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2024-07-16 Council PSPHSP Packet1 2 OF BbMG ti Agenda Edmonds City Council BLIC SAFETY -PLANNING -HUMAN SERVICES -PERSONNEL CITY COUNCIL CONFERENCE ROOM 121 - 5TH AVENUE N, EDMONDS, WA 98020 J U LY 16, 2024, 3:30 PM COUNCIL COMMITTEE MEETINGS ARE WORK SESSIONS FOR THE COUNCIL AND CITY STAFF. COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS. STAFF AND COUNCILMEMBERS ATTEND COMMITTEE MEETINGS VIRTUALLY, AND MEMBERS OF THE PUBLIC ARE ENCOURAGED TO ATTEND THE SAME WAY. PERSONS WISHING TO ATTEND THIS MEETING VIRTUALLY IN LIEU OF IN -PERSON ATTENDANCE CAN CLICK ON OR PASTE THE FOLLOWING ZOOM MEETING LINK INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM. US/J/95798484261 OR JOIN BY DIAL -UP PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 IF MEMBERS OF THE PUBLIC CANNOT ACCESS THE VIRTUAL COMMITTEE MEETINGS WITH THEIR PERSONAL DEVICES, A MONITOR IS PROVIDED AT THE CITY COUNCIL CONFERENCE ROOM AT 121 5TH AVE N, EDMONDS WA. COMMITTEE MEMBERS: NEIL TIBBOTT (CHAIR), CHRIS ECK, COUNCIL PRESIDENT (EX-OFFICIO MEMBER) CALL TO ORDER COMMITTEE BUSINESS 1. Committee Updates (10 min) 2. Reorg of Admin Services - Finance Director JD (30 min) 3. Resolution to authorize Mayor to approve shared leave beyond personnel policies (10 min) 4. New Job Description for Permitting Program Manager (15 min) 5. Council Rules of Procedure Sections 4 & 5 Consent Agenda and Council Meetings (10 min) ADJOURNMENT 5:30 PM Edmonds City Council Agenda July 16, 2024 Page 1 2.1 City Council Agenda Item Meeting Date: 07/16/2024 Committee Updates Staff Lead: Committee Chair Neil Tibbott Department: City Council Preparer: Beckie Peterson Background/History The purpose of this standing agenda item is to allow a mechanism for staff to provide committees with brief, verbal updates on an activity or project overseen by a department and so that the Council can be more aware of what is happening around the city. Updates will facilitate a better set of expectations for councilmembers, the public, and the staff. Recommendation N/A Narrative Requested Committee Updates for July 16, 2024: 1. CEMP Update - Police / Chief Bennett 2. Comprehensive Plan - Planning/ Director McLaughlin Packet Pg. 2 2.2 City Council Agenda Item Meeting Date: 07/16/2024 Reorg of Admin Services - Finance Director JD Staff Lead: Mike Rosen Department: Human Resources Preparer: Jessica Neill Neill Hoyson Background/History After analysis of the needs of the City I have made the decision to propose a reorg of the Administrative Services department before filling the vacant Administrative Services Director position. I am proposing to Council that the department be reorganized back to the Finance Department. This change will entail moving Clerk, IT, and Public Records to report to the Mayor. I anticipate further changes to this reporting over the next few years, and do not plan on having this being a permanent reporting structure. The Finance Director (updated Director position) will now just oversee Finance. This will allow a more focused recruiting for a candidate with Finance/budgeting background. As this change does not add any additional position, there is no current budget impact. Staff Recommendation Approve changing the Admin Services Director position to the Finance Director position and approve the Finance Director job classification. Narrative Attached is the previous Finance Director JD that has now been updated. Attachments: Finance Director V2 Packet Pg. 3 2.2.a City of EDMONDS Washington FINANCE DIRECTOR Department: Finance Pay Grade: NR-20NR - 44 Bargaining Unit: Non Represented FLSA Status: Exempt Revised Date: Nove 'n 2July 2024 Reports To: Mayor POSITION PURPOSE: The Finance Director plans, organizes, directs, and manages all activities of the Finance Department in accordance with state law, federal law, and the City of Edmonds Municipal Code. This position develops, implements, and operates processes and systems as necessary to facilitate the effective operation of the accounting, budget development and management, finance, investment, payroll, utility billing, purchasing, financial reporting, Chief Financial Officer and City Treasurer functions. The Finance Director coordinates and guides city-wide strategic processes based on present and future service demands including budget development, investment management, financial analysis and ensuring that the department personnel, funds, and all other resources are utilized in the most effective and efficient manner to achieve the City's goals of providing excellent services to customers both internally and externally. ^ collection of past due accounts; infnrmation tPrhnolo ___...._._gy functions and GIS; supervises and manages staff responsible for the operations of the departments and may delegate sign ng authqFity exGept as limited by `ons of Edmonds City Code or state or federal law ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Directs Department operations to maintain effective and efficient programs; ensures compliance and accountability with Federal, State, and local regulations, policies and procedures. • Plans, directs, coordinates, monitors and reviews the work of assigned staff ensuring that services and work products meet quality and safety standards; assigns work activities and coordinates schedules, projects and programs. • Provides Creates an effective environment ^^^^* ^' ^ feedh^^k'^ ^'^'that is constructive and helps employees to achieve success in their roles, reviews and evaluates work and makes effective suggestions and recommendations. • Directs Responsible for the Department employment and hiring process and employee relations in accordance with federal, state, and local laws, City Code and city collective bargaining agreements. • Manages the workflow and prioritization of projects and measures the performance of the department and all related staff and takes appropriate steps to correct program or personnel areas of deficiency correct^+` e act on when necessary. Finance