase of new Machinery in July resulted in a deficit of $190,211. Overall, besides this purchase, we have not
seen a significant change in the Equipment Rental Fund. We began the year with a fund balance of $6.7 million
and currently at the end of September; we see an ending fund balance of $6.4 million.
Packet Page 68 of 243
7
General Fund
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 1,254,252$ 1,254,252$ 1,608,118$ 28.21%
February 3,063,163 1,808,911 3,432,053 12.04%
March 5,168,945 2,105,781 5,372,339 3.93%
April 7,722,732 2,553,787 8,516,228 10.27%
May 15,170,920 7,448,188 15,369,907 1.31%
June 16,856,021 1,685,100 17,064,191 1.23%
July 18,803,696 1,947,675 18,775,883 -0.15%
August 20,454,375 1,650,679 20,425,260 -0.14%
September 21,996,040 1,541,665 22,229,739 1.06%
October 24,533,766 2,537,726 24,794,428 1.06%
November 31,335,142 6,801,376 31,668,066 1.06%
December 33,017,174 1,682,032 33,367,969 1.06%
Real Estate Excise Tax
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 50,516$ 50,516$ 55,795$ 10.45%
February 80,158 29,643 119,438 49.00%
March 117,689 37,531 145,824 23.91%
April 170,233 52,544 199,122 16.97%
May 219,071 48,838 255,250 16.51%
June 275,073 56,002 318,412 15.76%
July 330,084 55,011 384,310 16.43%
August 390,495 60,410 453,447 16.12%
September 447,318 56,823 538,647 20.42%
October 504,597 57,280 607,621 20.42%
November 548,998 44,400 661,087 20.42%
December 590,000 41,002 710,461 20.42%
*The positive variance of 20.42% is due to a larger number of sales transactions than were expected.
2012
City of Edmonds, WA
Monthly Revenue Summary-General Fund
2012
City of Edmonds, WA
Monthly Revenue Summary-Real Estate Excise Tax
0
5000000
10000000
15000000
20000000
25000000
30000000
35000000
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
General Fund
Actuals/Trend Budget
0
100000
200000
300000
400000
500000
600000
700000
800000
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Real Estate Excise Tax
Actuals/Trend Budget
Packet Page 69 of 243
8
Sales and Use Tax
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 375,013$ 375,013$ 396,472$ 5.72%
February 850,350 475,338 880,438 3.54%
March 1,188,451 338,101 1,236,580 4.05%
April 1,538,704 350,253 1,614,832 4.95%
May 1,953,189 414,485 2,037,398 4.31%
June 2,321,894 368,705 2,436,804 4.95%
July 2,693,818 371,925 2,837,791 5.34%
August 3,130,679 436,861 3,279,895 4.77%
September 3,516,951 386,272 3,707,553 5.42%
October 3,912,817 395,866 4,124,873 5.42%
November 4,351,601 438,784 4,587,437 5.42%
December 4,724,183 372,582 4,980,211 5.42%
Gas Utility Tax
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 123,772$ 123,772$ 109,321$ -11.68%
February 253,656 129,883 232,788 -8.23%
March 371,883 118,227 329,885 -11.29%
April 470,918 99,035 433,268 -8.00%
May 554,498 83,580 502,369 -9.40%
June 617,198 62,700 552,855 -10.42%
July 663,083 45,884 595,099 -10.25%
August 695,629 32,546 627,290 -9.82%
September 725,807 30,179 654,934 -9.76%
October 757,941 32,134 683,930 -9.76%
November 812,573 54,632 733,227 -9.76%
December 892,381 79,808 805,242 -9.76%
*The expectation is that the negative variance of 9.76% will level out during the upcoming winter months.
2012
City of Edmonds, WA
Monthly Revenue Summary-Sales and Use Tax
2012
City of Edmonds, WA
Monthly Revenue Summary-Gas Utility Tax
0
500000
1000000
1500000
2000000
2500000
3000000
3500000
4000000
4500000
5000000
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Sales and Use Tax
Actuals/Trend Budget
0
100000
200000
300000
400000
500000
600000
700000
800000
900000
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Gas Utility Tax
Actuals/Trend Budget
Packet Page 70 of 243
9
Telephone Utility Tax
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 86,875$ 86,875$ 129,337$ 48.88%
February 208,469 121,594 222,717 6.83%
March 342,214 133,745 353,214 3.21%
April 435,440 93,226 485,917 11.59%
May 553,336 117,896 672,856 21.60%
June 648,289 94,953 792,936 22.31%
July 776,209 127,920 918,807 18.37%
August 899,335 123,126 1,039,396 15.57%
September 992,632 93,297 1,158,687 16.73%
October 1,142,349 149,717 1,333,450 16.73%
November 1,227,014 84,665 1,432,279 16.73%
December 1,390,242 163,228 1,622,812 16.73%
Electric Utility Tax
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 151,744$ 151,744$ 159,973$ 5.42%
February 319,668 167,924 322,487 0.88%
March 474,035 154,367 489,585 3.28%
April 631,016 156,981 638,942 1.26%
May 768,814 137,798 783,961 1.97%
June 881,589 112,775 892,229 1.21%
July 988,356 106,767 1,002,829 1.46%
August 1,080,682 92,325 1,100,703 1.85%
September 1,179,059 98,377 1,201,703 1.92%
October 1,264,304 85,245 1,288,584 1.92%
November 1,371,246 106,942 1,397,581 1.92%
December 1,473,880 102,634 1,502,186 1.92%
2012
City of Edmonds, WA
Monthly Revenue Summary-Telephone Utility Tax
2012
City of Edmonds, WA
Monthly Revenue Summary-Electric Utility Tax
0
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Actuals/Trend Budget
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Telephone Utility Tax
Actuals/Trend Budget
Packet Page 71 of 243
10
General Fund
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 3,648,786$ 3,648,786$ 2,080,142$ -42.99%
February 6,048,974 2,400,188 5,514,121 -8.84%
March 8,619,767 2,570,792 7,666,998 -11.05%
April 11,721,558 3,101,791 10,886,288 -7.13%
May 13,938,841 2,217,283 12,749,656 -8.53%
June 17,348,474 3,409,633 16,874,568 -2.73%
July 20,447,704 3,099,231 18,712,395 -8.49%
August 22,800,978 2,353,274 22,577,199 -0.98%
September 25,947,453 3,146,476 24,500,129 -5.58%
October 28,210,323 2,262,870 26,636,779 -5.58%
November 30,864,128 2,653,805 29,142,557 -5.58%
December 35,281,328 4,417,200 33,313,370 -5.58%
Non-Departmental
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 2,409,336$ 2,409,336$ 527,429$ -78.11%
February 2,706,122 296,786 2,317,066 -14.38%
March 3,381,665 675,543 2,771,982 -18.03%
April 4,422,379 1,040,714 4,360,812 -1.39%
May 4,689,535 267,156 4,563,592 -2.69%
June 6,886,270 2,196,736 6,904,530 0.27%
July 7,831,399 945,128 6,952,172 -11.23%
August 7,868,145 36,747 9,092,510 15.56%
September 8,901,853 1,033,707 9,326,743 4.77%
October 9,041,832 139,979 9,473,403 4.77%
November 9,382,718 340,886 9,830,560 4.77%
December 13,414,538 4,031,820 14,054,821 4.77%
2012
City of Edmonds, WA
Monthly Expenditure Report-General Fund
2012
City of Edmonds, WA
Monthly Expenditure Report-Non-Departmental
0
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General Fund
Actuals/Trend Budget
0
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Non-Departmental
Actuals/Trend Budget
Packet Page 72 of 243
11
City Council
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 19,762$ 19,762$ 18,170$ -8.06%
February 41,832 22,070 40,409 -3.40%
March 64,009 22,177 62,230 -2.78%
April 87,150 23,141 77,262 -11.35%
May 105,041 17,891 103,859 -1.13%
June 125,476 20,435 128,336 2.28%
July 149,760 24,284 149,229 -0.35%
August 172,297 22,538 169,859 -1.42%
September 191,074 18,777 184,180 -3.61%
October 219,806 28,731 211,875 -3.61%
November 240,319 20,514 231,648 -3.61%
December 269,812 29,493 260,076 -3.61%
Office of Mayor
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 21,049$ 21,049$ 20,420$ -2.99%
February 42,489$ 21,440$ 40,120 -5.58%
March 63,849$ 21,360$ 58,059 -9.07%
April 84,582$ 20,733$ 75,981 -10.17%
May 105,135$ 20,553$ 94,870 -9.76%
June 125,384$ 20,249$ 113,618 -9.38%
July 147,384$ 22,000$ 132,537 -10.07%
August 168,135$ 20,750$ 151,165 -10.09%
September 188,520$ 20,385$ 170,105 -9.77%
October 211,220$ 22,701$ 190,588$ -9.77%
November 232,824$ 21,603$ 210,081$ -9.77%
December 253,184$ 20,360$ 228,452$ -9.77%
2012
City of Edmonds, WA
Monthly Expenditure Report-City Council
2012
City of Edmonds, WA
Monthly Expenditure Report-Office of Mayor
0
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City Council
Actuals/Trend Budget
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Office of Mayor
Actuals/Trend Budget
Packet Page 73 of 243
12
Human Resources
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 22,108$ 22,108$ 15,139$ -31.52%
February 45,111 23,004 27,098 -39.93%
March 70,318 25,207 56,071 -20.26%
April 94,775 24,457 71,795 -24.25%
May 117,492 22,717 96,673 -17.72%
June 140,095 22,602 114,330 -18.39%
July 162,181 22,086 136,806 -15.65%
August 184,290 22,109 153,006 -16.98%
September 210,792 26,502 166,941 -20.80%
October 231,031 20,240 182,970 -20.80%
November 253,730 22,699 200,947 -20.80%
December 286,799 33,069 227,136 -20.80%
*The negative variance of 20.80% is due to the unfilled HR Analyst position. Salaries and Wages are currently tracking at 46.3% of budget.
Municipal Court
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 56,684$ 56,684$ 57,047$ 0.64%
February 119,103 62,420 121,057 1.64%
March 185,043 65,939 183,959 -0.59%
April 250,566 65,524 245,061 -2.20%
May 314,083 63,516 302,900 -3.56%
June 381,809 67,726 365,837 -4.18%
July 443,918 62,110 426,424 -3.94%
August 510,114 66,196 485,375 -4.85%
September 573,477 63,363 542,542 -5.39%
October 638,600 65,123 604,152 -5.39%
November 704,816 66,216 666,796 -5.39%
December 779,038 74,222 737,014 -5.39%
2012
City of Edmonds, WA
Monthly Expenditure Report-Human Resources
2012
City of Edmonds, WA
Monthly Expenditure Report-Municipal Court
0
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Municipal Court
Actuals/Trend Budget
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Human Resources
Actuals/Trend Budget
Packet Page 74 of 243
13
Economic Development/Community Services
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 30,372$ 30,372$ 22,962$ -24.40%
February 73,754 43,382 59,724 -19.02%
March 114,246 40,492 92,678 -18.88%
April 149,965 35,719 132,111 -11.91%
May 187,341 37,376 178,589 -4.67%
June 222,700 35,358 212,324 -4.66%
July 269,288 46,588 249,576 -7.32%
August 301,418 32,130 282,359 -6.32%
September 338,442 37,024 316,659 -6.44%
October 377,797 39,355 353,482 -6.44%
November 410,485 32,688 384,065 -6.44%
December 465,810 55,325 435,830 -6.44%
City Clerk
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 50,352$ 50,352$ 38,375$ -23.79%
February 97,512 47,161 76,194 -21.86%
March 151,688 54,176 119,740 -21.06%
April 200,724 49,035 158,147 -21.21%
May 257,542 56,818 197,762 -23.21%
June 305,615 48,073 246,012 -19.50%
July 357,211 51,597 289,704 -18.90%
August 408,044 50,833 328,124 -19.59%
September 458,834 50,790 372,951 -18.72%
October 503,062 44,229 408,901 -18.72%
November 553,417 50,355 449,830 -18.72%
December 609,840 56,423 495,692 -18.72%
*The negative variance of 18.72% is due to unspent monies for the Public Records/Document Management System decision project.
This project was started in November, so we expect that future projections will be more in line with budget.
2012
City of Edmonds, WA
Monthly Expenditure Report-Economic Development/Community Services
2012
City of Edmonds, WA
Monthly Expenditure Report-City Clerk
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City Clerk
Actuals/Trend Budget
Packet Page 75 of 243
14
Information Services
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 46,319$ 46,319$ 45,804$ -1.11%
February 107,710 61,392 94,222 -12.52%
March 152,083 44,373 152,829 0.49%
April 201,916 49,832 200,427 -0.74%
May 248,762 46,847 259,869 4.46%
June 299,283 50,521 316,292 5.68%
July 346,978 47,695 350,853 1.12%
August 409,564 62,586 389,607 -4.87%
September 459,114 49,549 429,813 -6.38%
October 512,043 52,929 479,364 -6.38%
November 561,496 49,453 525,661 -6.38%
December 657,841 96,345 615,857 -6.38%
Finance
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 73,408$ 73,408$ 72,999$ -0.56%
February 136,996 63,588 140,691 2.70%
March 198,836 61,841 200,031 0.60%
April 257,292 58,456 256,611 -0.26%
May 315,263 57,970 312,742 -0.80%
June 381,627 66,364 369,308 -3.23%
July 441,290 59,663 426,648 -3.32%
August 495,104 53,815 483,434 -2.36%
September 555,551 60,447 541,490 -2.53%
October 621,970 66,419 606,229 -2.53%
November 687,980 66,010 670,568 -2.53%
December 754,734 66,754 735,633 -2.53%
2012
City of Edmonds, WA
Monthly Expenditure Report-Information Services
2012
City of Edmonds, WA
Monthly Expenditure Report-Finance
0
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Information Services
Actuals/Trend Budget
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Finance
Actuals/Trend Budget
Packet Page 76 of 243
15
City Attorney
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 41,250$ 41,250$ 32,000$ -22.42%
February 82,500 41,250 72,417 -12.22%
March 123,750 41,250 125,330 1.28%
April 165,000 41,250 170,361 3.25%
May 206,250 41,250 192,778 -6.53%
June 247,500 41,250 234,108 -5.41%
July 288,750 41,250 286,492 -0.78%
August 330,000 41,250 313,126 -5.11%
September 371,250 41,250 371,126 -0.03%
October 412,500 41,250 412,363 -0.03%
November 453,750 41,250 453,599 -0.03%
December 495,000 41,250 494,835 -0.03%
Police
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 755,785$ 755,785$ 649,122$ -14.11%
February 1,479,570 723,784 1,338,091 -9.56%
March 2,251,474 771,905 2,037,833 -9.49%
April 2,965,978 714,504 2,722,871 -8.20%
May 3,657,308 691,330 3,380,135 -7.58%
June 4,467,277 809,969 4,149,872 -7.11%
July 5,203,139 735,862 4,842,275 -6.94%
August 5,920,175 717,036 5,532,985 -6.54%
September 6,700,331 780,155 6,195,697 -7.53%
October 7,422,067 721,736 6,863,076 -7.53%
November 8,377,803 955,736 7,746,831 -7.53%
December 9,165,244 787,441 8,474,966 -7.53%
2012
City of Edmonds, WA
Monthly Expenditure Report-City Attorney
2012
City of Edmonds, WA
Monthly Expenditure Report-Police
0
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Police
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City Attorney
Actuals/Trend Budget
Packet Page 77 of 243
16
Development Services
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 130,080$ 130,080$ 119,611$ -8.05%
February 260,534 130,454 256,302 -1.62%
March 408,125 147,591 387,213 -5.12%
April 543,094 134,968 516,641 -4.87%
May 680,281 137,188 650,915 -4.32%
June 819,050 138,769 774,015 -5.50%
July 952,449 133,399 906,199 -4.86%
August 1,092,073 139,624 1,033,577 -5.36%
September 1,229,320 137,247 1,168,601 -4.94%
October 1,375,997 146,677 1,308,034 -4.94%
November 1,509,812 133,814 1,435,239 -4.94%
December 1,658,272 148,460 1,576,366 -4.94%
Parks & Recreation
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 225,510$ 225,510$ 221,141$ -1.94%
February 471,071 245,561 441,578 -6.26%
March 736,610 265,539 681,137 -7.53%
April 991,189 254,579 928,272 -6.35%
May 1,256,082 264,893 1,201,609 -4.34%
June 1,582,719 326,637 1,503,266 -5.02%
July 1,980,455 397,735 1,877,276 -5.21%
August 2,384,822 404,367 2,241,823 -6.00%
September 2,699,757 314,936 2,546,929 -5.66%
October 2,946,685 246,927 2,779,878 -5.66%
November 3,185,327 238,643 3,005,012 -5.66%
December 3,506,852 321,525 3,308,336 -5.66%
2012
City of Edmonds, WA
Monthly Expenditure Report-Development Services
2012
City of Edmonds, WA
Monthly Expenditure Report-Parks & Recreation
0
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Development Services
Actuals/Trend Budget
0
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JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Parks & Recreation
Actuals/Trend Budget
Packet Page 78 of 243
17
Public Works
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 27,382$ 27,382$ 23,781$ -13.15%
February 50,599 23,217 47,443 -6.24%
March 74,354 23,755 70,857 -4.70%
April 97,129 22,775 95,079 -2.11%
May 119,986 22,856 119,904 -0.07%
June 143,545 23,559 143,089 -0.32%
July 175,267 31,722 166,690 -4.89%
August 198,164 22,897 191,557 -3.33%
September 221,614 23,450 216,464 -2.32%
October 244,229 22,616 238,555 -2.32%
November 267,862 23,633 261,638 -2.32%
December 294,110 26,248 287,276 -2.32%
Facilities Maintenance
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 102,793$ 102,793$ 107,234$ 4.32%
February 220,909 118,116 223,733 1.28%
March 340,858 119,950 337,372 -1.02%
April 481,844 140,985 438,882 -8.92%
May 553,750 71,907 549,148 -0.83%
June 673,162 119,412 646,963 -3.89%
July 779,482 106,320 759,794 -2.53%
August 879,994 100,512 856,140 -2.71%
September 995,315 115,321 966,285 -2.92%
October 1,103,341 108,026 1,071,161 -2.92%
November 1,213,261 109,920 1,177,875 -2.92%
December 1,351,548 138,287 1,312,129 -2.92%
2012
City of Edmonds, WA
Monthly Expenditure Report-Public Works
2012
City of Edmonds, WA
Monthly Expenditure Report-Facilities Maintenance
0
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JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Public Works
Actuals/Trend Budget
0
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JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Facilities Maintenance
Actuals/Trend Budget
Packet Page 79 of 243
18
Engineering
Cumulative Monthly YTD Variance
Budget Forecast Budget Forecast Actuals %
January 108,801$ 108,801$ 108,908$ 0.10%
February 217,665 108,865 217,975 0.14%
March 326,749 109,084 329,676 0.90%
April 443,098 116,349 435,974 -1.61%
May 551,007 107,909 544,312 -1.22%
June 658,262 107,255 652,666 -0.85%
July 769,311 111,049 759,721 -1.25%
August 879,506 110,195 872,553 -0.79%
September 992,929 113,423 983,604 -0.94%
October 1,104,742 111,813 1,094,366 -0.94%
November 1,212,341 107,599 1,200,955 -0.94%
December 1,318,706 106,365 1,306,322 -0.94%
City of Edmonds, WA
Monthly Expenditure Report-Engineering
2012
0
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1000000
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JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Engineering
Actuals/Trend Budget
Packet Page 80 of 243
19
Fund
No.Title
2012 Amended
Budget
9/30/2012
Revenues Variance % Received
001 GENERAL FUND 33,017,174$ 22,229,739$ (10,787,435)$ 67%
009 LEOFF-MEDICAL INS. RESERVE 600,550 300,263 (300,287) 50%
010 RESERVE FUND 2,200 1,189 (1,011) 54%
011 RISK MANAGEMENT FUND 244,000 244,000 - 100%
012 CONTINGENCY RESERVE FUND 5,282,000 5,282,540 540 100%
104 DRUG ENFORCEMENT FUND 28,200 46,072 17,872 163%
111 STREET FUND 1,313,650 1,005,793 (307,857) 77%
112 COMBINED STREET CONST/IMPROVE 2,840,102 843,099 (1,997,003) 30%
113 MULTIMODAL TRANSPORTATION FD.- - - 0%
116 BUILDING MAINTENANCE 56,860 28,551 (28,309) 50%
117 MUNICIPAL ARTS ACQUIS. FUND 58,325 23,190 (35,135) 40%
118 MEMORIAL STREET TREE 28 20 (8) 71%
120 HOTEL/MOTEL TAX REVENUE FUND 51,950 43,660 (8,290) 84%
121 EMPLOYEE PARKING PERMIT FUND 20,140 7,075 (13,065) 35%
122 YOUTH SCHOLARSHIP FUND 2,525 1,381 (1,144) 55%
123 TOURISM PROMOTIONAL FUND/ARTS 19,000 11,037 (7,963) 58%
125 REAL ESTATE EXCISE TAX 2 770,850 600,361 (170,489) 78%
126 REAL ESTATE EXCISE TAX 1, PARKS ACQ FUND 590,800 539,097 (51,703) 91%
127 GIFTS CATALOG FUND 10,759 21,754 10,995 202%
129 SPECIAL PROJECTS FUND 482,004 - (482,004) 0%
130 CEMETERY MAINTENANCE/IMPROVEMT 119,850 107,890 (11,960) 90%
131 FIRE DONATIONS - - - 0%
132 PARKS CONSTRUCTION FUND 1,289,414 463,253 (826,161) 36%
136 PARKS TRUST FUND 177 168 (9) 95%
137 CEMETERY MAINTENANCE TRUST FD 14,600 12,882 (1,718) 88%
138 SISTER CITY COMMISSION 5,230 2,030 (3,200) 39%
211 L.I.D. FUND CONTROL 46,700 21,860 (24,840) 47%
213 L.I.D. GUARANTY FUND 151,725 106,154 (45,571) 70%
234 LIMITED TAX G.O. BOND FUND,478,573 136,786 (341,787) 29%
411 COMBINED UTILITY OPERATION 15,456,920 12,079,485 (3,377,435) 78%
412 COMBINED UTILITY CONST/IMPROVE 7,888,400 103,131 (7,785,269) 1%
414 CAPITAL IMPROVEMENTS RESERVE 1,583,389 629,086 (954,303) 40%
511 EQUIPMENT RENTAL FUND 1,076,456 806,160 (270,296) 75%
617 FIREMEN'S PENSION FUND 94,423 68,916 (25,507) 73%
631 TRANSPORTATION BENEFIT DISTRICT 600,000 498,868 (101,132) 83%
74,196,974$ 46,265,489$ 120,462,463$ 62%
CITY OF EDMONDS
REVENUES BY FUND - SUMMARY
Packet Page 81 of 243
20
Fund
No.Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Spent
001 GENERAL FUND 35,281,328$ 24,500,129$ (10,781,199)$ 69%
006 EMERGENCY/FINANCIAL RESERVE 1,927,600 1,927,600 (0) 100%
009 LEOFF-MEDICAL INS. RESERVE 619,811 440,601 (179,210) 71%
010 RESERVE FUND 1,339,400 1,339,367 (33) 100%
104 DRUG ENFORCEMENT FUND 80,233 34,258 (45,975) 43%
111 STREET FUND 1,625,148 1,221,360 (403,788) 75%
112 COMBINED STREET CONST/IMPROVE 2,940,666 900,818 (2,039,848) 31%
113 MULTIMODAL TRANSPORTATION FD.- - - 0%
116 BUILDING MAINTENANCE 245,000 21,376 (223,624) 9%
117 MUNICIPAL ARTS ACQUIS. FUND 134,550 29,397 (105,153) 22%
118 MEMORIAL STREET TREE - - - 0%
120 HOTEL/MOTEL TAX REVENUE FUND 56,500 36,187 (20,313) 64%
121 EMPLOYEE PARKING PERMIT FUND 26,086 13,041 (13,045) 50%
122 YOUTH SCHOLARSHIP FUND 4,000 3,375 (625) 84%
123 TOURISM PROMOTIONAL FUND/ARTS 19,000 9,840 (9,160) 52%
125 REAL ESTATE EXCISE TAX 2 1,055,000 219,234 (835,766) 21%
126 REAL ESTATE EXCISE TAX 1, PARKS ACQ FUND 697,717 80,277 (617,440) 12%
127 GIFTS CATALOG FUND 12,275 3,423 (8,852) 28%
129 SPECIAL PROJECTS FUND 483,500 10,746 (472,754) 2%
130 CEMETERY MAINTENANCE/IMPROVEMT 172,005 128,666 (43,339) 75%
131 FIRE DONATIONS - - - 0%
132 PARKS CONSTRUCTION FUND 1,376,200 343,620 (1,032,580) 25%
136 PARKS TRUST FUND 6,930 6,930 - 100%
137 CEMETERY MAINTENANCE TRUST FD - - - 0%
138 SISTER CITY COMMISSION 4,600 4,145 (455) 90%
211 L.I.D. FUND CONTROL 151,500 106,000 (45,500) 70%
213 L.I.D. GUARANTY FUND 244,000 244,000 - 100%
234 LIMITED TAX G.O. BOND FUND,478,573 136,786 (341,787) 29%
411 COMBINED UTILITY OPERATION 15,370,401 9,013,078 (6,357,323) 59%
412 COMBINED UTILITY CONST/IMPROVE 11,299,679 2,263,553 (9,036,126) 20%
414 CAPITAL IMPROVEMENTS RESERVE 1,571,515 495,977 (1,075,538) 32%
511 EQUIPMENT RENTAL FUND 1,321,334 1,033,729 (287,605) 78%
617 FIREMEN'S PENSION FUND 123,515 70,741 (52,774) 57%
631 TRANSPORTATION BENEFIT DISTRICT 600,000 498,868 (101,132) 83%
79,268,066$ 45,137,122$ (34,130,944)$ 57%
CITY OF EDMONDS
EXPENDITURES BY FUND - SUMMARY
Packet Page 82 of 243
21
Fund
No.Title
1/1/2012
Beg. Balance
2012
Revenues
2012
Expenditures Difference
9/30/2012
End. Balance
001 GENERAL FUND 5,705,633$ 22,229,739$ 24,500,129$ (2,270,390)$ 3,435,243$
004 CRIMINAL INVESTIGATIONS FUND 2,500 - - - 2,500
006 EMERGENCY FINANCIAL RESERVE FUND 1,927,600 - 1,927,600 (1,927,600) -
009 LEOFF-MEDICAL INS. RESERVE 320,656 300,263 440,601 (140,338) 180,319
010 RESERVE FUND 1,338,178 1,189 1,339,367 (1,338,178) -
011 RISK MANAGEMENT RESERVE FUND - 244,000 - 244,000 244,000
012 CONTINGENCY RESERVE FUND - 5,282,540 - 5,282,540 5,282,540
113 MULTIMODAL TRANSPORTATION FD.55,859 - - - 55,859
116 BUILDING MAINTENANCE 212,212 28,551 21,376 7,175 219,387
TOTAL GENERAL FUND PER CAFR 9,562,638 28,086,283 28,229,073 (142,790) 9,419,848
104 DRUG ENFORCEMENT FUND 124,661 46,072 34,258 11,815 136,476
111 STREET FUND 392,049 1,005,793 1,221,360 (215,567) 176,481
112 COMBINED STREET CONST/IMPROVE 423,449 843,099 900,818 (57,719) 365,729
117 MUNICIPAL ARTS ACQUIS. FUND 401,698 23,190 29,397 (6,207) 395,490
118 MEMORIAL STREET TREE 17,646 20 - 20 17,666
120 HOTEL/MOTEL TAX REVENUE FUND 93,895 43,660 36,187 7,473 101,368
121 EMPLOYEE PARKING PERMIT FUND 77,577 7,075 13,041 (5,966) 71,611
122 YOUTH SCHOLARSHIP FUND 16,534 1,381 3,375 (1,994) 14,540
123 TOURISM PROMOTIONAL FUND/ARTS 60,250 11,037 9,840 1,197 61,447
125 REAL ESTATE EXCISE TAX 2 436,640 600,361 219,234 381,127 817,767
126 REAL ESTATE EXCISE TAX 1, PARKS ACQ 225,937 539,097 80,277 458,820 684,757
127 GIFTS CATALOG FUND 193,985 21,754 3,423 18,331 212,316
129 SPECIAL PROJECTS FUND 5,841 - 10,746 (10,746) (4,905)
130 CEMETERY MAINTENANCE/IMPROVEMT 85,714 107,890 128,666 (20,776) 64,937
131 FIRE DONATIONS - - - - -
132 PARKS CONSTRUCTION FUND 86,794 463,253 343,620 119,633 206,427
136 PARKS TRUST FUND 156,611 168 6,930 (6,762) 149,848
137 CEMETERY MAINTENANCE TRUST FD 801,079 12,882 - 12,882 813,961
138 SISTER CITY COMMISSION 10,261 2,030 4,145 (2,115) 8,146
211 L.I.D. FUND CONTROL 104,869 21,860 106,000 (84,140) 20,729
213 L.I.D. GUARANTY FUND 137,896 106,154 244,000 (137,846) 50
234 LIMITED TAX G.O. BOND FUND,1 136,786 136,786 (0) 0
411 COMBINED UTILITY OPERATION 48,998,030 12,079,485 9,013,078 3,066,408 52,064,437
412 COMBINED UTILITY CONST/IMPROVE 18,605,638 103,131 2,263,553 (2,160,423) 16,445,216
414 CAPITAL IMPROVEMENTS RESERVE (2,044,841) 629,086 495,977 133,109 (1,911,732)
511 EQUIPMENT RENTAL FUND 6,662,893 806,160 1,033,729 (227,570) 6,435,323
617 FIREMEN'S PENSION FUND 213,210 68,916 70,741 (1,825) 211,385
631 TRANSPORTATION BENEFIT DISTRICT - 498,868 498,868 - -
TOTAL ALL FUNDS 85,850,951$ 46,265,489$ 45,137,122$ 1,128,367$ 86,979,318$
CITY OF EDMONDS
CHANGE IN FUND BALANCE - SUMMARY
Packet Page 83 of 243
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Packet Page 84 of 243
23
Page 1 of 3
Title
2012 Amended
Budget
9/30/2012
Revenues Variance % Received
TAXES:
REAL PERSONAL / PROPERTY TAX 9,629,986$ 5,171,349$ (4,458,637)$ 54%
EMS PROPERTY TAX 2,908,944 1,605,353 (1,303,591) 55%
VOTED PROPERTY TAX 895,640 508,464 (387,176) 57%
LOCAL RETAIL SALES/USE TAX 4,724,183 3,707,553 (1,016,630) 78%
NATURAL GAS USE TAX 13,244 6,181 (7,063) 47%
1/10 SALES TAX LOCAL CRIM JUST 514,898 393,578 (121,320) 76%
GAS UTILITY TAX 892,381 654,934 (237,447) 73%
T.V. CABLE UTILITY TAX 750,682 504,704 (245,979) 67%
TELEPHONE UTILITY TAX 1,390,242 1,158,687 (231,555) 83%
ELECTRIC UTILITY TAX 1,473,880 1,201,703 (272,177) 82%
SOLID WASTE UTILITY TAX 294,601 214,196 (80,405) 73%
WATER UTILITY TAX 824,935 632,300 (192,635) 77%
SEWER UTILITY TAX 470,000 355,858 (114,142) 76%
STORMWATER UTILITY TAX 254,061 211,732 (42,329) 83%
LEASEHOLD EXCISE TAX 221,162 156,162 (65,000) 71%
PULLTABS TAX 60,257 45,139 (15,118) 75%
25,319,096 16,527,893 (8,791,203) 65%
LICENSES AND PERMITS:
FIRE PERMITS-SPECIAL USE 5,000 5,353 353 107%
PROF AND OCC LICENSE-TAXI 1,000 510 (490) 51%
AMUSEMENTS 6,000 5,475 (525) 91%
BUS. LICENCE PERMIT PENALTY 5,000 3,995 (1,005) 80%
GENERAL BUSINESS LICENSE 105,245 100,451 (4,794) 95%
FRANCHISE AGREEMENT-COMCAST 588,008 470,088 (117,920) 80%
FRANCHISE AGREEMENT-VERIZON/FRONTIER 106,930 68,515 (38,415) 64%
FRANCHISE AGREEMENT-BLACKROCK 6,901 7,332 431 106%
OLYMPIC VIEW WATER DISTRICT FRANCHISE 212,292 175,322 (36,970) 83%
DEV SERV PERMIT SURCHARGE 21,000 14,970 (6,030) 71%
NON-RESIDENT BUS LICENSE 38,885 26,400 (12,485) 68%
RIGHT OF WAY FRANCHISE FEE 10,000 9,308 (692) 93%
BUILDING STRUCTURE PERMITS 420,000 259,078 (160,923) 62%
ANIMAL LICENSES 11,000 7,950 (3,050) 72%
STREET AND CURB PERMIT 42,000 21,052 (20,948) 50%
OTR NON-BUS LIC/PERMITS 7,000 7,749 749 111%
DIVE PARK PERMIT FEE - - - 0%
1,586,261 1,183,548 (402,713) 75%
