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02/09/2001 City CouncilEDMONDS CITY COUNCILAPPROVED City Council Retreat February 9 & 10, 2001 Third Floor Great Room — Edmonds City Hall ELECTED OFFICIALS PRESENT STAFF PRESENT Friday; February 9, 2001 Gary Haakenson, Mayor Dave Earling, Council President Chris Davis, Councilmember Tom Miller, Councilmember Lora Petso, Councilmember Richard L. Marin, Councilmember Michael Plunkett, Councilmember David J. Orvis, Councilmember Peggy Hetzler, Adm. Serv. Director Brent Hunter, Human Resources Director Stephen Clifton, Community Serv. Director Duane Bowman, Development Serv. Director Police Chief Robin Hickok Fire Chief Tom Tomberg Arvilla Ohlde, Parks & Recreation Director Noel Miller, Public Works Director Scott Snyder, City Attorney Linda Carl, Executive Assistant to Mayor Jana Spellman, Executive Assistant to Council CALL TO ORDER Council President Earling called the meeting to order at 1:00 p.m. He thanked the Councilmembers for coming up with suggestions for agenda items and thanked the staff for all their hard work. Mr. Earling then called on Mayor Haakenson who presented the first agenda item. HOW TO BUILD & FUND A CITY Presenter: Mayor Haakenson. Mayor Haakenson asked each of the Councilmembers to build a city from the ground up. Each Councilmember completed this task and then followed up explaining how it was set up and funded. Mayor Haakenson mentioned bringing more online services on board for the convenience of the citizens. Mr. Earling stated that although he thought that was a good idea, the City still needed to maintain human interaction with its citizenry. Council President Earling then called on the next presenter Fire Chief Tomberg STATUS REPORT OF MEDIC 7 DISSOLUTION., Presenters: Mayor Haakenson & Chief Tom Tomberg Mayor Haakenson asked the Council if they had any questions after reading his and Chief Tomberg's reports indicating that nothing further had taken place since the reports were prepared. A question, answer and discussion period followed clarifying issues for Councilmembers. Council President Earling then called on Administrative Services Director Peggy Hetzler. FINANCING OPTIONS FOR CITY'S.INFRASTRUCTURE NEEDS Presenters: Mayor Haakenson & Peggy Hetzler Ms. Hetzler gave an overview of infrastructure needs stating that the Council directed staff to explore various funding options for debt service including the State Public Works Trust Fund Loan Program. Ms. Hetzler pointed out that the only infrastructure project that was addressed during the 2001 budget process was the wiring project for the Frances Anderson Center. She stated that during the last few months a number of new funding strategies have arisen and that the City now has the opportunity to issue debt to address the longstanding backlog of infrastructure needs. She felt that one of the most important new opportunities was the increase in the electrical utility tax due to the increase in the cost of electricity. Ms. Hetzler followed by identifying infrastructure needs and costs. She then identified revenue sources. A discussion ensued with Councilmembers' questions being answered by the staff and Mayor. Next Ms. Hetzler discussed the major building capital project funding needs for 2001-2004 pointing out that the greatest need was for projects related to the Frances Anderson Center. The total cost of these projects was projected to be $1,425,000. A discussion took place among the Councilmembers regarding the feasibility of spending this much money or replacing the facility. It was pointed out that the Frances Anderson Center was revered in the City. Other projects included a fire sprinkler system for the City Hall building, Fire Department Signal Improvements, flow meter station replacement, downtown sidewalks, street trees, and roof of Edmonds Ms. Hetzler explained that Councilmember Petso had a number of questions regarding approval of budget adjustments. She itemized each of Ms. Petso questions and followed with answers. A short discussion period followed with Ms. Petso asking that .the Council be apprised of large dollar expenditures. Mr. Earling then called on Mr. Snyder to present his agenda item. A general question, answer, and discussion period followed. The Council Committee agenda item was forwarded to Saturday morning. The meeting adjourned at 5:30 p.m. .J.J.J Edmonds City Council Retreat Approved Minutes February 9 and 10, 2001 Edmonds City Hall Page 2 ELECTED