Director November 2012 Packet Pg. 4 2.2.a JOB DESCRIPTION Finance Director • Develops, administers, maintains, and oversees the budget using a collaborative approach with all stakeholders as appropriate (council, mayor, departmental leaders and community) including: the annual or bi-annual budget, outside funding, revenues, assists with the Capital Improvement Program and Capital Facilities Program. • Makes recommendations and forecasts for future funds needed for staffing, equipment, materials and supplies; recommends efficiencies to keep costs within established financial guidelines; approves Departmental expenditures and implements adjustments. • Provides advice and coaching to staff; and develop .. ff work plans for staff. implements and.1 or rLanornrm-nds disGipline and termination PFOGedures as appropriate 'c / p •'ocsvcmT Develops action plans and metrics analyzing operational results and assuring the effective allocation and rt0107at0nn of rpsn„rces • Attends and participates in professional group meetings maintaining awareness of new trends, best practices, and developments in the fields related to area of assignment; incorporates new developments as appropriate and ensures processes, policies and practices are interpreted and applied consistently and effectively. progress,aGtiVitieS; prepare And rnAintAin rAGOrds and reports related to budgets, plans slar) te;;rti..:tie expenditures and implements adjustments. • Assures the adequacy and soundness of the City's financial structure; reviews and approves purchases for all aspects of a municipal Finance Department which also includes: payroll, accounts payable -and, accounts receivable, and internal controls. • Manages all elements of the long-term debt issuance processes for the City • Manages the development of the City's Annual Comprehensive Financial Report (ACFR) • Manages the annual audits performed by the State Auditor's office • Manages the City's cash and investment portfolio in a manner that complies with the adopted policies addressing safety, liquidity, and return. prGGeGG. stm nts • Provides technical expertise, information and assistance and prepares and maintains a variety of narratives and statistical routine and non -routine reports for the Mayor and Council regarding assigned functions. • Conducts financial analysis and assists as needed in the formation and development of fiscal and other LL financial related policies, procedures, and programs. basis.Ass-a-mg tpphnirally seuRd, seGUFe and effiGiently funGtiGRiRg VE)iGe and data systems on a City wide 4) Supervises the Chief InformatieR QffiGeF (GIQ) position and oversees th,-. Inform tion technology E department and provides strategic direction far the rdepartmen4 0 • Ass, ,res se a nd efticieptly f„pntinpiRg etwepk apd s p„ter plicatinps • Provides advice, guidance and direction to carry out major plans, projects and procedures consistent with Q established policies, ordinances and laws. • Communicates proactively with other Directors, city staff, Council and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information. • At the direction of the Mayor, work with Council to provide thorough information, analysis, pros/cons, consequences, options and recommendations for Council on specific topics. Formatted: Tab stops: 5.51", Left +Not at 3.25" Finance Director Last Reviewed: ",A• A^June 13, 2024 Last Revised: November 2012 Packet Pg. 5 2.2.a Finance Director 2012 JOB DESCRIPTION Finance Director options and recommendations for Co nn'I to make 'nformerl decisi r Fulfills roles and responsibilities n the EOC team as assigned by the Mayor. • Performs related duties as assigned that are within the scope of the position classification. Performs relater) duties as assigned by Mayor. Required Knowledge of: • Supervisory and training principles, best management practices methods and techniques. • Principles and practices of governmental budget preparation and administration, including best practices. • Accounting theory, principles, and practices; Generally Accepted Accounting Principles (GAAP) and Government Finance Officers Association (GFOA) principles; audit standards. • Principles and practices of public administration and public finance administration. • Best practices for fh^ Rdrnin'c4r^4'^^ ^'consistent with GFOA and GAAP. • Cash management principles and standards. • Accounting software and automated financial systems. • External and management reporting requirements and report preparation. • Structure, organization and interrelationships of city departments, agencies and related governmental agencies and offices affecting assigned functions. Federal, State and local laws, rules and regulations related to assigned activities and programs relevant to assigned functions. • Effective oral and written communication principles and practices to include public relations and public speaking. • Program/project management techniques and principles. • Research methods and report preparation and presentation. nrrl nsing, spreadsheets, and statistical databases • Cnonsh usage, spelling, grammar and o nGtyatien • Pnn,.ielec of h-1130..e s IeHer ,..ri4n.. • Advanced principles and practices of governmental budget preparation and administration. • Contract negotiation and administration. Administrative program/project management techniques and principles. Required Skill in: • Planning, organizing, controlling and directing the activities and operations of the Finance Department. • Interpreting various financial/fiscal reports, bank statements, journal entries and ledgers sufficient to prepare reports, resolve issues/problems or explain entries. • Preparing and analyzing comprehensive financial and statistical data and numerical computations and comprehensive reports. • Creating, developing and presenting future plans to improve the operations of the City. • Interpreting and applying federal, state and local policies, laws and regulations. • Administering program goals and objectives; implementing initiatives and recommendations in support of