INTERGOVERNMENTAL:
DOJ 15-0404-0-1-754 - Bullet Proof Vest 3,969 - (3,969) 0%
EECBG Grant - - - 0%
WA ASSOC OF SHERIFFS TRAFFIC GRANT - - - 0%
TARGET ZERO TEAMS GRANT 10,000 4,512 (5,488) 45%
HIGH VISIBILITY ENFORCEMENT 6,000 888 (5,112) 15%
WA STATE TRAFFIC COMM GRANT - - - 0%
Puget Drive Walkway HLP-PB07(009)- - - 0%
SMART COMMUTER PROJECT GRANT - - - 0%
PUD PRIVILEDGE TAX 183,348 184,756 1,408 101%
JUDICIAL SALARY CONTRIBUTION-STATE 13,000 12,448 (552) 96%
MVET/SPECIAL DISTRIBUTION 9,100 6,672 (2,428) 73%
CRIMINAL JUSTICE - SPECIAL PROGRAMS 33,827 25,116 (8,711) 74%
DUI - CITIES 9,500 5,628 (3,872) 59%
LIQUOR EXCISE TAX 200,666 146,591 (54,075) 73%
LIQUOR BOARD PROFITS 310,835 306,934 (3,901) 99%
SHARED COURT COSTS 6,300 1,500 (4,800) 24%
MUNICIPAL COURT AGREEMENT W/LYNNWOOD 1,050 750 (300) 71%
FIRE DISTRICT #1 STATION BILLINGS 55,080 43,622 (11,458) 79%
POLICE FBI CONTRACTS - - - 0%
DV COORDINATOR SERVICES 10,760 8,070 (2,690) 75%
OCDETF OVERTIME - 1,226 1,226 0%
CAMPUS SAFETY-EDM. SCH. DIST.11,500 4,041 (7,459) 35%
WOODWAY - LAW PROTECTION 10,000 11,723 1,723 117%
INTERGOVERNMENTAL REVENUE-SSCCFH 69,300 51,975 (17,325) 75%
SNOCOM FIBER OPTIC SERVICE INTERLOCAL - 7,386 7,386 0%
SNO-ISLE 69,418 41,718 (27,700) 60%
1,013,653 865,557 (148,096) 85%
REVENUES - GENERAL FUND
CITY OF EDMONDS
Packet Page 85 of 243
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Page 2 of 3
Title
2012 Amended
Budget
9/30/2012
Revenues Variance % Received
CHARGES FOR GOODS AND SERVICES:
RECORD/LEGAL INSTRUMTS 1,050 955 (96) 91%
COURT RECORD SERVICES 100 - (100) 0%
D/M COURT REC SER 950 123 (827) 13%
SALE MAPS & BOOKS - 64 64 0%
MUNIC.-DIST. COURT CURR EXPEN 150 113 (37) 75%
PHOTOCOPIES 4,000 2,332 (1,669) 58%
POLICE DISCLOSURE REQUESTS 5,000 3,223 (1,777) 64%
ASSESSMENT SEARCH - 5 5 0%
PASSPORTS AND NATURALIZATION FEES 10,500 9,300 (1,200) 89%
POLICE SERVICES SPECIAL EVENTS 26,000 28,605 2,605 110%
DUI EMERGENCY FIRE SERVICES - 400 400 0%
ADULT PROBATION SERVICE CHARGE 68,300 43,012 (25,288) 63%
ELECTRONIC MONITORING 150 - (150) 0%
ELECTRONIC MONITOR DUI 700 82 (618) 12%
BOOKING FEES 6,300 3,553 (2,747) 56%
FIRE CONSTRUCTION INSPECTION FEES 6,060 3,730 (2,330) 62%
EMERGENCY SERVICE FEES 21,210 14,050 (7,160) 66%
DUI EMERGENCY AID 200 33 (167) 17%
EMS TRANSPORT USER FEE 848,500 490,911 (357,589) 58%
POLICE - FINGERPRINTING 300 281 (20) 94%
CRIM CNV FEE DUI 700 498 (202) 71%
CRIM CONV FEE CT 5,900 3,279 (2,621) 56%
CRIM CONV FEE CN 2,100 1,283 (817) 61%
POLICE TRAINING CLASSES - - - 0%
OTHER ENVIRONMENTAL SERVICES - 336
ENGINEERING FEES AND CHARGES 102,010 72,720 (29,290) 71%
FIBER SERVICES - 35,781 35,781 0%
ANIMAL CONTROL SHELTER 4,000 5,185 1,185 130%
FLEX FUEL PAYMENTS FROM STATIONS - 182 182 0%
ANNUAL VEHICLE FEE (TBD)- - - 0%
ZONING/SUBDIVISION FEE 55,000 26,477 (28,523) 48%
FIRE PLAN CHECK FEES 3,300 1,068 (2,233) 32%
PLAN CHECKING FEES 235,000 162,343 (72,658) 69%
PLANNING 1% INSPECTION FEE 4,500 326 (4,174) 7%
S.E.P.A. REVIEW 6,000 2,425 (3,575) 40%
CRITICAL AREA STUDY 15,000 12,400 (2,600) 83%
SWIM POOL ENTRANCE FEES 52,471 59,217 6,746 113%
LOCKER FEES 300 303 3 101%
SWIM CLASS FEES 45,520 28,625 (16,895) 63%
PROGRAM FEES 800,000 595,171 (204,829) 74%
TAXABLE RECREATION ACTIVITIES 120,000 118,938 (1,062) 99%
SWIM TEAM / DIVE TEAM 31,150 30,019 (1,132) 96%
BIRD FEST REGISTRATION FEES 620 1,015 395 164%
INTERFUND REIMBURSEMENT-CONTRACT SVCS 1,582,061 1,163,557 (418,504) 74%
MISCELLANEOUS POLICE SERVICES - - - 0%
4,065,102 2,921,916 (1,143,522) 72%
FINES AND FORFEITURES:
PROOF OF VEHICLE INS PENALTY 10,500 7,207 (3,293) 69%
TRAFFIC INFRACTION PENALTIES 51,472 21,502 (29,970) 42%
NC TRAFFIC INFRACTION 285,000 188,090 (96,910) 66%
CRT COST FEE CODE LEG ASSESSMENT (LGA)15,000 13,876 (1,124) 93%
SPEEDING DOUBLE - 38 38 0%
NON-TRAFFIC INFRACTION PENALTIES - 900 900 0%
OTHER INFRACTIONS '04 1,250 442 (808) 35%
PARKING INFRACTION PENALTIES 33,000 27,771 (5,229) 84%
PR - HANDICAPPED 800 - (800) 0%
PARKING INFRACTION LOC 600 40 (560) 7%
PARK / INDDISZONE 600 2,569 1,969 428%
DWI PENALTIES 9,500 6,118 (3,382) 64%
DUI - DP ACCT - 1,108 1,108 0%
OTHER CRIMINAL TRAF MISDEM PEN 50 306 256 611%
CRIMINAL TRAFFIC MISDEMEANOR 8/03 40,000 24,191 (15,809) 60%
OTHER NON-TRAF MISDEMEANOR PEN 600 241 (359) 40%
OTHER NON TRAFFIC MISD. 8/03 11,500 10,787 (713) 94%
COURT DV PENALTY ASSESSMENT 950 861 (89) 91%
CRIMINAL COSTS-RECOUPMENTS 120,000 80,567 (39,433) 67%
JURY DEMAND COST 100 - (100) 0%
PUBLIC DEFENSE RECOUPMENT 37,000 23,241 (13,759) 63%
COURT INTERPRETER COST 300 142 (158) 47%
MISC FINES AND PENALTIES 1,050 1,690 640 161%
619,272 411,685 (207,587) 66%
CITY OF EDMONDS
REVENUES - GENERAL FUND
Packet Page 86 of 243
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Page 3 of 3
Title
2012 Amended
Budget
9/30/2012
Revenues Variance % Received
MISCELLANEOUS:
INVESTMENT INTEREST - 5,136 5,136 0%
INVESTMENT SERVICE FEES 9,800 (0) (9,800) 0%
INTEREST ON COUNTY TAXES 2,000 1,373 (627) 69%
INTEREST - COURT COLLECTIONS 3,150 4,170 1,020 132%
PARKING 10,000 9,027 (973) 90%
SPACE/FACILITIES RENTALS 140,000 123,983 (16,017) 89%
GYM AND WEIGHTROOM FEES 7,800 3,926 (3,874) 50%
BRACKET ROOM RENTAL 1,000 3,145 2,145 315%
LEASES LONG-TERM 173,465 120,980 (52,485) 70%
VENDING MACHINE CONCESSION 4,700 5,512 812 117%
OTHER RENTS & USE CHARGES 10,078 5,745 (4,333) 57%
PARKS DONATIONS 8,456 6,742 (1,714) 80%
BIRD FEST CONTRIBUTIONS 1,500 1,527 27 102%
SALE OF JUNK/SALVAGE 200 1,080 880 540%
SALES OF UNCLAIM PROPERTY 4,000 1,171 (2,829) 29%
OTHER JUDGEMENT/SETTLEMENT 200 - (200) 0%
POLICE JUDGMENTS/RESTITUTION 100 150 50 150%
CASHIER'S OVERAGES/SHORTAGES (200) 36 236 0%
OTHER MISC REVENUES 3,000 5,133 2,133 171%
SMALL OVERPAYMENT - 87 87 0%
NSF FEES - PARKS & REC - 180 180 0%
NSF FEES - MUNICIPAL COURT 525 505 (20) 96%
NSF FEES - DEVEL SERV DEPT - 60 60 0%
PLANNING SIGN REVENUE 2,000 - (2,000) 0%
381,774 299,667 (82,107) 78%
TRANSFERS-IN:
INSURANCE RECOVERIES - - - 0%
INTERFUND TRANSFER-IN - - - 0%
INTERFUND TRANSFER - In (From 121)25,086 19,473 (5,613) 78%
INTERFUND TRANSFER (From 136)6,930 - (6,930) 0%
32,016 19,473 (12,543) 61%
TOTAL GENERAL FUND REVENUE 33,017,174$ 22,229,739$ (10,787,771)$ 67%
REVENUES - GENERAL FUND
CITY OF EDMONDS
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Page 1 of 5
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
GENERAL FUND EXPENDITURES:
SALARIES AND WAGES 12,400,240$ 8,811,354$ (3,588,886)$ 71%
OVERTIME 458,540 305,721 (152,819) 67%
HOLIDAY BUY BACK 179,687 2,526 (177,161) 1%
BENEFITS 4,244,174 3,080,500 (1,163,674) 73%
UNIFORMS 63,880 41,941 (21,939) 66%
SUPPLIES 435,011 261,100 (173,911) 60%
FUEL CONSUMED 700 - (700) 0%
SMALL EQUIPMENT 133,012 103,528 (29,484) 78%
PROFESSIONAL SERVICES 1,852,841 1,159,301 (693,540) 63%
COMMUNICATIONS 210,037 135,988 (74,049) 65%
TRAVEL 51,060 14,287 (36,773) 28%
ADVERTISING 71,667 30,072 (41,595) 42%
RENTAL/LEASE 139,281 98,408 (40,873) 71%
INSURANCE 444,962 420,109 (24,853) 94%
UTILITIES 454,500 314,456 (140,044) 69%
REPAIRS & MAINTENANCE 331,397 164,176 (167,221) 50%
MISCELLANEOUS 327,242 215,492 (111,750) 66%
INTERGOVERNMENTAL SERVICES 8,218,704 6,167,836 (2,050,868) 75%
ECA CONTINGENCY RESERVE 250,000 80,635 (169,365) 32%
EXCISE TAXES 5,200 5,296 96 102%
INTERFUND TRANSFER (to 009,012,116,117,125,617)2,914,623 2,434,926 (479,697) 84%
MACHINERY/EQUIPMENT 17,144 13,097 (4,047) 76%
GENERAL OBLIGATION BOND PRINCIPAL 1,084,062 - (1,084,062) 0%
CAPITAL LEASES AND INSTALLMENT PURCHASES 63,380 63,380 (0) 100%
OTHER DEBT - - - 0%
INTEREST ON LONG-TERM EXTERNAL DEBT 296,838 149,706 (147,132) 50%
DEBT ISSUE COSTS 5,000 1,125 (3,875) 23%
FISCAL AGENT FEES - - - 0%
INTERFUND SERVICES 197,900 101,638 (96,262) 51%
INTERFUND FUEL - 55 55 0%
INTERFUND SUPPLIES - - - 0%
INTERFUND RENTAL 430,246 322,695 (107,551) 75%
INTERFUND REPAIRS - 780 780 0%
35,281,328$ 24,500,129$ (10,781,199)$ 69%
EMERGENCY/FINANCIAL RESERVE
INTERFUND TRANSFER (to 012)1,927,600$ 1,927,600$ (0)$ 100%
1,927,600$ 1,927,600$ (0)$ 100%
LEOFF-MEDICAL INS. RESERVE:
BENEFITS 462,886$ 317,406$ (145,480)$ 69%
In-Home LTC Claims 140,425 115,760 (24,665) 82%
PROFESSIONAL SERVICES 16,500 7,186 (9,315) 44%
MISCELLANEOUS - 250 250 0%
619,811$ 440,601$ (179,210)$ 71%
RESERVE FUND
INTERFUND TRANSFER (to 012)1,339,400$ 1,339,367$ (33)$ 100%
1,339,400$ 1,339,367$ (33)$ 100%
DRUG ENFORCEMENT FUND:
SUPPLIES 200$ -$ (200)$ 0%
FUEL CONSUMED 2,000 1,682 (318) 84%
SMALL EQUIPMENT 5,000 1,180 (3,820) 24%
COMMUNICATIONS 2,233 1,677 (556) 75%
REPAIR/MAINT 800 - (800) 0%
MISCELLANEOUS 20,000 10,000 (10,000) 50%
INTERGOVTL SVC 50,000 19,719 (30,281) 39%
80,233$ 34,258$ (45,975)$ 43%
EXPENDITURES BY FUND - DETAIL
CITY OF EDMONDS
Packet Page 89 of 243
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Page 2 of 5
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
STREET FUND:
SALARIES AND WAGES 474,924$ 403,199$ (71,725)$ 85%
OVERTIME 18,400 23,902 5,502 130%
BENEFITS 191,707 176,469 (15,238) 92%
UNIFORMS 7,000 4,760 (2,240) 68%
SUPPLIES 242,500 150,894 (91,606) 62%
SMALL EQUIPMENT 24,000 11,919 (12,081) 50%
PROFESSIONAL SERVICES 32,700 20,473 (12,227) 63%
COMMUNICATIONS 3,000 2,586 (414) 86%
TRAVEL 1,000 310 (690) 31%
RENTAL/LEASE 1,500 4,231 2,731 282%
INSURANCE 93,719 93,305 (414) 100%
UTILITIES 261,100 167,541 (93,559) 64%
REPAIRS & MAINTENANCE 25,500 7,525 (17,975) 30%
MISCELLANEOUS 6,000 6,858 858 114%
INTERGOVERNMENTAL SERVICES 6,000 1,080 (4,920) 18%
GENERAL OBLIGATION BOND PRINCIPAL 38,954 - (38,954) 0%
INTEREST ON LONG-TERM EXTERNAL DEBT 6,200 3,100 (3,100) 50%
FISCAL AGENT FEES - - - 0%
INTERFUND RENTAL 190,944 143,208 (47,736) 75%
1,625,148$ 1,221,360$ (403,788)$ 75%
COMBINED STREET CONST/IMPROVE:
PROFESSIONAL SERVICES 846,180$ 675,189$ (170,991)$ 80%
INTERFUND TRANSFER OUT (to 112, 132)53,497 41,694 (11,803) 78%
LAND 231,022 - (231,022) 0%
CONST SURFACE CONST PROJECTS 1,596,538 1,700 (1,594,838) 0%
INTERGOVERNMENTAL LOANS 72,202 72,201 (1) 100%
INTEREST ON INTERGOVERNMENTAL LOANS 4,841 4,840 (1) 100%
INTERFUND SERVICES 136,386 105,193 (31,193) 77%
2,940,666$ 900,818$ (2,039,848)$ 31%
MULTIMODAL TRANSPORTATION FD:
PROFESSIONAL SVC -$ -$ -$ 0%
INTERFUND TRANSFER - - - 0%
-$ -$ -$ 0%
BUILDING MAINTENANCE:
SUPPLIES 10,000$ -$ (10,000)$ 0%
PROFESSIONAL SERVICES 40,000 10,225 (29,775) 26%
REPAIRS & MAINTENANCE 195,000 11,151 (183,849) 6%
MISCELLANEOUS - - - 0%
INTERFUND TRANSFER - - - 0%
245,000$ 21,376$ (223,624)$ 9%
MUNICIPAL ARTS ACQUIS. FUND:
SUPPLIES 4,200$ 734$ (3,466)$ 17%
SMALL EQUIPMENT 1,000 523 (477) 52%
PROFESSIONAL SERVICES 110,500 21,697 (88,803) 20%
TRAVEL 50 10 (40) 20%
ADVERTISING 4,000 4,000 - 100%
RENTAL/LEASE 1,000 - (1,000) 0%
REPAIRS & MAINTENANCE 300 - (300) 0%
MISCELLANEOUS 10,500 2,434 (8,066) 23%
INTERFUND TRANSFER (to 117.300)3,000 - (3,000) 0%
134,550$ 29,397$ (105,153)$ 22%
HOTEL/MOTEL TAX REVENUE FUND
PROFESSIONAL SERVICES 10,000$ 8,554$ (1,447)$ 86%
ADVERTISING 35,000 24,188 (10,812) 69%
MISCELLANEOUS 2,500 1,446 (1,054) 58%
TRANSFER TO FUND 117 4,000 2,000 (2,000) 50%
TRANSFER TO FUND 132 5,000 - (5,000) 0%
56,500$ 36,187$ (20,313)$ 64%
CITY OF EDMONDS
EXPENDITURES BY FUND - DETAIL
Packet Page 90 of 243
29
Page 3 of 5
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
EMPLOYEE PARKING PERMIT FUND:
SUPPLIES 1,000$ 498$ (502)$ 50%
INTERFUND TRANSFER (to 001)25,086 12,543 (12,543) 50%
26,086$ 13,041$ (13,045)$ 50%
YOUTH SCHOLARSHIP FUND:
MISCELLANEOUS 4,000$ 3,375$ (625)$ 84%
4,000$ 3,375$ (625)$ 84%
TOURISM PROMOTIONAL FUND/ARTS:
PROFESSIONAL SVC 10,500$ 2,533$ (7,967)$ 24%
ADVERTISING 4,500 3,865 (635) 86%
MISCELLANEOUS 4,000 3,442 (558) 86%
19,000$ 9,840$ (9,160)$ 52%
REAL ESTATE EXCISE TAX 2:
SUPPLIES 36,000$ 41,070$ 5,070$ 114%
PROFESSIONAL SERVICES 617,000 76,416 (540,584) 12%
REPAIRS & MAINTENANCE 100,000 1,544 (98,456) 2%
INTERFUND TRANSFER (to 117,132)199,000 - (199,000) 0%
CONSTRUCTION PROJECTS 103,000 100,203 (2,797) 97%
INTERFUND SERVICES - - - 0%
1,055,000$ 219,234$ (835,766)$ 21%
REAL ESTATE EXCISE TAX 1, PARKS ACQ:
MISCELLANEOUS -$ -$ -$ 0%
TRANSFER TO FUND 234 68,080 16,540 (51,540) 24%
1998 REF BOND PRINCIPAL 502,163 - (502,163) 0%
2001 BONDS, B - INTEREST 127,474 63,737 (63,737) 50%
FISCAL AGENT FEES - - - 0%
697,717$ 80,277$ (617,440)$ 12%
GIFTS CATALOG FUND:
SUPPLIES 6,275$ 1,443$ (4,832)$ 23%
PROFESSIONAL SERVICES 4,000 1,980 (2,020) 50%
INTERFUND TRANSFER (to 132)2,000 - (2,000) 0%
12,275$ 3,423$ (8,852)$ 28%
SPECIAL PROJECTS FUND:
PROFESSIONAL SERVICES 83,500$ 5,978$ (77,522)$ 7%
CONSTRUCTION 400,000 - (400,000) 0%
INTERFUND SERVICES - 4,768 4,768 0%
483,500$ 10,746$ (472,754)$ 2%
CEMETERY MAINTENANCE/IMPROVEMENT:
SALARIES AND WAGES 71,107$ 50,630$ (20,477)$ 71%
OVERTIME 3,500 2,272 (1,228) 65%
BENEFITS 32,926 24,048 (8,878) 73%
UNIFORMS 1,000 - (1,000) 0%
SUPPLIES 7,000 2,774 (4,226) 40%
SUPPLIES PURCHASED FOR INVENTORY/RESALE 20,000 18,551 (1,449) 93%
PROFESSIONAL SERVICES 1,000 200 (800) 20%
COMMUNICATIONS 1,412 931 (481) 66%
TRAVEL 1,000 - (1,000) 0%
ADVERTISING 3,000 1,531 (1,469) 51%
UTILITIES 3,800 2,270 (1,530) 60%
REPAIRS & MAINTENANCE 500 - (500) 0%
MISCELLANEOUS 1,000 2,678 1,678 268%
MACHINERY/EQUIPMENT 17,500 17,336 (164) 99%
INTERFUND SERVICES - - - 0%
INTERFUND RENTAL 7,260 5,445 (1,815) 75%
172,005$ 128,666$ (43,339)$ 75%
CITY OF EDMONDS
EXPENDITURES BY FUND - DETAIL
Packet Page 91 of 243
30
Page 4 of 5
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
PARKS CONSTRUCTION FUND:
SUPPLIES -$ 74,206$ 74,206$ 0%
PROFESSIONAL SERVICES 63,000 60,479 (2,521) 96%
CONSTRUCTION PROJECTS 1,303,200 188,540 (1,114,660) 14%
INTERFUND SERVICES 10,000 20,395 10,395 204%
1,376,200$ 343,620$ (1,032,580)$ 25%
PARKS TRUST FUND:
INTERFUND TRANSFER (to 001)6,930$ 6,930$ -$ 100%
6,930$ 6,930$ -$ 100%
SISTER CITY COMMISSION:
SUPPLIES 500$ 1,242$ 742$ 248%
STUDENT TRIP 2,600 - (2,600) 0%
MISCELLANEOUS 1,500 2,903 1,403 194%
4,600$ 4,145$ (455)$ 90%
LID FUND CONTROL
INTERFUND TRANSFER (to 213)151,500$ 106,000$ (45,500)$ 70%
151,500$ 106,000$ (45,500)$ 70%
LID GUARANTY FUND
INTERFUND TRANSFER (to 011)244,000$ 244,000$ -$ 100%
244,000$ 244,000$ -$ 100%
LIMITED TAX G.O. BOND FUND:
2002 BOND PRINCIPAL 205,000$ -$ (205,000)$ 0%
2002 BOND INTEREST 273,573 136,786 (136,787) 50%
478,573$ 136,786$ (341,787)$ 29%
COMBINED UTILITY OPERATION:
SALARIES AND WAGES 2,791,123$ 2,008,990$ (782,133)$ 72%
OVERTIME 117,180 88,727 (28,453) 76%
BENEFITS 1,113,707 837,324 (276,383) 75%
UNIFORMS 28,650 16,135 (12,515) 56%
SUPPLIES 675,015 471,794 (203,221) 70%
FUEL CONSUMED 150,723 113,249 (37,474) 75%
WATER PURCHASED FOR RESALE 1,410,000 958,843 (451,157) 68%
SUPPLIES PURCHASED FOR INVENTORY/RESALE 143,000 76,551 (66,449) 54%
SMALL EQUIPMENT 25,500 2,052 (23,448) 8%
PROFESSIONAL SERVICES 228,808 138,417 (90,391) 60%
COMMUNICATIONS 72,200 48,051 (24,149) 67%
TRAVEL 18,600 1,336 (17,264) 7%
ADVERTISING 3,560 1,177 (2,383) 33%
RENTAL/LEASE 16,300 11,291 (5,009) 69%
INSURANCE 288,211 242,229 (45,982) 84%
UTILITIES 999,853 574,624 (425,229) 57%
REPAIRS & MAINTENANCE 131,930 83,354 (48,576) 63%
MISCELLANEOUS 592,880 465,309 (127,571) 78%
INTERGOVERNMENTAL SERVICES 667,900 167,731 (500,170) 25%
INTERFUND TAXES 1,548,996 1,199,889 (349,107) 77%
INTERFUND TRANSFER (to 412,414)1,852,811 197,859 (1,654,952) 11%
LAND - - - 0%
BUILDINGS - - - 0%
MACHINERY/EQUIPMENT - - - 0%
GENERAL OBLIGATION BOND PRINCIPAL 111,862 - (111,862) 0%
REVENUE BOND PRINCIPAL 445,499 - (445,499) 0%
INTERGOVERNMENTAL LOANS 180,398 181,966 1,568 101%
INTEREST ON LONG-TERM EXTERNAL DEBT 496,987 238,122 (258,865) 48%
DEBT ISSUE COSTS 33,104 2,759 (30,345) 8%
FISCAL AGENT FEES - 272 272 0%
INTERFUND SERVICES 818,454 579,665 (238,789) 71%
INTERFUND RENTAL 407,150 305,361 (101,789) 75%
INTERFUND REPAIRS - - - 0%
15,370,401$ 9,013,078$ (6,357,323)$ 59%
EXPENDITURES BY FUND - DETAIL
CITY OF EDMONDS
Packet Page 92 of 243
31
Page 5 of 5
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
COMBINED UTILITY CONST/IMPROVE:
PROFESSIONAL SERVICES 1,814,861$ 515,008$ (1,299,853)$ 28%
INTERFUND TRANSFER (to 112,117,132,412.300)808,111 - (808,111) 0%
LAND 3,500 - (3,500) 0%
CONSTRUCTION PROJECTS 8,102,386 1,292,953 (6,809,433) 16%
INTERFUND SERVICES 570,821 455,592 (115,229) 80%
11,299,679$ 2,263,553$ (9,036,126)$ 20%
CAPITAL IMPROVEMENTS RESERVE:
PROFESSIONAL SERVICES 85,000$ 308,119$ 223,119$ 362%
CONSTRUCTION PROJECTS 1,226,012 107,333 (1,118,679) 9%
GENERAL OBLIGATION BOND PRINCIPAL 85,888 - (85,888) 0%
REVENUE BONDS 49,132 - (49,132) 0%
INTERGOVERNMENTAL LOANS 34,875 34,875 - 100%
INTEREST ON LONG-TERM DEBT 90,608 45,643 (44,965) 50%
FISCAL AGENT FEES - 7 7 0%
1,571,515$ 495,977$ (1,075,538)$ 32%
EQUIPMENT RENTAL FUND:
SALARIES AND WAGES 218,537$ 160,146$ (58,391)$ 73%
OVERTIME 2,000 906 (1,094) 45%
BENEFITS 100,670 76,812 (23,858) 76%
UNIFORMS 1,000 527 (473) 53%
SUPPLIES 76,000 68,048 (7,952) 90%
FUEL CONSUMED 1,000 756 (244) 76%
SUPPLIES PURCHASED FOR INVENTORY/RESALE 320,510 233,552 (86,958) 73%
SMALL EQUIPMENT 10,000 5,007 (4,993) 50%
PROFESSIONAL SERVICES 1,000 437 (563) 44%
COMMUNICATIONS 3,500 1,026 (2,474) 29%
TRAVEL 500 - (500) 0%
ADVERTISING 500 - (500) 0%
RENTAL/LEASE 3,500 842 (2,658) 24%
INSURANCE 23,261 32,530 9,269 140%
UTILITIES 14,000 8,764 (5,236) 63%
REPAIRS & MAINTENANCE 85,000 23,239 (61,761) 27%
MISCELLANEOUS 7,500 5,666 (1,834) 76%
INTERGOVERNMENTAL SERVICES 2,500 1,440 (1,060) 58%
MACHINERY/EQUIPMENT 420,000 406,264 (13,736) 97%
INTERFUND SERVICES 20,000 - (20,000) 0%
INTERFUND RENTAL 10,356 7,767 (2,589) 75%
1,321,334$ 1,033,729$ (287,605)$ 78%
FIREMEN'S PENSION FUND:
BENEFITS 66,515$ 41,509$ (25,006)$ 62%
PENSION AND DISABILITY PAYMENTS 52,500 28,167 (24,333) 54%
PROF SERVICES 4,500 1,065 (3,436) 24%
123,515$ 70,741$ (52,774)$ 57%
TRANSPORTATION BENEFIT DISTRICT:
INSURANCE 5,000$ 5,000$ -$ 100%
INTERGOVTL SERVICES 595,000 49,936 (545,064) 8%
INTERFUND TRANSFER (To 111)- 443,933 443,933 0%
600,000$ 498,868$ (101,132)$ 83%
TOTAL EXPENDITURE ALL FUNDS 79,268,066$ 45,137,122$ (34,130,911)$ 57%
EXPENDITURES BY FUND - DETAIL
CITY OF EDMONDS
Packet Page 93 of 243
32
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
CITY COUNCIL 269,812$ 184,180$ (85,632)$ 68%
OFFICE OF MAYOR 253,184 170,105 (83,079) 67%
HUMAN RESOURCES 286,799 166,941 (119,858) 58%
MUNICIPAL COURT 779,038 542,542 (236,496) 70%
ECONOMIC DEVELOPMENT 138,880 81,915 (56,965) 59%
CITY CLERK 609,840 372,951 (236,889) 61%
ADMINISTRATIVE SERVICES 1,412,575 971,303 (441,272) 69%
CITY ATTORNEY 495,000 371,126 (123,874) 75%
NON-DEPARTMENTAL 13,414,538 9,326,742 (4,087,796) 70%
POLICE SERVICES 9,165,244 6,195,697 (2,969,547) 68%
COMMUNITY SERVICES 326,930 234,744 (92,186) 72%
DEVELOPMENT SERVICES 1,658,272 1,168,601 (489,671) 70%
PARKS & RECREATION 3,506,852 2,546,929 (959,923) 73%
PUBLIC WORKS 1,612,816 1,200,068 (412,748) 74%
FACILITIES MAINTENANCE 1,351,548 966,285 (385,263) 71%
35,281,328$ 24,500,129$ (10,781,199)$ 69%
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
STORM DRAINAGE UTILITY 2,174,153$ 1,276,759$ (897,394)$ 59%
WATER 5,158,024 3,315,631 (1,842,393) 64%
SEWER 4,506,994 1,962,759 (2,544,235) 44%
TREATMENT PLANT 3,531,230 2,457,930 (1,073,300) 70%
15,370,401$ 9,013,078$ (6,357,323)$ 59%
EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN SUMMARY
EXPENDITURES - COMBINED UTILITY- BY DEPARTMENT IN SUMMARY
CITY OF EDMONDS
CITY OF EDMONDS
Packet Page 94 of 243
33
Page 1 of 4
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
CITY COUNCIL
SALARIES 105,665$ 79,043$ (26,622)$ 75%
OVERTIME 7,240 4,340 (2,900) 60%
BENEFITS 69,902 52,990 (16,912) 76%
SUPPLIES 1,525 573 (952) 38%
PROFESSIONAL SVC 50,000 37,523 (12,477) 75%
COMMUNICATIONS 3,000 2,039 (961) 68%
TRAVEL 2,500 879 (1,621) 35%
RENTAL/LEASE 480 348 (132) 73%
REPAIRS/MAINT 1,500 - (1,500) 0%
MISCELLANEOUS 28,000 6,445 (21,555) 23%
269,812$ 184,180$ (85,632)$ 68%
OFFICE OF MAYOR
SALARIES 193,896$ 133,524$ (60,372)$ 69%
OVERTIME - - - 0%
BENEFITS 49,188 30,579 (18,609) 62%
SUPPLIES 2,000 625 (1,375) 31%
PROFESSIONAL SVC 1,000 - (1,000) 0%
COMMUNICATION 1,400 822 (578) 59%
TRAVEL 700 738 38 105%
RENTAL/LEASE 1,500 1,901 401 127%
REPAIR/MAINT 500 - (500) 0%
MISCELLANEOUS 3,000 1,916 (1,084) 64%
253,184$ 170,105$ (83,079)$ 67%
HUMAN RESOURCES
SALARIES 144,191$ 66,795$ (77,396)$ 46%
OVERTIME - - - 0%
BENEFITS 32,098 24,874 (7,224) 77%
SUPPLIES 2,500 1,537 (963) 61%
SMALL EQUIPMENT 100 - (100) 0%
PROFESSIONAL SVC 77,500 61,938 (15,562) 80%
COMMUNICATIONS 500 274 (226) 55%
TRAVEL 500 - (500) 0%
ADVERTISING 9,000 683 (8,317) 8%
RENTAL/LEASE 2,000 1,826 (174) 91%
REPAIR/MAINT 6,000 4,820 (1,180) 80%
MISCELLANEOUS 12,410 4,195 (8,215) 34%
286,799$ 166,941$ (119,858)$ 58%
MUNICIPAL COURT
SALARIES 486,685$ 346,392$ (140,293)$ 71%
OVERTIME 1,400 572 (828) 41%
BENEFITS 172,053 125,377 (46,676) 73%
SUPPLIES 14,500 7,055 (7,445) 49%
SMALL EQUIPMENT 6,500 - (6,500) 0%
PROFESSIONAL SERVICES 66,600 40,718 (25,882) 61%
COMMUNICATIONS 2,600 1,629 (971) 63%
TRAVEL 2,500 1,642 (858) 66%
RENTAL/LEASE 1,300 500 (800) 38%
REPAIR/MAINT 2,200 966 (1,234) 44%
MISCELLANEOUS 22,350 17,600 (4,750) 79%
INTERGOVTL SVC 350 92 (258) 26%
779,038$ 542,542$ (236,496)$ 70%
EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL
CITY OF EDMONDS
Packet Page 95 of 243
34
Page 2 of 4
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
ECONOMIC DEVELOPMENT
BENEFITS -$ 13$ 13$ 0%
SUPPLIES 500 1,375 875 275%
SMALL EQUIPMENT 300 - (300) 0%
PROFESSIONAL SERVICES 103,680 70,441 (33,239) 68%
COMMUNICATIONS 400 161 (239) 40%
TRAVEL 1,000 - (1,000) 0%
ADVERTISING 30,000 8,314 (21,686) 28%
MISCELLANEOUS 3,000 1,612 (1,388) 54%
138,880$ 81,915$ (56,965)$ 59%
CITY CLERK
SALARIES AND WAGES 302,054$ 217,935$ (84,119)$ 72%
BENEFITS 90,045 67,856 (22,189) 75%
SUPPLIES 13,760 6,321 (7,439) 46%
PROFESSIONAL SERVICES 89,377 13,061 (76,316) 15%
COMMUNICATIONS 52,067 28,703 (23,364) 55%
TRAVEL 1,000 7 (993) 1%
ADVERTISING 23,690 16,316 (7,374) 69%
RENTAL/LEASE 27,310 12,216 (15,094) 45%
REPAIRS & MAINTENANCE 8,037 7,778 (259) 97%
MISCELLANEOUS 2,500 2,757 257 110%
609,840$ 372,951$ (236,889)$ 61%
ADMINISTRATIVE SERVICES
SALARIES 741,281$ 535,738$ (205,543)$ 72%
OVERTIME 8,100 5,411 (2,689) 67%
BENEFITS 222,830 169,389 (53,441) 76%
SUPPLIES 60,690 23,754 (36,936) 39%
SMALL EQUIPMENT 63,500 60,278 (3,222) 95%
PROFESSIONAL SERVICES 71,842 31,787 (40,055) 44%
COMMUNICATIONS 60,220 45,312 (14,908) 75%
TRAVEL 4,800 1,108 (3,692) 23%
RENTAL/LEASE 3,300 3,278 (22) 99%
REPAIR/MAINT 164,720 76,329 (88,391) 46%
MISCELLANEOUS 10,500 18,325 7,825 175%
INTERFUND RENTAL 792 594 (198) 75%
1,412,575$ 971,303$ (441,272)$ 69%
CITY ATTORNEY
PROFESSIONAL SVC 495,000$ 370,926$ (124,074)$ 75%
MISC PROSECUTOR - 200 200 0%
495,000$ 371,126$ (123,874)$ 75%
NON-DEPARTMENTAL
SALARIES 100,000$ -$ (100,000)$ 0%
BENEFITS - UNEMPLOYMENT 70,000 33,756 (36,244) 48%
PROFESSIONAL SVC 294,962 168,192 (126,770) 57%
COMMUNICATIONS - 4 4 0%
RENTAL/LEASE 3,700 3,600 (100) 97%
INSURANCE 444,962 420,109 (24,853) 94%
MISCELLANEOUS 72,300 40,023 (32,277) 55%
INTERGOVT SVC 7,611,611 5,824,351 (1,787,260) 77%
ECA LOAN PAYMENT 250,000 80,635 (169,365) 32%
EXCISE TAXES 5,200 5,296 96 102%
INTERFUND TRANSFERS 2,914,623 2,434,926 (479,697) 84%
GENERAL OBLIGATION BOND 1,084,062 - (1,084,062) 0%
INSTALLMENT PURCHASES 63,380 63,380 (0) 100%
OTHER DEBT - - - 0%
INTEREST ON LONG-TERM DEBT 296,838 149,706 (147,132) 50%
DEBT ISSUANCE COSTS 5,000 1,125 (3,875) 23%
FISCAL AGENT FEES - - - 0%
INTERFUND SERVICES 197,900 101,638 (96,262) 51%
13,414,538$ 9,326,742$ (4,087,796)$ 70%
CITY OF EDMONDS
EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL
Packet Page 96 of 243
35
Page 3 of 4
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
POLICE SERVICES
SALARIES 5,400,738$ 3,799,465$ (1,601,273)$ 70%
OVERTIME 420,000 280,437 (139,563) 67%
HOLIDAY BUYBACK 179,687 2,526 (177,161) 1%
BENEFITS 1,899,147 1,317,269 (581,878) 69%
UNIFORMS 53,570 38,089 (15,481) 71%
SUPPLIES 95,900 65,591 (30,309) 68%
SMALL EQUIPMENT 14,300 4,868 (9,432) 34%
PROFESSIONAL SVC 95,200 62,488 (32,712) 66%
COMMUNICATIONS 33,592 19,073 (14,519) 57%
TRAVEL 26,300 7,885 (18,415) 30%
ADVERTISING 375 66 (309) 18%
RENTAL/LEASE 18,000 11,623 (6,377) 65%
REPAIR/MAINT 16,115 4,667 (11,448) 29%
MISCELLANEOUS 55,512 30,657 (24,855) 55%
INTERGOVTL SVC 536,048 309,586 (226,462) 58%
INTERFUND FUEL-BOAT - 55 55 0%
INTERFUND RENTAL 320,760 240,570 (80,190) 75%
INTERFUND REPAIRS - 780 780 0%
9,165,244$ 6,195,697$ (2,969,547)$ 68%
COMMUNITY SERVICES ADMIN
SALARIES 212,854$ 157,952$ (54,903)$ 74%
BENEFITS 60,622 46,742 (13,880) 77%
SUPPLIES 1,000 370 (630) 37%
SMALL EQUIPMENT 500 - (500) 0%
PROFESSIONAL SVC 45,924 26,104 (19,820) 57%
COMMUNICATIONS 1,090 611 (479) 56%
TRAVEL 1,000 18 (982) 2%
ADVERTISING 500 - (500) 0%
RENTAL/LEASE 1,320 1,833 513 139%
REPAIR/MAINT 500 - (500) 0%
MISCELLANEOUS 1,000 646 (354) 65%
INTERFUND RENTAL 620 468 (152) 75%
326,930$ 234,744$ (92,186)$ 72%
DEVELOPMENT SERVICES/PLANNING
SALARIES 1,071,681$ 780,943$ (290,738)$ 73%
OVERTIME 2,800 2,360 (440) 84%
BENEFITS 374,639 280,226 (94,413) 75%
UNIFORMS 320 - (320) 0%
SUPPLIES 17,510 9,147 (8,363) 52%
MINOR EQUIPMENT 2,300 550 (1,750) 24%
PROFESSIONAL SVC 116,890 48,510 (68,381) 42%
COMMUNICATIONS 4,630 3,772 (858) 81%
TRAVEL 3,500 426 (3,074) 12%
ADVERTISING 4,250 1,834 (2,416) 43%
RENTAL/LEASE 22,500 16,126 (6,374) 72%
REPAIRS & MAINTENANCE 2,000 606 (1,394) 30%
MISCELLANEOUS 27,600 18,361 (9,239) 67%
INTERFUND RENTAL 7,652 5,742 (1,910) 75%
1,658,272$ 1,168,601$ (489,671)$ 70%
ENGINEERING
SALARIES 958,860$ 707,093$ (251,767)$ 74%
OVERTIME 5,000 2,146 (2,854) 43%
BENEFITS 321,636 250,452 (71,184) 78%
UNIFORMS 450 122 (328) 27%
SUPPLIES - - - 0%
MINOR EQUIPMENT 2,500 2,398 (102) 96%
PROFESSIONAL SVC 5,000 2,145 (2,855) 43%
COMMUNICATIONS 6,500 4,028 (2,472) 62%
TRAVEL 620 463 (157) 75%
ADVERTISING - - - 0%
RENTAL/LEASE - - - 0%
REPAIR/MAINT 1,800 895 (905) 50%
MISCELLANEOUS 9,600 8,804 (796) 92%
MACHINERY/EQUIPMENT - - - 0%
INTERFUND RENTAL 6,740 5,058 (1,682) 75%
1,318,706$ 983,604$ (335,102)$ 75%
CITY OF EDMONDS
EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL
Packet Page 97 of 243
36
Page 4 of 4
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
PARKS & RECREATION
SALARIES 1,880,905$ 1,373,840$ (507,065)$ 73%
OVERTIME 5,300 8,693 3,393 164%
BENEFITS 571,640 448,683 (122,957) 78%
UNIFORMS 6,540 2,191 (4,349) 34%
SUPPLIES 145,026 89,145 (55,881) 61%
MINOR EQUIPMENT 35,012 33,568 (1,444) 96%
PROFESSIONAL SVC 339,666 225,430 (114,236) 66%
COMMUNICATIONS 28,938 18,940 (9,998) 65%
TRAVEL 6,140 1,119 (5,021) 18%
ADVERTISING 3,852 2,859 (993) 74%