OFFICIALS PRESENT STAFF PRESENT Saturday, February 10, 2001 Gary Haakenson, Mayor Peggy Hetzler, Adm. Serv. Director Dave Earling, Council President Brent Hunter, Human Resources Director Chris Davis, Councilmember Stephen Clifton, Community Serv. Director Tom Miller, Councilmember Duane Bowman, Development Serv. Director Lora Petso, Councilmember Police Chief Robin Hickok Richard L. Marin, Councilmember Fire Chief Tom Tomberg Michael Plunkett, Councilmember Arvilla Ohlde, Parks & Recreation Director David J. Orvis, Councilmember Noel Miller, Public Works Director Linda Carl, Executive Assistant to Mayor Jana Spellman, Executive Assistant to Council Scott Snyder, City Attorney CALL TO ORDER Council President Earling called the meeting to order at 8:30 a.m. Mr. Earling then called on Mayor Haakenson who started with Council Committees. COUNCIL COMMITTEES Presenter: ;Mayor Haakenson Mayor Haakenson discussed his concern regarding the effectiveness of the Council Committees - Finance, Community/Development Services and Public Safety Committee. After airing his concerns there was a general consensus to keep these committees and use them as they were intended. The Mayor requested the Council form a Long -Range Task Force Committee to look at all of the infrastructure needs and funding mechanisms. There was a general consensus that this Committee needed to be formed and Council President Earling will appoint two Councilmembers to this Committee. Mr. Earling called on Ms. Hetzler to present the next agenda item. ISSUES REGARDING SNO-ISLE VOTE & LONG-TERM FUNDING IMPLICATIONS Presenter: Peggy Hetzler, Adm. Services Director Ms. Hetzler started by giving an overview and continued with the financial impact to the City. She gave an explanation of the attachments she included. After her presentation, she answered questions from the Council. Mr. Orvis handed out a document entitled What's the Problem with the Funding Annexation and How do We Fix It. Edmonds City Council Retreat Approved Minutes February 9 and 10, 2001 Edmonds City Hall Page 3 A broad discussion took place with respect to the library annexation issue and Mr. Orvis' document and it was generally agreed that any financial issues concerning the library would probably best be discussed after the library annexation vote. Council President Earling asked Peggy to continue with the next agenda item. FINANCIAL POLICIES/PRACTICES REGARDING RESERVE LEVELS & DEPT SERVICE FUNDS Presented by: Peggy Hetzler, Adm. Services Director This agenda item was requested by Councilmember Petso. Ms. Hetzler spoke to this agenda packet which listed the reserve accounts and gave a history of each and included ordinances regarding these funds. She also had a copy of the City of Edmonds Reserve Policies in this packet. A general question, answer and discussion period followed. Mr. Earling called on Parks and Recreation Director, Arvilla Ohlde for the next agenda item. HISTORY OF TREE CUTTING FOR VIEW IMPROVEMENT Presenters: Arvilla Ohlde, Parks and Recreation Director & Duane Bowman, Dev. Serv. Director Ms. Ohlde presented the Council with a 206 page agenda packet that outlined the history of tree cutting for views in the City of Edmonds. She reiterated that Resolution No. 418 which established and formalized a policy for tree trimming or removal on public property was an excellent resolution and the policies set forth in that resolution were still true today. Topping of trees for views was discussed and it was pointed out that this was the worst possible way to cut a tree as it allowed for rot and disease. There was a question, answer and discussion period and it was agreed that the best time to approach this subject was during the next 5 year master plan park update which would be happening in June 2001. Council President Earling continued the agenda with a presentation from Arvilla Ohlde with the next agenda item. UPDATE.ON BULKHEAD AND WALKWAY PROJECT Presenter: Arvilla Ohlde, Parks and Recreation Director Arvilla gave a history and update of the project. Ms. Ohlde answered one question from Council. Mr. Earling proceeded with the next agenda item. REVIEW OF INVESTMENT REPORT Presenter: Peggy Hetzler This agenda item was requested by Ms. Petso. Peggy presented an overview, reporting policy, and interpretation of the report. Edmonds City Council Retreat Approved Minutes February 9 and 10, 2001 Edmonds City Hall Page 4 A discussion took place regarding a more comprehensive