department and City goals. • Utilizing peFseRal Gemputep seftware pFegrams and other relavant software affeGting assigned Work and piling and pFepaFiRg spFearlsheets • Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public. Formatted: Tab stops: 5.51", Left + Not at 3.25' Last Reviewed: Nn-A^June 13, 2024 D Packet Pg. 6 2.2.a Finance Director 2012 JOB DESCRIPTION Finance Director • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve and explain them. • Maintaining confidentiality and communicating with tact and diplomacy. • Applying program/project management techniques and principles. • Developing and monitoring departmental and program/project operating budgets, costs and schedules. • Communicating effectively verbally and in writing, including public relations and public speaking. • Supervising, leading and delegating tasks and workload assignments. MINIMUM QUALIFICATIONS: Education and Experience: Bachelor's Degree in Accounting, Finance, Business Administration or related field and seven years of professional level experience in governmental accounting operations, programs, and services that includes four years of staff supervisory, budgetary and management responsibility for a department or major division within a department; OR an equivalent combination of education, training and experience. Master's Degree Preferred. • A criminal background check is required following a verbal offer of employment. Criminal history is not an automatic employment disqualifier. Results are reviewed on a case -by case basis. • A consumer credit check is required following a verbal offer of employment due to this position's access to City financial data/information. Negative credit history is not an automatic employment disqualifier. Results are reviewed on a case -by case basis. roo nnenr.e preferred - Required Licenses or Certifications: A Valid WA State Driver's License and a five-year driving abstract acceptable to the City's insurance requirements is required for any position that will drive for City business veldt State of )nfashiRgtpp nr;.,nr'S I :,.enGe Certified Public Accountant (CPA) license or Certified Professional Finance Officer (CPFO) preferred. MI114 he able to c ssf lly n plate and pass a hnnLnre undt nheGk WORKING CONDITIONS: Environment: • Office environment. • Constant interruptions. Physical Abilities The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the mob. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Hearing, speaking or otherwise communicating to exchange information in person, vial electronic communication or on the phone. • Operating a computer keyboard or other office equipment. • Reading and understanding a variety of materials. • Sitting or otherwise remaining stationary for extended periods of time. • Bending at the waist, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. Formatted: Tab stops: 5.51", Left + Not at 3.25" Last Reviewed: Nn-A^June 13, 2024 D Packet Pg. 7 2.2.a JOB DESCRIPTION Finance Director Hazards: Contact with dissatisfied or upset individuals. Incumbent Signature: Department Head: Finance Director 2012 Date: Date: Last Reviewed: Nn-A^June 13, 2024 Formatted: Tab stops: 5.51", Left + Not at 3.25' a Packet Pg. 8 2.3 City Council Agenda Item Meeting Date: 07/16/2024 Resolution to authorize Mayor to approve shared leave beyond personnel policies Staff Lead: Jessica Neill Hoyson Department: Human Resources Preparer: Jessica Neill Neill Hoyson Background/History The City of Edmonds Personnel policies currently address shared leave for employees. Shared leave allows one employee to donate to another employee who may be in certain circumstances. 8.14 SHARED LEAVE The Mayor may authorize employees to donate their accrued leave to another City employee who is suffering from or who has an immediate family member suffering from an illness, injury, or physical or mental condition which has caused or is likely to cause the employee to take leave without pay or to terminate his/her employment. The following conditions apply: Both accrued sick and vacation leave may be donated for a Shared Leave, which is based on a catastrophic level of illness or injury. Catastrophic illnesses or injuries are those which are potentially career -ending or life -threatening. All donated vacation leave hours must be used prior to any use of donated sick leave hours. However, only vacation leave hours can be donated for a shared leave request, where the need arises from a non -catastrophic level of illness or injury. Immediate family is defined as spouse, registered domestic partner, son, daughter, mother, father, and in-laws of the same degree. To be eligible to donate leave, the employee must have at least ten (10) days of accrued leave before he/she is eligible to donate leave hours. In no event shall a leave transfer result in the donor employee reducing his/her vacation leave and/or sick leave balance to less than ten (10) days. Transfer of leave will be in increments of one day of leave. All donations of leave are strictly voluntary. The employee receiving donated leave shall have exhausted all his/her accumulated vacation, sick leave, holiday, compensatory time, or any other paid leave. Employees on L&I injuries are not eligible for shared leave if they are receiving time loss or LEP checks. While an employee is using shared leave, he or she will continue to receive the same treatment, in respect to salary and benefits, as the employee would otherwise receive if using vacation or sick leave. The maximum duration of a shared leave is limited to no more than six (6) continuous months or six (6) months in a five year period and cannot be used to extend Packet Pg. 9 2.3 Staff Recommendation Forward the resolution to allow the Mayor to approve shared leave for circumstances not currently covered in the personnel policies to full council. Narrative The Mayor has recently become aware of certain situations where employees were not eligible for the use of shared leave in their circumstances that would cause them to go into an unpaid