RENTAL/LEASE 50,471 44,354 (6,117) 88%
PUBLIC UTILITY 150,000 112,636 (37,364) 75%
REPAIR/MAINT 52,025 27,763 (24,262) 53%
MISCELLANEOUS 76,370 60,457 (15,913) 79%
INTERGOVTL SVC 70,695 33,807 (36,888) 48%
MACHINERY/EQUIPMENT 17,144 13,097 (4,047) 76%
INTERFUND RENTAL 67,128 50,346 (16,782) 75%
3,506,852$ 2,546,929$ (959,923)$ 73%
PUBLIC WORKS
SALARIES 208,578$ 159,112$ (49,466)$ 76%
OVERTIME 200 - (200) 0%
BENEFITS 64,638 48,861 (15,777) 76%
SUPPLIES 5,100 3,010 (2,090) 59%
PROFESSIONAL SERVICES 200 38 (162) 19%
COMMUNICATIONS 1,100 826 (274) 75%
TRAVEL 500 - (500) 0%
RENTAL/LEASE 7,400 803 (6,597) 11%
PUBLIC UTILITY 2,500 1,694 (806) 68%
REPAIR/MAINT 1,000 - (1,000) 0%
MISCELLANEOUS 1,000 699 (301) 70%
INTERFUND RENTAL 1,894 1,422 (472) 75%
294,110$ 216,464$ (77,646)$ 74%
FACILITIES MAINTENANCE
SALARIES 592,852$ 453,523$ (139,329)$ 76%
OVERTIME 8,500 1,761 (6,739) 21%
BENEFITS 245,736 183,434 (62,302) 75%
UNIFORMS 3,000 1,538 (1,462) 51%
SUPPLIES 75,000 52,597 (22,403) 70%
FUEL CONSUMED 700 - (700) 0%
MINOR EQUIPMENT 8,000 1,866 (6,134) 23%
PROFESSIONAL SERVICES - - - 0%
TRAVEL - 2 2 0%
COMMUNICATIONS 14,000 9,795 (4,205) 70%
PUBLIC UTILITY 302,000 200,126 (101,874) 66%
REPAIR/MAINT 75,000 40,352 (34,648) 54%
MISCELLANEOUS 2,100 2,796 696 133%
INTERFUND RENTAL 24,660 18,495 (6,165) 75%
1,351,548$ 966,285$ (385,263)$ 71%
TOTAL GENERAL FUND EXPENDITURES 35,281,328$ 24,500,129$ (10,781,199)$ 69%
CITY OF EDMONDS
EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL
Packet Page 98 of 243
37
Page 1 of 2
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
STORM DRAINAGE
SALARIES 477,207$ 329,676$ (147,531)$ 69%
OVERTIME 6,000 5,831 (169) 97%
BENEFITS 195,826 136,263 (59,563) 70%
UNIFORMS 6,500 4,543 (1,957) 70%
SUPPLIES 58,005 27,154 (30,851) 47%
MINOR EQUIPMENT 4,000 193 (3,807) 5%
PROFESSIONAL SERVICES 18,836 9,268 (9,568) 49%
COMMUNICATIONS 3,200 998 (2,202) 31%
TRAVEL 4,300 - (4,300) 0%
ADVERTISING 500 - (500) 0%
RENTAL/LEASE 7,500 3,309 (4,191) 44%
INSURANCE 9,302 8,889 (413) 96%
UTILITIES 10,000 6,437 (3,563) 64%
REPAIR/MAINT 12,860 5,139 (7,721) 40%
MISCELLANEOUS 78,500 77,619 (881) 99%
INTERGOVT SERVICE 40,000 42,528 2,528 106%
STORMWATER TAX 254,061 211,732 (42,329) 83%
INTERFUND TRANSFER (to 412)200,000 - (200,000) 0%
LAND - - - 0%
BUILDINGS - - - 0%
MACHINERY/EQUIPMENT - - - 0%
GENERAL OBLIGATION BOND 108,298 - (108,298) 0%
REVENUE BOND 68,724 - (68,724) 0%
INTERGOVERNMENTAL LOAN 32,063 32,063 (1) 100%
INTEREST ON LONG-TERM DEBT 183,267 88,129 (95,138) 48%
DEBT ISSUE COSTS - - - 0%
FISCAL AGENT FEES - 78 78 0%
INTERFUND SERVICES 228,092 161,576 (66,516) 71%
INTERFUND RENTAL 167,112 125,334 (41,778) 75%
2,174,153$ 1,276,759$ (897,394)$ 59%
WATER
SALARIES 715,880$ 502,456$ (213,424)$ 70%
OVERTIME 24,180 15,217 (8,963) 63%
BENEFITS 267,990 214,921 (53,069) 80%
UNIFORMS 6,800 2,603 (4,197) 38%
SUPPLIES 143,505 110,375 (33,130) 77%
WATER PURCHASED FOR RESALE 1,410,000 958,843 (451,157) 68%
SUPPLIES FOR INVENTORY/RESALE 140,000 73,251 (66,749) 52%
SMALL EQUIPMENT 10,000 - (10,000) 0%
PROFESSIONAL SVC 77,136 19,198 (57,938) 25%
COMMUNICATIONS 30,000 20,776 (9,224) 69%
TRAVEL 3,400 - (3,400) 0%
ADVERTISING 560 - (560) 0%
RENTAL/LEASE 1,500 2,799 1,299 187%
INSURANCE 84,030 70,440 (13,590) 84%
PUBLIC UTILITY 28,000 23,711 (4,289) 85%
REPAIR/MAINT 24,160 7,372 (16,788) 31%
RCP - MISCELLANEOUS 301,630 227,795 (73,835) 76%
INTERGOVTL SVC 30,000 23,630 (6,370) 79%
WATER TAX 824,935 632,300 (192,635) 77%
INTERFUND TRANSFER-OUT (to 412)200,000 - (200,000) 0%
GENERAL OBLIGATION BOND 1,980 - (1,980) 0%
REVENUE BOND 181,627 - (181,627) 0%
INTERGOVERNMENTAL LOANS 44,270 45,839 1,569 104%
INTEREST ON LONG-TERM DEBT 260,432 121,818 (138,614) 47%
AMORTIZED DEBT ISSUE COSTS 16,553 1,379 (15,174) 8%
FISCAL AGENT FEES - 163 163 0%
INTERFUND SVC 224,970 162,383 (62,588) 72%
INTERFUND RENTAL 104,486 78,363 (26,123) 75%
5,158,024$ 3,315,631$ (1,842,393)$ 64%
CITY OF EDMONDS
EXPENDITURES - COMBINED UTILITY- BY DEPARTMENT IN DETAIL
Packet Page 99 of 243
38
Page 2 of 2
Title
2012 Amended
Budget
9/30/2012
Expenditures Variance % Used
SEWER
SALARIES 434,516$ 335,520$ (98,996)$ 77%
OVERTIME 17,000 14,815 (2,185) 87%
BENEFITS 206,345 159,418 (46,927) 77%
UNIFORMS 5,100 3,014 (2,086) 59%
SUPPLIES 61,005 33,731 (27,274) 55%
SEWER INVENTORY 3,000 3,300 300 110%
SMALL EQUIPMENT 6,000 1,511 (4,489) 25%
PROFESSIONAL SVC 53,836 7,570 (46,266) 14%
COMMUNICATIONS 30,000 19,328 (10,672) 64%
TRAVEL 2,400 - (2,400) 0%
ADVERTISING 500 - (500) 0%
RENTAL/LEASE 1,800 2,933 1,133 163%
INSURANCE 104,574 94,658 (9,916) 91%
PUBLIC UTILITY 533,813 238,579 (295,234) 45%
REPAIR/MAINT 16,860 8,697 (8,163) 52%
MISCELLANEOUS 130,000 105,013 (24,987) 81%
INTERGOVTL SVS 393,900 30,683 (363,217) 8%
SEWER UTILITY TAX 470,000 355,858 (114,142) 76%
INTERFUND TRANSFER (to 412, 414)1,452,811 197,859 (1,254,952) 14%
GENERAL OBLIGATION BOND 1,584 - (1,584) 0%
REVENUE BONDS 106,475 - (106,475) 0%
INTERGOVERNMENTAL LOANS 104,065 104,065 (0) 100%
INTEREST ON LONG-TERM DEBT 50,044 26,683 (23,361) 53%
AMORTIZED DEBT ISSUE COSTS 16,551 1,379 (15,172) 8%
FISCAL AGENT FEES - 28 28 0%
INTERFUND SVC 176,571 121,935 (54,636) 69%
INTERFUND RENTAL 128,244 96,183 (32,061) 75%
INTERFUND REPAIR/MAINT - - - 0%
4,506,994$ 1,962,759$ (2,544,235)$ 44%
TREATMENT PLANT
SALARIES 1,163,520$ 841,339$ (322,181)$ 72%
OVERTIME 70,000 52,865 (17,135) 76%
BENEFITS 443,546 326,721 (116,825) 74%
UNIFORMS 10,250 5,975 (4,275) 58%
SUPPLIES 412,500 300,534 (111,966) 73%
FUEL CONSUMED 150,723 113,249 (37,474) 75%
SMALL EQUIPMENT 5,500 348 (5,152) 6%
PROFESSIONAL SVC 79,000 102,381 23,381 130%
COMMUNICATIONS 9,000 6,949 (2,051) 77%
TRAVEL 8,500 1,336 (7,164) 16%
ADVERTISING 2,000 1,177 (823) 59%
RENTAL/LEASE 5,500 2,251 (3,249) 41%
INSURANCE 90,305 68,242 (22,063) 76%
UTILITIES 428,040 305,896 (122,144) 71%
REPAIR/MAINT 78,050 62,146 (15,904) 80%
MISCELLANEOUS 82,750 54,882 (27,868) 66%
INTERGOVTL SVS 204,000 70,890 (133,110) 35%
FISCAL AGENT FEES - 4 4 0%
REVENUE BOND 88,673 - (88,673) 0%
INTEREST ON LONG-TERM DEBT 3,244 1,492 (1,752) 46%
INTERFUND SVC 188,821 133,771 (55,050) 71%
INTERFUND RENTAL 7,308 5,481 (1,827) 75%
3,531,230$ 2,457,930$ (1,073,300)$ 70%
Total Combined Utility Fund Expenditures 15,370,401$ 9,013,078$ (6,357,323)$ 59%
CITY OF EDMONDS
EXPENDITURES - COMBINED UTILITY- BY DEPARTMENT IN DETAIL
Packet Page 100 of 243
AM-5240 1. I.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:10 Minutes
Submitted For:Shawn Hunstock Submitted By:Shawn Hunstock
Department:Finance
Committee: Finance Type: Action
Information
Subject Title
Capital Asset Policy
Recommendation
Recommend adoption of the proposed Capital Asset Policy
Previous Council Action
N.A.
Narrative
The auditors noted during the 2011 audit that the City did not have an adopted capital asset policy. The policy included with
this agenda item will address that deficiency. The primary goal is to define the threshold for circumstances under which capital
purchases will be recorded as an asset on the City's balance sheet ($5,000 for equipment and $50,000 for infrastructure).
Attachments
Capital Asset Policy
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/07/2012 01:28 PM
Mayor Dave Earling 11/07/2012 03:15 PM
Finalize for Agenda Sandy Chase 11/07/2012 04:16 PM
Form Started By: Shawn Hunstock Started On: 11/07/2012 12:51 PM
Final Approval Date: 11/07/2012
Packet Page 101 of 243
1
1.0 PURPOSE:
To establish a Policy providing stewardship over the City’s capital assets, as well
as the capitalization and depreciation or amortization of capital purchases over
time, as appropriate.
2.0 ORGANIZATION AFFECTED:
All City funds.
3.0 REFERENCES:
RCW 43.09.200
Budgetary, Accounting, and Reporting System (BARS) Manual, Part Three,
Chapter 7, Capital Assets and Internal Service Funds
Office of Management and Budget (OMB) Circular A-87, Cost Principles
OMB Circular A-102, Common Rule
4.0 CAPITAL ASSET POLICY:
4.1 Capital Assets – General capital assets are those assets not specifically
related to activities reported in the proprietary funds. The capital assets
purchased or constructed by a governmental fund are recorded as
expenditures in the fund at the time the related purchases are made;
however, the associated capital assets are reported in the governmental
activities column of the government-wide statement of net assets while not
reported in the fund balance sheets.
4.2 The City classifies assets with an estimated useful life in excess of one
year as capital assets. Capital assets include land, buildings,
CITY OF EDMONDS
CAPITAL ASSET POLICY
Subject: Capital Asset Policy Original Policy Date: N/A
Originating Department: Finance Division Last Revision Date: N/A
Approved By: Shawn Hunstock, Director, Finance & Information Services
Packet Page 102 of 243
2
improvements, machinery, equipment, intangible assets, and
infrastructure. Land is capitalized at cost with no minimum threshold.
Buildings, improvements, intangible assets, and machinery and equipment
are capitalized when cost meets or exceeds $5,000. Public domain
(infrastructure) assets consist of certain improvements other than
buildings, including utility systems, streets, traffic controls, and overlays
are capitalized when cost equals or exceeds $50,000.
4.3 Costs of normal maintenance and repair for general assets are not
capitalized. However, any improvement that increases an asset’s value,
capacity or materially extends its life is added to that asset’s capitalized
costs.
4.4 Equipment items acquired through capital lease agreements and land
purchased through conditional sales contracts are reported as general
capital assets in the government-wide statement of net assets. In the
governmental fund financial statements, lease and contract payments are
reported as expenditures.
4.5 The City will complete an inventory of equipment no later than February
15th for the previous calendar year. Each department will maintain an
inventory of small and attractive assets.
4.6 In accordance with federal requirements, the City will specifically identify
in its inventory any equipment or real property purchased with federal
funds. The appropriate federal agency will be contacted regarding the
disposition of assets that were purchased with federal funds that the City
has declared to be surplus.
4.7 All project costs are included in construction in progress in the
government-wide statement of net assets. At completion, capital costs are
reclassified to property, plant and equipment. In the governmental fund
financial statements, projects are reported as expenditures.
4.8 Capital assets acquired or constructed by the proprietary funds are
capitalized in those funds at historical cost. Contributed assets are
recorded at their estimated fair values as of the date acquired. The
estimated value of donated assets is recorded as contributed capital by
the fund which receives them.
4.9 Land and construction in progress are not depreciated. Buildings,
equipment, non-building improvements and intangible assets are
depreciated using the straight line method, using varying estimated
Packet Page 103 of 243
3
service lives for individual assets and asset classifications depending on
particular characteristics of an asset and factors surrounding its
anticipated use. Depreciation is reported as part of the related program
expense column on government-wide statement of activities and as a fund
expense in the proprietary funds, while not reported in the fund statements
of governmental funds. Capital assets are reported net of accumulated
depreciation on the government-wide statement of net assets and in the
proprietary fund statement of net assets, while not reported in the
governmental fund balance sheets.
4.10 The average service lives used to calculate depreciation for specific
categories of assets are summarized below:
Asset Type Est. Service Life (Yrs)
Buildings 30-50
Improvements other than Buildings 25-60
Infrastructure 20-100
Machinery and Equipment 2-20
Intangible Assets 20-30
5.0 DEFINITIONS:
5.1 "Assets" - All land, buildings, improvements, infrastructure, works of art
and historic collections and equipment purchased, donated, constructed,
or acquired by the City.
5.2 "Capital Assets" -Land of any value; artwork and historic collections of any
value; improvements and infrastructure; buildings, their furnishings,
fixtures, and furniture; equipment, machinery, vehicles, and tools, with a
value of $5,000 or more for non-infrastructure or $50,000 or more per
item for infrastructure, and having a useful life exceeding one year from
the date of acquisition.
5.3 "Control" - Being in charge of, and having the authority to manage the
asset. Having the custodial responsibility of the asset that includes, but is
not limited to the caring, keeping, safekeeping and protecting the asset.
5.4 "Infrastructure" - Roads, bridges, sidewalks, water lines, sewers, drainage
systems, and the like.
5.5 "Inventory"- The process of physically confirming the existence and
location of capital assets.
5.6 "Small and Attractive Assets" - small and attractive assets are those
assets that are particularly at risk or vulnerable to loss and cost less than
$5,000. Departments have discretion in defining small and attractive
assets in many instances; however, departments must include, at a
Packet Page 104 of 243
4
minimum, the following assets with unit costs of $500 or more as small
and attractive:
• Communications Equipment; both Audio and Video
• Optical Devices, Binoculars, Telescopes, Infrared Viewers, and Range
finders
• Cameras and Photographic Projection Equipment
• Microcomputer Systems, Laptop and Notebook Computers
• Other data processing Accessory Equipment and Components
(Scanners, Data Displays, etc.)
• Office Equipment
• Stereos, Radios, Television Sets, Tape Recorders, DVD players, VCRs,
and Video Cameras
Packet Page 105 of 243
AM-5256 1. J.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:10 Minutes
Submitted By:Shawn Hunstock
Department:Finance
Committee: Finance Type: Action
Information
Subject Title
Banking Services RFP Recommendation
Recommendation
Approve the recommended vendor for citywide banking services.
Previous Council Action
The Finance Committee reviewed the Request for Proposals (RFP) on August 14, 2012. The City Council approved the RFP
on August 21, 2012.
Narrative
The City of Edmonds issued a Request for Proposals (RFP) for citywide banking services in August 2012. Proposals were due
to the City on October 5th. Six financial institutions, all with branches located in Edmonds, submitted proposals. Prior to
submitting the proposals representatives from most of the banks asked clarifying questions about items they were required to
respond to in the RFP. After the proposals were submitted Finance staff inquired as needed about the contents of their
proposals. Formal interviews with the banks were not necessary.
In accordance with the schedule included in the RFP, the Finance Department is hereby making a recommendation to proceed
to the contract phase with one of the banks. US Bank is the vendor being recommended by administration. US Bank provides
the lowest estimated monthly cost, as well as the highest earnings credit rate. The earnings credit rate is equivalent to interest
the City will receive that can be used to help pay for normal monthly banking fees. Additionally, US Bank is offering a
$10,000 credit to the City for use against future banking fees if we make the switch to their financial institution. For these
reasons administration is recommending beginning the contract negotiation phase with US Bank, subject to Council approval. If
approved, the transition from Union Bank to US Bank would occur on approximately December 6, 2012.
Attachments
Banking RFP
Banking Vendor Costs
Banking Vendor Response Analysis
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/08/2012 03:30 PM
Mayor Dave Earling 11/09/2012 09:10 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:14 AM
Form Started By: Shawn Hunstock Started On: 11/08/2012 03:10 PM
Final Approval Date: 11/09/2012
Packet Page 106 of 243
Request for Proposal (RFP) for:
Banking Services
City of Edmonds
Finance Department
121 5th Avenue N.
Edmonds, WA 98020
Packet Page 107 of 243
City of Edmonds Banking Services RFP
August 15, 2012 Page 2 of 22
I. PURPOSE OF REQUEST
The City of Edmonds (“City”) is requesting proposals for its primary banking services. The
City’s needs are outlined in the following Request for Proposal (“RFP”).
II. BID PROCESS
The City will attempt to follow this timetable, which should result in the implementation of a
banking services agreement by December 6th, 2012
Issue RFP August 15th, 2012
Deadline for Submittal of Proposals - 4:00 p.m. October 5th, 2012
Interview with Selected Firms October 17th, 2012 (if necessary)
Preliminary Selection of Firm November 6th, 2012
Recommendation to City Council November 13th, 2012
Implementation of Banking Services Agreement December 6th, 2012
III. MINIMUM QUALIFICATIONS
To be considered for selection, financial institutions must meet at least the following minimum
qualifications:
A. Authority to offer banking services. Institution must hold a charter from either the
United States Government or the State of Washington.
B. Access to the Federal Reserve System. Institution must be a member of (or
have access to) the Federal Reserve System and have access to all Federal
Reserve System services.
C. Legal Compliance. Institution must be in compliance with all applicable laws,
rules, regulations, and ordinances of the City of Edmonds, the State of
Washington, and the United States
D. Public Deposit Protection Act. Institution must be a Washington State qualified
depository for public funds and must be in compliance with the Washington
Public Deposit Protection Act (RCW 39.58).
E. Local banking office. Institution must have an established office or local branch
within or close proximity to the City of Edmonds.
IV. INSTRUCTIONS TO PROPOSERS
A. All proposals and/or questions should be directed to:
Shawn Hunstock, Finance Director
City of Edmonds
Packet Page 108 of 243
City of Edmonds Banking Services RFP
August 15, 2012 Page 3 of 22
121 5th Avenue N.
Edmonds, WA 98020
(425) 775-7743
shawn.hunstock@ci.edmonds.wa.us
B. All proposals must be in a sealed envelope and clearly marked in the lower left-
hand corner: “RFP - Banking Services”. All proposals must be received by
October 5th, 2012 at 4:00 p.m. Five (5) copies of the RFP must be presented. No
faxed, e-mailed or telephone proposals will be accepted. Late proposals shall be
returned unopened.
C. Proposals should be prepared simply and economically, providing a straight
forward, concise description of provider capabilities to satisfy the requirements of
the request. Special bindings, colored displays, promotional materials, etc. are
not required. Emphasis should be on completeness and clarity of content. Use
recycled paper for responses and any printed or photocopied material created
pursuant to a contract with the City whenever practicable. Use both sides of the
paper for any submittal to the City whenever practical.
D. All proposals must include the following:
1. Responses to Banking Services Questions/Statements in section VIII.
2. Statement of Financial Institution Qualifications found in section IX, signed
and notarized.
3. Non-Collusion Affidavit Certificate found in section X, signed and notarized.
4. A detailed schedule of costs by specified task using the Bid Sheet form in
Attachment A. Volumes indicated on the Bid Sheet are estimates and actual
quantities may vary. Costs not included on the Bid Sheet, but which the
financial institution proposes to charge, must be individually itemized and
thoroughly explained. Bid Sheets must be executed by an official of the firm
in a position to commit the institution to provide the services in accordance
with these terms and conditions.
V. SCOPE OF SERVICES
General Information
The City of Edmonds is soliciting proposals for a primary banking relationship with a financial
institution which operates an office within the city limits. The City will be contracting for the
following general services for a four year period beginning December 6th, 2012 and ending
December 5th, 2016. At the City’s option, a two year extension will be permitted with the same
terms and conditions of the original contract or as amended.
The following is a listing of mandatory services the City requires of its financial institution:
• Demand deposit checking accounts;
• Nightly account balance sweep;
• Banking supplies;
• Interim financing or line of credit;
• Payroll direct deposit;
Packet Page 109 of 243
City of Edmonds Banking Services RFP
August 15, 2012 Page 4 of 22
• Trust & escrow agent services;
• Credit/debit card services;
• Investment safekeeping services;
• ACH debit services;
• On-line balance reporting;
• On-line Stop-pays;
• ACH reporting;
• On-line wire transfers;
• Overdraft Line of Credit;
• Positive-Pay on Checking Accounts;
• Purchasing Cards;
• Credit Cards;
• Safe Deposit Services;
• Night Depository Services.
• Excellent customer service & response;
Edmonds utilizes a check system, as opposed to warrants. The City anticipates that proposed
banking services will be compensated either by the credit earned on average collected balances
or CD, or a fee for service basis, but is also willing to consider other options.
The following is a list of optional services the City may require:
• Check 21 or similar expedited payment options;
• Lock-box Services;
• Courier Services;
• Armored Car Services;
• Account Reconciliation Processing (ARP).
Services Required
Checking Accounts: The City currently utilizes four checking accounts: 1) the primary
checking account, 2) an accounts payable account, 3) a payroll check processing account, 4)
and a checking account for the Court. The institution will furnish the City with additional
checking accounts as needed. Currently, City of Edmonds staff delivers deposits to the
institution’s branch once each workday, for processing and credit to the City’s account that day.
NSF checks must be processed twice before being returned to the City. The basic checking
account services should at least consist of:
• Provide month-end statements by the 15th day of the following month and provide
statements to various auditors upon request;
• Provide electronic check image retrieval on CD monthly including necessary
software;
• Provide individual and consolidated monthly account analysis for all accounts by the
15th day of the following month;
• Provide an on-line wire transfer system for transferring money to other institutions,
along with appropriate security levels for wire transfer initiations and approvals;
• Provide an on-line computer balance reporting system, with information on collected,
available and closing balances, as well as a detail of total debits and credits posted
to the account for the previous day, by 7:00 a.m. each business day;
• Provide an on-line reporting system that shows current day ACH credits and debits,
by 7:00 a.m. each business day.
• Provide deposit reporting by location via an auxiliary MICR field or other means;
Packet Page 110 of 243
City of Edmonds Banking Services RFP
August 15, 2012 Page 5 of 22
• Provide Positive Pay feature with exception reporting/return of unknown items;
• Provide for on-line stop-pay look-up and notification;
• Provide support in answering questions, trouble shooting problems and resolving
issues in a prompt manner;
• Provide means to inquire about canceled checks and stop payment on checks upon
proper authorization.
Nightly Sweep/Zero Balance: To supplement the City’s daily major cash transfers to primary
checking, and travel advance account, sweep account structures to bank intra-day or overnight
investment options should be utilized to ensure all minimal bank-held operating funds are
invested at the highest possible rate. Bank sweep alternatives shall include only SEC
registered US government and agency or prime money market funds. Sweeps are designed to
also minimize collateral risk for the System by eliminating overnight deposits which otherwise
must be collateralized.
Interim Financing and Overdraft Protection: The City may require short-term financing up to
$5,000,000 for a period not to exceed one (1) year in the form of short-term notes. This short-
term financing could be secured by the anticipated revenue of City funds or sale of General
Obligation, Revenue, or Local Improvement District bonds. The successful bidder agrees to
provide interim financing to the City on a prompt and competitive basis.
Although the City will attempt to minimize daylight and overnight overdraft situations, it
recognizes that there are times these situations will occur. It is anticipated these overdraft
situations will not exceed $5 million, if and when they do occur.
Trust and Escrow Agent Services: The City may require trust and escrow agent services to
hold letters of credit and other third party commercial documents. The institution will, in most
cases, be required to take physical custody of these securities, notify the Parties of their
expiration thirty days prior to termination of the agreement and accept renewal or replacement
of instruments. The City may also require retainage accounts be maintained for contractors
choosing to place retainage funds in an interest bearing account.
Safekeeping Services: The institution may occasionally require safekeeping facilities and
services for the City’s investment securities. Required safekeeping services include (but are not
limited to):
• Receive/deliver securities on a delivery versus payment method;
• Price securities to market;
• Collect coupon bond interest;
• Provide delivery confirmation on new security purchases;
• Provide a monthly statement of holdings;
• Register or transfer securities;
• Verify holdings as of specific dates for audit purposes;
• Credit the City’s account for interest and principal payments on the day received;
• Provide maturity and interest payment notices at least 5 days prior to payment date
The City currently invests in U.S. Treasury and Agency securities that require safekeeping
services. The City may invest in other securities allowed by Washington State Statute in the
future. The successful bidder will be required to comply with all State and Federal regulations
regarding safekeeping of municipal securities.
