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09/22/1992 City CouncilAPPROVED BY CITY COUNCIL SEPTEMBER 29, 1992 EDMONDS CITY COUNCIL APPROVED MINUTES September 22, 1992 The special work meeting of the Edmonds City Council was called to order at 7:00 p.m., by Mayor Laura Hall in the Community Services Conference Room, located at 250 5th Ave. N., Edmonds. The City Council meeting was preceded by a flag salute. PRESENT Laura Hall, Mayor Jeff Palmer, Council President Steve Dwyer, Councilmember Dave Earling, Councilmember Michael W. Hall, Councilmember William J. Kasper, Councilmember John Nordquist, Councilmember Tom Petruzzi, Councilmember EXECUTIVE SESSION ON A LEGAL MATTER STAFF Art Housler, Admin. Serv. Dir. Brent Hunter, Personnel Manager Dan Prinz, Police Chief Bob Alberts, City Engineer Chuck Day, Accounting Manager Arvilla Ohlde, Parks & Rec. Mgr. Rob Chave, Planning Manager Sherrie Gursley, Court Admin. Tom King, Facilities Supervisor Scott Snyder, City Attorney Rhonda March, City Clerk Barb Mehlert, Recorder Mayor Hall and Councilmembers recessed at 7:01 p.m. to an Executive Session to discuss a legal matter, and reconvened in the Community Services Conference Room at 7:31 p.m. rnNCFNT anpmna Item (D) was removed from the Consent Agenda. COUNCIL PRESIDENT PALMER MOVED, SECONDED BY COUN- CILMEMBER NORDQUIST, TO APPROVE THE BALANCE OF THE CONSENT AGENDA. MOTION CARRIED. The approved items are as follows: (A) ROLL CALL (B) APPROVAL OF MINUTES OF SEPTEMBER 8, 1992, AND SEPTEMBER 14, 1992 (C) APPROVAL OF CLAIMS WARRANTS FOR WEEK OF SEPTEMBER 14, 1992, AND PAYROLL WARRANTS FOR SEPTEMBER 20, 1992. REPORT ON BIDS OPENED AUGUST 25 FOR BRACKETTS LANDING UPLAND IMPROVEMENTS AND AWARD COI a Councilmember Petruzzi questioned the $42,000 appropriation from Fund 125. City Engineer Bob Alberts said the City has received a grant of $9,000 from the Interagency Committee for Outdoor Recreation and a $30,000 grant from the Aquatic Land Enhancement. An appropriation of $39,000 for these grants needs to be made. Mr. Alberts said the grant money will be placed into the 125 Fund. Councilmember Petruzzi questioned staff concerns regarding the low bidder's work history. Council - member Petruzzi asked Mr. Alberts if the concerns were enough so as to choose another bidder. Mr. Alberts replied negatively, and said that Staff is aware of past problems on one project with another agency, and that Staff will be be placing emphasis on inspection and construction manage- ment efforts to ensure the City project is a success. Arvilla Ohlde, Parks and Recreation Manag- er, concurred with Mr. Alberts. Council President Palmer inquired on the total cost of the project. Mr. Alberts said the cost of the project is $182,989, plus a 5% contingency which amounts to $3,000, which leaves $6,011 in funds remaining. Councilmember Kasper asked if the figure included a new bulkhead, and Ms. Ohle replied negative- ly. COUNCILMEMBER PETRUZZI MOVED, SECONDED BY COUNCIL PRESIDENT PALMER, TO APPROVE ITEM (D) ON THE CONSENT AGENDA. Under discussion, Council member Kasper said he is of the opinion that the City shouldn't be using the waterfront for parking and secondly, he doesn't think any work should commence until after the issue of the location of the ferry issue is resolved. MOTION CARRIED with Councilmember Kas- per voting no. COUNCIL REVIEW OF _PERSONNEL POSITIONS AND ORGANIZATION FOR BUDGET PURPOSES Councilmember Dwyer said the purpose of this discussion is to review and familiarize the Council with the departmental organization charts within the City. Councilmember Dwyer said the area of concern is that the Council has received projections on the City's financial position, and if the 5l Council takes those projections at face value, it leaves the City with an approximate 1% to 1.25% contingency going into 1993 in terms of whether the City would be solvent or not. In the weeks following the financial projections, Councilmember Dwyer said the Council received information leading to additional liabilities which in essence uses up a large portion, if not all, of that 1% to 1.25% contingency. Councilmember Dwyer said by reviewing