status. This were predominantly related to bereavement leave that did not meet the policy definition or limited -term employees who had a major life event happen but had not accrued enough leave to have paid time off to cover it. Expanding the shared leave to allow for the Mayor to approve additional circumstances on a case by case basis, will not increase costs to the City, as this program is a leave donation from one employee to another, there is no additional leave added to the City's books. Attachments: Resolution to Authorize Mayor to Approve Shared Leave 6.11.2024 Packet Pg. 10 2.3.a RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, TO AUTHORIZE THE MAYOR TO APPROVE SHARED LEAVE BEYOND THAT AUTHORIZED BY THE PERSONNEL POLICIES. WHEREAS, the City has adopted Personnel Policies (hereinafter "Policies") to serve as a general guide to the City's employment practices and procedures; and WHEREAS, the Policies include at Section 8.14 a Shared Leave policy that allows the Mayor to authorize employees to donate their accrued leave to another City employee under certain circumstances; and WHEREAS, it has come to the Mayor's attention that employees have sought to use shared leave in circumstances not covered by the Policies, such as personal emergencies, when bereavement leave is unavailable for the loss of a loved one not covered by that policy, and when limited term employees are not able to accrue sufficient leave to use for needed time away from work; and WHEREAS, the City Council has determined that it is appropriate to authorize the Mayor to approve the use of shared leave by employees on a case -by -case basis to address the need for flexibility on the use of shared leave in appropriate circumstances; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The Mayor is hereby authorized to approve requests for the use of shared leave pursuant to the Shared Leave policy for reasons not currently outlined in that policy on a case -by -case basis at the Mayor's discretion. The use of such approved leave shall in all other respects comply with the Shared Leave policy. RESOLVED this day of 2024. CITY OF EDMONDS MAYOR, MIKE ROSEN ATTEST: CITY CLERK, SCOTT PASSEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. Packet Pg. 11 2.4 City Council Agenda Item Meeting Date: 07/16/2024 New Job Description for Permitting Program Manager Staff Lead: Leif Bjorback Department: Building Division Preparer: Leif Bjorback Background/History In April of 2021 the Building Division requested approval of a new job description after identifying the need for an advanced level position that could help address increased procedural and technological demands on permit staffing. On April 13, 2021 the Council approved, under Agenda Item #5416, the creation of a new job description for Permitting Supervisor. Staff Recommendation We recommend forwarding this request for City Council approval as part of the next Consent agenda. Narrative The new (in 2021) job description of Permitting Supervisor was designated as a non -represented position with true supervisory responsibilities, and was filled soon after through an in-house promotional process. The employee previously had held the position of senior permit coordinator, which is a represented position. While the position was filled by a very capable employee, and the employee's performance continued to be highly productive, it was soon evident that the job description functions were more limiting than intended. For example, the position was, and is still needed at times to perform the functions of the union -represented position of permit coordinator, especially in periods of high volume or to provide vacation coverage. Under the new job description, it was not allowable for the supervisor to perform this union work. It was never the intent of the department to impose such limitations on the new supervisor position. Therefore, it has been determined that the department will be better served if the Permitting Supervisor position is changed to that of a lead position that would be represented by the union. The Planning and Development Department has worked with Human Resources to revise the Permitting Supervisor job description into a lead position, thus creating a new job description entitled Permitting Program Manager. Please see attached draft. While this is a new job description it does not add an FTE since we are intending to place an existing employee in the role. We also solicited the Union's input on this change and they are supportive of the transition of the position back to the Union. Attachments: PERMITTING PROGRAM MANAGER JD DRAFT 7.8.24 Packet Pg. 12 2.4.a City of EDMONDS Washington Permitting Super0sorProgram Manager Department: Development Services - Building Pay Grade NR-32*19 Bargaining Unit: Nee represer,+ef'AFSCME FLSA Status: Non -Exempt Created Date: April 2021 Reports To: Building Official Ile. r-61 *The Permitting Program Manager is currently classified on the non -represented salary schedule. The Citv recognizes this position is covered by the union. The City and the Union agree to maintain this position's non - represented wages (including approved COLAs) until appropriate placement on the AFSCME wage schedule can be bargained. (CBA A.4) POSITION PURPOSE: Under general direction, in a lead pos_ ^^, plans, prioritizes the public permit Geeter processing,— center activities, and assigns work to permit coordinators, and supervises the publ;^ r,errrni+ r,r^^es ir,^ tenter ,^+,,,,ties and staff, emphasizing consistency in service delivery and excellent customer service. Provides �r + support to permit services provided by the Department; provides information regarding development regulations, procedures, ordinances and codes to owners, contractors, architects, engineers, developers and the general public; assists customers with resolution of questions, complaints, or application problems; coordinates with other staff to develop and improve the permitting process. Performs technical development and maintenance functions for the department. Provides sapervisery dgjILeversight, guidance and training to permit coordinators. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Manages Coordinate lame, complex construction projects aGtiRg as the liaiSe^ between the developer, contractor, permit ^eerdiRa+er, reviewers and inspectors from Pre -Application through C of O for quality control. In some instances, working alongside permit coordinators for training and/or assistance. • Oversees the r,r ^ ^+ Reviews building permit applications that are within the ESLHA (Earth Subsidence and Landslide Hazard Area) designation for consistency with program requirements. • Programs the backend of online and internal permit software systems. Creates application configurations, complex fee calculation formulas, user accounts, and mail merge/ SQL documents. feed and far er,line and internal permit s stemo • Represents the Building Division at the public counter as scheduled and pProvides backup s additional support for teleph^^^ inquiries and ernail public inquiries frem the puh�liG at large and rem City d^^ts.or for complex issues. Permitting oefProgram Manager Last Reviewed: 04/202411/3/2023 Last Revised: 04/2021 Packet Pg. 13 2.4.a 2 of 4 JOB DESCRIPTION Permitting SuperAssrProgram Manager • Monitors and provides oversight for public records requests from the City Clerk's office. n+h^r o • Assists Permit Coordinators during periods of heavy permitting cycles and provides vacation/ sick time off coverage. • Develops and maintains department procedures and forms for permitting, archiving, and other permit related processes. • Assists in the development and preparation of updates to the buildina code ordinance. • Reviews and keeps current with changes in technology and regulations. • Provides administrative and technical support to permitting and software programs, document management, website maintenance, and issue resolution. • �^TAssign work to permit coordinators and help develop individual work plans. pr^��'^� ' �^�' • f^_+.Foster analytical thinking and creativity in methods of delivering City services for the permit coordinator team, developing work plane and evaluating performance Provides perfGrrnanr__e feed-b-ar--k to ernp!Gyees through Gc)aGh4nq and training. era! and written perfermanGe • Provides reports and data analysis on a continual schedule and as requested for both management and outside agencies. • Creates and maintains department handouts, fee guide, plan review digital stamps, templates, and custom reports. • Assists in the preparation and monitoring of the Building Division budget. • Represents the department and City on various technical and procedural committees. • Investigates, authorizes and processes payment error corrections and refunds. • Resolves permitting issues, sometimes outside standard procedures. Provides assistance and advocacy to internal and external customers, contractor working with City departments and other regulatory agencies. • Conducts and assists in special projects as assigned by the Building Official or Director. Projects may involve extensive research and comparisons, administrative follow-up, liaison with community groups, other agencies and City staff. • Investigates customer service complaints and recommends corrective action, as necessary, to resolve those complaints. • Develops customer service surveys and provides data to management for analysis. • Assists other staff in the performance of their duties as assigned. • Performs other related duties within the scope of the classification. Required Knowledge of: • Development services permitting processes, current regulations and City codes. • Building construction concepts and technology. • Maps, building codes, code books and related processes. • Principles of customer service. Permitting Supe vii of opram Manager Last Reviewed: 11 /03/2023041202-1 Last Revised: 04/2021 Packet Pg. 14 2.4.a 3 of 4 JOB DESCRIPTION Permitting SuperAssrProgram Manager • Research methods and advanced report creation and record keeping processes. • Structure, organization and inter -relationships of city departments, agencies and related governmental agencies and offices affecting assigned functions. • Effective oral and written communication principles and practices to include customer service. • Modern office procedures, methods and equipment including computers and computer applications. • English usage, spelling, grammar, and punctuation. • Principles of business letter writing. Required Skill in: • Reading a variety of plans, specifications, and other materials related to the permitting processes. • Monitoring and organizing work to meet schedules and timelines. • Performing basic mathematical calculations sufficient to perform assigned responsibilities. • Maintaining required records and producing a variety of routine and advanced reports. • Interpreting and applying federal, state and local policies, laws and regulations related to area of responsibility. • Utilizing personal computer software programs and other relevant software affecting assigned work. • Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public • Excellent customer service skills. • Independent work and deGisien maki decision -making skills consistent with department objectives with minimal supervision, adapt to changing work priorities, manage multiple tasks concurrently, communicate with staff and the public on a variety of issues, multi -task by handling several high priority issues and projects at the same time. MINIMUM QUALIFICATIONS: Education and Experience: High School Diploma/GED Certificate and five years of experience in land use or building construction permitting with customer service/public contact that includes permit/application review.; the five years should inoli Arlo t,.,o „oars of s pewiser„i managerial experionoo OR an equivalent combination of education, training and experience which allows the incumbent to successfully perform the essential functions of the position. Required Licenses or Certifications: Valid State of Washington Driver's License - Possession of an ICC Permit Technician certification, or ability to obtain within one year. A criminal background check is required following a verbal offer of employment. Criminal history is not an automatic employment disqualifier. Results are reviewed on a case -by -case basis. Must be able to o11nn000fi illy oomnloto and pass a baGkg Yol ind ohor+L WORKING CONDITIONS: Environment: • —Office and construction site environments. Permitting Supe vii of pram Manager Last Reviewed: 11 /03/202304/2021 Last Revised: 04/2021 Packet Pg. 15 2.4.a 4 of 4 JOB DESCRIPTION Permitting SuperAssrProgram Manager Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information in person and on the telephone • Operating a computer keyboard and various tools. • Reading and understanding a variety of materials. • Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. Hazards: • Contact with dissatisfied or potentially abusive individuals. Incumbent Signature: Department Head: Permitting Supe vii of opram Manager Date: Date: Last Reviewed: 11 /03/202304/2021 Last Revised: 04/2021 Packet Pg. 16 2.5 City Council Agenda Item Meeting Date: 07/16/2024 Council Rules of Procedure Sections 4 & 5 Consent Agenda and Council Meetings Staff Lead: Council President Olson Department: City Council Preparer: Beckie Peterson Background/History In 2013, the City Council passed Resolution No. 1295, which adopted Robert's Rules of Order as its parliamentary authority for the conduct of City Council meetings. In December 2013, the Council passed Resolution No. 1306 adopting a Code of Conduct and in June 2015, the Council approved a Code of Ethics by motion. On January 25, 2021, the Council adopted a new Code of Conduct by motion. Because Resolution No. 1295 is limited to parliamentary procedure in the context of Council meetings, such rules do not address many other processes and procedures in the conduct of City business. It is thought that a more comprehensive set of rules would provide greater understanding and transparency about the roles, rights, and responsibilities of councilmembers and facilitate the orderly conduct of business within the context of council meetings. The draft rules of procedure address Council organization, duties of officers, agenda preparation, meeting management, consent agenda, public testimony, decorum, motions, and other important areas. The draft also includes Council's recent adoption of a Code of Conduct as Section 6; this was done to consolidate all applicable rules into one document. It is important to note that many provisions of these rules of procedure are already governed by other codes, statutes, and rulings. Any provision that is footnoted with a citation to the Revised Code of Washington (RCW), the Edmonds City Code (ECC), or other statute or ruling is included for ease of reference only and is not intended to be adopted as a rule because it already constitutes governing law. Provisions that are not footnoted with a citation to the RCW or ECC are adopted by City Council resolution as the Council's procedural rules and may be amended at any time by subsequent resolution. On April 6, 2021, the Council passed Resolution 1470, which established that the Council adopted its own Code of Conduct separate from that which applies to the Mayor and members of City boards, commissions, committees, and work groups. The proposed Rules of Procedure and the Code of Conduct were presented and discussed on February 4, 2020, January 26, 2021, and April 6, 2021. For comparison purposes, prior drafts of the rules of procedure are included in the online Council meeting packets of February 4, 2020 and March 3, 2020. On April 6, 2021, a motion was passed to table consideration of the draft Rules of Procedure for a period of three weeks. The draft rules were scheduled on the June 1, 2021 council agenda, but consideration was postponed due to lack of time. Packet Pg. 17 2.5 On August 3, 2021, the Council considered the draft rules, made amendments, and instructed the city attorney to bring back additional language for potential amendments to various sections of the rules. A new Section 7 entitled "Code of Ethics" has been added to incorporate the Code of Ethics adopted by the City Council on June 2, 2015. Recommendation Place approval of Council Rules of Procedure Section 4 - Consent Agenda and Section 5 - Council Meetings on next available consent agenda. Narrative It is thought that approving the draft Rules of Procedure by Section, or in segments, would be the most practical approach to accomplishing this 2024 goal. The draft includes 14 sections, as follows: SECTION 1. AUTHORITY - approved 6/25/2024 SECTION 2. COUNCIL ORGANIZATION - approved 6/25/2024 SECTION 3. AGENDA PREPARATION - amended and approved 3/26/2024 SECTION 4. CONSENT AGENDA - PPW committee 7/16/2024 SECTION 5. COUNCIL MEETINGS - PPW committee 7/16/2024 SECTION 6. COUNCIL CONDUCT - adopted 1/26/2021 SECTION 7. CODE OF ETHICS - adopted 6/2/2015 SECTION 8. PUBLIC TESTIMONY - amended and approved 4/16/2024 SECTION 9. MOTIONS SECTION 10. ITEMS REQUIRING FOUR VOTES SECTION 11. ITEMS REQUIRING A UNANIMOUS VOTE SECTION 12. COUNCIL REPRESENTATION SECTION 13. REIMBURSEMENT OF EXPENSES - approved 4/16/2024 SECTION 14. SUSPENSION AND AMENDMENT OF RULES Proposed Workplan for Adopting Council Rules of Procedure Address the draft rules of procedure by section or segments, starting with the most timely/highest priority section(s). Focus on one segment each month: a. City Clerk and Council staff review and indicate any recommended revisions. b. Council President review. C. Place on agenda for review of Council Committee d. If committee recommends segment for council approval on consent - place on a future consent agenda for approval and implement that segment as adopted policy. e. If committee recommends revisions or full council discussion - add to future council business when agenda time allows. Once all segments are approved, adopt a resolution with the comprehensive set of rules of procedures as an attachment. SECTION 4: Consent Agenda Packet Pg. 18 2.5 SECTION 5: Council Meetings Attachments: 07.16.2024 Sections 4 5 Packet Pg. 19 2.5.a Exhibit A COUNCIL RULES OF PROCEDURE Section 4. Consent Agenda. 