Packet Page 111 of 243
City of Edmonds Banking Services RFP
August 15, 2012 Page 6 of 22
Banking Supplies: The financial institution will be required to provide a supply of coin rollers,
locking bank bags, tamper proof plastic deposit bags, deposit slips, advance travel and other
miscellaneous checks, and endorsement stamps for each location. The cost of such supplies
shall be charged against the City’s primary checking account as supplies are furnished to the
City.
ACH Debit Services: As noted below, the City processes direct deposits of payroll twice a
month. Other miscellaneous ACH transactions such as merchant credit card fees, excise tax
payments, and federal tax payments flow through the account each month.
Direct Deposit for Payroll: Edmonds offers and encourages direct payroll deposit for its
employees. The City pays its employees semi-monthly on the 5th and 20th. On an average
payroll, 262 employees receive direct deposit, which generates approximately 342 transactions
per pay period due to many employees having multiple bank account transfers.
Currently, the City transmits the payroll data to the institution via modem before 4:00 p.m. the
second working day prior to payday. Deposits must be made into the employees’ account by
8:00 a.m. on payday. Any deviation from these time limits must be stated in the bid. Any bidder
with less restrictive time requirements will be given favorable consideration.
The City from time to time may need to transmit the payroll data one day prior to the pay date.
We are therefore requesting bids on both a one-day and two-day turnaround. We are interested
in what the deadlines for transmission are for both situations.
Credit/Debit Card Services: The Financial institution will provide the City with the ability to
accept payment through the use of credit/debit cards. The City currently accepts MasterCard
and Visa credit cards in person and on-line for collection of recreation payments, utility
payments, licensing payments, and online permit payments. The City currently has six locations
that accept credit cards, with the possibility of more locations in the future. The City will be
credited daily for the gross amount of the bank card transactions. Any sales discount fee or
percentage proposed will be billed at the end of each month as part of the activity charges.
Night Depository Services: The Financial institution will provide the City with the ability to
make ‘night drop’ deposits after hours. City staff will prepare a deposit slip and ‘night drop’ the
deposit after hours, for deposit the next day. We currently use the tamper-resistant plastic bags
for this function.
Corporate Credit Cards: The City also utilizes credit cards for travel, internet purchases,
emergencies and other purposes and would require the financial institution to itemize the cost
for issuing credit cards to the City and associated annual fees and rates. Currently the City has
twenty-eight departmental/individual Visa accounts. The cards are used to make purchases in
lieu of issuing purchase orders, and are used for travel needs by City staff while traveling for
City business.
Data Equipment Compatibility: The City is interested in equipment and data compatibility and
therefore requests the specifications needed for an automated wire transfer, ACH debit & credit,
credit card, balance reporting and any other automated systems be included in this proposal.
Any costs associated with automated data and equipment should be identified on the Bid Sheet
form in Attachment A.
Miscellaneous Optional Services: In addition to the requirements listed above, the proposal
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City of Edmonds Banking Services RFP
August 15, 2012 Page 7 of 22
shall identify proposed fees for the following services:
• Rapid processing/deposit options for checks such as Check 21;
• Automatic Account Reconciliation;
• Armored Car Services;
• Courier Services;
• Lockbox Services;
• Payment of Financial System Upgrades and Fees through use of analysis. In order
to enhance our banking/financial processing capabilities we may wish to pay for
these fees through banking analysis;
• Other services provided by your institution that would be beneficial to the City of
Edmonds, but have not specifically been addressed. Please itemize on the Bid
Sheet form in Attachment A.
Services Not Provided: In the event that the primary proposing financial institution does not
provide all requested services included in this RFP, the financial institution will submit as part of
its proposal additional partners/providers whom do provide these services. It is the sole
responsibility of the primary financial institution to secure and maintain the relationship with any
additional providers. The primary financial institution, at the time of bid submittal will identify all
secondary providers.
Should the financial institution be unable to secure and provide the relationship, in certain
instances such as the City’s financial system software vendor or armored car services, the City
may contract with independent service providers.
VI. TERMS AND CONDITIONS
A. The City reserves the right to reject any and all proposals, and to waive minor
irregularities in any proposal.
B. The City reserves the right to request clarification of information submitted, and
to request additional information on any proposal.
C. The City reserves the right to award any contract to the next most qualified
financial institution, if the successful financial institution does not execute a
contract within 30 days of being notified of selection.
D. Any proposal may be withdrawn up until the date and time set above for opening
of the proposals. Any proposal not so timely withdrawn shall constitute an
irrevocable offer, for a period of one hundred and twenty (120) days to sell to the
City the services described in the attached specifications, or until one or more of
the proposals have been approved by the City administration, whichever occurs
first.
E. The contract resulting from acceptance of a proposal by the City shall be in a
form supplied or approved by the City, and shall reflect the specifications in this
RFP. A copy of the proposed contract is available for review (see attachment B).
The City reserves the right to reject any proposed agreement or contract that
does not conform to the specifications contained in this RFP and which is not
approved by the City Attorney’s office.
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F. The City shall not be responsible for any costs incurred by the financial institution
in preparing, submitting or presenting its response to the RFP.
VII. EVALUATION PROCESSS
Proposals will be evaluated by a committee of City staff. Evaluations will be based on criteria
outlined herein which may be weighted by the City in a manner it deems appropriate. All
proposals will be evaluated using the same criteria. The criteria used will be:
A. Responsiveness to the RFP
The City will consider all the material submitted to determine whether the
financial institution’s offering is in compliance with the RFP documents.
B. Ability to Perform Required Services
The City will consider all the relevant material submitted by each financial
institution, and other relevant material it may otherwise obtain, to determine
whether the financial institution is capable of providing services of the type and
scope specific to the RFP.
The following elements may be given consideration by the City in determining
whether a financial institution is capable:
1. The ability and capacity of the financial institution and the skills, experience,
and availability of the specific individuals to be assigned to the City to perform
the services required;
2. The quality of performance by the financial institution on previous and similar
contracts and such other information as may be secured and considered
relevant by the City, including information on customer service as supplied in
section VIII 4 and obtained from references provided;
3. The ability of the financial institution to present professional and innovative
work; the skill of the financial institution as demonstrated by samples of
similar work and/or references from similar organizations;
C. Fees
As described in Section IV D. 4.
D. References
As described in Section VIII 2.
E. Community Presence
As described in Section VIII 3.
F. Interviews and Site Visits
The City may conduct interviews and site visits as part of the final selection
process.
VIII. BANKING SERVICES QUESTIONS/STATEMENTS
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City of Edmonds Banking Services RFP
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Please provide your responses to the items below in the order presented.
A. Provide the names of individuals, with phone numbers and e-mail addresses,
who will be working on the proposed services and their areas of responsibility
including their specific experience relative to the request for proposal
requirements.
B. Submit at least five (5) references (preferably from current local government
customers) who can attest to the financial institution’s experience as it relates to
providing banking services. The references must include contact name, title,
address, e-mail address, telephone number and services used.
C. Describe your institution’s community participation/reinvestment program
including your Community Reinvestment Act (CRA) rating.
D. Describe your institution’s customer service philosophy and organizational
structure and provide meaningful examples to illustrate.
E. Provide the following reports and information about your institution:
1. Analysis & bank statement
2. Safekeeping statement and receipts
3. Most recent financial statement
4. S&P and/or Moody’s credit rating or comparable rating
F. Provide a funds availability schedule. Describe one day, two day availability and
wire requirements.
G. Describe your Balance Reporting systems and availability.
1. What hardware/software does the bank use to deliver balance and
transaction detail information?
2. What time is previous day information available for access by the customer?
3. What are the hours of access of the balance reporting system?
4. Does the bank provide current day information?
a. How frequently is this information updated throughout the day?
b. What transaction types are available on current day reports?
5. Describe the level of detail provided in previous and current day reports?
6. How many days of history can be accessed through the system?
7. In what format is information available?
8. Provide a sample printout of the daily on-line balance information.
H. ACH Services:
1. What is the recommended service delivery method (i.e. direct transmission,
on-line, or other)?
a. What are the hardware/software requirements?
b. What training does the bank provide?
c. Does the software offer the ability to manage security and access levels
by user?
d. What report options are available?
e. What controls are in place to protect against lost files and duplications of
transmissions?
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f. Does the bank provide automatic file receipt acknowledgements? If so,
how?
g. Describe the role of any third-party processor used by the bank to provide
this service?
2. What are the hours of operation of the ACH unit?
3. What are the bank’s cut-off times for customer initiation of ACH transactions?
4. Describe the procedures used to verify accurate and secure receipt of
transmissions.
5. Can the bank automatically redeposit items returned for insufficient or
uncollected funds?
6. How does the bank handle file, batch, and item reversals and deletions?
I. Positive Pay
1. What is the recommended service delivery method (i.e. direct transmission,
on-line, or other)?
a. What are the hardware/software requirements?
2. What controls are in place to protect against lost files and duplications of
transmissions?
3. Does the bank provide automatic file receipt acknowledgements? If so, how?
4. Describe the role of any third-party processor used by the bank to provide
this service?
5. What is the bank’s deadline for transmitting files/data?
6. What is the process for notifying the bank of a single check or small check
run outside of the regular batch file?
7. How does the City notify the bank of voided and stop payment checks?
8. Does your bank have payee verification?
9. Is the positive pay service fully implemented at all bank branches?
10. How does the bank handle exception (“paid not issued”) items?
a. Does the bank offer a daily listing of exception items?
b. Are there defaults available for each account to either automatically return
or pay on exception items?
c. What is the timeline for reporting exceptions to the city?
d. How are exceptions reported to the city? Will an image be available?
e. What is the timeline for the city to act on any exceptions?
f. What are the hours of operation of this service unit?
J. Merchant Card Services:
1. Provide a funds availability schedule by card type. Is it negotiable?
2. What is the settlement deadline?
3. What daily and/or monthly reconciliation reports are available?
4. Do you offer recurring billing processing?
K. Payment of Fees. Respondents will need to provide information on the following:
1. The proposed method for setting rates on a compensating certificate of
deposit;
2. Whether a service charge credit/debit can be carried forward to the next
period;
3. The formula for any fees in the event of an overdraft;
4. Describe what constitutes a daylight and overnight overdraft situation.
L. Errors and Adjustments
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1. Describe your adjustment process for resolving deposit discrepancies.
2. At what dollar amount do you write off discrepancies?
3. Do you adjust the deposit amount or process an adjusting debit or credit?
M. Describe how inquires requiring research and adjustments are handled by the
institution. Are there established turn-around times for research and adjustment
items? If yes, specify.
N. Describe NSF or Returned Items processing procedures, fees or other related
services available. The City will require re-depositing ‘NSF’ or ‘uncollected funds’
returned items so that they may be presented a second time prior to being
charged back.
O. Security/Protection Measures: What security features are in place to minimize
the risk of unauthorized transactions?
P. Service Enhancements: Describe any enhancements, technological or otherwise,
that we should consider to improve operational or cash management efficiencies.
Q. Discuss your use of the internet in providing services to your municipal/business
customers.
R. Provide information on how your institution plans to keep your product line
competitive. Describe what approach the bank is taking in the development of
new services and what new services and/or features the bank plans to offer and
within what time frame.
S. Disaster Recovery:
1. Describe your institution’s formal disaster recovery plan.
2. How quickly will back-up facilities be activated?
3. Describe your institution’s operating capabilities to assist the City in the event
of a disaster or declared emergency.
T. Conversion Plan: Describe the conversion plan you would coordinate to ensure a
smooth transition from the current provider.
U. List the address and hours of operation at your nearest branch office and also
the hours of operation for non-branch services.
V. Discuss any special conditions, other fees, other services, or deviations from the
requested scope.
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City of Edmonds Banking Services RFP
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IX. STATEMENT OF FINANCIAL INSTITUTION QUALIFICATIONS
Each financial institution submitting a proposal for items included in this document shall prepare
and submit the following data along with their proposal:
1. Name of Financial Institution
2. Business Address
3. Business Phone Fax No.
4. E-mail address
5. How many years have you been in business under the present name?
6. General character of services provided by your institution:
7. City of Edmonds Business License Number:
8. State of Washington Sales Tax Registration Number:
9. Federal I.R.S. Identification Number:
10. I certify that the institution:
is capable of providing the services as outlined in this proposal,
will comply with the rules and regulations outlined by the Revised Code of Washington,
Edmonds Municipal Code, and the Washington Public Deposit Protection Commission,
and other applicable laws and regulations.
City of Edmonds
Banking Services
Institution Name Authorized Signature
Sworn before me, this day of, 2012.
Notary Public
in and for the State of Washington
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City of Edmonds Banking Services RFP
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X. NON-COLLUSION AFFIDAVIT CERTIFICATE
State of Washington )
)ss
County of )
The undersigned, being duly sworn, deposes and say that the person, firm, association, co-
partnership, or corporation herein named has not either directly or indirectly entered into any
agreement, participated in any collusion, or otherwise taken any action in restraint of free
competitive bidding in the preparation and submission of a proposal to the Owner for
consideration in the award of a contract on the improvement described as follows:
City of Edmonds
Banking Services
Institution Name Authorized Signature
Sworn before me, this day of, 2012.
Notary Public
in and for the State of Washington
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City of Edmonds Banking Services RFP
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XI. OTHER INFORMATION
For additional information or explanation of the contents or intent of these specifications, please
e-mail your questions to Shawn Hunstock, Finance Director, at
shawn.hunstock@ci.edmonds.wa.us. An optional bidder’s conference will be held ___________
at 9:00 a.m. in the Council Chambers of the Edmonds City Hall, 121 5th Ave N, Edmonds,
Washington.
The City will provide copies of this document for your modification in MS Word format (.doc) to
assist with your responses.
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City of Edmonds Banking Services RFP
August 15, 2012 Page 15 of 22
Attachment A
Bid Sheet
Item
Unit
Price
Estimated
Monthly
Volume
Avg.
Monthly
Cost Explanation
Account Analysis:
ACCOUNT MAINTENANCE – MAIL 4.00
Account Reconciliation:
BASIC POS PAY- ACCOUNT BASE 2.00
BASIC POS PAY – PER ITEM 250.00
BASIC POS PAY – PER ITEM 250.00
BASIC POS PAY - PER ITEM 116.33
BPP – PPW EXCEPTION REPORTED 3.00
BPP – PPW EXCEPTION IMAGE VIEW ED 3.25
BPP – PPW UPLOAD ISSUE FILE 250.00
BPP –PPW UPLOAD ISSUE FILE 250.00
BPP – PPW UPLOAD ISSUE FILE 133.42
BPP –PPW MANUAL ISSUE ENTRY 2.17
Business Checking:
BRANCH DEPOSIT 32.92
ELECTRONIC CREDIT 149.50
NIGHT DROP DEPOSIT 155.42
PAID CHECK CHARGE 500.00
PAID CHECK CHARGE 133.42
ELECTRONIC DEBIT 31.75
BANK STATEMENT WEB 4.00
Check Processing:
UB CHECKS – BRANCH DEPOSIT 136.00
LOCAL CLR.HSE./BRANCH DEP. 28.00
LOCAL FED DIST 12 – BRANCH DEP 4,065.67
OTHER FED – BRANCH DEPOSIT 810.42
DEBIT ERROR NOTICE 3.30
CREDIT ERROR NOTICE 1.86
Clear Pay:
ACH WEB MONTHLY BASE FEE 1.00
ACH WEB CREDIT TRANSACTION 100.00
ACH WEB CREDIT TRANSACTION 488.42
ACH WEB NOC TRANSMISSION 3.29
ACH WEB BATCH RELEASE 2.00
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City of Edmonds Banking Services RFP
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Commercial Customer Service:
IMAGE OF DEP ITEM <30 DAYS 176.75
IMAGE OF DEP ITEM 31-60 DAYS 2.00
Information Reporting:
SIMPLIFIED PD REPORT ACCT – CLVL 5.00
SIMPLIFIED PD BAL/SUM UPDATED 1,088.75
SIMPLIFIED PD TRANSACTION UPDT 1,088.42
SIMPLIFIED CD REPORT ACCT – CLVL 5.00
SIMPLIFIED CD BAL/SUM UPDATED 234.42
SIMPLIFIED CD TRANSACTION UPDT 256.17
Deposited Items Returned:
DEPOSITED ITEMS RETURND-CHRGBK 11.83
Office Cash Services:
DEPOSITED CURRENCY 42,331.64
CURRENCY FURNISHED 647.45
Savings Account:
BANK STATEMENT WEB 1.00
FDIC INSURANCE 1.59
Statements:
IOD-SINGLE IMAGE (<120 DAYS) 8.40
STATEMENT-IMAGE VIEW 2.00
Teleservices:
INQUIRY & TRANSFER SERVICE 1.00
Team Stop Payments:
WEB STOP SINGLE INQUIRY 1.50
WEB DDA STOP PAYMENT 2.50
Electronic Wire Transfer:
ACCT TRANSFER END-OF-DAY/WEB 1.25
WIRE TRANSFER MONTHLY FEE/WEB 1.00
Zero Balance Accounts:
SUB LEVEL 1 1.00
SUB LEVEL 1 1.00
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Notes or Item Description:
Formulas:
Daylight Overdraft Formula
Overnight Overdraft Formula
Short-Term Financing Formula
FDIC Insurance Formula
Service Charge Credit Formula
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City of Edmonds Banking Services RFP
August 15, 2012 Page 18 of 22
The undersigned, an institution or firm maintaining operations within the city limits of Edmonds,
Washington, submits the following proposal for the City’s banking services for the period
beginning December 6th, 2012 and ending December 5th, 2012.
Authorization:
Institution Name Date
Mailing Address Phone Number
City, State, Zip Fax Number
By Title
Contact Name (if different from above) Contact Phone Number
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August 15, 2012 Page 19 of 22
Attachment B
Banking Services Agreement
BANKING SERVICES AGREEMENT PROVISIONS FOR THE CITY OF EDMONDS
The City of Edmonds, Washington, a municipal corporation (hereinafter the "City") and
______________________, whose address is ______________________________________,
(hereinafter the "Financial Institution", agree and contract as follows:
A. SERVICES BY FINANCIAL INSTITUTION
1. The Financial Institution agrees to perform the services described in this
proposal, which attachment is incorporated herein by reference.
2. All services, and all duties incidental or necessary thereto, shall be conducted
and performed diligently and completely and in accordance with professional
standards of conduct and performance.
B. COMPENSATION
1. The total compensation to be paid to the Financial Institution shall be detailed
in Attachment A.
The above fees include all labor, materials and expenses required for the
completion of these services.
2. Payment to Financial Institution by the City in accordance with the above
shall be the total compensation for all work performed under this agreement
and supporting documents hereto as well as all subcontractor's fees and
expenses, supervision, labor supplies, materials, equipment or the use
thereof, reimbursable expenses, and other necessary incidentals.
3. The Financial Institution shall be paid based on the acceptance of the
proposed compensation.
4. The City shall have the right to withhold payment to the Financial Institution
for any service not completed in a satisfactory manner until such time as the
Financial Institution modifies such service to the satisfaction of the City.
5. Unless otherwise specified in this Agreement, any payment shall be
considered timely if a check is mailed or is available within 45 days of the
date of actual receipt by the City of an invoice conforming in all respects to
the terms of this Agreement.
C. TERMINATION OF AGREEMENT
The City reserves the right to terminate or suspend this Agreement at any time,
with or without cause, by giving forty-five (45) days’ notice to the financial
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City of Edmonds Banking Services RFP
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institution in writing. In the event of termination, all finished or unfinished reports,
or other material prepared by the Financial Institution pursuant to the Agreement
shall be provided to the City. In the event the City terminates this agreement
prior to completion without cause, the Financial Institution may complete such
analyses and records as may be necessary to place its records in order. The
Financial Institution shall be entitled to receive just and equitable compensation
of any satisfactory services completed prior to the date of suspension or
termination, not to exceed the compensation set forth above. Should the
Financial Institution desire to terminate this agreement, written notice of 180 days
is required.
D. OWNERSHIP OF WORK PRODUCT
Ownership of the originals of any reports, data, studies, surveys, charts, maps,
drawings, specifications, figures, photographs, memoranda, and any other
documents which are developed, compiled or produced as a result of this
agreement, whether or not completed, shall be vested in the City. Any reuse of
these materials by the City for projects or purposes other than those which fall
within the scope of this agreement or the project to which it relates, without
written concurrence by the Financial Institution will be at the sole risk of the City.
E. GENERAL ADMINISTRATION AND MANAGEMENT
The Finance Director for the City of Edmonds shall review and approve the
Financial Institutions charges to the City under this Agreement, shall have the
primary responsibility for overseeing and approving services to be performed by
the Financial Institution, and shall coordinate all communications with the
Financial Institution from the City.
F. CONTRACT PERIOD
The Banking Services Agreement is to extend for a period of four years,
beginning on December 6th, 2012 with a two year option to renew the Agreement.
The City in order to exercise its renewal option will need to do nothing. At the
end of this period, the City may choose to negotiate a renewal option or to
request additional proposals.
G. SUCCESSORS AND ASSIGNS
The Financial Institution shall not assign, transfer, convey, pledge, or otherwise
dispose of this agreement or any part of this agreement without prior written
consent of the City.
H. NONDISCRIMINATION
The Financial Institution shall, in all hiring or employment made possible or
resulting from this agreement, take affirmative action to ensure that there shall be
no unlawful discrimination against any employee or applicant for employment
because of sex, race, age, color, creed, national origin, marital status or the
presence of any sensory, mental or physical handicap, unless based upon a
bonafide occupational qualification, and this requirement shall apply to but not be
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City of Edmonds Banking Services RFP
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limited to the following: employment, advertising, layoff or termination, rates of
pay or other forms of compensation and selection for training, including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit
of any services or activities made possible by or resulting from this Agreement on
the grounds of sex, race, color, creed, national origin, age except minimum age
and retirement provisions, marital status, or the presence of any sensory, mental
or physical handicap.
I. HOLD HARMLESS/INDEMNIFICATION
The Financial Institution agrees to indemnify, defend, and save harmless the City
and its officers, agents, and employees, from any claim, real or imaginary, filed
against the City or its officers, agents, or employees, alleging damage or injury
arising out of the subject matter of this Agreement; provided, however, that such
provision shall not apply to the extent that the damage or injury results from the
fault of the City or its officers, agents, or employees. "Fault" as herein used shall
have the same meaning as set forth in RCW 4.22.015.
J. LIABILITY INSURANCE COVERAGE
The Financial Institution will, at the Financial Institution's sole expense, obtain
and maintain during the life of this Agreement, policies of comprehensive general
liability insurance, each with combined single limits of not less than $1,000,000
per occurrence. Any policy of required insurance on a claims-made basis shall
provide coverage as to all claims arising out of the services performed under the
contract and filed within three (3) years following completion of the services so to
be performed. A failure to obtain and maintain such insurance or to file said
certificates shall be a material breach of this Agreement.
K. COMPLIANCE WITH LAWS
The Financial Institution shall comply with all applicable State, Federal and City
laws, ordinances, regulations, and codes.
L. FUTURE SUPPORT
The City makes no commitment and assumes no obligations for the support of
Financial Institution activities except as set forth in this Agreement.
M. INDEPENDENT CONTRACTOR
The Financial Institution is and shall be at all times during the term of this
agreement an independent contractor.
N. EXTENT OF AGREEMENT/MODIFICATION
This Agreement, together with all attachments and addenda, represents the
entire and integrated Agreement between the parties hereto and supersedes all
prior negotiations, representations or agreements, either written or oral. This
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August 15, 2012 Page 22 of 22
Agreement may be amended, modified or added to only by written instrument
properly signed by both parties hereto.
O. ADDITIONAL WORK
The City may desire to have the Financial Institution perform other services in
connection with the banking relationship other than provided for by the express
intent of this contract. Any such services shall be considered as additional work,
supplemental to this Agreement. Additional work shall not proceed unless so
authorized in writing by the City.
Authorized additional work will be compensated for in accordance with a written
supplemental Agreement between the City and the Financial Institution.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates written
below:
FINANCIAL INSTITUTION: CITY OF EDMONDS:
By: By:
Title: Title:
Date: Date:
APPROVED AS TO FORM:
Edmonds City Attorney
Date:
Packet Page 128 of 243
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AM-5242 2. A.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted For:Jerry Shuster Submitted By:Megan Luttrell
Department:Engineering
Committee: Parks, Planning, Public Works Type: Action
Information
Subject Title
Authorization for Mayor to sign a $67,112.90 grant from the State through the Salmon Recovery Board (SRFB) and the
Recreation and Conservation Office (RCO) for a limited feasibility study for the day lighting of Willow Creek from the
Edmonds Marsh to Puget Sound.
Recommendation
Forward this item to the consent agenda for approval at the November 20, 2012 Council meeting.
Previous Council Action
None.
Narrative
This project is exploring the feasibility of maximizing Chinook salmon rearing habitat in Edmonds Marsh through day lighting
a connection between Willow Creek and Puget Sound. The original sponsor (recipient) of this grant was the non-profit
organization People for Puget Sound (PfPS). The City has been working co-operatively with PfPS on this project since late
2011; which included providing matching dollars for the grant from the 412-200 (Stormwater Capital) Fund. On October 1,
2012, PfPS closed its doors, and the RCO-SRFB seeks a new sponsor for the remaining grant dollars.
If Council approves acceptance of the grant, the City will contract with the original consultant that is working on the project to
complete the remaining tasks. The City held 4 of the 5 spots on the selection panel when this consultant was selected for the
project earlier in 2012.
The grant agreement has been “approved as to form” by the City Attorney.
Fiscal Impact:
This grant will add to the 412-200 Fund. Matching funds ($50,000 total) have already been allocated in the 2012 budget.
Funds will be rolled over to 2013, if necessary, given that the sponsor change may impact the project schedule.
Attachments
Attachment 1 - Amendment
Attachement 2 - Original Agreement
Form Review
Inbox Reviewed By Date
Engineering Robert English 11/08/2012 01:57 PM
Public Works Kody McConnell 11/08/2012 02:53 PM
City Clerk Sandy Chase 11/08/2012 02:56 PM
Mayor Dave Earling 11/09/2012 09:16 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:17 AM
Form Started By: Megan Luttrell Started On: 11/07/2012 01:51 PM
Packet Page 131 of 243
Final Approval Date: 11/09/2012
Packet Page 132 of 243
Amendment to Project Agreement
11-1553PPeople for Puget Sound
Willow Creek daylighting
Amendment Type:
Project Sponsor Change
Amendment Description:
Project sponsor is changed to City of Edmonds, as People for Puget Sound is ceasing
operations and transitioning projects to other agencies.
Project Sponsor:Project Number:
Amendment Number:Project Title:1
Agreement Terms
In all other respects the Agreement, to which this is an Amendment, and attachments thereto, shall
remain in full force and effect. In witness whereof the parties hereto have executed this Amendment.
State Of Washington
Recreation and Conservation Office
Project Sponsor
BY:
AGENCY:
BY:
Kaleen Cottingham
TITLE:Director TITLE:
DATE:DATE:
Pre-approved as to form:
BY: /S/
Assistant Attorney General
EXISTING
AGENCY:
BY:
TITLE:
DATE:
NEW
PSAR Project Project Sponsor Change Amendment
AMENAGR2.RPT
Salmon Funding Accounts Chapter 77.85 RCW, Chapter 420 WAC
Packet Page 133 of 243
AMENDMENT APPROVAL FORM InitialsDate
Grant Mgr:
Section Mgr:
Fiscal:
Deputy:
Director:Project Sponsor:
Project Title:
Project #:
Amendment #:
Willow Creek daylighting
People for Puget Sound
1 - Project Sponsor Change
11-1553 Planning
AMENDMENT DESCRIPTION:
Project sponsor is changed to City of Edmonds, as People for Puget Sound is ceasing operations and transitioning projects
to other agencies.
PROJECT SUMMARY:
Board Funded Date:12/09/2011 Prior Time Extensions:0 RCO Amount: $100,000.00
Project Start Date:
Original End Date:
12/08/2011
12/31/2013
Current End Date:12/31/2013
Other External Amendments:0
Sponsor Active Projects:
Sponsor Completed Projects:
1
1
Sponsor Not Completed Projects:1
Sponsor Dead Projects:0
Sponsor Match Amount:$52,100.00
Total:$152,100.00
RCO Paid To Date (33%):$32,887.10
RCO Remaining (67%):$67,112.90
Last Billing Date:10/15/2012Last Progress Report:
PROJECT AGREEMENT DESCRIPTION:
People for Puget Sound will explore the feasibility of maximizing Chinook salmon rearing habitat in Edmonds Marsh through
daylighting the connection between Willow Creek and Puget Sound. Edmonds Marsh is located within the City of Edmonds in
the Central Puget Sound basin. The feasilibility report will a) evaluate the topography and hydrology of the marsh area to
determine the potential for use by juvenile Chinook; b) analyze three options for daylighting Willow Creek; c) assess the
hydrology of a restored marsh system that identifies the freshwater and saltwater hydrology signal, average water elevation,
maximum and minimum water levels and hydroperiod during tidal fluctuations; and d) provide conceptual designs for the
preferred alternative.
The evaluation of sediment accretion, erosion, and transport, and storm water inputs may be part of a later feasibility
assessment phase.
PROJECT FUNDING (CURRENT):
Bien Fund Appn Reapp Ind Orig Bien Orig Appn Grant Activity SubActiv SO Amount
11-13 057 K00 New psarp PROJ NZ $100,000.00
QUESTIONS:
Yes No N/A
Other
(see notes)
Is the amendment request consistent with the original project intent?
Did the sponsor provide adequate justification for the proposed change?
Did the sponsor exhaust all practical alternatives before requesting the amendment?
Is the current project meeting its milestone obligations to RCO?
Is the current project meeting its billing obligations to RCO?
Did the sponsor have little control over the condition causing the amendment?
Does the sponsor have a good track record of implementing projects?
AMENDAPPROVALFORM.RPT
Packet Page 134 of 243
Yes No N/A
Other
(see notes)
Will the proposed change help implement the project faster?
Is the project change a result of a design and /or permitting requirement?
Will this action cause funding to be re-appropriated?
Is staff recommending approval of this amendment request?
Does the Lead Entity support the proposed change and is the documentation provided (letter or
e-mail)?
Is the proposed change technically sound? Has the Review Panel reviewed the change? If so,
have their comments been incorporated into the request (i.e. conditioning)?
NOTES AND ANALYSIS:
AMENDAPPROVALFORM.RPT
Packet Page 135 of 243
Amendment Special Conditions
Amendment Number:Project Title:
Project Sponsor:
Special Conditions
Project Number:People for Puget Sound
Willow Creek daylighting
11-1553 P
1
a. Cultural Resources Consultation: This project does not include ground disturbing activities, nor alter structures built
more than 50 years ago, and therefore appears to be exempt from Governor’s Executive Order 05-05 Archaeological
and Cultural Resources Consultation as described in Section 9 of this project agreement. If any ground disturbance or
demolition or modification of structures older than 50 years becomes necessary, promptly notify your RCO grant
manager as cultural resources consultation will be required. Completion of this consultation and a Notice to Proceed
from RCO will be required before these activities can begin.
b. Design Deliverables: The project will meet the standards for Design and Restoration Project Deliverables described in
Manual 18 (January 2012) Appendix D "Conceptual Design Deliverables" which includes a comprehensive report
addressing the following elements:
1. Description of the project site and the problem(s) within the context of salmon recovery.
2. Identification of specific objectives for addressing the problem(s).
3. Presentation and evaluation of basic site characterization data and engineering analysis that was used for
identifying the conceptual design alternatives.
4. Identification and conceptual design of alternatives for achieving the project objectives. Each conceptual design
alternative should include a description of the design and at least a plan view drawing of the proposed project
on an accurately-scaled site plan. The plan view drawing should include: an area/location map; property
boundaries (either surveyed or approximated based on assessor’s data); landownership; roads or other
infrastructure as appropriate; scale; North arrow; waterbodies and direction of flow; ordinary high water line or
mean high water line for marine waters; and approximate dimensions of proposed elements. Sponsors should
provide a plan view showing the existing conditions of the site as well as the proposed project.
5. Evaluation and discussion of the pros and cons of each alternative. This explanation should take into account
the views of stakeholders (including landowners, and lead entity citizen and technical groups) and other factors
the sponsor considers relevant.
6. Selection of preferred alternative(s) including an explanation for why it was selected over the other alternatives.
For some projects, it may be unrealistic to narrow the “preferred alternative” to one option, because additional
technical information may be needed to make a fully informed choice. In these situations, it would be
acceptable to advance more than one alternative to the preliminary project design phase.
7. Rough construction cost estimate of the preferred alternative(s).
November 7, 2012ASPECCOND.RPT Page 1Packet Page 136 of 243
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3
AM-5246 2. B.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted For:Rob English Submitted By:Robert English
Department:Engineering
Committee: Parks, Planning, Public Works Type: Action
Information
Subject Title
Report on final construction costs for the Relocation of Private Electrical Services for the Main Street Improvements (5th Ave
- 6th Ave) and acceptance of project.
Recommendation
Forward item to the consent agenda for acceptance at the November 20, 2012 City Council meeting.
Previous Council Action
Narrative
The Main Street Improvement project between 5th and 6th Avenues included the relocation of existing overhead utilities to the
alley south of Main Street. The Snohomish County PUD completed the relocation work to move the overhead wires to the
alley. Four private property electrical services were required to be redirected to the new electrical system in the alley. The
City, through the small works project process, hired Chermak Construction to complete the reconnection of the private
electrical services.
The contract award amount was $27,117.68 and the work has been completed and inspected by the Department of Labor and
Industries. There were no change orders required to complete the project and the contractor was paid the full contract
amount.
Form Review
Inbox Reviewed By Date
Engineering Robert English 11/07/2012 05:33 PM
Public Works Kody McConnell 11/08/2012 02:53 PM
City Clerk Sandy Chase 11/08/2012 02:56 PM
Mayor Dave Earling 11/09/2012 09:17 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:20 AM
Form Started By: Robert English Started On: 11/07/2012 04:52 PM
Final Approval Date: 11/09/2012
Packet Page 157 of 243
AM-5249 2. C.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:15 Minutes
Submitted For:Councilwoman Petso Submitted By:Jana Spellman
Department:City Council
Committee: Parks, Planning, Public Works Type: Information
Information
Subject Title
Presentation from staff regarding Council communication of City plans to the PSRC and other relevant agencies
Recommendation
This is for discussion only.