and familiarizing the Council with the organizational strucutre of the City through the budget process, the City can simultaneously examine the structure and the City's work force. Councilmember Dwyer said this review would result in the City possibly finding a better way or different way to perform job duties which would result in cost savings to the City and to the citizens. Councilmember Dwyer said if every- thing turns out fine, and the City is doing everything the best they can, and there is enough money going into the new year, the study of the organizational charts would simply be a small investment of time on the part of the Council. Councilmember Dwyer said at the worst case scenar- io, if the City does not have the money to continue operating into the same fashion, the Council owes it to the workplace to not have decisions made in the last three or four weeks of the year. Mayor Hall said she feels the City is staffed at a lean level as is, and could not be trimmed down. Mayor Hall said she is very optimistic about the City's financial projection. Councilmember Dwyer said he doesn't think it is a responsible act for the Council, who ultimately has to make the decision on how much the City is going to spend money and where they are going to spend mon- ey, to not look and discuss options if the City faced a financial crisis. Councilmember Dwyer said based upon the financial figures provided to the Council from Staff, indicates that it would not be a responsible act for the Council to just assume that everything will work out fine, and not be willing to take any examination of options in case that it doesn't work out. Councilmember Dwyer said it is not his desire or his intention that Staff should be disturbed over the subject discussion. Councilmember Hall asked if Councilmember Dwyer is asking the Council to review the job descrip- tions, and suggest to the Administration, which positions should be deleted, and Councilmember Dwyer replied negatively. Councilmember Petruzzi said he agrees with Councilmember Dwyer's thoughts. in that the City should look into a contingency plan if the financial picture of the City does not turn out as has been projected by the Administration. Councilmember Petruzzi said his greatest fear is that by January or February of 1993, the City could experience a 1 million dollar turn around in the negative. Councilmember Petruzzi said the City has to recognize there is a potential for a problem, and therefore, the Council should have an understanding of how the City runs, as Councilmember Dwyer has a fear, as well as other Councilmembers, that the City may be facing job cuts. City Attorney Scott Snyder said the City cannot spend more than it takes in. Mr. Snyder said the Mayor makes layoff decisions within the framework of the collective bargaining units. The Council may amend the budget at various times through programs and the program areas. Mr. Snyder said through next year's budget, and the form of the budget, the Council has a great deal of discre- tion as it relates to the programs within the City. Councilmember Kasper said the year before, and years past, the Council went through the entire negotiations process on projected revenues instead of known revenues. Councilmember Kasper said the Council is now trying to get into a position where labor negotiations are entered upon under known revenues instead of projected revenues. Councilmember Kasper said the number of employees working for the City is not out of line in proportion to the City's population. Councilmember Nordquist said he recalls the Council requested that the Mayor develop a program to carry out cutbacks or layoffs in case it is needed. Councilmember Nordquist said if the, Mayor has carried out that program as requested, there should be no problem. Council President Palmer said it is good for the Council to review programs and review processes, as the Council has the obligation to spend public money wisely. Councilmember Petruzzi said if the Mayor has a plan to implement in case of a negative financial turnaround, he would accept that. Councilmember Petruzzi said he and fellow Councilmembers have