investment policy. Ms. Hetzler indicated that former employee Doug Farmen had been working on this. The Council asked Ms. Hetzler to bring this policy forward during the March Finance Committee Meeting. It was suggested that this report should come at quarterly intervals instead of monthly. There was general agreement by the Council that this was a good idea. The Council adjourned for lunch until 1:15 p.m. Council President Earling called the meeting to order at 1:15 p.m. with the next agenda item. REVIEW OF PROCESS & POLICY FOR ASSEMBLING COUNCIL PACKETS AND POTENTIAL FOR PAPERLESS PACKETS Presenters: Councilmember Chris Davis & Sandy Chase, City Clerk Mr. Earling called on Ms. Chase who presented information on the current process for assembling packets and current costs. Mr. Davis followed with information on a paperless packet, things to consider and provided the Council with an exhibit which featured the City of Lenexa, Kansas and their Paperless Packet Project. It was the recommendation that a committee be formed consisting of the City Clerk, Information Services Coordinator, a Councilmember, and a Department Head. This committee would then provide a report back to the Council on the costs along with an implementation schedule. Next, Councilmember Davis presented the Council with a handout outlining his research regarding moving to a paperless packet. There was a short question and answer period with the Council agreeing that a committee should be formed. Mr. Davis was appointed to the committee as the Council's representative. Council President Earling then asked Mr. Hunter to address the next agenda item. DISCUSSION OF 2001 LABOR CONTRACTS Presenters: Brent Hunter, Human Res. Director, Mayor Haakenson, Peggy Hetzler Mr. Hunter began with an explanation of 2001 Labor Contracts beginning with the collective bargaining process. He clarified the legal basis, City history, process of bargaining, collaboration verses confrontation, future Union issues, and gave the Council a list of discussion points. He gave an overview of various salaries and gave a future view using current trends. A question, answer, and discussion period followed. Council President Earling adjourned the meeting at 2:00 p.m. Abbreviated minutes were taken. Tapes are available in the City Clerk's Office. Cost of tapes: $2.00 per tape plus a $10 r ording fee. ",/ ARY H V KENSON, MAYOR SANDRA S. CHASE, CITY CLERK Edmonds City Council Retreat Approved Minutes February 9 and 10, 2001 Edmonds City Hall Page 5 EDMONDS CITY COUNCIL RETREAT AGENDA February 9 and 10, 2001 City Hall, Great Room 121.5th Avenue North TIME FRIDAY, FEB. 9, 2001, AGENDA PRESENTER 1 — 2 p.m. How to Build and Fund a City (exercise to set priorities) (Req. by Mayor Haakenson and Council President Earlin . Mayor Haakenson 2 — 3 p.m. Status Report of Medic 7 Dissolution (Req. by Councilmember Davis and Mayor Haakenson.) Mayor Haakenson Chief Tom Tomber 3 — 3:15 p.m. Break 3:15 - 4:30 p.m. Financing Options for City's Infrastructure Needs (Req. by Council President Earlin Mayor Haakenson Peggy Hetzler 4:30 — 5:00 p.m. Procedure for Approval of Budget Adjustments (Req. by Councilmember Petso. Peggy Hetzler 5:00 — 5:30 p.m. Councilmembers' Role and Duties Re . by Councilmember Miller. Scott Snyder 6:00 p.m. Dinner at Brusseau's TIME SATURDAY, FEB. 10, 2001, AGENDA PRESENTER 8:30 — 9:30 a.m. Issues Regarding Sno-Isle Vote and Long -Term Funding Implications (Reg. by Councilmember Davis and Mayor Haakenson. Mayor Haakenson Hetzler 9:30 —10:00 a.m. Financial Policies/Practices Regarding Reserve Levels and Debt Service Funds (Reg. by Councilmember Petso. -Peggy Peggy Hetzler 10:00 —10:45 a.m. Presentation on History of Tree Cutting for View Improvement (Req. by Council President Earling and Mayor Haakenson.) Arvilla Ohlde Duane Bowman 10:45 - 11:00 a.m. Break 11:00 —11:45 a.m. Update on Bulkhead and Walkway Project (Req. by Mayor Haakenson. Arvilla Ohlde 11:45 a.m. —12:15 p.m. Review of Investment Activity Report Councilmember Petso. Peggy Hetzler 12:15 — 1:15 p.m. LUNCH Boxed Lunches 1:15 — 2:00 p.m. Review of Process and Policy for Assembling Council Packets and Potential for Pa erless Packets (Reg. by Councilmember Davis. Councilmember Davis Sandy Chase 2:00 — 2:45 p.m. Discussion of 2001 Labor Contracts (Req. by Mayor Haakenson.) Mayor Haakenson Peggy Hetzler Brent Hunter 2:45 — 3:30 p.m. General Questions and Wrap-up dnydocuments/wordata/council retreat/agenda items 2-2001.doc