Previous Council Action
None
Narrative
Recent discussion regarding long-range transportation plans has revealed some lack of clarity resulting in, among other things,
a recently postponed public hearing on a proposed transportation corridor analysis of SR 104, and the discovery that the
PSRC’s transportation 2040 plan includes both a statement that the ferry terminal will remain at main street and that the ferry
terminal will move to the South as discussed in the Edmonds Crossing FEIS.
It is hoped that the presentation can include guidance to the committee to assure that City plans are consistent, and that other
agencies adopt plans that recognize and are consistent with the City’s efforts.
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/08/2012 11:55 AM
Mayor Dave Earling 11/09/2012 09:19 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:26 AM
Form Started By: Jana Spellman Started On: 11/08/2012 08:28 AM
Final Approval Date: 11/09/2012
Packet Page 158 of 243
AM-5241 3. A.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted By:James Lawless
Department:Police Department
Committee: Public Safety, Personnel Type: Action
Information
Subject Title
Renewal of interlocal agreement with Okanogan County for jail services.
Recommendation
It is the recommendation of staff that the Public Safety and Personnel Committee forward to the full Council for approval via
consent agenda.
Previous Council Action
Narrative
In August 2011, the city entered into an agreement with the Okanogan County Jail to provide long-term commitment services
for subjects sentenced through the Edmonds Municipal Court. This is a renewal of that original agreement, with no
substantive changes, with the exception of extending this to a three year agreement as opposed to a one year agreement with
subsequent addendums.
The City Attorney has reviewed the the attached ILA and has approved the document as to form.
Attachments
Okanogan County ILA
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/07/2012 02:55 PM
Mayor Dave Earling 11/07/2012 03:13 PM
Finalize for Agenda Sandy Chase 11/07/2012 04:16 PM
Form Started By: James Lawless Started On: 11/07/2012 01:30 PM
Final Approval Date: 11/07/2012
Packet Page 159 of 243
1
AFTER RECORDING RETURN TO
_____________________________
_____________________________
_____________________________
AGREEMENT BETWEEN OKANOGAN COUNTY,
WASHINGTON AND THE CITY OF EDMONDS,
WASHINGTON, FOR THE HOUSING OF INMATES IN
THE OKANOGAN COUNTY JAIL
THIS AGREEMENT is made and entered into by and between the City of Edmonds,
hereinafter referred to as "the City", and the Board of County Commissioners of Okanogan
County, Washington, hereinafter referred to as "Okanogan County", each party having been duly
organized and now existing under the laws of the State of Washington.
WITNESSETH:
WHEREAS, Okanogan County is authorized by law to operate a jail and the City is
authorized by law to operate a jail; and
WHEREAS, the City wishes to designate the Okanogan County jail as a place of
confinement for the incarceration of one or more inmates lawfully committed to the City's
custody; and
WHEREAS, the Director of the Corrections Facility of Okanogan County is desirous of
accepting and keeping in his/her custody such inmate(s) in the Okanogan County jail for a rate of
compensation mutually agreed upon by the parties hereto; and
WHEREAS, RCW 39.34.080 and other Washington law, as amended, authorizes any
county to contract with any city to perform any governmental service, activity or undertaking
which each contracting jurisdiction is authorized by law to perform; and
WHEREAS, the governing bodies of each of the parties hereto have determined to enter
into this Agreement as authorized and provided for by RCW 39.34.080 and other Washington
law, as amended,
NOW, THEREFORE, in consideration of the above and foregoing recitals, the payments
to be made, the mutual promises and covenants herein contained, and for other good and
valuable consideration, the parties hereto agree as follows:
Section 1. GOVERNING LAW
Packet Page 160 of 243
2
The parties hereto agree that, except where expressly otherwise provided, the laws and
administrative rules and regulations of the State of Washington shall govern in any matter
relating to inmate confinement pursuant to this Agreement.
Section 2. DURATION
This Agreement shall remain in full force and effect from January 1, 2013 until December 31,
2015, subject to earlier termination as provided by Section 3 herein. Nothing in this Agreement
shall be construed to make it necessary for the City to have inmates housed in Okanogan County
continuously.
Section 3. TERMINATION
(a) By either party. This Agreement may be terminated by written notice from
either party to the other party and to the State Office of Financial Management as required by
RCW 70.48.090, stating the grounds for said termination and specifying plans for
accommodating the affected City inmates, delivered by regular mail to the contact person
identified herein, provided that termination shall become effective ninety (90) days after receipt
of such notice. Within said ninety (90) days, the City agrees to remove its inmate(s) from the
Okanogan County jail.
(b) By the City due to lack of funding. The obligation of the City to pay
Okanogan County under the provision of this Agreement beyond the 2013 fiscal year is
expressly made contingent upon the appropriation, budgeting, and availability of sufficient funds
by and from the City of Edmonds. In the event that such funds are not budgeted, appropriated or
otherwise made available for the purpose of payment under this Agreement at any time after the
2013 fiscal year, then the City shall have the option of terminating the Agreement upon written
notice to Okanogan County, except that all services provided to that point shall be compensated
at the agreed rate. The termination of this Agreement for this reason will not cause any penalty to
be charged to the City.
(c) Compensation Due for Services Rendered. In the event of termination of
this Agreement for any reason, the City shall compensate Okanogan County in the same manner,
and at the same rates, as if this Agreement had not been terminated, should any City inmates
remain housed by Okanogan County after notice of such termination.
Section 4. MAILING ADDRESSES
(a) All notices, reports, and correspondence to the respective parties of this
Agreement shall be sent to the attention of the following people, except as set forth in (b) below:
Okanogan County:
Okanogan County Corrections
Street 149 4th Ave N
City Okanogan, WA 98840
Contact Person: Noah Stewart
Packet Page 161 of 243
3
City of Edmonds:
Edmonds Police Department
250 5th Avenue
Edmonds, WA 98020
Contact Person: Assistant Chief of Police Jim Lawless
(b) Contact Person: Notification related to the Medical, Removal, Escape, or
Death clauses herein shall be given by facsimile with a follow up telephone call to:
The City of Edmonds Assistant Chief of Police shall serve as administrator or responsible
official for this Agreement. PHONE NUMBER CONTACT (425) 771.0200
Section 5. COMPENSATION
(a) Rates. Except as provided in subsection (b), Okanogan County agrees to
transport City inmates at no transport cost to the City, between the Okanogan County
Corrections Facility and the City Jail or such other location as designated by the City in order to
transport inmates to and from the City, and to house the City inmates for compensation per day
per inmate, at the rate of fifty-three dollars and fifty cents ($53.50) per day. This rate shall be in
effect from January 1 through December 31, 2013. The rate shall be adjusted in 2014 and 2015,
with the new rate taking effect on January 1st of each year, in an amount equivalent to 100% of
the June to June Seattle, Tacoma, and Bremerton CPI-W for the preceding year.
(b) Billing and payment. Okanogan County agrees to provide the City with
an itemized bill listing all names of inmates who are housed, the case or citation number, the
number of days housed including the date and time booked into Okanogan County’s jail and the
date and time released from Okanogan County’s jail, and the dollar amount due for each.
Okanogan County agrees to provide said bill on or about the 10th of each month. The City agrees
to make payment to Okanogan County on or about thirty (30) days from the date the bill is
received.
Section 6. RIGHT OF INSPECTION
The City shall have the right, but not the duty, to inspect at all reasonable times, all Okanogan
County jails in which inmates of the City are confined in order to determine if such jail maintains
standards of confinement acceptable to the City and if such inmates therein are treated equally
regardless of race, religion, color, creed or national origin. Okanogan County shall be obligated
to manage, maintain, and operate its facilities consistent with all applicable federal, state and
local laws and regulations.
Section 7. INMATE ACCOUNTS
Okanogan County shall establish and maintain an account for each inmate received from the City
and shall credit to such account all money which is received and shall make disbursements,
debiting such account in accurate amounts for the inmate's personal needs. Disbursements shall
be made in limited amounts as are reasonably necessary for personal maintenance. Okanogan
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County shall be accountable to the City for such inmate funds. At either the termination of this
Agreement, the inmate's death, release from incarceration or return to either the City or indefinite
release to the court, the inmate's money shall be transferred to the inmate's account in care of the
City. If requested by the City, Okanogan County Corrections will return said inmate
reimbursement to the City in the form of a check in the name of each inmate eligible for said
reimbursement.
Section 8. RESPONSIBILITY FOR INMATE'S CUSTODY
(a) It shall be the responsibility of Okanogan County to confine the inmate or
inmates; to provide treatment, including the furnishing of subsistence and all necessary medical
and hospital services and supplies; to provide for the inmates' physical needs; to make available
to them programs and/or treatment consistent with their individual needs; to retain them in said
custody; to supervise them; to maintain proper discipline and control; to make certain that they
receive no special privileges and that the sentence and orders of the committing court in the State
are faithfully executed; provided that nothing herein contained shall be construed to require
Okanogan County, or any of its agents, to provide treatment, facilities or programs for any
inmates confined pursuant to this Agreement, which it does not provide for similar inmates not
confined pursuant to this Agreement.
(b) Except as provided in Section 12, it is expressly understood that Okanogan
County shall not be authorized to transfer custody of any inmate confined pursuant to this
Agreement to any party other than the City, or to release any inmate from custody without
written authorization from the committing court.
Section 9. MEDICAL SERVICES
(a) Inmates from the City shall receive such medical, psychiatric and dental
treatment as may be necessary to safeguard their health while housed in the Okanogan County
jail. Okanogan County shall provide or arrange for the providing of such medical, psychiatric,
and dental services. The City shall pay directly or reimburse Okanogan County for all costs
associated with the delivery of medical services, or any emergency and/or major medical service,
provided to the City inmates.
(b) Okanogan County shall keep an adequate record of all such services. The
City will be able to review at its request any medical or dental services of major consequence, in
accordance with applicable law, including but not limited to HIPPA. Okanogan County will
report to the City any medical or dental services of a major consequence as soon as is practical.
(c) Should medical or dental services require hospitalization, the City agrees
to compensate Okanogan County dollar for dollar any amount expended or cost incurred in
providing the same; provided that, except in emergencies, the City will be notified either by
phone or fax prior to the inmate's transfer to a hospital and nothing herein shall preclude the City
from retaking the ill or injured inmates.
Section 10. DISCIPLINE
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Okanogan County shall have physical control over and power to execute disciplinary authority
over all inmates of the City. However, nothing contained herein shall be construed to authorize
or permit the imposition of a type of discipline prohibited by state or federal law or the
imposition of a type of discipline that would not be imposed on an inmate who is not confined
pursuant to this Agreement.
Section 11. RECORDS AND REPORTS
(a) Before or at the time of delivery of each inmate, the City shall forward to
Okanogan County a copy of all inmate records pertaining to the inmate's present incarceration at
the City of Lynnwood or Snohomish County Jail. If additional information is requested
regarding a particular inmate, the parties shall mutually cooperate to provide any additional
information.
(b) Okanogan County shall keep all necessary and pertinent records
concerning such inmates in the manner mutually agreed upon by the parties hereto. During an
inmate's confinement in Okanogan County, the City shall, upon request, be entitled to receive
and be furnished with copies of any report or record associated with said inmate’s incarceration.
Section 12. REMOVAL FROM THE JAIL
Except for eligible inmates for correctional work details and under the direct supervision of a
corrections officer, an inmate of the City legally confined in Okanogan County shall not be
removed therefrom by any person without written authorization from the City or by order of any
court having jurisdiction. Okanogan County agrees that no early releases or alternatives to
incarceration, including furloughs, passes, home detention, or Work Release shall be granted to
any inmate housed pursuant to this Agreement without written authorization by the committing
court. This paragraph shall not apply to an emergency necessitating the immediate removal of
the inmate for medical, dental, psychiatric treatment or other catastrophic condition presenting an
imminent danger to the safety of the inmate or to the inmates or personnel of Okanogan County.
In the event of any such emergency removal, Okanogan County shall inform the City of the
whereabouts of the inmate or inmates so removed, at the earliest practicable time, and shall
exercise all reasonable care for the safe keeping and custody of such inmate or inmates.
Section 13. ESCAPES
In the event any City inmate shall escape from Okanogan County's custody, Okanogan County
will use all reasonable means to recapture the inmate. The escape shall be reported immediately
to the City. Okanogan County shall have the primary responsibility for and authority to direct the
pursuit and retaking of the inmate or inmates within its own territory. Any cost in connection
therewith shall be chargeable to and borne by Okanogan County; however, Okanogan County
shall not be required to expend unreasonable amounts to pursue and return inmates from other
states or other counties.
Section 14. DEATH OF AN INMATE
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(a) In the event of the death of a City inmate, the Okanogan County coroner
shall be notified. The City shall receive copies of any records made at or in connection with such
notification. Okanogan County will investigate any death within its facility and will allow the
City to join in on the investigation.
(b) Okanogan County shall immediately notify the City of the death of a City
inmate, furnish information as requested and, subject to the authority of the Okanogan County
coroner, follow the instructions of the City with regard to the disposition of the body. Written
notice shall be provided within three calendar days of receipt by the City of notice of such death.
All expenses relative to any necessary preparation of the body and shipment charges shall be
paid by the City. With the City's consent, Okanogan County may arrange for burial and all
matters related or incidental thereto, and all such expenses shall be paid by the City. The
provisions of this paragraph shall govern only the relations between or among the parties hereto
and shall not affect the liability of any relative or other person for the disposition of the deceased
or for any expenses connected therewith.
(c) The City shall receive a certified copy of the death certificate for any of its
inmates who have died while in Okanogan County custody.
Section 15. RETAKING OF INMATES
In the event the confinement of any City inmate is terminated for any reason by either party,
retaking of inmates shall be coordinated in the same manner and at the same rates as if this
Agreement had not been terminated, or in a manner as agreed in writing by the parties.
Section 16. HOLD HARMLESS AND INDEMNIFICATION
(a) The City shall defend, indemnify and hold harmless Okanogan County, its
officers, agents and employees from any claim, cost, judgment or damages, including attorneys'
fees, arising from any City action or proceeding involving the confinement of any inmates from
the City in Okanogan County: provided that this subsection shall not apply to any such claim,
cost, judgment or damage that arises out of or in any way results from any allegations of any
intentional, willful or negligent act or omission on the part of Okanogan County or any officer,
agent or employee thereof.
(b) Okanogan County shall defend, indemnify and hold harmless the City, its
officers, agents and employees from any claim, cost, judgments or damages, including attorneys'
fees, including third party claims, arising out of any action or omission of Okanogan County, its
officers, agents, independent contractors, or employees while City inmates are in the custody of
Okanogan County, or for any wrongful release of inmates placed in their custody, or for any
claim by its employees, agents or independent contractors that may be asserted against the City
in performing this Agreement.
(c) An inmate shall become the responsibility of Okanogan County at the
point that the inmate is booked into Okanogan County jail or when the inmate has been released
to the care, custody and control of Okanogan County, including without limitation the point at
which Okanogan County, or its agents, picks up inmate(s) or transports inmate(s) as in Section 5,
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whichever occurs first. Okanogan County shall hold the City harmless under the terms of this
section for all claims arising out of the detention of the inmate(s). Accordingly, Okanogan
County shall be held harmless by the City under the terms of this Agreement, for claims arising
out of the arrest of the inmate(s), or arising out of any situation occurring prior to the time that
Okanogan County assumes responsibility for the inmate(s).
(d) The County and City hereby waive, as to each other only, their immunity
from suit under industrial insurance, Title 51 RCW. This waiver of immunity was mutually
negotiated by the parties hereto.
(d) The provisions of this section shall survive any termination or expiration
of this Agreement.
Section 17. INSURANCE
(a) Each party agrees to provide the other with evidence of insurance
coverage, in the form of a certificate of insurance from a solvent insurance provider and/or a
letter confirming coverage from a solvent self-insurance pool, which is sufficient to address the
insurance and indemnification obligations set forth in this Agreement.
(b) Each party shall obtain and maintain coverage in minimum liability limits
of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) in the
aggregate for its liability exposures, including comprehensive general liability, errors and
omissions, auto liability and police professional liability. The insurance policy shall provide
coverage for those events that occur during the term of the policy, despite when the claim is
made. For the purpose of this paragraph, membership in a self-insurance risk pool that provides
coverage with limits that are no less than the policy and limits identified above shall satisfy the
requirements of this section.
Section 18. RIGHT TO REFUSE INMATE(S)
(a) Okanogan County shall have the right to refuse to accept any inmate from
the City when, in the opinion of Okanogan County, its inmate census is at capacity or so near
capacity that there is a substantial risk that, through usual operation of the jail, the reasonable
operational capacity limits of the jail might be reached or exceeded.
(b) Okanogan County shall further have the right to refuse to accept any
inmate from the City who, in the judgment of Okanogan County, has a current illness or injury
which may adversely affect the operations of the Okanogan County jail, has a history of serious
medical problems, presents a substantial risk of escape, or presents a substantial risk of injury to
other persons or property.
Section 19. MISCELLANEOUS
In providing services under this Agreement, Okanogan County is an independent contractor and
neither it nor its officers, agents or employees are employees of the City for any purpose,
including responsibility for any federal or state tax, industrial insurance or Social Security
liability. Neither shall the provision of services under this Agreement give rise to any claim of
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career service or civil service rights, which may accrue to an employee of the City under any
applicable law, rule or regulation.
Section 20. FINANCING
There shall be no financing of any joint or cooperative undertaking pursuant to this Interlocal
Agreement. There shall be no budget maintained for any joint or cooperative undertaking
pursuant to this Agreement.
Section 21. PROPERTY
This Interlocal Agreement does not provide for the acquisition, holding or disposal of real or
personal property.
Section 22. JOINT ADMINISTRATIVE BOARD
No separate legal or administrative entity is created by this Agreement. To the extent necessary,
this Interlocal Agreement shall be administered by the City Clerk for the City of Edmonds, or
his/her designee, and the Chairman of the Okanogan County Board of Commissioners, or his/her
designee.
Section 23. SEVERABILITY
Any provision of this Agreement that is declared invalid or illegal shall in no way affect or
invalidate any other provision.
Section 24. MODIFICATIONS
No changes or additions to this Agreement shall be valid or binding upon either party unless such
change or addition be in writing and executed by both parties.
Section 25. ENTIRE AGREEMENT
Unless otherwise agreed in writing executed by both parties, on and after January 1, 2013, and so
long as this Agreement remains in effect, this document constitutes the entire Agreement
between the City and Okanogan County under which the County houses City inmates, and no
other oral or written agreements between the parties shall affect this Agreement.
Section 26. ASSIGNMENT
This Agreement, or any interest herein, or claim hereunder, shall not be assigned or transferred in
whole or in part by the County to any other person or entity without the prior written consent of
the City. In the event that such prior written consent to an assignment is granted, then the
assignee shall assume all duties, obligations, and liabilities of Okanogan County stated herein.
DATED at Okanogan, Washington this _____ day of _____________ 2012.
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CITY OF EDMONDS BOARD OF COUNTY COMMISSIONERS
OKANOGAN, WASHINGTON
By: __________________________ __________________________________
David O. Earling, Mayor Andrew Lampe, Chairman
__________________________________
ATTEST/AUTHENTICATED: Jim DeTro, Vice-Chair
By: __________________________ __________________________________
Sandra S. Chase, City Clerk Don Hover, Member
APPROVED AS TO FORM: ATTEST:
_____________________________ __________________________________
Office of the City Attorney Lalena Johns, Clerk of the Board
OKANOGAN COUNTY SHERIFF
By: ______________________________
Frank Rogers, Sheriff
APPROVED AS TO FORM:
___________________________
Steve Bozarth, Civil Deputy
Packet Page 168 of 243
AM-5244 3. B.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:5 Minutes
Submitted By:James Lawless
Department:Police Department
Committee: Public Safety, Personnel Type: Action
Information
Subject Title
Renewal of contract for services with S. Morris Company.
Recommendation
It is the recommendation of staff that the Public Safety and Personnel Committee forward to the full Council for approval via
consent agenda.
Previous Council Action
Narrative
Since January 2007, the Police Department has engaged the services of the S. Morris Company for the disposal of dead
animals. This is a somewhat unique service that is being provided; additionally, the department has been quite pleased with the
level of service provided by the vendor. Therefore, the attached contract is a renewal agreement for those services.
The City Attorney has reviewed the attached contract and has approved the document as to form.
Attachments
S. Morris Contract
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/07/2012 04:16 PM
Mayor Dave Earling 11/08/2012 09:45 AM
Finalize for Agenda Sandy Chase 11/08/2012 09:47 AM
Form Started By: James Lawless Started On: 11/07/2012 03:08 PM
Final Approval Date: 11/08/2012
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AGREEMENT FOR ANIMAL DISPOSAL SERVICES
This Agreement is made between the City of Edmonds, Washington, hereafter
referred to as “the City”, and The S. Morris Company, hereafter referred to as “Morris”.
WHEREAS, the City has determined by ordinances to regulate animals within the
city limits, and
WHEREAS, the City periodically comes into possession of deceased, diseased,
injured or otherwise un-adoptable animals that must be euthanized as part of its animal
control operations, and
WHEREAS, the City has no dead animal disposal services of its own, and
WHEREAS, Morris is a corporation duly organized under the laws of the State of
Washington, and
WHEREAS, the City and Morris desire to enter into a contract defining the rights
and responsibilities of Morris and the City with respect to dead animal disposal, NOW,
THEREFORE,
In consideration of mutual covenants herein contained, Morris and the City have
mutually agreed and do hereby agree as follows:
1. Undertakings of Morris.
1.1 Morris will furnish dead animal disposal services to the City. This includes
cremation of animals at the facility operated by Morris and legal disposal of any
crematory remains.
1.2 Morris shall make a minimum of one scheduled pick-up per week of dead
animals from the City’s designated location.
1.3 Upon request by the City, Morris will furnish a chest freezer for storage of
dead animals.
2. Undertakings of the City. In consideration of the services performed, the City
shall pay to Morris the sum of $11.32 per animal for disposal services, increased in 2014
and 2015 by an amount equivalent to the Seattle-Tacoma-Bremerton June CPI-U for the
preceding year, PROVIDED, HOWEVER, that the renewal of the Agreement is subject
to an appropriation by the Edmonds City Council for future annual terms. If the City
Council fails to appropriate funds for animal disposal services, this Agreement shall
expire at the end of the last term for which an appropriation has been made.
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2.1 Invoices shall be submitted by Morris to the City for payment pursuant to
the terms of this Agreement. The City shall pay the appropriate amount for each invoice
to Morris. Morris may submit invoices to the City for services performed and accepted
by the City. Billing shall be reviewed in conjunction with the City’s warrant process. No
invoice / billing shall be considered for payment that is not sufficiently detailed to verify
validity thereof, and that has not been submitted to the City three days prior to the
scheduled cut-off date. Such late invoice will be checked by the City and payment will
be made in the next regular payment cycle.
2.2 The service and invoice records and accounts pertaining to this Agreement
are to be kept available for inspection by representatives of the City for a period of three
(3) years after final payment. Copies shall be made available upon request.
3. Indemnity. Morris agrees to indemnify, reimburse, save and hold harmless the
City for any claim, loss damage, expense or liability to the City which the City may incur
by reason of any act of Morris in performing this contract. Morris further agrees to
procure and maintain an insurance policy or policies protecting Morris and their officers
and employees against any loss, liability or expense whatsoever from personal injury,
death, property damage or otherwise arising or occurring in connection with the
performance of this contract. Said policy or policies shall be written by a responsible
insurance company or companies satisfactory to the City and shall include general
liability for personal injury and/or property damage in an amount not less than $500,000
for each person or occurrence. The insurance policy or policies shall further provide that
the same shall not be reduced or cancelled without at least twenty days prior notice to the
City, shall name the City as additionally insured and shall be primary to any other such
insurance maintained by the City. A copy of all such insurance policies shall be
submitted to the City within five days of the execution of this Agreement, and current
proof of insurance shall be submitted to the City as the policy periodically renews. To the
extent necessary to enforce this indemnification agreement, Morris waives its immunity
under Title 51 of the Revised Code of Washington.
4. Independent Contractor. Morris is and shall be considered an independent
contractor. All persons performing services under this Agreement shall be employees of
Morris and are not employees of the City. Morris agrees to indemnify and hold harmless
the City of Edmonds, its officers, agents, and employees from any cost, claim, or liability
arising out of the employment of individuals by Morris. Morris shall have entire control
and direction of its business operations and kenneling services, subject only to the
conditions and obligations established by this Agreement. The indemnities provided in
paragraphs 3 and 4 of this Agreement shall survive its termination. Notwithstanding
Morris’ status as an independent contractor, results of the work performed pursuant to
this Agreement must meet the approval of the City. During pendency of this Agreement,
Morris shall not perform work for any party with enforcement action subject to the
administrative or quasi-judicial review by the City without written notification to the City
and the City’s prior written consent.
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5. Discrimination prohibited. Morris shall not discriminate against any employee or
applicant for employment because of race, color, religion, age, sex, national origin or
physical handicap.
6. Changes/Additional work. The City may engage Morris to perform services in
addition to those listed in this Agreement, and Morris will be entitled to additional
compensation for authorized additional services or materials. The City shall not be liable
for additional compensation until and unless any and all additional work and
compensation is approved in advance in writing and signed by both Parties to this
Agreement. If conditions are encountered which are not anticipated in the Scope of
Works, the City understands that a revision to the Scope of Work and fees may be
required. Provided, however, that nothing in this paragraph shall be interpreted to
obligate Morris to render or the City to pay for services rendered in excess of the
payments discussed in Section 2.A, unless or until an amendment to this Agreement is
approved in writing by both Parties.
7. Standard of care. Morris represents that Morris has the necessary knowledge,
skill and experience to perform services required by this Agreement. Morris and any
persons employed by Morris shall use their best efforts to perform the work in a
professional manner consistent with sound practices, in accordance with the usual and
customary professional care required for services agreed to herein.
8. Supervision of employees. Morris is responsible for the direct supervision of its
employees, and a supervisor shall be available at reasonable times to confer with the City
in regards to services. Morris commits that its services will be performed by careful and
efficient employees trained in the best practices and highest standards imposed by
Morris. Morris agrees to remove any of its employees who in the reasonable opinion of
the City, are guilty of improper conduct or incapable of performing the work assigned to
them.
9. Non-waiver. Waiver by the City of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
10. Non-assignable. The services to be provided by Morris shall not be assigned or
subcontracted without the express written consent of the City.
11. Covenant against contingent fees. Morris warrants that it has not employed or
retained any company or person, other than a bona fide employee working solely for
Morris, to solicit or secure this contract, and that it has not paid or agreed to pay any
company or person, other than a bona fide employee working solely for Morris, any fee,
commission, percentage, brokerage fee, gifts or any other consideration contingent upon
or resulting from the award of making this contract. For breach or violation of this
warranty, the City shall have the right to annul this contract without liability or, in its
discretion to deduct from the contract price or consideration, or otherwise recover, the
full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee.
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12. Compliance with laws. Morris in the performance of this Agreement shall
comply with all applicable Federal, State or local laws and ordinances, including but not
limited to provisions of Title 51 RCW, Title 16 RCW and other laws, tax regulations,
regulations for licensing, certification and operation of facilities, programs and
accreditation, and licensing of individuals, and any other standards or criteria as
described in the Agreement and or necessary to assure quality of services delivered.
13. B&O Taxes. Morris specifically agrees to pay any applicable business and
occupation (B & O) taxes which may be due on account of this Agreement.
14. Expiration, Notice. In the event that the period covered by this Agreement shall
expire without the benefit of a new agreement, the rate scheduled then in effect as of the
date of Agreement expiry shall continue until such time as Morris and the City agree to
an amended rate schedule, provided that either party may, upon one hundred eighty days
advance written notice, issue notice of termination, which shall not require cause, and
after expiry of notice, the Agreement shall be of no further force or effect. Either party
may terminate this Agreement immediately for cause upon the deposit of written
notification in the U.S. Mail, postage prepaid, addressed to the regular mailing address of
each party. The regular mailing address of the Parties shall be:
City of Edmonds
c/o Sandy S. Chase, City Clerk
121 Fifth Avenue North
Edmonds, WA 98020
425.775.2525
The S. Morris Company
c/o Steve Morris
P.O. Box 99768
Seattle, WA 98139
206.784.4055
15. Severability. This Agreement shall be read and interpreted as a whole, except that
the capitalized and underlined headings for each numbered paragraph are for descriptive
purposes and shall not prevail over the provision which they head. In the event that any
provision herein shall be struck down, particularly those contained in provision number 4
(Independent Contractor), this Agreement shall be at an immediate end.
16. Integration. The Agreement between the Parties shall consist of this document
and the Exhibits attached hereto. These writings constitute the entire Agreement of the
parties and shall not be amended except by a writing executed by both parties as provided
in provision 6 (Changes/Additional Work). In the event of any conflict between this
written Agreement and any provisions of Exhibits attached hereto, this Agreement shall
control.
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17. Venue and jurisdiction. Any action to interpret or enforce this Agreement shall be
brought before the Superior Court of Snohomish County, Washington, and the Parties
agree that, as between them, all matters shall be resolved in that venue.
18. Force Majeure. Parties shall not be liable for failure to perform or delay in
performance due to fire, flood, strike or other labor difficulty, act of God, act of any
governmental authority, riot, embargo, fuel or energy shortage, car shortage, wrecks or
delays in transportation, or due to any other cause beyond parties reasonable control. In
the event of delay in performance due to any such cause, the date of delivery or time for
completion will be extended by a period of time reasonably necessary to overcome the
effect of such delay.
19. Entire Agreement; Amendment; Attorneys’ Fees. This Agreement contains all
the understandings between the Parties and is intended to operate as such. In the event of
a dispute over any part or portion of this Agreement, the party prevailing upon its claim
or claims shall also be awarded reasonable costs and reasonable attorney’s fees.
20. Term. This Agreement shall have a three year term commencing on January 1,
2013.
EXECUTED this ______ day of _________________, 2012.
CITY OF EDMONDS THE S. MORRIS COMPANY
By: __________________________ By:
Mayor David O. Earling Its:
ATTESTED/AUTHENTICATED
By: ___________________________
Sandy S. Chase, City Clerk
APPROVED AS TO FORM
By: ___________________________
Office of the City Attorney
Packet Page 174 of 243
AM-5252 3. C.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:60 Minutes
Submitted By:Carrie Hite
Department:Parks and Recreation
Committee: Public Safety, Personnel Type:
Information
Subject Title
Review of Nonrepresented Job Descriptions
Recommendation
Personnel Committee forward to Council for approval.
Previous Council Action
December 7, 2010: Council voted to authorize $50,000 to hire a Compensation Consultant to complete a non-represented
compensation survey and policy review, and a complete job description update.
March/April/May 2011: There were various discussions with the Public Safety and HR Committee, who forwarded to Council
the RFP/RFQ for approval.
June 21, 2011: Council voted to advertise an RFQ/RFP for a Compensation study and job description update to be completed.
August 10-Sept 2, 2011: RFP was published.
October 10th, 2011: Council President Peterson and Council member Fraley-Monillas and staff interviewed three firms and
forwarded a recommendation to Council.
October 18th, 2011: Council awarded a contract to Public Sector Personnel Consultants ( PSPC ).
October 25th, 2011: PSPC briefed Council on the process of performing a job description update and non-represented
compensation study and policy review and has been working on these throughout the year.
September 11, 2012: Personnel committee forwarded all respresented job descriptions to Council for approval and requested
additional working meetings to suggest changes to the represented job descriptions.
Narrative
The City received a WCIA audit finding in 2010 in regard to outdated job descriptions and Personnel Policies.
The job descriptions include updates to legislative changes, and are now in compliance with state and federal laws. The
descriptions were drafted by the Compensation Consultant, and reviewed by individual employees and labor unions, and
approved the Directors and Mayor.
The represented employee job descriptions were forwarded to Council for approval on the consent agenda.
The Personnel Committee has been working with HR to recommend further changes to the nonrepresented job descriptions.
Attached is a list of changes the Personnel Committee is recommending for the nonrepresented employee job descriptions.
The Personnel Committee has spent considerable amount of time thoroughly reviewing these. Most of the changes
recommended are descriptive and consistent in nature. However, after review from staff and the Mayor, there are significant
concerns about a few of these changes. These concerns are noted on the attachment. There will be several staff and the Mayor
present at the Committee meeting to discuss these concerns.
A copy of the job descriptions will be given to the Committee ahead of time, made available in the Council office for review,
will be available at the meeting.
Attachments
Proposed Changes
Packet Page 175 of 243
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/08/2012 01:14 PM
Mayor Dave Earling 11/09/2012 09:12 AM
Finalize for Agenda Sandy Chase 11/09/2012 09:14 AM
Form Started By: Carrie Hite Started On: 11/08/2012 10:50 AM
Final Approval Date: 11/09/2012
Packet Page 176 of 243
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17
8
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24
3
AM-5213 3. D.
City Council Committee Meetings
Meeting Date:11/13/2012
Time:30 Minutes
Submitted By:Jana Spellman
Department:City Council
Committee: Public Safety, Personnel Type: Information
Information
Subject Title
Discussion on Council Meeting Procedures
Recommendation
N/A
Previous Council Action
This item was discussed during the 10-9-2012 Public Safety/Personnel Committee meeting (minutes attached). During that
meeting a request was made to place it on the November 13, 2012 Public Safety/Personnel Committee (minutes attached).
Narrative
This item has been placed on the agenda as requested by the Public Safety/Personnel Committee.