a fiduciary responsibility to the citizens. Councilmember Petruzzi said he is not going to sit with blinders on and wait for someone to call an Executive Session to tell the Council that the City is one million dollars short, and have no plan. Mayor Hall said she feels comfortable and opti- mistic with the City's financial future and said it is a challenge in which she will meet. Mayor CITY COUNCIL APPROVED MINUTES Page 2 September 22, 1992 Hall said she is aware of the amount of dollars the City has to work with and is prepared to maintain the City's level of service in which the citizens expect. Mayor Hall said Art Housler and Department Heads have prepared material which would comply with the financial worst case condition of the City. Mayor Hall said Mr. Housler will be presenting the material to the Mayor within the week, and said the Council, at that time, would be free to review the figures. Councilmember Dwyer said the Council has historically spent a great deal of time when it comes to adding an employee or revising a job description. Councilmember Dwyer said he doesn't want to see the Council go through any less effort if an employee has to be layed off. Councilmember Dwyer said the purpose of the review is to start a process in case something has to happen with regards to employee layoffs. Councilmember Dwyer said if the Council was in the position where either the Council would be looking for cuts to be made or asked to approve recommendations on where cuts should be made, the Council does have to have a working familiarity with the organiza- tion. Councilmember Earling said he agrees the Council should review programs and processes. Councilmem- ber Earling said he would like to return to this discussion after Mr. Housler has presented the Mayor with updated financial information which would give the Council a better picture of finan- cial projections. Councilmember Dwyer concurred. Council President Palmer said situations such as gag orders, where employees are specifically told not to cooperate with the Council or not allowed to talk Councilmembers, colors how the Coun- cil receives certain numbers, certain situations and how certain programs are judged. Council President Palmer said sometimes Councilmembers have to talk to staff members at the department head level, in order to elevate the Councils' level of knowledge so the Council can make the most intelligent decision possible. Council President Palmer said more than one employee at the depart- ment head level has made it clear that they cannot talk to Councilmembers. Mayor Hall said there are Councilmembers who drop into City Hall five or six hours a day, drop- ping into Manager's offices unannounced and taking up their time. Mayor Hall said this is an undue burden upon the employee. Mayor Hall said Staff has complained to her on occasion that they. are being required by Councilmembers to produce lengthy reports, so she has instructed them to tell Councilmembers to go through the Mayor if it takes up more than 30 minutes of staff time. Council President Palmer said he absolutely agrees with Mayor Hall, and noted it is even a Coun- cil policy to go through the Mayor when more than 30 minutes of a department head's time is need- ed, however, Council President Palmer said Councilmembers have been approached at the initial time of a conversation that they cannot talk to Councilmembers at all. Mayor Hall said it is a Staff choice whether to talk to Councilmembers or not, and she has not placed restrictions other- wise. Regarding the discussion of the budget, Councilmember Petruzzi said Councilmember Dwyer and fel- low Councilmembers are simply trying to raise the Council's knowledge of the personnel positions in case a traumatic financial condition arises, so the Council can make reasonable decisions. Councilmember Dwyer reiterated his point of view that he wants to have the same role in a reduc- tion of personnel as in an addition to personnel. Councilmember Dwyer said he would like City employees to get the message that the Council does care about them and the Council wants to do the best they can to make sure that what happens