4.1 The Mayor, in consultation with the Council President, shall place matters on the Consent Agenda which: (a) have been previously discussed by the Council or council committee, or (b) based on the information delivered to members of the Council, by the administration, can be reviewed by a Councilmember without further explanation, or (c) are so minor or routine in nature that passage is likely. 4.2 The motion to adopt the Consent Agenda shall be non -debatable and have the effect of moving to adopt all items on the Consent Agenda. 4.3 Since adoption of any item on the Consent Agenda implies unanimous consent, any member of the Council shall have the right to remove any item from the Consent Agenda. Councilmembers are given an opportunity to remove items from the Consent Agenda after the motion is made and seconded to Approve the Agenda. If any matter is withdrawn, the Presiding Officer shall place the item at an appropriate place on the agenda at the current or future Council meeting, subject to Council agreement. Section 5. Council Meetings. 5.1 All Council meetings shall comply with the requirements of the Open Public o Meetings Act'. All Regular Meetings, Committee Meetings, and Special Meetings U of the Council shall be open to the public. A Council meeting is defined as a LO properly noticed meeting in which a quorum of the Council transacts official City y business as defined by the OPMA. Meetings under the OPMA require an o agenda, public notice, and an official record in the form of meeting minutes. Meetings attended by Council members which do not involve the transaction of City business are not considered meetings under the Act. If a quorum of Council o members attends such meetings, members are encouraged to sit separately, refrain from discussing City business, and only participate as passive observers. 5.2 Any Council meeting may be canceled by a majority vote or consensus of the Council. The Council President may cancel a Council meeting for lack of official business. 5.3 Regular Meetings2 of the City Council shall be held in accordance with the meeting schedule adopted in Edmonds City Code 1.04.010. Council meetings shall adjourn no later than 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. ' RCW 42.30 2 ECC 1.04.010(A) Packet Pg. 20 2.5.a Exhibit A COUNCIL RULES OF PROCEDURE A. Order of Business for Regular Meetings. The order of business shall generally be as follows: Regular Meeting (7:00 p.m.) 1. Call to Order, Flag Salute 2. Land Acknowledgment 3. Roll Call 4. Approval of the Agenda 5. Presentations 6. Public Comment 7. Approval of the Consent Agenda 8. Received for Filing3 9. Public Hearing(s) 10. Council Business: The following procedures shall be used: • Introduction of item by Presiding Officer • Presentation by staff • Council motion to adopt legislation • Council deliberation and potential action 11. Council Comments 12. Mayor's Comments 13. Adjournment (10:00 PM) 5.4. Meetings of the council shall be presided over by the mayor, if present, or otherwise by the mayor pro tempore (Council President or Council President Pro Tempore) or by a member of the council selected by a majority of the councilmembers at such meeting. Appointment of a councilmember to preside over the meeting shall not in any way abridge his or her right to vote on matters coming before the council at such meeting.4 5.5. At all meetings, the Mayor shall be addressed as "Mayor (surname)." The Council President shall be addressed as "Council President (surname)." Members of the Council shall be addressed as "Councilmember (surname)." At all meetings, the Mayor shall sit in the Presiding Officer's seat, and the Council President shall sit at the right hand of the Mayor. Other Councilmembers are to be seated in a manner acceptable to Council. If there is a dispute, seating shall be in position order. 5.6 Prior to commencement of discussion of a quasi-judicial item, the Mayor will ask if any Councilmember has a conflict of interest or Appearance of Fairness Doctrine concern which could prohibit the Councilmember from participating in s Received for Filing is a method of providing information on an agenda that doesn't require council action. It includes but is not limited to: financial reports, program/project status updates, committee reports, claims for damages, public comments, and appointments to boards/commissions. 4 RCW 35A.12.120 Ln Packet Pg. 21 2.5.a Exhibit A COUNCIL RULES OF PROCEDURE the decision -making process. If it is deemed by the Councilmember, in consultation with the City Attorney, that it is warranted, the Councilmember should step down and not participate in the Council discussion or vote on the matter. The Councilmember shall leave the Council Chambers while the matter is under consideration. 5.7 Council Committees5. The City Council shall have the following Standing Committees: Finance ("FIN"); Parks and Public Works ("PPW"); Public Safety, Personnel, Human Services, and Planning ("PSPHSP"). Regular meetings of the City Council standing committees shall be held in accordance with the meeting schedule adopted in Edmonds City Code 1.04.010. The audio and/or video of Council Committee meetings shall be recorded and posted online. A. Business items considered by a City Council committee should only be forwarded to the City Council Consent Agenda with the unanimous consent of the committee members.6 B. Committee business items that have not received unanimous support of the committee to be forwarded to the Consent Agenda may be discussed at a forthcoming committee meeting if additional committee work is likely to produce unanimity. Alternatively, the Council President may place the item on a future Council agenda for further deliberation and/or action by the City Council.' C. The Council President shall be a nonvoting ex-officio member of all Council 0 committees, except when a regular committee member is absent, in which Ln case the Council President may vote. When a committee chair is absent, the I* other regular committee member shall serve as the committee chair.