Attachment 1: Edmonds City Code Chapter 1.02 CITY CLASSIFICATION
Attachment 2: Edmonds City Code 1.04 COUNCIL MEETINGS
Attachment 3: Edmonds City Code Chapter 1.05 PUBLIC MEETINGS ATTENDANCE
Attachment 4: Scott Snyder Document Power, Duties & Role of City Council
Attachment 5: Meeting Procedures
Attachment 6: Resolution 1150
Attachment 7: Discussion on Council Procedures 1995
Attachment 8: 13 Ranking Motions prepared by Scott Snyder
Attachment 9: 10-09-12 Public Safety and Personnel Committee Minutes
Attachments
Attach 1 - Edmonds City Code 1.02 CITY CLASSIFICATION
Attach 2 - Edmonds City Code 1.04 COUNCIL MEETINGS
Attach 3 - Edmonds City Code Chapter 1.05 PUBLIC MEETINGS ATTENDANCE
Attach 4 - Scott Snyder Document Power, Duties & Role of City Council
Attach 5 - Meeting Procedures
Attach 6 - Reso1150
Attach 7 - Discussion on Council Procedures 1995
Attach 8 - 13 Ranking Motions
Attach 9 - 10-09-12 Public Safety and Personnel Committee Minutes
Form Review
Inbox Reviewed By Date
City Clerk Sandy Chase 11/08/2012 09:27 AM
Mayor Dave Earling 11/08/2012 09:44 AM
Finalize for Agenda Sandy Chase 11/08/2012 09:47 AM
Packet Page 179 of 243
Form Started By: Jana Spellman Started On: 10/24/2012 08:51 AM
Final Approval Date: 11/08/2012
Packet Page 180 of 243
Edmonds City Code
Chapter 1.02
CITY CLASSIFICATION
Sections:
1.02.010 Adoption of optional municipal code.
1.02.020 Effective date.
1.02.030 City council positions.
1.02.031 Council president.
1.02.035 Filling vacant council positions.
1.02.040 Existing city laws and regulations.
1.02.060 Mid-biennial budget review and modification.
1.02.010 Adoption of optional municipal code.
There is adopted for the city of Edmonds, Washington, the classification of noncharter code city retaining the mayor-
council plan of government under which the city of Edmonds is presently operated, as provided in Chapter 35A.12 RCW,
endowed with all the applicable rights, powers, privileges, duties and obligations of a noncharter code city as the same
now exists, or may be provided hereafter, including any and all supplements, amendments or other modifications of said
title hereafter at any time enacted. [Ord. 1513, 1970].
1.02.020 Effective date.
The city clerk is authorized and directed to forward to the secretary of state a certified copy of the ordinance codified
herein for filing pursuant to RCW 35A.02.040, as amended, on the thirty-first day of December, 1970, and upon which
filing the city of Edmonds shall thereafter be classified as a noncharter city as herein provided commencing with the first
day of January, 1971. [Ord. 1513, 1970].
1.02.030 City council positions.
The city council shall continue to hold office until their successors are elected and qualified at the next biennial municipal
elections to be conducted as provided in Chapter 35A.29 RCW. The four existing city council positions which terms will
expire January 10, 1972, shall be elected for four-year terms in the 1971 municipal elections. The three existing city
council positions which terms expire January 14, 1974, shall be elected for new four-year terms in the 1973 municipal
elections. Thereafter the requisite number of city council positions shall be filled by election biennially as the terms of their
predecessors expire and shall serve for terms of four years. The positions to be filled on the city council shall be
designated by consecutive numbers and shall be dealt with as separate offices for all election purposes as provided by
Chapter 35A.29 RCW. [Ord. 1513, 1970].
1.02.031 Council president.
At the first council meeting in July for the year 1989, the city council shall elect one of its members as council president
who shall also be the mayor pro tempore. The council president's term shall be for six months and until his successor is
elected. Following the initial six-month term, the council president shall be elected for one-year terms by the city council at
the first council meeting of each year and shall serve for a one-year term until his or her successor is elected.
A. At the same time, the city council shall elect a council president pro tempore who shall serve in the absence of the
council president. In the event that both the council president and president pro tempore are unavailable, the council
president shall appoint a member of the council to fulfill his/her duties while both are unavailable.
B. In addition to any other duties assigned by the city council, the council president shall have the following
responsibilities:
1
Packet Page 181 of 243
1. Make assignments to all council committees, schedule committee hearings, and otherwise supervise the
committee system;
2. Formulate and prepare the agenda for city council meetings; and
3. Supervise and direct the activities of the council resource person*. (*Current title Sr. Executive Assistant to
Council.)
C. In addition to the salary as a member of the city council, the council president shall be entitled to receive a salary of
$100.00 per month and $25.00 per council meeting in order to compensate him for the time necessary to prepare the
agenda and other associated responsibilities. This total additional compensation shall not exceed $200.00 per month.
When the council president is absent and council president pro tempore is serving in his place, the city council president
pro tempore shall receive the $25.00 per meeting payment. [Ord. 2722, 1989; Ord. 2389, 1983; Ord. 2308, 1982; Ord.
2131 § 1, 1980; Ord. 2126 § 1, 1980; Ord. 2116 § 1, 1980].
1.02.035 Filling vacant council positions.
A. In the event a vacancy or vacancies shall occur on the city council, such position(s) shall be filled until a successor to
such position(s) can be elected for the remainder of the unexpired term(s) at the next municipal election. Such election
process shall comply with the requirements of RCW 35A.12.050 and Chapter 42.12 RCW. In addition the city council shall
establish a process commensurate with the time available which includes, at a minimum, public notification by posting an d
publication in the city's legal newspaper, the establishment of an application process with a clearly stated deadline for the
submission of letters of interest, the development of questionnaires to assist the city council in its process, a public
interview process conducted by the city council and nominations and selection by the city council during an open public
meeting. All portions of this process shall be open to the public unless the city council in its discretion elects to discuss the
qualifications of a candidate for public office in executive session as provided for by RCW 42.30.110(h).
B. In the event that a council member shall resign or otherwise become ineligible to hold office after the date when the
council position has been filled by election but prior to the date on which the newly elected council member is eligible to
take office, the city council may in its sole discretion elect to dispense with the procedures established in subsection A of
this section and appoint the newly elected successor to fill the vacancy for the remainder of the unexpired term. [Ord.
3382 § 1, 2001; Ord. 3005 § 1, 1995; Ord. 1841 § 2, 1976].
1.02.040 Existing city laws and regulations.
All ordinances, resolutions and orders adopted under the third class city classification, where not in conflict with state law,
shall continue in force until repealed or amended by the city council under the newly adopted optional municipal code
classification of noncharter code city under the mayor-council form of government. [Ord. 1513, 1970].
1.02.060 Mid-biennial budget review and modification.
A review of the mid-biennial budget shall commence no sooner than eight months after the start nor later than conclusion
of the first year of the fiscal biennium. The mayor shall prepare the proposed budget modification and shall provide for
publication of notice of hearings consistent with publication of notices for adoption of other city ordinances. Public
hearings on the proposed budget modification shall be heard prior to the adoption of the ordinance modifying the biennial
budget. At least seven days before said hearings, the mayor shall distribute the proposed budget modification to members
of the city council, with copies available to the public at City Hall. [Ord. 3671 § 1, 2007].
2
Packet Page 182 of 243
Chapter 1.04
COUNCIL MEETINGS
Sections:
1.04.010 Regular public meeting time and days.
1.04.015 Posting notice of change.
1.04.020 Recessed meetings and continuances.
1.04.030 Holidays.
1.04.040 Cancellation of regularly scheduled meetings.
1.04.010 Regular public meeting time and days.
Regular meetings of the city council shall be held on each Tuesday of every month throughout the year in the Plaza
Meeting Room – Library Building at 7:00 p.m. The second and fourth Tuesdays of every month are hereby designated as
work meetings, and the city council shall not hold any public hearings for which notice is required to be given by state law
or ordinance of the city unless special notice of the same is posted as provided in ECC 1.03.020. Council meetings shall
adjourn at 10:00 p.m. on the day initiated unless such adjournment is extended by an affirmative vote of a majority of the
council as a whole plus one. In the event state law requires an adoption of an ordinance or other action on other than a
Tuesday, such as budget hearings, said dates are hereby declared to be additional regular meeting dates upon which
date the action, ordinance, resolution or hearing may be taken and/or adopted. Committee meetings of the council shall
be held in conjunction with work meetings of the council at such times and in accordance with such procedures as the
council and its respective committees shall establish. The 10:00 p.m. adjournment deadline set by this section shall apply
only to meetings of the council as a whole and shall not affect the ability of any council subcommittee to meet after such
time when so scheduled by the chair or of the subcommittee. [Ord. 2707, 1989; Ord. 2492, 1985; Ord. 2465, 1984; Ord.
2430, 1984; Ord. 2367, 1983; Ord. 2240 § 1, 1981; Ord. 2209 § 1, 1981; Ord. 2194 § 1, 1981; Ord. 2110 § 1, 1980; Ord.
1979 § 1, 1978; Ord. 1676, 1973; Ord. 1611, 1972; Ord. 1606 § 1, 1972; Ord. 1479, 1970; Ord. 839, 1960; Ord. 503 § 1,
1937].
1.04.015 Posting notice of change.
The city clerk is hereby directed to post notice in accordance with ECC 1.03.020 of any special meeting or meeting
date established by the council and of any change in a meeting date, time, place or the cancellation thereof. Posting of
this notice is for informational purposes only and shall be an addition to any other notice requirement established by state
law or these ordinances. Any irregularity in the posting of this gratuitous notice shall not in and of itself affect the validity of
any meeting held in accordance with such original or amended posting. [Ord. 2707, 1989].
1.04.020 Recessed meetings and continuances.
In the event the city council is unable to complete its agenda on any Tuesday, it may recess the meeting to the
immediately following Wednesday at the same time and place as the commencement of the meeting for which the agenda
was incomplete. Nothing herein shall be construed to prevent the city council from continuing any item before it in public
meeting to a future regularly scheduled Tuesday meeting of the city council. [Ord. 1606 § 2, 1972].
1.04.030 Holidays.
In the event a regularly scheduled city council meeting falls on a recognized holiday, the meeting shall take place on
the immediately following day at the same time and place as it would have were it not for the holiday. [Ord. 1606 § 3,
1972].
1.04.040 Cancellation of regularly scheduled meetings.
In the event that a quorum of the council will not be available for a meeting, insufficient business exists to justify a
regularly scheduled meeting, an emergency such as inclement weather or other cause makes meeting attendance
inappropriate or unreasonable, or other reasonable causes determined by the council president, the council president may
cancel a meeting. Upon cancellation, the city clerk shall post the notice of cancellation in accordance with ECC 1.04.015,
provide notice of cancellation on the city's web site and provide individual notice of cancellation to city council members. If
a public hearing was scheduled on that date, reasonable efforts shall be made by staff to contact interested parties,
applicants or appellants, given the amount of time available before the established meeting time and date. [Ord. 3656 § 1,
2007].
Packet Page 183 of 243
chapter 1.05 PUBLIC MEETINGS ATTENDANCE Page 1 of2
Chapter 1.05
PUBLIC MEETINGS ATTENDANCE
Sections
1.05.010 Attendance re quired
1.05.020 Attendance records
1.05.030 New nominees a ppointment/ confi rmations
1.05.040 Exem ptions
1 .05.050 Quorum re quirements
1.05^01 0 Attendance required.
A. ln addition to being subject to removal for other particularized grounds as set forth in
applicable provisions of the Edmonds City Code, members of all city boards,
commissions and committees (hereinafter "members") except as set forth herein, shall
be removed from office, and the position deemed vacant as set forth in ECC '1 .05.020
(C) if such member attends less than 70 percent of the regular meetings in any one
calendar year, and/or is not in attendance at three or more consecutive regular
meetings.
B. The chairperson of the particular board, commission or committee may excuse any
member from attendance at any particular meeting or meetings for Teasons that are (1)
work related, (2) due to illness or death in the family, or (3) extended vacations in
excess of two weeks in length; provided, however, each such excused absence shall
be so noted by the chairperson at the meeting from which the member is being
excused and such fact shall be recorded in the minutes along with the reason given for
the excused absence by the member. Excused absences shall not be counted for
purposes of removal from office, but only if so noted in the minutes as set forth herein.
ln the absence of the chairperson, the member acting in the chairperson's behalf, such
as vice-chairperson or pro tem, shall make the determination of whether ihe absence is
excused, and announce the same for recording in the minutes of the meeting from
which the member is excused. [Ord. 2556, '1986; Ord. 2033 S 2, 1978; Ord. 21 56 S 1 ,
19801
1.05.020 Attendance records.
A. The city clerk shall keep a record of attendance of all board, commission and
committee meetings. Upon any member failing to attend three or more consecutive
regular meetlngs without the chairperson's excuse being noted in the minutes, the city
clerk shall certify said member's name in writing to the mayor and shall notify in writing
the members, the chairperson, and the appropriate city department head.
B. On or before January 1 Sth of each calendar year, commencing in 1980, the city
clerk shall compile a list of members, if any, who have attended less than 70 percent of
the regular meetings in the past calendar year without the chairperson's excuses being
noted in the minutes, and shall certify this list to the mayor. The city clerk shall also
notify in writing the members, the applicable chairperson and the appropriate city
department head.
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Chapter 1.05 PUBLIC MEETINGS ATTENDANCE
C. The member shall be automaticaliy removed from office and the position deemed
vacant as of the date of the city clerk's written notification as set forth in subsections
(A) and (B) ofthis section. [Ord. 2033 S 3, 1978; Ord. 2156 S 2, 1980].
1.05.030 New nominees appointmenU confirmations.
Upon receipt from the city clerk of the names of members failing to maintain
attendance as provided herein, the mayor shall, within 90 days thereof, submit new
nominations to the city council for confirmation. The city councjl shall conflrm or reject
the nominations within 30 days after the mayor submits the nominations to the council
for consideration. A member removed for failing to maintain attendance as provided by
this chapter may not be renominated or reappointed to a position on that or other city
of Edmonds' board, committee or commission for at least one year after removal. [Ord.
2033 S 4, 19781.
1.05.040 Exemptions.
The provisions of this chapter shall not apply to members of the following boards,
commissions and committees:
A. Edmonds city council; and
B. Edmonds civil service commission. [Ord. 2033 S 5, 1978]
1.05.050 Quorum requirements.
Notwithstanding any other provision of the Edmonds City Code, if the number of
members of any city board, commission or committee having seven positions and
subject to this chapter, should be reduced to six or less for any reason, including a
member's removal for failure to maintain attendance, three members shall constitute a
quorum [Ord. 2033 S 6, 1978].
Page 2 of 2
This page of the Edmonds City Code is current through
Ord. 3a6a, passed December 20, 20tl,
Disclaimeri The City Clerk's Orfice has the official version of the
Edmonds City. Users should contact the City Clerk's Oftice for
ordinances passed subsequent to the ordinance cited above.
City Website r i tt!r : //!'r\^/ -c .eir j r.Jnds. \"/a. Lrs
(hirIp]//\n,i!vr.c.ed rcfds. \,,/a. Lrs )
City Telephoner (425) 77).-0245
Code Pub sl- -g Compd'y
(httpr//www.codepubl shing.com/)
PLEASE SEE ATTACHED RCW
STATE LAW MAY TRUMP CITY CODE
CHECK WITH CITY ATTORNEY
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RCW 35.A.12.060: Vacancy for nolattendance Page 1 of 1
RCW 35A.12.060
Vacancy for nonattendance
ln addition a council position shall become vacant if the councilmember fails to aitend three consecutive regular meetings of
the council without being excused by the council.
[1994c223S33; 1967 ex s. c 119 S 35A 2C60.]
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POWIIR, DUTIES AND ROLE OF'CITY COUNCIL
Sources:RCW 354.11.220
RCW 35A.12.100
RCW 3sA.12.120
RCW 3sA.12.170
RCW 3s4.12.180
RCW 35A.34.090
Chapter 35A.33 RCW
I. Personnel, Staft and City Council.
A. Defines the functions, powers and duties of officers and employees_ Example ,
adopt job descnptions by oldinance.
B- Prescribe
qualifications exist.
quaLfications or require confirmation by ordinance when no
C. Fix compensation and working conditions
l. Subject to the collective bargaining obligations
Civil service must comply with the State civil service system
D. Prescribe term of appointment by ordinance. (For examplc, judge, hear.ing
examiner, city attorney.)
II. Regulate the affairs of the City by ordinance. A code city under Title 35A may
exercise any power not in conflict with the State statute or constitution (limitation to "organic
law.")
A.. Crimes. Maximum penalties are one year in jail or $5,000. The City may enact
civil violations but cannot make a State crime a civil violation within the Citv.
B- Buy, sell, lease, regulate and otherwise provide for public property, structures,
streets and other rights-of-way.
C. Provide for the rendering of local social, cultural, recreation, governmental or
coryorate services.
i. Establish and provide for the operation of utilities and municipal services
as are "commonly or conveniently rendered by cities/towns." Broadly defined. See
Telepronpter v. Issctcptah - Cable W and US v. North Bonneville ("wtthout restriction").
2
I
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2. Lirnrtations
a. No gifis or lending of credit;
b. Must charge the "true cost" of services to each fund within the
City. That is, utilities cannot provide free service to other City functions.
D. Exercise the power of eminent domain
E. Tax. The City cannot, however, create taxes but is limited to those tax resources
provided by State statute.
F Incur indebtedness within statutory limitations.
Exercise every govemmental power jointly with other cities and counties
Set the compensation of elected officers:
Cannot reduce dunng the term of office.
May increase the salary of the Mayor unless he casts a tiebreaking vote.
Councilmember is entitled "actual and necessary expenses" or per diem.
Note issue regarding insurance increases as compensation increases during
I. Prescribe rules for the payment of warants
J. Authorize the division of Citv into wards
K- Budget. "Prior to a linal hearing on the budget, the legislative body or committee
thereof shall schedule heanngs on the budget" ... and require "the presence of depafiment heads
to give information regarding estimates and programs."
ilI. Ceremonial and procedural.
A. Designate a mayor pro tem
B. "The City Council shall determine its own rules and order of business and may
establish rules for conduct of council meeting and maintenance of order." Any member of the
Council may request a role call vote with the ayes and nays recorded.
G
H
1
2
3
4
the term
2
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I
POWF]R, DUTIES AND ROLE OF MAYOR
Sources: Primarily RCW 35A.12.100 and Chapter 35A.33
The Mayor is the chief executive and administrative officer of the City.
A. He/she has the power to appoint and remove officers and employees
1. This power is subject to civil servrce and
2. Union contract.
B. The power can be delegated to department heads.
C. The Mayol is in charge of all departments and employees. He/she may appoint
and remove a chief administrative officer if designated by ordinance.
D. He/she sees that all laws and ordinances are "faithfully administered" and all
contracts "faithfully kept and per-formed."
1. To that end he may cause "any legal ploceedings" to be instituted and
prosecuted
2. "Subject to approval by majority vote of the Council."
II. Presides over all meetings ofthe City Council (when present.)
A. May vote only in the case of a tie with respect to matters other than:
Passage of an ordinance;
The grant or revocation of a franchise or license;
Resolution for payment of money.
B. The Mayor shall repofi to the City Council "conceming the affails of the City and
its financial needs." This obligation includes a requirement to make "recommendations for
consideration and action."
C. Prepare and submit a proposed budget to the City Council. Note that the Mayor
does not have to make revisions. Changes to the budget are the prerogative and obligation of the
Council.
I
2
3
D. Veto
IIL The Mayor is the official and ceremonial head of the City.
3
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CITY ATTORNEY
RCW 3sA.12.020
A. The City may employ ol contract fbr Ctty Attomey services
B. The City Attorney executes the ordinances passed by the Council under the
direction of the Mayor.
C. Thc City Attomey ptovides legal advice and services to the City in its corporate
capacity -- note importance of four votes to the Councrl to establish policy by ordinance or other
direction (such as authorization to institute litigation).
D. In event of conflict between Mayor and City Council, the City Attomey
represents the Mayor, and City Council has the right to hife counsel. Todd v. Tttkxila, i7 Wn.
App. a0l (1977).
E. City Council can provide for hinng of City Attomey or services by contr.act, but
cannot require that the City Council exclusively direct how legal services will be provided.
Mayor and staff are entitled to legal services as needed to perform their duties. AGO 1997, No.
'7
4
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Page 2 of 5
Paqe 1V;ash. AGO 19 97 NO
$iash, AGO 19 97 NO
(Cit€ as: 1997 WL
'7
1, 1991 ltilL 855519 (Wash.A.G
855519 (r,rash. A. c. ) )
\rVestlaw
CITIES AND
for legaf
*1 AGO 199? No. 7
October 17, 1997
Office of the Attorney ceneral
Statte of l,tashington
TO\,'JNS LAWYERS - I"lanner by which
services Lo the city government.
optional municipal code city provides
1. Under RCw 35A-12-020, a mayor-council city operation under the optionaf
municipal code may, by charter provision or ordinance, opL either to appoini:
cily ahtorney or to procure leqa1 services by contract.
2. Where a code city has deterrnined Lo obtain lega1 services by contract, Lhe
conbract for professional services may specify the term of bhe contract and may
define who will have authoriLy bo arend or ter-minate the agreement, provided that
the contracL is consisLenL wiEh any charter provisions or ordinances on the
subiect.
3. A ciLy council, in enLering into a conLracL with a law firm to provide legaf
services for the city, may noL require that the city council exclusiwefy direct
how legal services will be providedi Lhe mayor and oLher administrative city
offices are enLiLled to obtain fegal services as needed for the performances of
their duties,
The Honorable Mary llargareL Haugen
StaLe Sena tor
District 10
435 .lohn A. Cherberg Building
PO Box 40482
O1),Tpia, Washington 98504-0482
Dear SenaLor Hauqen
By letter previousfy acknowledged, you requesLed our oplnion on three questtions
we paraphrase as follows:
1. Under RCW 35A.12.020, in a mayor-council code cihy does Lhe city council
have sole authority to select a private 1aw firm Lo provide legal services to Lhe
city by con Lract ?
2. If the cit.y councif has the sole authority Lo enter a contract with a 1a!v
firm, may the conLract for professional serwices sLatte thaL Lhe city's attorney
vrill serve at Lhe pleasure of the city council, rather than the mayor?
3, ff the city council has hhe sole auLhority to enter a contract with a 1a!t
O 200? Thonson/1,{est. No Claim to Orig- U-S- covL. Works.
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Pagc 3 of 5
l'lash. AGO 1997 NO 7
Itash. AGO 1997 No 7, 199? lsl- 855519 (Wash-A.c. )
(Cite as: 1997 WT, 855519 (Wash.A.c. ) )
Page 2
lilm, may Lhe conCract for professionaf services
vril1 provlde fegal services under bhe direction
Lhe mayor?
the city's aClorney
council, rather fhan
BRIEF ANSI,,]RR
The city council's authoriey Lo enter a contract for 1ega1 serwlces depends on
nheLher the ciLy charber or ciLy ordinances provide for an appointed officerposition for the city,s attorDey or provide Lhat a contract will be enLered. Tf
hhe city charfer or city ordinances provide Lhat lega1 services sha11 be obtainedby the council through a contractr, the ctrarLer or otdinances may also state
lrhebher Lhe contract can be terminated by the councif or the mayor. In the absenceof any provision in Lhe charter or otdinances refaLing to termination of the
contract, the ciby council has broad authority t.o ,'conLract and be conLracLed
with" in a manner consistent wj-Lh the state constiLution and the general 1aw-
Finally, legaf services provided pursuant to the conttract woufd be performed at:
Lhe direcLlon of both the mayor and trhe council- The city council facks authority
to require that legal services lvilt be provided only at its direction-
ANALYS IS
*2 Question 1: Under RCW 35A-12-020, in a
council have sole auLhoriLy to sefecL a private
Lo bhe ciLy b./ contract?
mayor-council code city does Lhe city'aw firm to pLovide leqa.L servicos
Under the mayor council code city folm of government, the Legislature has
directed that "appoinLive officers shall be those pr.ovided for by charter or
ordinance'. RCi/ 35A-12.020. In the same staLute, the Legislature has furLher
directed that "[p]rovision sha11 be made" for bhe nanner in which legal servlces
are obLained. Since bhe rqords "provided" and "provision" are used in different
parLs of Lhe same statube, "iL is presumed that the trords -.. are intended to have
the same meaning". Medcaff w, Department of Licensing, 1997 \,{L 601446, at +6
{l,,Iash - S. Ct. oct. 2, 199'7). Therefore, a ciLy could provide by charter, ordinance
or otherwise, how Lhe ciLy wilL obtain 1ega1 counsel . [FN1] RCW 35A.1"2.020
states:
The appointive officers sha11 be those provided for by charter or ordinance
and sha1l incfude a ciLy clerk and a chief law enforcernent officer. The office of
ciLy clerk may be merged with Lhat of a city treasurer, if any, wi[h an
appropriat.e biLle designated therefor- Provision shalf be made for obtaining legal
counsel for Lhe ciLy, either by appoinLment of a citsy attsorn€y on a fu1l-time orpart time basis, or by any reasonable contracbual arrangement for such
piofessional services. The authority, duties and qualificaLions of afl appointive
officers shall be presctibed by charter or ordinance, conslstent with the
provisions of this bible, and any amendment.s thereto, and Lhe compensabion of
appoinLive officers sha11 be prescribed by ordinance: pROVIDED, That the
compensaLion of an appoinbed nunicipal judge shafl be within applicable stabutory
linits.
RCW 35A.12,020_
sLate that
of the ci ty
O 200? Thomson/West- No Claim to Orig. U.S. covt. Works
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Page 4 of 5
Page 3ltash. AGO 1997 NO 7
vlash. AGO 199? NO ?, 1997 lVL 855519 ('wash.A.c. )
(Cite as: 1997 WIr 855519 (Wash.A.e-))
As previously noted, Lhe city charter or city ordinances
tems for a contract for legaf services and in the absence
council vJoufd have aubhor.ity to neqoLiate the terms of the
may dicLate the general
of such direcLion, the
conLrac L ,
Holvever, this authority must be exercised in a manner consisLent rvith the
requiremenLs of sbaLe latJ. King County v. Taxpayers of King CounLy, 132 tJn.2d at
384-387. State lar..r auLhorizes the obtaining of legaf services ,,for the city,. RCW
35A-12.A2A. Neither the council alone nor Lhe mayor alone constitrutes ,,the city,
RaLher, RCW 35A-12.010 vests Lhe qovernment of a charter code city, adopting the
mayor councif plan of governmenL, in ,,an elected mayor and an elected counci1,,, Inthis respect and in others, chapter 35A.12 RCW contempfates that Lhe mayor and thecity council lriff acL Logether on behalf of Lhe city_ For exampfe, RCW 35A-12.100
sLates Lhat:
IThe mayorl shall see that all laws and ordinances are faithfully enforced andthat law and order is maintained in the city and shal1 have general supervision ofthe adminisLratio4 of c-iby governmenL and aff city interesLs . . . He shall see thatall conLracts and agreements made with the city or for ibs use and benefit arefaithfully kept and perfonned, and to Lhis end he may cause any 1egia1 proceedings
to be instiLuLed and prosecuLed in the name of the city, subject Lo approval by
majority vote of all memlcers of the council.*3 RCW 35A.12.100.
in fulfillinqt officiaf duties cannot seriously be quesLioned, NoLhing in chapLer
Tn addition, the mayor is bhe chief executive and ad.nini s Lra t. ive officer
city- RCw 35A.12,100- That the mayor will require lega1 services from Lime
35A-12 RCl,l authorizes the city council to exercise general supervision over
mayor's performance of these duLies. To the conLrary, as previously notedl
mayor is an independenhly efecLed officer of Lhe city. RCW 35A.12_OLO.
of the
Lo time
the
the
For these reasons lre concfude the city council gener.ally lacks auLhority to
contractr for Lhe provision of lega1 services so1e1y under i:he direcLion of the
clLy council. In our view, this conclusj-on is also consistent vrith case 1aw
recognizing that only under very limited circumstances may the councils of other
tl.'pes of municipaliLies retain legal services at the expense of Lhe munlcipality,
for purposes of representing the council. See StaLe ex rel- SLellacoom Tonn
Council v. Volkmer, 73 Wn- App. 89, 867 p.2d 6'78 11,994); Tukvrila v. Todd, 17 lvn,
App. 401, 553 P-2d 223 l.19'7'7J.
We trust hhis opinion will be of assistance t.o you,
Very truly yours,
Christine O. Gregoire
Attorney General
Anne E. Egel er
@ 2007 Thomson/West- No Cfain to orig- U.S. Govt. Works
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Page 4
!{ash. AGO 199? NO 7, 1991 !!L 855519 (lta5h.A.c
(Cite as:1997 WL 855519 (wash.A.c.) )
lriash. AGO 1997 NO 7
Assistant AtrLorney General
iENl l -
handl e
that a
leqa1
civen Lhe language of RCt,l 35A.12.020, it seems preferable for a cify to
the legaf services issue by charLet or ordinance. Iile do noL mean to impfy
ciLy lrithout any charLer provision or ordinance is precluded from obtaining
sorvices Lhrougn a conLracL .
END OF I]OCIIMENT
ldash. AGo 1997 No 7, 1991 WL 855519 (b.tash-A-c.)
@ 2007 Thonson/WesL. No Claim Lo orig, U,S- covt. Works
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Updated 12/7/05
EDMONDS CITY COUNCIL
MEETING PROCEDURES
Meeting Times
1. Regular public and work meetings of the City Council are held every Tuesday from 7:00 p.m. to
10:00 p.m. in the Council Chambers at the Public Safety Complex.
2. Regular Council Committee meetings are held on the second Tuesday at 6:00 p.m.
3. Public Hearings are regularly held during the first and third Tuesday meetings.
4. No public hearing is regularly scheduled on the second and fourth meetings, and therefore no
citizen testimony will be normally invited at such meetings.
Council Meetings
All meetings of the Council shall be presided over by the Mayor, or, in his or her absence, by the Mayor
Pro Tem. The Mayor only votes if there is a tie in the votes of the Councilmembers with respect to
matters other than the passage of any ordinance, grant, or revocation of a franchise or license, or any
resolution for the payment of money.
Audience Participation
The “Audience Comments” item on the agenda is an opportunity for citizens to address the City
administration and City Council. Items brought up for action during the “Audience Comments” portion
of the agenda will not be acted upon by the Council at that time but may be scheduled for a subsequent
date. The Council encourages audience participation. Please limit participation to three minutes. A
light on the speaker’s podium will flash when 30 seconds are remaining of your three minutes and when
the light stops flashing, your time has expired. In accordance with RCW 42.17.130, the opportunity for
public comment shall not include comments which promote or oppose candidates for public office or
ballot measures except during the course of a public hearing.
Public Hearing Procedure
All comments shall be made at the podium and begin with the speaker first stating his or her name and
city of residence.
A public hearing may be continued to another date to take additional testimony when the existing
available time is not sufficient.
Public Hearing Presentation
Suggested presentation model for precise, well-organized proposals.
1. POINT What is the idea you wish to present? Begin with an “I statement” outlining your
idea, such as, “I am here to (support/oppose)…”
2. REASON Why you are making this point. This is an important step so the listener does not
make assumptions about your motives.
3. EXAMPLE Brief and relevant example to clarify and make your point concrete.
4. SUMMARY What condition will be changed or improved if your point is adopted?
5. ACTION (If appropriate, depending on the situation.) What needs to be done and who will
do it.
All Council meetings end promptly at 10:00 p.m. unless the Council votes to extend the meeting.
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0006.90000
WSS/gjz
5/31/07
R:7/24/07gjz
RESOLUTION NO. 1150
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EDMONDS, WASHINGTON, AMENDING THE PROVISIONS
OF RULES OF PROCEDURE ADOPTED PURSUANT TO
RESOLUTION NOS. 292 AND 463.
WHEREAS, the City Council wishes to adopt additional Rules of Procedure to
govern its meetings, now, therefore,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON,
HEREBY RESOLVES AS FOLLOWS:
Section 1. The City Clerk is hereby authorized to amend the Rules of Procedure
adopted pursuant to Resolution Nos. 292 and 463 to include the following new provisions:
1.1 The Mayor or Chair of a City Council meeting shall make an effort
to recognize Council Members in either the order in which they have requested to be recognized,
or some other logical fashion, offering each Council Member who wishes to speak an
opportunity to speak before other Council Members respond.
1.2 Executive Sessions: Prior to adjournment of an executive session,
the Council shall, by consensus, determine what, if any, information may be released regarding
the executive session. A discussion to release information shall be confirmed by voice motion in
open session. The City Council can take action only in open session at a public meeting. In the
absence of a motion and vote, no confidential information shall be released. In the event that, at
a later date, the Mayor, Council President or a Council Member wishes to refer to or place
Packet Page 196 of 243
{WSS663567.DOC;1/00006.900000/} - 2 -
information relating to executive session in the public record, the Mayor, on behalf of the Mayor
or the staff or a Council Member, shall ask the Council President to place an item on an agenda
for such a motion and vote. The Council Agenda item shall notify Council Members of the
procedural issue to be discussed, but shall not itself release confidential information relating to
the executive session.
1.3 Nothing herein shall be deemed to limit notice of the purpose of an
executive session required to be announced under the Open Public Meetings Act.
RESOLVED this 7th day of August, 2007.
APPROVED:
MAYOR, GARY HAAKENSON
ATTEST/AUTHENTICATED:
CITY CLERK, SANDRA S. CHASE
FILED WITH THE CITY CLERK: 08/03/2007
PASSED BY THE CITY COUNCIL: 08/07/2007
RESOLUTION NO. 1150
Packet Page 197 of 243
plmu:n}ix 6.I tv 0,uu:nriL3
p ffinrlingIXEUXXIfrfi frII
ffiruce},urex
1
Packet Page 198 of 243
MEMORANDUM
Date:
To:
Via:
April 21, 1995
City Council
Laura M. Hall, May
From:Rhonda March, City
COL]}ICIL DISCUSSubject:ON COUNCIL MEETING PROCEDURES
The Council has scheduled discussion on meeting procedures for April 25
information are rules ofprocedures which have been previously adopted.
The attached
Resolution #292 adopting Rules of Procedures for Conduct of Council Meetings
Adopted February 5, 1974.
Resolution #463 with Exhibit "A" (Adopting Rules ofProcedures for Conduct ofPublic
Hearings) - Adopted February 26, 1980.
Ordinance #2704 which amended Section 20.90-020 on Public Hearing Procedures and
Notice. Adopted March 21, 1989. (See also clarifuing memorandum from former
Mayor Naughten, dated June 9, 1989.)