in good times or not so good times still re- flects the best the Council can do collectively for and with them. Councilmember Hall said he would like the Council to review various programs before the Staff makes a report to the Council. Councilmember Hall said this way, the Council could have a program review process and develop contingencies in a worst case scenario. The Council agreed to schedule a Council review of revenue and expenditure projections for the 1993 Budget, on Tuesday, October 13, 1992. Other Business Personnel Manager, Brent Hunter, asked the Council to schedule a time to interview the three top Community Services Director candidates. The Council set Saturday, October 10, 1992, as the date CD�M for interviews. The interviews will be conducted from 8:00 a.m. to 11:00 a.m. in the Community Services Conference Room. As Councilmember Nordquist said he would be out of town that day, he requested the interviews be taped so he could review them upon his return. Mayor Hall noted she has requested Mr. Hunter prepare a short biography of each of the top eight candidates which will be made available to Councilmembers if they desire. MAYOR Mayor Hall referenced a recent gathering of the South Snohomish County Chamber, in which she attended. CITY COUNCIL APPROVED MINUTES Page 3 September 22, 1992 cl Mayor Hall reported the Highway 99 project has been reconstituted. U lMMayor Hall referenced the recent Chrysanthemum show at Harbor square. 0-P ' ayor Hall said there are problems within the City relating to nuisances, such as unsightly �(lti-'y yards, abandoned cars, etc. Mayor Hall said staff will be looking in the matter. COUNCIL �,pJ5 Council President Palmer referenced a recent message left on the Council recorder relating to the Chambers Cable Franchise. b Councilmember Petruzzi said he will not be present for the September 29 City Council Meeting, due. Cp,�.0'to out of town travel. (,b Councilmember Petruzzi said he would like the Council to discuss at an upcoming Council Meeting, the report on City Office Supply Purchasing, in which the Council Assistant prepared. Councilmember Nordquist left the meeting at 9:00 p.m. Councilmember Dwyer said the Port was quite interested in the degree of interest that was reflect- ed in the U.S.S. Midway Proposal. Councilmember Dwyer said he assured the Port Commissioners that there are no plans for such a proposal and said they would be immediately contacted if any inter- est did arise. A - Councilmember Dwyer said he wanted to make sure the Port was kept apprised of Growth Management issues, if it affected them. Mayor Hall concurred. r� Councilmember Earling said he was pleased that he could attend the recent SNOTRAN Meeting, as of�f� Mayor Hall was unable to attend the meeting. Councilmember Earling said at that meeting, SNOTRAN passed the potential Regional Plan for Snohomish County. With no further business, Mayor Hall adjourned the meeting at 9:11 p.m. A PERMANENT RECORDING OF ALL COUNCIL MEETINGS, AS WELL AS THE OFFICIAL SIGNED COPY OF THESE MIN- UTES ARE ON FILE IN THE CITY CLERK'S OFFICE. Laura Hall, Mayor 41nZIa—I . Marc , City Clerk CITY COUNCIL APPROVED MINUTES Page 4 September 22, 1992 AGENDA EDMONDS CITY COUNCIL SEPTEMBER 22, 1992 SPECIAL WORK MEETING LOCATION: COMMUNITY SERVICES BUILDING CONFERENCE ROOM 250 FIFTH AVE. N., EDMONDS, WASHINGTON CALL TO ORDER FLAG SALUTE 1. (15 Min) EXECUTIVE SESSION ON A LEGAL MATTER 2. (5 Min) CONSENT AGENDA (A) ROLL CALL (B) APPROVAL OF MINUTES OF SEPTEMBER 8, 1992 AND SEPTEMBER 14, 1992 (C) APPROVAL OF CLAIMS WARRANTS FOR WEEK OF SEPTEMBER 14, 1992 AND PAYROLL WARRANTS FOR SEPTEMBER 20, 1992 (D) REPORT ON BIDS OPENED AUGUST 25 FOR BRACKETT'S LANDING UPLAND IMPROVEMENTS AND AWARD CONTRACT TO DAVIDSON ENTERPRISES $177,989.00, INCLUDING SALES TAX) AND APPROPRIATE $42,000 FROM FUND 125 3. (2 Hrs.) COUNCIL REVIEW OF PERSONNEL POSITIONS AND ORGANIZATION FOR BUDGET PURPOSES 4. (5 Min.) MAYOR 5. (15 Min.) COUNCIL THE PUBLIC IS INVITED TO ATTEND PARKING AND MEETING ROOMS ARE ACCESSIBLE FOR THE DISABLED (An Interpreter for the hearing impaired is available with 24 hours advance notice to the City Clerk at 771-0245)