$ o D. The Mayor and Councilmembers from other committees may attend committee meetings of which they are not members and may join the discussion and ask questions about a committee business item if they have been present during the entire discussion of that business item; provided, that only committee members, or the Council President when substituting for an absent committee member, may vote on committee business. Presence of a quorum of the City Council at a committee meeting shall not change the character of the meeting from a committee meeting to a City Council meeting.9 5.8 The Council may hold Executive Sessions or Closed Sessions from which the public may be excluded, for those purposes set forth in the Revised Code of 5 ECC 1.04.010(B) 6 ECC 1.04.050(A) ECC 1.04.050(B) 8 ECC 1.04.050(C) 'ECC 1.04.050(D) Packet Pg. 22 2.5.a Exhibit A COUNCIL RULES OF PROCEDURE Washington10. Before convening an Executive Session, the Presiding Officer shall announce the purpose of the Session and the anticipated time when the Session will be concluded. Should the Session require more time, a public announcement shall be made that the Session is being extended. Councilmembers should keep confidential all written materials and verbal information provided to them during Executive Sessions, to ensure that the City's interests are not compromised. Councilmembers should refrain from taking notes in Executive Session because such records may be subject to public disclosure, thereby compromising the confidential nature of the matters discussed. Confidentiality also includes information provided to Councilmembers outside of Executive Sessions when the information is exempt from disclosure under the Revised Code of Washington. If a Councilmember unintentionally discloses Executive Session discussion with another party, that Councilmember shall make full disclosure to the Mayor and/or the City Council in a timely manner as soon as the error is discovered. 5.9 Special Meetings" may be held by the Council subject to notice requirements prescribed by State law. Special Meetings may be called by the Council President, Mayor, or any four members of the City Council by written notice delivered to each member of the Council at least twenty-four hours before the time specified for the proposed meeting. The notice of such Special Meetings shall state the subjects to be considered, and no subject other than those specified in the notice shall be considered. 5.10 An Emergency Meeting12 is a special Council meeting called without the 24- 0 hour notice. It deals with an emergency involving injury or damage to persons or Ln property or the likelihood of such injury or damage, when time requirements of a I* 24-hour notice would make notice impractical and increase the likelihood of such o injury or damage. Emergency meetings may be called by the Mayor or the Council President with the consent of a majority of Councilmembers. The minutes will indicate the reason for the emergency. o 5.11 Special Meetings and Emergency Meetings will beat a time and place as Council directs. 5.12 The City shall comply with the public notice provisions of the Revised Code of Washington13. Unless specified otherwise, the public shall receive notice of upcoming public hearings through publication of such notice in the City's official newspaper at least ten (10) days prior to the hearing. 5.13 At all Council Meetings, a majority of the Council (four members) shall constitute a quorum for the transaction of business. In the absence of a quorum, the 10 RCW 42.30.110 and RCW 42.30.140 " RCW 42.30 RCW 42.30 13 RCW 35A.12.160 Packet Pg. 23 2.5.a Exhibit A COUNCIL RULES OF PROCEDURE members present may adjourn that meeting to a later date. 5.14 Members of the Council may be excused from attending a City Council meeting by contacting the Council President prior to the meeting and stating the reason for his or her inability to attend. If the member is unable to contact the Council President, the member shall contact the Mayor, who shall convey the message to the Council President. Following roll call, the Presiding Officer shall inform the Council of the member's absence, state the reason for such absence, and inquire if there is a motion to excuse the member. This motion shall be nondebatable. Upon passage of such motion by a majority of members present, the absent member shall be considered excused and the Clerk will make an appropriate notation in the minutes. Councilmembers who do not follow the above process will be considered unexcused and it shall be so noted in the minutes. A motion to excuse a Councilmember may be made retroactively at the next meeting. Removal of a sitting Councilmember for three (3) consecutive unexcused absences is authorized by RCW 35A.12.060. 5.15 Remote Attendance: Notification of the need to attend a meeting remotely shall o be made to the City Clerk by noon of the meeting day. When attending a council a meeting remotely, Councilmembers must have video and audio capabilities and ° enable them during the meeting whenever possible. Any attendee (Council, staff, 3 or presenter) must enable their video and audio when speaking, unless technical difficulties do not allow. Attendees must attempt to contact the technology department to resolve any problems prior to the meeting. If the problem cannot c be resolved, the attendee must inform the Council President and/or the Mayor 0 prior to the meeting. Ln 5.16 The City Clerk or an authorized Deputy City Clerk shall attend all Council meetings. If the Clerk and the Deputy Clerk are absent from any Council meeting, the Mayor shall appoint a Clerk Pro Tempore. The minutes of the proceedings of the Council shall be kept by the City Clerk and shall constitute the official record of the Council. Packet Pg. 24