The information printed on the backside of agenda is also included for your information
Lastly, I have included information fiom oth€r cities on conduct of meetinss
attachments
City of Edmonds
2
Packet Page 199 of 243
RESOLUTION NO. 292
A RESOLUTION OF THE CITY OF
ADOPTING RULES OF PROCEDUREcgg-.NwEffigl
EDMOIIDS, I^TASHINGTO}\',
FOR CONDUCT OF
WHEREAS, it has been determined by the City Council that
more formal rules cf procedure are necessary for the efficient
and orderly conduct of publj-c meetings, now/ therefore,
BE IT RESOLIED BY THE CITY COUNCIL OF THE CITY OF EDMONDS,
WASHINGTON, that the ru.les of procedure attached hereto;
identified as Ef'ribit A and incorporated in fu1l by thrs
reference are hereby adopted as the rules of procedure for al-I
meetings of the Ci-.y Council of the City of Ed.monds, Washington.
R-ESOL\rE D this 5th
L ,L
oay ot lebruary , I914.
APP ROVED :
I i .-:. r.
MAYOR
t14
CI CLE RX
PASSED BY THE CITY
FILED WITH THE CITY
Februa ry 5,
Februa ry 1 ,
COIINCIL:
CLE RX ;
1914
197 4
3
Packet Page 200 of 243
A. GENERAL RULES OF PROCEDURE.
motron or adiress
necessa ry Lf-at ire
b), tl,o chairnan-
the floor
!hc first
Se con.l .
Before a menber can make a
upon anv question, it is
I. ObLa inin q f Loor.
thc body
obtain Ehe floor by being recognized
If tv;o or more members shall request
mJkrrs J mction, that
time the cha j.rrnan sha lI recog-
rcgucsting recognition.
a member obtains Lhe floor and
is in orde::, the chair should
the t:]otion is seconded; if sec-
rnotion shou 1cl then be regarrlecl
of the floor in prcference Lo rIl
at Lhe same
nrzc mcnbcr
)l^Ih c n
in:ntrclia tcI;- inquire i f
c,nclccl thc rnakc: of thc
a s hDvir\g the i:c f u sa l
c)th-ir rr(irnbt as .
I M.--liEi-.-. r^_of n()tion-Be f o::c any subject is
opcn to
ma.le bv
sECC rlale ;
This d:rcs
fore thc quest ion iS
min m3v cot)su I: the
necessary, first. thaL a ;no:j-on be
has the floor: second, that it be
thr,' it be stated by' the charrnan.
slrggest.ions cf .:lterations, bc*
stat(:ci b,,' the chairman - :0he chair-
det'atc it is
ir ;ncnrbc r wh o
rnC third.
r: u.t pt: e.Je n L
menll.e r s before stat.ing the quest,ron
thc notion,
r,rodi f y' ir i s
to .clari f y :)re fltotir:n. The member vho of f crs
uniil it has becn stated by the cilairman. can
nction, or wirhdr;w it entirely; after it is
cair irj neiEher, wj-F-hou! the consent of the body (ma jor_
iiy) . For e-xamplo. the mover may sta t.j, ,'Witll the con-
sta Led he
EXHTBIT A
4
Packet Page 201 of 243
sent of the
fo Llows, *
that he has
body I wiII modify my motion to
* *rr If no one objects it shall
s ta te a s
be deemed
his
one
the consent of the body to modify
motion. hl'rcn the mover modiEies his motion, the
second.who seconds it can withdraw his
4. Statinq the oucst ion -
quest i orr is hefore the
withdraw or modi fy it,
its plrce, with consent
been siaLed by ihe chairman, it is in
the body l-or debate; thc mover cannot
it cvccl;t by obtJi;ring leave fronr the
dcscrihecl, or b.r moving an arncndment.
5. Withdrawal or sutrstitution oF
After
no-' ion . When a
boCy and the movcr wj-shcs to
or substitute a dif ferertt onc in
of the body, the chairman shall
a question has
the possession of
wi Lhdraw or mod ify
bodlz as just
rnadc, it wiLl be
by a motion for
cieb- teci c r anencled .
grant 1';.:rnission; 1f any otrject-1on rs
Ieave to wi thd rawobta in
t--1
nccess3ry to
thJt purlro5e.
Wi:.-n a not ion
This nlot i on cannot be
l-S withdrawn, the effecc is Ehe sane as
beer ma de -if it had never
6. ll--st(jntion from votrnq -Any mcnbcr m,ly abs ta ln
fron voeing on any questron,
declaring his abs tenEion hc
7. St.rndirrq to question
provided,
sha I I state
al the '-ine of
the reason.
procedures. These rules
shall govern r-he parliamentary procedures of the members
-2 -
5
Packet Page 202 of 243
and by the members onIy. Procedures may be guestioned
only by members of the body, and then only in accordance
with these ruIes. The deci.sion of. the chair will be
finel and concl:.tsive as to aII, subject only to a motion
by a rnembcr of the body, duly and timely made, in which
case the ruling of the body shall be final and conclusive
Nothing in these rules will be construed to Prevent the
chairnan or a mcnber from reguesting aid in the inter-
'pretaticn c.f thesc rules or other matters from the City
staff or cfticials.
L Preceden:c. Motions havi-ng preceCence are those
th)t may bc mada whrlc another motaon
Motions yie1d wherr
can be consideretl
is pending.
t.hey a re pending
whi le the yie Iding
For example,
and anot))er matter
notion stil L pcnds.
10. Ap,1.,IieC.
9- Trr.yi e1d.
hhere a motion can have no subordinate
ilr'-.) I I on
the mot roti
:pplie<l to it, the fact
cont.rnue ma}" not+-o
is stated.
be a pnl ied to the mo t ion
to I3y on
1l-
chair h.:s
the LabIe.
Del)ate. Dehate sh3lI not take
stateC tire question, Debate
place until the
shall be limited
to the i:urecliatell' pendi;rg question,
main questicn is also oPen when the
are per:ding; Postpone indefinitely,
debat3ble quest ion .
except bha t the
fol Iowing motions
or reconsider a
-3:
6
Packet Page 203 of 243
12. Puttin the estion. when the debate appears
to
the
Put
have closed the cha rr wiII ask, "Are you ready for
asks for the floor he shaIL
making it ciear what the
quest ion ? " If no one
the guestion to voter
questron ].s,
13. Majoritv. A
constit.uLe a majority
pre sent - The chairman
ma jority of
of the body
has the tie
those present shall
a s sumIn9 a quorum
breaking vote.
B SPECIFIC RULES OF PROCEDURE. The follo,,ring motions are
pcrnissible in consi-deri;tq any maLter on the agendl, and
unLess oElicr!,/ise specif i.cd shaLI rank in precedcnce and
applic;rLion as set forth numerically beLou.
l. LIN DE!,ATAtsLE .l'lOTIO,r..S.
a. Question of order and appea I.A question
of order takes precedencc of the qucstron
rise to it, may be pu t. whcn anot.l).r mc:mbcr
seconded. wi I I
An appea L is
On oppeal ttre
9rvrn9
ha s
may noL
co it,
the flocr, needs no second, and must. be decldgd
by Che chairm:n without debate- If a member
obj ect s he may
immed i a l-e lv bc
waived if rrot
appea I, which if
I)u r to the body.
made immediately.
decisi-on of the ctrair is sustaincd on a tie vote.
b. Suspension ;f rulcs - This motion
be arnended, nor anocher motion be apprli-ed
7
Packet Page 204 of 243
nor
bod y
and
a vote on it reconsidered. Rules
may not be susPended excePt for
specific purPose and bY a vote of
of the
a definite
one more
than a rna jority prcsent- Nothing else may be
done under the suspension' It may not be
renevred at Lhe sarnc meeting if once defeated'
It shall be in order to change the order of the
agenda rrithout suspending tho rul-es ' No ruLe can
be suspended when the negative vote is as lalge as
tli e minor:ity protecled by that rule'
To Lav on the tablc - Thrs motlon maY
not Lc uscC for purPoses of continuance of a
matter r.,irich has been. speciaily calIed for pub-
Iic hearing, vrhich is donc by a rnotLon to con-
tinue- I'. mar- nrt be amended nor an affirmative
vote on it be reconsidereC '
If carried thc subjecb tabled may nob be
considered again until uhe bodY votes to take it
from thc t:bIe, which motion is also undebaLa):Ie'
:llrc obiect of thc rno! j on is to postPone the
subject in such a manner tlrat it c:in be taken
Lil'n., cither at
It may bc used
Lhe same or some futurcup at -nY
meetrng.
For tlra t mJctilrg, buL not for J mJtter
to supress a quest ron
for whi ch
public rleeting has been sp'cially set' The
8
Packet Page 205 of 243
effect of the motion is to
everything that adhercs to
place on the table
the subject, so'that if
Lie on the tabLe, theordered toan amendment
subJ ec L
tablcd.
ticular
which
rema an 1n9
After
be
ir is proposed to amend is a Iso
Hcr.rever, it may be lrnited to the Par-
pending matter and if so adoPtcd the
natt.ers shall still be before tbe body'
to the time of taking final ac'-ron
is in or<.ler to move thai the main
dcmand for thc prevr ou s questron uP
undcr it, it
question be
Iaicl on thc tal)le - Passage requi'::es the voie oE
one more than a majoritT of the mc;ibers present'
d. The p revlou s o'u ^str03-This mot.ron IS
not anenclable and appLi'-:s to any debatable
questron,
quires the
but is not Cebatable itself- It re-
one r:lore than a maioritY of
for its aioP:icn - 1.''h e nthe r.enber s pre sent
-6-
votc of
ca LIed, an'-l seconded, the
puE the question. If the
by a rl,: jority PLus one of
ttre Ccbate r^'iII cont inue
mct ion fails to carrY
tlre n,c:rr5crs Prc: e:lt .
as if Lhc no'.ior, hai
chair shaIl,in'"rc C i a te Iv
not been made . f f adol--ted thc chair sh: Il i'runeo-
iately bring the body to vote upon the pcnding
gue s t ion
If appliecl to an amendrnenl- 1-o 3 PcndinLJ
9
Packet Page 206 of 243
questron 1t
to amend but
Hcr;Jever, the
may be I j-mited.
adopted, deba te
to amend.
ft shall be
moti on and move
brings to
a Iso the
a vote not
oue st l on to
only the mot ion
be amended.
motion for the previous question
cut of f
to the pending amendment, and, if
will be cLosed only to the motion
proper for a menber to submit a
the previous question thereon
debate on the mo"ion. In thisand thus
case the
previous
Di] B}, TA B LE
chair shal] first put tire motion for
2
question to vote.
a. Continuc to 3 cer-:ain This mot ion
L)ndebatable moLions, and take
aII othcr debatable motions. except
1a
yie lds to alI
precedence c,f
that it may ba by altering the time, anci
can bc a5:plieC Lo it with-
amendecl
the prev i ou s
out affecting
ouestl.on
an!'other motions pe nd irrg
b. To ccrr;nit or refer.
com;nit or refer a maLter to
be amended by aLtering the
the comnit tee
This mocion is to
a conmittee. ft carr
conniitee, or givrn,-r
The deba Le on the
Lhe main quesLion it
,{
lnstructrons.
the teba te onnjotron ope:rs
is proposed
c. To
to cofiunrt -
ar..e:.ci . Thrs m(rtror'r tJkes
-) -
precedencc
10
Packet Page 207 of 243
over nothing but the question to which it is
proposed to amend and yielos to all questions
except to postpone indefinitely. It can be
appLied to aII but undebatable questions, an
amendment of an amendment, .to postpone indef-
initely or to reconsider. ft can be amended
itseLf, but an amendr,rent of an amendmenL cannot
be amenCeg.
An arnendrnenL may be incorsisLent with the one
adopLed, or may be Cirectly in conflrcta Iready
with t)re spirit of the origina I mo L ion, but it
a direcl bearing uDon the subjecr of
t.ha t moLior'r - -A moticJn to ame:rc.l by inserting
rnust have
words once pas s ec1 not be the subject matter
change the sane words.
the rnotion to reccnsider
words were inserted.
questions
separaEe
new
a s the
voLe on
of a
The
the
mot i oi'r
may
to
is
the
nev,'anendmenl
ProPer
vote by
.4. mot ron
ouesti<.rn"
which
to arnend nay be made to "divide
the
move r
rnt.o two or more
speciIies,as to get a
or pornts.any part icul:r poinL
d. To LostLlne
takes precedence of nothing except the question
to which it is applied ang yields to aIl motions
e:<cep: to lrnend, It cannot be amended, and opens
inCefinitelt.. This motion
-8-11
Packet Page 208 of 243
to debate the
to pos tpone .
Its e ffect
^'r om the bociy
que st ion. if
appLies on Iy
qucsLion.
It ca nnot
for tha L se5ston.
orde reC when this
The Prevrous
motion is oend-ing,
entire question whrch rt ls propcsed
1S to entirely re:rove the question
Lo it without :rf Fecting thc marn
be applied to a mat.--er that hrs
becn specia Ily set for publ.ic herl:in9. A ncqatrve
vcte olr it cJnnct be rcccnsirlered-
c - Pr incir,':' I crjest Lon - The m3 rrl or pr:incir'a I
qrrestion rs a mot.LoiI
its ccnsidcratir;n an,'
1,r incipa L moLi'.-rn can
to irr i ng br-'f ore the
- rrothir:g and Yir'.ds tc a Il '
MISCE Lti\E().IS I'IOTIOIIS .
1 . To I'esci ncl . This mocion c3nnoL h')
ma r. Lcr Lhr t ha s br-'en '-'o:ed upo'' f or whictr 'r
btler) sr,ccia l ly caI le'-l for p:bIic hearir'9 '
cLhdr n3t.Lers tcj r.llic'rr it :s a : ij r c P ' i : I c L ','
l-s
vrh e r r..: it is too late to
is the
p;.rrtic.., lrr sub jccF-. No
bc mrcc r.Jir c ].- dn/ ol-l Llr motion
It takes prcceciencc over
maic for a
natter has
!lc*'cver, f o;:
:,iiresse'.1, :ls
efore Llre bcdy .
c
p<-rlicy,,
cour-ce to Purslie
crder or mot ion;
Tc. re:ons icler -
reccnsider thd voLe. :.1e not ril
tc rEscind an objectl'on:bIe
it is ieb3tai)le.
2 Thi-s mcticn i.s nct in criel after
,J
the bc.-i-v j.,a5 vote(l uFLn the principa I questron e/l:::ir rS
-q,
12
Packet Page 209 of 243
the sub je ct
un Les s ma.le
ber of the
vote any trm.l
t.l crna nd n c..':'l s
natter of a
i r,nred -i a tc ly
specia I Iy called public
a fter thereon and bc fore
hearing
any mer,.) -
oLherwrse .:-n c.,rder at Dn\. t-imc,
cubli-c hrs Ieft the pubLic hearing. It rs
even when another membe r
has the floor, but.
It mus L be m3de
vailing :ide - It can
otlrcr qucst ion, exccpt
susl,()n.i 't:h.
.ru
les anC
tal-,lc or Lo Lake frcm
Tlrc not ion mary nol
nct a fLer tha L sessron
by a menbcr who 1/cte(l
as
the tab1e.
has aC jor:rned.
with the pre-
bc applied to the 1,'ot.e of every
roted above, and except to
affirmative voi-e to lay on thc
c amendcd . l'r'rr e the r or not i t is
d.-.b,-rt.,i:.lc ci'r1..cnds upon L'hether the qu.istic'r to be recon-
siCL-re' il is dt--l;,;.rt-r])le or undebatahle. It nay be l:id on
thc t:lble, in which
cth.ir (iursLiort, can
L Rc:li c:II-
carsc, the rcconsicleration, Iike any
be t,'kcn f rom the t air I c .
i\ny a roII c.rlL
be tore or
:nember ma 1' C;::r.: nrl
r f te:: on7 cluesiicn
no second .rnd the chairman nust
_ls
a f Ler tire voi.-
1;u t . Thc
ask for a
roll c,rll. vote on clenani.. It is not iebrtJble and mey t,e
It;)j If
4e ar:3 prio: to Lhc nexL ma LLe r
(i L r, .r n),- questlc:l-
not imedil te Iy na
co;:siilered.
It is wa i'.'e i
r-t L
bc i nq
],1 13
Packet Page 210 of 243
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3
SUGGESTED FORYS
1 TINDE&iTAE LE
a . QL:csi icn
MOTIONS
oF orde r .
Merrbe r :
cha l.r:
Meml.:c r :
Chair:
Membc r :
Chuir:
" I ra ise a point of orcic r - "
"State your point of order.."
States his point of orde r
Ruling by the chairman' who may give
reasons.
"I appeal fron the be'cision of the chair'"
(If secon.lecl) "shaII the decision of the
chair stand as the decision of bhe body?"
)b. Sustlclr:;rcn of rulcs (na j oritv t;lus ,rne)
Member: '
To le1' on
f move to suspend the ruIes requiring- - -"
one)tirble (ru i or ity olusc
Menlrar: "I mo're to Iay the quesLior (sta:inq it)
- on the table."
Mern-bcr: "I mcve to take the
table. "
(m: i cr ity
questicn (stating it)
from the
d. Prev jL-us quest r-on oIus cne)
Ilenbe r :
Cha ir :
Flenbe r :
"I calL (demand or move) for the prevlous
question. "
(If secondcd) "Shall the main question be
n e""' put?"
"I caII fcr the previous question on the
amendmcnt - "
15
Packet Page 212 of 243
Chair: (If seconded) "ShalI the question be novr
P\-,lL Ull
DEBATABLE MCT| I ON S
a, Continue to 3
the anrendme nt ? "
certa in d IT, a orrt
F,cmbcr: "f move to
it) to the
of (date) .
continue the question of (stating
next regular Ior recessed] meeting
b. To co
(I) Zoning matters must be decided and re-
portcd by the planning con'nission vithin 90
days of the appJ-ication.
(2) Plats and subdivisions must be approved.
disapprovcd or returned to applicant for mod-
ification or correction wj.thin 5O days fro;n
date of filing. unless appl"icant files written
- consent for Ionger perioC in which to ace.
nnk or refcr (ma'l ority)
Hember: "I movc to rcfer the subject to a committee - "
c. To anend (ma -icr-itr')
.Flemt-cr:I move to anrcnd the motion to 'add'r
I insert' , to 'strike' , to 'strike out
or
a nd inser t
(into two or
. to 'divide
questions),
the quesEion'
eLc. "mor e
d, To Dostno:ra inCef inite l.r r:t a or i tv)
Hember: "I move to postpone the guestion indefinieley. "
-2-
16
Packet Page 213 of 243
e Principa I ouo.'cttOn (majoritv,unless other-vriserndicated )
l'Iem.bcr: "I move that
IREZoNE]
lREzoNE
DEt'rr_EDl
[AMENDMENT To
CO}i PRtrI IE N S IVE
PI,A N]
IDENTAL Of
At'lENDtltrflT TO. COiI PRDIIIIIS IVE
PLA N]
I LID-RES OI,UTI ONoF TNTENI,IONI
I LI D-oRD TNA NCE
Fozu.lrbic Lr Dl
ISTREET
VAqATTOI,T-SET
HEARINC DATE]
I S TREET
VAC}TTOI,'-
APPROVALJ
I STREET
VACATION-
DISAPPROVAL]
"-..proposed Ordinancebe passcd. "
" -. .Planning ConnissionResolution I'lo. I23 be af f irrned
a nd .the requested rezonc denied-"
" . - -proposed Ordinance No, 1234be passed. "
". - -PIanning ConmissionResolution No. I2i bc affirmedand the recuested arncndmenL tothe comprehensive plan be denieC."
" - - -proposed Resolution ofIntcntion r\o. 123 be passcd
No. 1234
must be
No.
establishing the pubL-ic hcaringon the day ofT96 .-_=----
NOTE:
passed
ff hea lth issue,
una nimous ly .
" - --that proposed ordinance
L234 be passed - "NOTE: If health issue, must
pa ssed una nimous ly.be
" -. -that the public hear j-ng cn theproposed street va:ation be fixedon
and proposed Resolu..ron No. L23tha t
be passed. "
NOTE : Da Ce mus t. be20 nor more i-han 60
da te of passage of
". - -proposedbe pa ssed. "
the
--
day of 196
not les s than
clays from theResolution.
denied. "
Ordinance No. I2 34
proposed street vacaLion be
17
Packet Page 214 of 243
IANr..]E-KcTroN-
RECEI PT Otr
INT EiiT I O}I TO
ANI''DX BY L O7;I
".. -a public meeting be set wrth thc
iniating parties to determine whether
the city wj-l1 accePt the
a nnexa tion and whether it
reguirc the assumption of
city indcbtedness bY Che
annexecl for the
r95
proposed
sha I I
existing
area to be
of
NOTE: Must not be more than 60 daYs
after the filing of the request."
, L95-.
fio -
day
IA iili t)7'T r O:i -".-.a public hearing be set for
R-ECE I PT OI
PETITIOJi IOR
ANr.iEX^Tr Oii-7 3%l
IAr.rNEX^TroN-
FINIiL APPROVI\L]
IANt] Dvr r r c]r -FIIiAL DDi.] IA L]
3. }IISCELINNEOUS MOTIOIJS.
needed.
thc dav of
for the hcaring on the
a nnexa tion. "
Dropos ed
" - - . th.r t
1234 bc
prooosed Ord i na nce
passed. "
rr +]. r+ Fl-.a
be den ied - "
proposed annexa t ron
a . To rescincj (rna i crity )
b. 'fo recons idcr (naioritv)
Member: "I move to rescind that motion, poLicy, etc."
Member: ''Having voted on the prevailing side, I
move that we reconsider the vote on hhe
motion to (stating it) and have such
motion entered on the record. "
c. RolI calI (any nenber)
l"lember: "I demand a roII call vote." No second
Chairman: "The secretary will please call the roII. "
18
Packet Page 215 of 243
F.! L CO a:).';o't "t)
&.q
47,
RESOLUTION NO.4Q3
A RESOLUTION OF THE CITY COTINCIL OF THE CITY
OF EDMONDS, WASHINGTON, ADOPTING RULES OP
PROCEDUFE FOR CONDUCT OF HEARINGS.
wHEREAS, the foll-owing Rul-es of Prccedure wil-1 enable
the City Council- to conduct public hearings in an orderly manner
and therefore be'of benefit to the public, ncw, therefore,
The City Council of the City of Ednonds, washington,
hereby resolves tLat the Rufes of Procedure for Conduct of
l-ution and incorporated in fuII by this reference are adopted as
the rules of procedure for al-I public hearings before the City
council.
RESoLVEc, t]nis J 1,. day of February , J.9 8 0 .
APPROVED:
t9€
ATTE ST/AUTHENT ICATED :
/s
Cated February 8, 1980, attached to this Reso-
/d/ ./ ') // / /N',/V'
MAYOR, H. H. HF.RRISON
clTv
FILED
CLERK,
WITH
I RENE AFNEY MORAN
THE CITY CLERX: February 12, 1980
Councilvo.nan Allen questjoned the reason for adopt
PROPOSED RESOLIJTION ADOPTING RULES OF PROCEDURE FOR CONDUCT OF PUBLIC HEAR]NGS I Item
on Consent 9en
adopted 1n l
Counc 1l na te
Here for the
publ 1c heart
RESOLLJTION 4
tlCT I0l1 CARRIEO. Counc.ilnran N
jn9 these vhen a resolution was
d to the Councll in this week's
d that the rules adopted in 1974
e rcles rere for the conduct of
ordqulst r.equested thdt they be Prepared ln booklet form
ents at each Councjl member's place on the rostrum.
974, coples of ehich had been furnishe
rial- City Attorney John llall.ce note
conduct of Councl I neetings, and thes
n9s. COUICILHoMN ALLEN HovED, SECOIIDE0 BY CoUNCILHA,\ HoRDQUIST, T0 PASS
63, AOOPTING ]HE RULE5 OF PROCEDURE FOR COTIOUCT OF PUBLIC HEARINGS,
04 A.^-t-/ lnd be placed 1n the conpart )
Jc/ /fgo
,lt
-t -
19
Packet Page 216 of 243
DA',TED 2/8/80
RULES OF PROCEDURE FOR THE CONDUCT OF
PUBLTC HEARINGS
for public hearings conducted by the City
follows:
The format
Council s houl"d be as
re ad
( the
cable
t. A request to
or other-wi s e paraphrase
purpose of the hearing )
have the City Attorney or staff member
the scope of the particular hearing
criteria that they must
the Council of the appli-
the course of their
the Council- before they
to v/hat items they shoul-d
and advise
consider l-n
review. The purpose of this
receive aff of the input and
be looking at and paying the
the ensuing hearing.
is to advi s e
testimony as
2. The hearing shoul-d be commenced with a staff
report to the City Council together with the staff's recorruTienda-
tion.
3. The Council should direct any questions they have
at that time to the staff.
4. The hearj-ng should be open to permit the applicant
to make a presentation to the body hearing the matter.
5. Questions from the body should be directed to the
appl icant.
6. The hearing shoul-d be opened to the audience as a
whole preferably a s j-gn up l-ist should have been circulated. If
a sign up list has been circul-ated ybu then have an indication of
t_he number of persons desiring to speak which may be weighed
against the amount of time available that evening for the public
hearing. The City of ED4btJ D-S utilizes a method of allocating a
In.ost attention to during the course of
:,,
-r-20
Packet Page 217 of 243
slated amount of trme to the hearing and giwing each person who
has signed up an equal amount of time to speak. Frequently, per-
sons who have signed up waive their opportunity to speak which
leaves time to be further all-ocated to those who wish additional
time. If the time allocated for the hearing is exhausted the
hearing can then be continued to another date if such is necessary.
The sign up list also provides a backup tist for the clerk who is
having to take the minutes for the name and ad.dress of the speaker.
fn addition, it provides an orderly process for the calling of
speakers- It also assures that each person is given an opportunity
to speak before those who have already spoken are given an additional
opportun ity Lo speak .
7. Each person speaking \thether it be the applicant
or a member of the audience should be required to come to the
podium that is tied into the recording machine and before giving
their position should, for tl)e record. state their fuII name and
their residence address- At the time afl of the names on the
list have been caf l-ed and have either waived the opportunity to
speak or have spoken you may then ask if there are any other
persons who desire to speak that have not yet had the opporLunity
to speak and ruho had not signed on the fj-st- If there are
then those persons should be al-l-ocated the sane amount of
any
time if
there is such time remaining,
B. !'Ihen all who desire to sPeak have had an opportunity
to speak then, in the event there is hearing time remaining. and
in the event there are those v/Lro have afready sPoken that have
.:)
21
Packet Page 218 of 243
something additional in the way of input then additional time may
be alfocated to them.
9. If at the conclusion of the time allocated for the
hearing there are still persons desiring tb speak that have
additional input and information then the hearing time may either
be extended or may be continued to a date cerlain in the future.
10- As photographs, maps, slides' letters, invoices,
memorandums, petitions or any other doclxnents of any nature are
presented to the council in connection with the hearing each one
should be identified at the time it is presented and an exhibit
number assigned to it. The clerk should maintain an exhibit
nrunber list and ascribe the exhibit number on the face of the
particular exhibit and note the date of submission on it'
fI. Councilmembers shoufd in every instance first be
recognized by the Chairman before asking questions or providing
other input. The purpos'e of this is for the chair to specifically
recognize the councilmember about to speak by name so that the
record accuratefy reflects who is speaking at the time'
L2. Each person who speaks a second time or who responds
to a question should come to the podium on each occasion and
again re-identify themselves by the giving of, their name' :che
giving of the address the second tirne is not necessary'
13. An!- questions that any counciLmember has of any
member of the audience or of the applicant should be addressed to
those person or persons prior to the closing of the hearing-
Once the hearing is closed no additional testimony may be taken
-)
-3-22
Packet Page 219 of 243
and the Council will be l-imited to questions of cl-ari-fication to
the staff only.
14. Councilmembers shoul-d avoid whispered conversation
between themselves during the course of the hearing. These
conversations are semi-intel lig ibl e on the tape recording and may
jeopardize the reccrd since there then is obviously evidence or
part of the record that cannot be ascertained as to what vras
said shoufd the case be on review. Wtren the public has completed
their input the applicant or appellant or their designated repre-
sentative should be given a brief opportunity for rebuttal-. Upon
conclusion of the rebuttal if there are no more questions for any
member of the audience or the applicant the hearing sLrould be
closed.
15. It should also be noted that proponents or opponents
d.o have a righ! of examination of persons who have given testimony
at the hearing. Hcwever' these questions shoufd in every instance
be directed through. the Chairman of the meeting and not directly
to the person whose response is being el.icited. For example, the
person wou1d. request that the Chairman ask person X for an answer
to a given questior-. The Chairman would direct that person to come
to the podium, ider,tify himself and give a resPonse. At the con-
clusion of that response any additional- questions from that Person
or other persons should be handled in the same manner. That is
one question at a time, each question always channel-ed through the
Chairman to the Person whose response is being elicited'
15. At the conclusion of the hearing the Councif should
- 4-23
Packet Page 220 of 243
commence their defiberations. Obviousfy it is preferable that the
deliberations be completed on the night of the hearing. This,
however, is not mar-datory and the Council's deliberations may be
continued to a d.ate certain in the future. Continuance should. be
avoided at alf costs if it can be.
Il - During the course of del-iberation and discussion
the pros and cons of the project or appeal should be thoroughly
and completely discussed particularly as they relate to the criteria
to be applied in tLe particular matter-
18. Any motion for actj-on should as fully and compfetely
as possible include a statement of concl-usion or factual findings
that are forming tbe basis for the motion. For example, Mr. Chairman
afier a review of the file and having Lreard the testimony from the
hearing and having visited the site or otherwise being famifiar t+ith
the particular site I find that the proposed whatever satisfies the
criteria or does nct satisfy the criteria for the following reasons
(1ist them I, 2, 3, 4, 5, etc.). It would not hurt to actuall-y
draft these out in advance of making any motion. At the corlcfusion
of this statement c'f findings and conclusions then the person shoufd
say "for the f oregc'ing reason(s) I move that the application or
appeal be approved., denied or modified in whatever respect it should
be so modified." F-ssuming the motion is seconded discussion
should then ensue. The chairman nay call upon each meiTlber to
state their reasons -for or against the particufar motion. At the
conclusion of that the Chairman should. then call for a vote upon
the motion.
)
24
Packet Page 221 of 243
19. At the conclusion of the taking of the vote and
the announcement of the decision the Chairman should at that t.ime
advise the audience on the record what the appropriate appeal pro-
cess is. This can be done either by the Chairman himself or by
the Chairman directing such an inquiry to the city Attorney or
other staff memlf,er.
t\r)
-5-25
Packet Page 222 of 243
wsslkl.t
$/tat/.8e
ORDAIN AS
bnorlralqcE N6 - .2704
. . .' :: . .' . .i.
.:r. .. .t ,.:,. . ..: -... I,AN oRDTNAIIC,! r,o.Fr,.Tr E:,rcITX .oE...EqMoNDs . wAsHrNGTeN. r .':i ,:r.. ,
Al'{ElIqfNG:rTHE,..I'ROVTSIONS..T:oF,.SEi.TtreX,,,,.ZO.g.O.-,b,Z.O .:,...;;,:.,'.,
PRQ9-EDURri . 'r aN.o ,tbte,eLrSHrNG AN nrreCtrvE ..EAiB., .,-,., , ,',, ', .-
THE CITV
FOIi-OWS: '.
'SeCtion 1 . Seetiori
Pirblii -Testinioh of the. Edmonds ConDilun.ity r ' De.velopnent' . Code..,rtis
Ptiblic ' Tesi:.inonv.person presid ang :
-over,:tttre
2O-9O:020,Proceddre,ParagraPh'r'1,9;
Tire
awe shiill ,
+ng rshall declare
eppl lcarr arid 9r.If,,.tl e. tiear
:Pe rson re ES
Y'toa ,Ifrae
trear
dp-cdal . f a staff decisIicatLon fof a i pe.nn]_
ua Is shatr'l ., speak' .f,irst .Fo.I.Iow
Lcan
speak -'.Thqq,
e.r al'l IN terest-r opportunit
:aPFI tion of
rove e.rma
wh s un.i:elaLed .to-,,.rdri:''
tai,ci;-l , of
lOn,
s . ori the
I
'.person inay
nd ,to .or .::
that :indiwidual or andrvrdr
Iowa:dr,':to'be ,.hdztrd
f oppo;tuni tyr. to respo ebut IN forma!lqn
c 'have .'had.., a..
.not be usdd.r'..,to
'ec ts : aiitrer
icant shall be IVCTT
presented b1r ,appe-I1ant or . memlf,erThis opportu for rebuttal shall ,pre se.nt new
than rssues raase by the appellant and public.ter:a1l . interes.ted .p ersdns have ty to
sha1ldeclare the pubtic ..rhearing ,:'cio3ed- The .per.s6n
presiding shall then recognize fj-naI st-aff conrments, ifany. and .questions. of rthe Council;. .' , .r t ..
An).. '':hearing malr 'Le qont-inued to , obtain informaiion -
needgd foi :a' pr;per 'de'ci.sion or for .roth-e.r good. cause.No futlher. notice of '..1166 conlinued trearing shafl . berequired if the hearing is continued to a set date-
wss 5116.60 -1-
26
Packet Page 223 of 243
irction, . is lnot. .):: . .... .
(5) .davs:iljef:e:
he rekiY.,,rrePF.r,oV9.d .
This ordinance, being
I icat ion tha :' attached'
PPROVED:
and. shall- take effect five
wnicl. ,..is
- .::, . Secti n
: lvla ch
04
an.
NAUGIi
A.T:CEST/AUTIiETT:TICAT
CLERK, JACQUE INE .G; . PARITET.T']
.APPROVED .AS TO
F T HE .EiTY
FILED wrrr{.THE qrT
PAS'SED BY TTIE :CITY
PUBLISHEE: .'. .f4ATCh 2
oE
:-
BY
1 989 .r1.31; IEFFECTIVE DATE
ORDIT1ANCE :.T{O.
wss5.11650'
27
Packet Page 224 of 243
IFROM:
SeVeral'.Counci.lmi Cijunci:l .,meet.i ng' Mary, 2!,
Attached
1
2
3
S nycie r
La
t4;
p
Counbi I
ING, P.ROCEDiJRES
mbers. have the . 'recent
d re ii:h a t re apprr'ov ed byroc
changes to
the , Counci.l
our
0n
s g e d
nce #2704.
i.caht' has: I.bu.r:den
r f.ublj c Heari:ng .i s
questi qn staff for
a. deci si oh - : ..
time. forlpnoof.
cI osed ,
rebuttal s.
the Cduhii I
thed
RECEIVF,N
JUN.1 2 1989
Edmonrts Crtv Cler (
28
Packet Page 225 of 243
EDMONDS CITY COUNCIL
MEETING PROCEDURES
Meetino Times
1' Regular public and work meetings of the city council are held every Tuesday from 7:oo p.m. to 1o:oo p.m. in the
_Plaza n,leeting Room of the Edrionds Librar!. - - - - - '
2. Regular Council Committee meetings are held on the second Tuesday al 7:OO p.m.
3 Pubric Hearings are fegurarry herd dudng the first and third ruesday meetings.
4 No public hearing is reqularly scheduled on lhe second and fourth meetings, and therefore no citizen testimonywill be invited at such meetings.
Audience ParticiDation
Il::111i:j:.".:f,9I91,tI-" jg-"Id? is an opportunity for citizens to address the ciry administration and city councit.
IeJns..?fouSnJ up lor.acrton dunng the "Audience" portion of the agenda wilt not be acted upon by the Coun'cil at that flmeDul wlll De scneouleo lor a subsequent date. The Council encourages audience participation. Piease tlmlt parttclpatlonb tnree minutes.
.Public Hearino Procedure
All comments must be made at the podium after the speaker first gives his or her name and address so that comments
and speaker identification become part of lhe taped rebord.
The Mayor may indicate the amount of time available for each hearing.
So. that all persons shall have an opportunity to speak, the Mayor may limit the amount of time permitted each speaker
until all persons have had an opportunity to speak.
Further testimony from those who have spoken will be taken in the remaining time. The public hearing will be conlinued
to another date to take additional testimony when the existing available time is not sufficient.
Public Hearino Presentation
Suggested presentation model for precise, well organized proposals.
1. POINT What is the idea you wish to present? Begin with an "l statement" outlining your idea, such as, "l
am here to (supporVoppose)...,,
2. REASON Why you are making this point. This is an important step so the listener does not make
_ assumptions about your motives.
3. EXAf\iIPLE Bnef and relevant example to clarify and make your point concrete,
4. SU[,4]\IARY What condition will be changed or improved if your point is adopted?
5. ACTION (lf appropriate, depending on the situation) What needs to be done and who will do it.
All Council meetings end promptly at 10:0C o.m. unless the Council votes to extend the meeting.
c:WordataVneetproc
29
Packet Page 226 of 243
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y
me
e
t
i
n
g
.
Au
d
i
e
n
ce
Pa
r
t
i
c
i
p
a
t
i
o
n
Au
d
i
e
n
c
e
pa
r
t
i
c
i
p
a
t
i
o
n
is
en
c
o
u
r
a
g
e
d
at
al
l
Co
u
n
c
i
l
me
e
t
i
n
g
s
an
d
a
t
th
e
wo
r
k
se
s
s
i
o
n
s
wh
i
c
h
pr
e
c
e
d
e
th
e
Co
u
n
c
i
l
m
e
e
t
i
n
g
s
.
Th
e
r
e
ar
e
tw
o
o
p
p
o
r
t
u
n
i
t
i
e
s
du
r
i
n
g
th
e
re
g
u
l
a
r
Co
u
n
c
i
l
m
e
e
t
i
n
g
s
(i
d
e
n
t
i
f
i
e
d
as
"A
u
d
i
e
n
c
e
C
o
m
m
e
n
t
"
o
n
th
e
ag
e
n
d
a
)
fo
r
ci
t
i
z
e
n
s
to
ad
d
r
e
s
s
th
e
Co
u
n
c
i
l
on
an
y
su
b
j
e
c
t
ma
t
t
e
r
.
Co
m
-
me
n
t
s
ar
e
li
m
i
t
e
d
to
fi
v
e
mi
n
u
t
e
s
pe
r
sp
e
a
k
e
r
.
Th
e
fi
r
s
t
au
d
i
e
n
c
e
co
m
m
e
n
t
is
li
m
i
t
e
d
in
du
r
a
t
i
o
n
to
30
mi
n
u
t
e
s
.
Du
r
i
n
g
t
h
e
fi
n
t
au
d
i
e
n
c
e
co
m
m
e
n
t
pe
r
i
o
d
,
ci
t
i
z
e
n
s
ma
y
rc
q
u
e
s
t
Co
u
n
c
i
l
to
su
s
p
e
n
d
th
e
re
g
u
l
a
r
or
d
e
r
of
bu
s
i
n
e
s
s
a
n
d
a
d
v
a
n
c
e
to
an
y
it
e
m
,
su
c
h
as
a
pe
n
d
i
n
g
co
m
m
i
t
t
e
e
re
p
o
r
t
or
ag
e
n
d
a
if
e
m
,
wh
l
c
h
ma
y
no
t
ot
h
e
r
w
i
s
e
be
pr
e
s
e
n
t
e
d
un
t
i
l
mu
c
h
la
t
e
r
in
t
h
e
m
e
e
t
i
n
g
.
Su
g
g
e
s
t
i
o
ns
fo
r
Sp
ea
k
e
r
s
1.
Wh
e
n
yo
u
ar
e
re
c
o
g
n
i
z
e
d
by
th
e
Pr
e
s
i
d
i
n
g
Of
T
r
c
e
r
,
pl
e
a
s
e
wa
l
k
to
th
e
po
d
i
u
m
an
d
s
t
a
t
e
yo
u
r
na
m
e
an
d
a
d
d
r
e
s
s
fo
r
th
e
re
c
o
r
d
,
sp
e
l
l
i
n
g
yo
u
r
la
s
t
na
m
e
2.
Pl
e
a
s
e
li
m
i
t
yo
u
r
re
m
a
r
k
s
to
no
m
o
r
e
th
a
n
fi
v
e
mi
n
u
t
e
s
3.
If
so
m
e
o
n
e
el
s
e
ha
s
ma
d
e
th
e
sa
m
e
po
i
n
t
s
,
si
m
p
l
y
in
d
i
c
a
t
e
yo
u
r
su
p
p
o
r
t
or
di
s
a
g
r
e
e
m
e
n
t
.
4.
In
d
i
c
a
t
e
if
y
o
u
wa
n
t
to
b€
no
t
j
f
i
e
d
of
an
y
fu
t
u
r
e
me
e
t
i
n
g
s
re
g
a
r
d
i
n
g
a
sp
e
c
i
f
i
c
su
b
j
e
c
t
.
Pu
bl
i
c
He
a
ri
n
g
/
M
e
et
i
n
g
Pr
o
c
e d ure
Pu
b
l
i
c
he
a
r
i
n
g
s
an
d
pu
b
l
i
c
me
e
t
i
n
g
s
ar
e
sc
h
e
d
u
l
e
d
at the beginning of the
re
g
u
l
a
r
Co
u
n
c
i
l
me
e
t
i
n
g
.
F
o
l
l
o
w
i
n
g
a
br
i
e
f
presentation by staff, audience
co
m
m
e
n
t
wi
l
l
be
in
v
i
t
e
d
,
Co
m
m
e
n
t
s
wi
l
l
be limited to five minutes per
pe
r
s
o
n
.
Th
e
fo
l
l
o
w
i
n
g
su
g
g
e
s
t
i
o
n
s
wi
l
l
as
s
i
s
t
you in presenting precise, weLl-
or
g
a
n
i
z
e
d
co
m
m
e
n
t
s
:
PU
R
P
O
S
E
:
Wh
a
t
is
th
e
id
e
a
yo
u
wi
s
h
to
present? Begin with an "I" statement
ou
t
l
i
n
i
n
g
yo
u
r
id
e
a
,
s
u
c
h
as
"I
am
he
r
e
to
(support/oppose) . . ."
RE
A
S
O
N
:
Wh
y
ar
e
yo
u
ma
k
i
n
g
t
h
i
s
po
i
n
t
?
This is an important step so the
li
s
t
e
n
e
r
do
e
s
no
t
mi
s
u
n
d
e
r
s
t
a
n
d
yo
u
r
mo
t
i
v
e
s
.
EX
A
M
P
L
E
A
br
i
e
f
an
d
re
l
e
v
a
n
t
ex
a
m
p
l
e
will clarify and make your point
Wh
a
t
c
o
n
d
i
t
i
o
n
wi
l
l
be
ch
a
n
g
e
d
or improved if your point is
SU
M
M
A
R
Y
ad
o
p
t
e
d
?
AC
T
I
O
N
:
(l
f
a
p
p
r
o
p
r
i
a
t
e
,
de
p
e
n
d
i
n
g
o
n
th
e
situation.) What needs to be done
an
d
wh
o
wi
l
l
do
it
?
Ex
e
c
u
t
i
v
e
Se
s
s
i
o
n
Th
i
s
is
a
cl
o
s
e
d
po
r
t
i
o
n
of
th
e
me
e
t
i
n
g
fo
r
discussion of confidential Iegal
ma
t
t
e
r
s
,
pe
r
s
o
n
n
e
l
ma
t
t
e
n
,
Ia
b
o
r
ne
g
o
t
i
a
t
i
o
n
s
,
and,/or property transaction
sa
l
e
s
,
Th
e
s
e
ar
e
th
e
on
l
y
is
s
u
e
s
wh
i
c
h
ma
y
be discussed in executive session
Co
u
n
c
i
l
Mi
n
u
t
e
s
Mi
n
u
t
e
s
of
C
o
u
n
c
i
l
me
e
t
i
n
g
s
a
r
e
av
a
i
l
a
b
l
e
in the City Clerk's office on Friday
fo
l
l
o
w
i
n
g
th
e
me
e
t
i
n
g
.
Fo
r
a
no
m
i
n
a
l
fe
e
to cover postage, copies ofthe
we
e
k
l
y
m
i
n
u
t
e
s
an
d
a
g
e
n
d
a
wi
l
l
be
ma
i
l
e
d
to your home or business upon
CI
T
Y
OF
RE
N
T
O
N
MI
S
S
I
O
N
STATEMENT
Th
e
Ci
t
y
of
Re
n
t
o
n
,
in
pa
r
t
n
e
r
s
h
i
p
wi
t
h
residents, business, and
go
v
e
r
n
m
e
n
t
,
is
d
e
d
i
c
a
t
e
d
to
:
r
Pr
o
v
i
d
i
n
g
a
he
a
l
t
h
y
at
m
o
s
p
h
e
r
e
i
n
which to live and raise families,
r
En
c
o
u
r
a
g
i
n
g
re
s
p
o
n
s
i
b
l
e
gr
o
w
t
h
an
d
economic yitality,
r
Cr
e
a
t
i
n
g
a
po
s
i
t
i
v
c
wo
r
k
en
v
i
r
o
n
m
e
n
t
:
Re
s
u
l
t
i
n
g
i
n
a
qu
a
l
i
t
y
co
m
m
u
n
i
t
y
wh
e
r
e
people choose to Iive, work,
an
d
pl
a
y
.
30
Pa
c
k
e
t
Pa
g
e
22
7
of
24
3
ISSAQUAH CITY COUNCIL
City Hall South, 135 E. Sunsel Way, lssaquah, WA gBO27-1907
AGENDA
February 22, 1994
(Live Broadcast at 7:30 p.m.)
1
b
CALL TO ORDER - 7:30 PMa Pledge of Allegianceb. lnvocation
c. lnlroduction of New Employee
(in City Hall Soulh Council Chambers)
J
4
2. COMMITTEE REPORTS
MAYOR'S REPORT
AUDIENCE COMMENTS (See reverse for procedures)
Note; The Mayor may interrupt cilizen comments that continue too long, relale negatively lo olher
individuals, or are otherwise inappropriale.
CONSENT AGENDA
NEW BUSINESSa AB #3629--Authorization to Submit One Grant Application to the Puget Sound Regional Council for
lSTEtuEnhancement Funding (Rainier Blvd. S. Non-Motorized Corridor
lmprovemenls)
b. AB #3630--1994 Computer Acquisilionc. AB #3631--Mimi Robinson Arnold Trust--Easement Relocationd. AB #3632--Appointments/Reappointments lo City Boards and Commissions
8 EXECUTIVE SESSION
ADJOURNMENT
THE COUNCIL MAY ADD AND TAKE ACTON Ol't OTHER \TEMS NOT USTED ON TH\S AGENDA
American Disabilities Acl (ADA) Accommodations provided Upon Request
5
c.
d.
e-
llems lisled below have been distributed lo Councilmembers in advance for study and will be enacted by
one motion- lf separate discussion is desired on an item, lhat item may be removed lrom the Consent
Agenda and placed on the Regular Agenda at the requesl of a Councilmember.a Minules of the 2-7 -94 Regrlar Council Meetingb. Approval of Warrants
1 ) 2-22-9 4
2) January 1994 Treasurer's Report
AB #3622-New City Telecommunications System--Refer lo Finance & Personnel CommitteeAB #3623-Contributions to Municipal Arts Fund--Refer to Finance & Personnel CommitteeAB #3624-Ordinance Authorizing lnterfund Loans to Capital lmprovement Fund--Refer to Finance
& Personnel Commiltee
AB #3625--Ordinance lncreasing Amount and Extending Due Date on an lnterfund Loan-Refer to
Finance & personnel Commiflee
AB #3626--Eco center Project Financing--Refer to Finance & personnel committeeAB #3627--Utility Rate Review--Refer to Utitities Commiltee
OLD BUSINESSa AB #351O*Ordinance Regarding Proposed Fee Changes for Public Works Department Servicesb- AB #3609--commute Trip Reduction Acl lnterlocal and
'mplementation
Agreementsc. AB #3628-Ordinance Regarding Street Vacations (ptat of l-90 Corporale Center)
s
h
7
I
31
Packet Page 228 of 243
.1J ISSAQUAII
GUNDELNNES F@R
PUBLNE PARTNCIPATION
Allow the public to address the City Council on subjects lhal
are not scheduled for a Public Hearing at that particular
Queslions/concerns will receive a written resDonse within
When recognized, use lhe podium
State your:
Narne
Address
Relationship to city (resident, property owner, business
owner, etc.)
Please limit your commenls to 3 MINUTES
Submit written comments lo the City Clerk
AUDIENCE COMMENTS
PURPOSE:
PR ED P T
two weeks
meet
This
ng.
s not a queslion/answer session.
Allow the public to provide inpuulestimony to the City
Council on a particular subject scheduled for Public Hearing.
This is not a question/answer session.
The Council will consider all testimony afler the public
hearing is closed.
Sign up on the mlored sheels in the lobby
When recognized, use the podium
Stale your:
Narne
Address
Relationship to city (resident, property owner, business
owner, etc.)
PI.JRPOSE:
Please limit y our comments to 5 MINUTES
PUBLIC HEARINGS
PROCEDURLFOR PARTICI PATION
Submit written comments to the City Clerk
When an appeal or other malter involving specific parties is heard by
the Council, the Chair will announce whether public participation is
available and explain the procedure.
OTHER
32
Packet Page 229 of 243
CITY OFc FFrex3ry1_
FIY 33530 rsr wAy souTH
(206) 661-4OOO
FEDERAL WAY, WA 98003-62'IO
AGENDA
FEDERAL WAY CITY COI]NCIL
Regular Meeting
Council Chambers - City Halt
March 1,1994 - 7:00 P.M.
*****
tr.
m
IV
V.
I CALL MEETING TO ORDER
PLEDGE OF ALLEGIANCE
PRESENTATION
SPIMT Award for Month of March
x< r<CITIZEN COMMENT (3 minute limif ps1 person)
CONSENT AGENDA
Voucher/March 1, 1994
Minutes/February 15, 1994
AccepVFile January 1994 Financial Report
Resolution/Salmolux Change of Use
Minor Code Revision & Priority Ranking
Arts Commission Appointments
VI INTRODUCTION ORDINANCE
Council BiIl #87/Introduction Ordinance/Temporary Use Permit
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FEDERAI
WAY, WASHINGTON, AMENDING TTIE FEDERAL WAY ZONING CODE,
ORDINANCE 90-43, BY AMENDING TTIE TEMPORARY USE SECTION 22-
546,W AL, BY AMENDING THE DEFINTNON OF 'TEMPORARY USE', ;
BY DELINEATING SEPARATE DECISIONAL PROCESSES FOR CLASS I ...,,
AND CLASS II TEMPORARY USES AND BY EXTENDING TIIETERM OF.]
a.
b.
c.
d.
e.
f.
MENDS ORDINANCE 90-43)TEMPORARY USES.
33
Packet Page 230 of 243
VII CITY MANAGER REPORT
Regional Perspectives
CITY COUNCIL REPORTS
E)GCUTIVE SESSION
Properry Acquisition/Pursuant to Rcw 42.30. 1 10(b)
ADJOURNMENT
IX
VIII
X
-- PI EASE C OMPI FTF PINK SLIP & PRESENT TO DEPUry CIry CLERK
PRIOR TO SPEAKING. Citizens may address the City Council at this time.
When recognized by the Mayor, please come fonvard to the podium and state
your name and add ress for the records PLEASE LIMIT YOUR REMARKS TO
THREE (3) MINUTES. Citizens may comment on individual agenda items at
times during any regularly scheduled City Council meeting, prior to Council
discussions. These i:ems include, but are not limited to, Ordinances,
Resolutions and Cou;tcil Business issues. These comment times are in add ition
to the Citizen Comment at the beginning of each regularly scheduled meeting.
:.,,::
..i
:"ii
34
Packet Page 231 of 243
0020.110. o02
JEH/ crd
03/24/e2
rev. 03/26/92
rev. 04 / oa 192
Speaker ' s Time L jmtt
ORDINANCE NO. 1679
AN ORDTI'IANCE OF THE CITY OF REDMOND ,WASHTNGTON, RELATTNG TO THE CITY COIJNCIL'SRULES OF pRocEDIJRE, A-I{ENDING CERTAIN
SUBSECTIONS OF SECTION 2.04.07O OF THE REDMOND
MUNTCIPAL CODE IN ORDER TO ESTABLTSE A TIMELIMIT PER SPEAKER FOR AUDIENCE PARTICTPATION,
ADDTNG NEW SUBSECTIONS 2.04.255 (C) AND (D) TO
ESTABLISH THE NUMBER OF SPEAKERS AND THE TIMELIMIT FOR SPEAKERS IN QUASI JUDICIAL MATTERS,
AND A]'{ENDTNG SUBSECTION 2 . 04 .260 (7) TO CIIANGETHE TTME LIMITS FOR SPEAKERS REQUESTING
ADDTTIONAI PUBLTC HEARINGS.
I.IHEREAS, the Councj.L desires to formalize certain rules
of procedure relating to the number of speakers and the tirne l-irnit
on speakers in order to insure that public input at Counci,l
roeetings is received j-n an orderly and efficient manner, now,
therefore,
THE CITY COTINCIL OF THE CITY OF REDMOND, WASHTNGTON,
HEREBY ORDAINS AS FOLLOWS:
Section l-Audience Particioation.Subs ect ion
2.O4.07O (c) of the Rednond Municipal Code is hereby amended to read
as follows:
(c)Audience Participation. Items fromthe audience, linited to a rnaxinumof four mi-nutes per speaker, will bereceived during the ureeting at theappropriate place on the agenda toencourage citizen input andparticipation in council meetings.
JEHl6822. l0/0020. r lm2
-1-
REDI.4OND
35
Packet Page 232 of 243
Citizens
rneeting,
Counc i I .
fidyr at
cont inue
end of
addres s
the
to
the
the
Section 2. order of Business. Subsection 2.04.07o (d) (1)
of the Rednond Hunicipal Code is hereby amended to read as foll-ows:
( 1) Items f roxn Audience ( a :naxirnum
of four ninutes per speaker);
section 3 subsection 2.04-07o (d) (3) (A) (i) of the
Red.mond I'tunicipal code is hereby amended to read as f o1f ows:
(i)Hearing (a naximumof four minutes per
speaker, provided,
that the Council
may, in its
discretion, al-Iow
additional tirne
where the complexitY
of issues involved
requires nore time
in order to give the
speaker a reasonable
opportunity to be
heard on the
matter ) ,
section 4. ouasi-Judicial, Matters. New subsections
2.04.255 (c) and (D) are hereby added to the Redmond Municipal
to read as foLlows:
code
c
JEH16812. rO/m20- I1ffi2
0rdi nance No. 1679
whenever a quasi-judicial matter pending
before the city council has been the
subject of a pubtic hearing before thre
Hearing Examiner or Planning Commission,
the Council shall- al"low only each side
(proponents and opponents) to speak for a
maxirnum of ten minutes each. No new
evidence may be presented by either
speaker, but testimony sha1l be Lirnited
to argument based upon the Hearingt
Examiner's or Planning Commission' s
-2-
REDI4OND
36
Packet Page 233 of 243
D
record. A11 quasi-judiciat iterns shal-Ibe noted on the agenda as being quasj_-judicial and a statement shall- appear onthe agenda indicating that each side mayspeak for a rnaxinum of ten ninutes each.
Whenever the Council holds a publichearinq on a quasi-judicial natter,whether an initiaf hearing or anadditional hearing pursuant to Section2.O4.260, each speaker testifying beforethe Council shall be allowed to speak fora naximum of four ninutes, provided, thatthe Council may, in its discretion, allowadditional tine r+here the complexity ofissues invol-ved requires more tine inorder to give the speaker a reasonableopportunity to be heard on the matter,
section 5 Requests for Additionaf PubIic Hearinqs
2.O4.260(L) of the Redmond Municipal Code is hereby
read as follows:
(1)A representative of proponents and arepresentative of opponents of areconnendation or decision of a hearingauthority may speak at a regular meetingfor no more than four minutes each,provided, that the Council rnay, in itsdiscretion, a11ow additional time wherethe complexity of the issues involvedrequires rnore time in order to give thespeaker a reasonable opportunity to beheard on the matter.
section 6-Severabilitv. ff any section, sentence,
cl-ause or phrase of this ordinance should be hefd to be invafid or
unconstitutiona I by a court of competent jurisdiction, such
invalidity or unconst itutiona li.ty shall not affect the validity or
constitutiona I ity of any other section, sentence, clause or phrase
of this ordinance.
Subsect ion
amended to
t 1t6872.totcd2o.ttffz
Ord'inance No. .1679
-3-
RMMOND 37
Packet Page 234 of 243
section 7. Effective Date. This ordinance, being an
administrative action, is not subject to referendum and shall take
effect five (5) days after this ordinance or a sunmary thereof
consisting of the title is pubtished.
c OF REDMOND
o ROS IE IVES
ATTEST/AUTHENTICATED :
,4 n4/2'-,<1,oe'-crtv cr.nnx,' DoRrs scrIArBI-E
APPROVED AS TO FORI'!:
CITY AOFFTCEF THE ORNEY :
B v
FILED WITH THE CTTY CL
PASSED BY THE CITY COUNCIL:
SIGNED BY THE MAYOR:
PUBLISHED:
EFFECTIVE DATE:
oRDINANCE NO. 1619
04-01-92
a4-07 -92
04-14-92
04-12-92 and 04- 19-92 (Rev i sed Ti t1e )
01-17 -92
JEH16822. l0/0020.1 lm2
-4-
Rml4ct'lD
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5
r Open Public Meetings Act,
Purpose of the Act-It is the intent of the open Meetings Act that actions and
deliberations of public agencies, including cities and towns, be conducted openly. The
act is codifred in Ch. 42.80 RCW.
General Principles
Leavenworth March 1994
Meetings must be open and public and all persons must be allowed to attend
except as provided in the Open Meetings Act-
1
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c
a
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Ordinances, resolutions, rules, regulations, orders and directives
adopted at public meetings or else they are invalid.
must be
The aet applies to al1 multi-member governing bodies of state and local agencies and
their subagencies, w-hich of course includes city and town councils.
Subagency means a board or commission which is created pursuant to local
legislation. This wouid include planning commission, board of adjustment,civil service commission, and any other formaily established board or
comrnission of the city.
Governing body-This includes a subeommittee of the city council or other
governing body but only if the committee is acting on behalf of the governing
body, eonducting hearings, or taking testimony or public comment.
4. Definitions
Meeting means meetings at which actibn is taken.
Action means the transaction ofthe official business ofthe city or town by the
governing body including public testimony, deliberations, diseussions,
considerations, and final action.
Final action means a collective position br negative decision, or al actual vote
by a mqjority of the members of the governing body on a motion, proposal,
resolution or ordinance.
Regular Meeting-A recurring meeting held according to a scheduie fixed by
ordinance or other rule.
A vote by a secret ballot at any meeting that is required to be open to the
public is also declared null and void. RCW 42.30.060(2).
No special notice of a regular meeting under the Open Meetings Act but later
statutory enactments require governing bodies to establish proeedure for
notifying the public of all meeting agendas. This may be done by posting,
publication, or other process as determined by the city.
b
c
a
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WMCA Leavenworth March 1994
special Meetings-Any meeting other than a regular meeting. This includes work
sessions, study sessions, retreats, regardless of the term used to designate the
meeting-
Emergencies-There is an exception for emergency
meetings notice requirements.
situations from the special
Place of Meetings-The meeting does not have to be held within the corporate limits
of the city or town under the Open Meetings Act.
a- until 1993' all meetings ol third class city councils and town councils had to
be within the city. Now meetings may be held where designated by the city
or town council- However, any final action on a. ordina'ce or resolution must
be taken at a meeting which is being held within the corporate iimits of the
city or town.
Attendance at meetings may not be conditioned upon registration or other similar
requirements. However, unruly or disorderly per'ons may be expelled from a council
meeting.
a- Tape recorders and video carneras probabty cannot be prohibited if they are
not disrupting the meeting.
Adl'ournments/Continuances-Any meeting may be adourned or continued to a
specifred time or place.
The clerk may adiourn the neeting to a time or place, if no members are
present, by posting a copy ofthe notice on or near the door where the meeting
was to be held. The special meeting notice requirements must then be
followed for the adjourned meeting.
6
a- May include more than one topic so long as proper notice is given.
b. May be called by the presiding ofrrcer (mayor for the counc ) or a majority ofthe members of Lhe body.
c. Notice-Must be announced by written notice to all members of the governing
body and members of the news media who have filed written requestl for "u.i,notice-
Notice must be delivered personally or by mail twenty-fours in advance of the
special meeting and must specify the time and place of the meeting and the
business to be transacted.
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10.
a
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c.
An adjourned regular meeting continues to be a regular meeting for all
purposes.
lf a regular meeting falls on a holiday, the regular meeting is to be held on
the next business day. Election day is not a forma_l state holiday.
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ITMCA Leavenqzorth March 1994
11
t2.
Executive Sessions-The public may be excluded from exeeutive sessions.
mayor and the council have an automatic right to attend executive sessions
need not be taken of executive sessions.
Only the
Minutes
Exeeutive sessions may be held for the following reasons (this list contains the
most common reasons a city or town would hold an executive session):
(1)Consider the selection of a site or acquisition of real estate if public
knowledge would cause a likelihood of increased price;
(2)Consider the minimum price at which real estate will be offered for
sale or lease if public knowledge would cause a likelihood of decreased
price;
(3) Review negotiations on the performance of publicly bid contracts if
public knowledge regarding sueh consideration would cause a likelihood
ol increased cost;
(4) Receive or evaluate complaints or charges brought against a public
officer or employee. However, upon request ofthe officer or employee,
a public hearing or meeting open to the public shall be conducted upon
the complaint or charge
(5) Evaluate the qualifications of an applicant for public employment
(including eity manager) or to review the performance of a public
employee. Ilowever, discussion by a governing body of salaries, wages,
and other conditions of employment to be generally applied within the
agency shall occur in a meeting open to the public. Also, finai actionon hiring, setting salar;r of arr individual employee or class of
employees, or discharging or disciplining an employee must be taken
at a meeting open to the public;
(6) Evaluate the qualification of a candidate for appointment to electiveoffice. Ilowever, the interview of the candidate and final action
appointing a candidate must be in a meeting open to the public;
(7) Discuss with legal counsel matters relating to agency enforcement
actions, or to discuss with legal counsel representing the agency
litigation or potential litigation to which the agency is likely to become
a party if public knowledge regarding the discussion is likely to result
in an adverse legal or financial consequence to the agency.
Before convening in executive session, the presiding officer must publicly announce
the purpose for axcluding the public and the time when the executive session $rill be
concluded. It may be srtended to a later time by announcement.
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Actions Not Subject to Open Meetings Act
a' collective bargaining sessions with employee organizations, including contractnegotiations, grievance meetings and discussions relating to the inteftretation
of a labor agreementl and the portion of a meeting durin! which trr. go.,"".riig
body is planning or adopting the strategr to be taken by the city a"""i.rg ih"course of a collective bargaining, professional negotiation, or g.i"..urrJ" o"mediation proceeding, o" ".oi"*i.rg ihe proposals -.d. i., the nelotiations orproceedings while in progress.
b' The portion of a meeting of a quasi-judicial body which relates to a quasi-judicial matter between named parties as distinguished from a matter havinggeneral affect on the public or on a class or group.
c. The proeeedings concerned with the formal issuance or denial of a licensepermit, or certificate to engage in a business, occupation or profession-
Minutes of all regular and special meetings must be kept, promptly recorded, and
open to public inspection. No minutes are required to be kept for executive sessions.
Penalties or Remedies
Ordinances,. rules, resolutions, regulations, or orders which are adopted inviolation of the act are invalid.
A mglnber of a governing body who knowingly partieipates in violating the act
is subject a $100 civil penalby.
A, person who prevails against the agency in an aetion to enforce the Open
Meetings Act is to be awarded all costs including reasonable attorneys fees.
However, if the aetion is frivolous, then the court may awar.d to the agency
reasonable expenses and attorney fees.
A person may sue for a mandamus or injunctive action to stop or prevent
violations-
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ORDER OF HANDLING APPEAL HEARINGS:
All land use related appeal heanngs are as follows
1. Statf report
2. Applicant
3. Appeltant
SEPA APPEALS
1. Staff report
2. Appeltant
3. Applicant
manusl\appeals
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PUBLIC SAFETY AND PERSONNEL COMMITTEE
MEETING MINUTES
October 9, 2012
Committee members present: Councilmember Joan Bloom
Councilmember Kristianna Johnson
Others present: Jim Lawless, Assistant Chief of Police
Sandy Chase, City Clerk
Citizen Ken Reidy
Citizen Bruce Witenberg
Council Member Joan Bloom called the meeting to order at 6:02 p.m.
A. Amendments to sections of ECC 5.05 relating to Potentially Dangerous Dog definitions,
declarations, and appeals.
The meeting began with ACOP Lawless providing background as to the need for the language changes to
ECC 5.05 resulting from the recent ruling by Judge Fair. There were general questions posed by both
Councilmembers Bloom and Johnson relating to Potentially Dangerous and Dangerous Dog declarations.
ACOP Lawless also advised that RCW 16.08 had never been codified by the city, and it was unknown when,
how, or by whom that oversight had occurred. Codification is necessary so that portions of ECC 5.05 are in
compliance with state law and can in turn be cited into Edmonds Municipal Court under ECC 5.05.
Action: Forward to City Council Consent Agenda with a recommendation to approve.
B. Discussion on City Council Meeting Procedures.
Councilmember Bloom reported that she and Councilmember Johnson met to discuss how to proceed with the
review of City Council Meeting procedures. She stated that they made a determination to identify the issues /
procedures that need to be defined and addressed.
Councilmember Johnson suggested the committee study the issues; however, she would like to see this topic
discussed at a retreat or a work session as the consensus of the City Council is needed.
The following issues were identified:
• Council President’s authority in terms of setting the City Council Meeting Agenda and also the Agenda
for Committee Meetings.
• Determine if Robert’s Rules of Order, parliamentary procedures, or other rules will be used for
meetings.
• Identify when a Councilmember can participate in the meeting via speaker phone; under what
circumstances and what the criteria are in order to do this.
• Abstaining from a vote.
• Absences; it was noted this issue is addressed in City Code and State law; however, it needs to be
clarified by the City Attorney and written into the Council procedures.
• Appointments to committees and boards; clearly indicate how appointments are handled; it is currently
not consistent.
• Written citizen comments being read into the record; clarify procedure; it needs to be consistent, fair
and equal to all citizens.
• Work Sessions; clarify if the City Council should be voting during work sessions.
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Public Safety/Personnel Committee
October 9, 2012
Page 2
• Written rules and procedures for how to conduct executive sessions.
• Committee Meetings – clarify how the agenda is set; procedure for conducting committee meetings;
determine who takes minutes.
• Clarify procedures related to resolutions and ordinances.
C. Public Comments
Ken Reidy commented on the difficulty for the public’s voice to be heard. He stated it is critical that the city
codes and procedures must be clear and consistently applied. The codes and procedures related to council
meetings and committee meetings are limiting the public’s ability to be heard. He referred to a public hearing
held on September 16, 2008 related to the vacation of an unopened 7-1/2 foot wide alley. The public notice
made no mention of the possibility that a Temporary Construction Easement on his property would be
considered as part of the alley easement vacation. He described the effects of that easement and the impact
on him and his family noting that his voice went unheard. He described his efforts to have the matter
reconsidered. He provided another example of elected officials not making sure citizens are heard with regard
to the recent vote on the issue of Executive Sessions. (Mr. Reidy submitted a complete copy of his comments
for the record and they are on file in the City Clerk’s Office.)
Councilmembers Bloom and Johnson identified additional issues related to Council Procedures:
• Define the procedure for when a citizen asks questions at a Council Meeting.
• Define how a public hearing is handled at meetings.
• Procedure for communicating via email between Council members.
Bruce Witenberg joined the meeting at 7:15 p.m. and was provided an opportunity to comment. Mr. Witenberg
commented that from his observation there are a lot of processes that seem to have been adopted over the
years that may not necessarily be codified; it is the way people understand that business is being done. He
further commented that if the Committee has the time, drafting procedures in some form is probably a good
thing. He noted it will be extremely time consuming and the committee will need to determine where it fits in
the priority of other issues facing the city.
The Committee requested that this agenda item be scheduled on the November Committee Agenda.
The meeting adjourned at 7:32 p.m.
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