Loading...
02/04/2011 City CouncilEDMONDS CITY COUNCIL RETREAT APPROVED MINUTES February 4 -5, 2011 The Edmonds City Council retreat was called to order at 8:48 a.m. on Friday, February 4, 201.1 in the Brackett Meeting Room, City Hall, 121 5th Avenue North, Edmonds, Washington. ELECTED OFFICIALS PRESENT Friday, February 4 Mike Cooper, Mayor Strom Peterson, Council President Steve Bernheim, Councilmember D. J. Wilson, Councilmember (arrived 8:52 a.m.) Michael Plunkett, Councilmember Lora Petso, Councilmember Adrienne Fraley- Monillas, Councilmember Diane Buckshnis, Councilmember Saturday February 5 Mike Cooper, Mayor Strom Peterson, Council President Steve Bernheim, Councilmember D. J. Wilson, Councilmember Michael Plunkett, Councilmember Lora Petso, Councilmember Diane Buckshnis, Councilmember ELECTED OFFICIALS ABSENT Saturday February Adrienne Fraley- Monillas, Councilmember PUBLIC PRESENT Friday, February 4 Peter Gibson, Council Student Representative Darrol Haug Harry Gatjens Roger Hertrich Phil Lovell Jan Vance, Chamber of Commerce Frank Yamamoto Ron Wambolt Don Hall Christiana Johnson Val Stevens Al Rutledge PUBLIC PRESENT Saturday, February 5 Finis Tupper Darrol Haug Jan Vance Roger Hertrich Al Rutledge Paul Anderson STAFF PRESENT Friday February 4 Al Compaan, Police Chief Stephen Clifton, Community Services /Economic Development Director Phil Williams, Public Works Director Lorenzo Hines, Finance Director Carrie Hite, Parks & Recreation Director Rob Chave, Planning Manager Carl Nelson, CIO Leonard Yarberry, Building Official Debi Humann, Human Resources Director Mary Ann Hardie, Human Resources Assistant Kim Cole, Executive Assistant Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder Saturday February 5 Stephen Clifton, Community Services /Economic Development Director Carrie Hite, Parks & Recreation Director Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder Edmonds City Council Retreat Approved Minutes February 4 -5, 2011 Page 1 FRIDAY FEBRUARY 4 2010 — INTRODUCTION / RETREAT GOALS Council President Peterson called the meeting to order at 8:48 a.m. He explained the retreat was intended to be informal to begin a broad conversation regarding issues for 2011. Staff was asked to provide an overview of their outlook for 2011, not budget details, but what they expected to get done with the available time, staff and budget to ensure the Council and staff were on the same page. He summarized there was nothing specific to accomplish at the retreat other than moving forward. He thanked Councilmembers for the input they provided. MAYOR'S COMMENTS / DIRECTORS' REPORTS Mayor Cooper explained the following reports are the result of a recent staff retreat where he asked staff to provide their priorities and then the group established a consensus of priorities. Police Police Chief Al Compaan described the following 2011 projects: • PD and IT: New World /MDC /commercial wireless /SECTOR • PD: Complete v1.l of Policy Manual and post on website • PD and HR: Civil Service testing — Corporal, Sergeant • PD and HR: Medical leaves, L &I, fitness for duty, sick leave buy -back, new hire orientation • PD, HR and Finance: Labor negotiations • PD: Evidence Tech — Crime Scene Tech training Chief Compaan responded to questions regarding labor relations, labor negotiations, DNA testing, and opportunity to partner with other agencies on fingerprint examination. Chief Compaan described the following projects that are needed but lack funding: • In -car video ($100,000) • Additional Police Services Assistant position • Crime Analyst/Crime Prevention position ($125,000) • Enhanced security of Public Safety Building parking lot ($100,000) • P/T or contract latent fingerprint examiner Chief Compaan responded to questions regarding vandalism and pedestrian safety in the Public Safety parking lot, School District funding for a school resource officer, and discussions at Council Committee regarding whether to pursue Woodway paying more for police services. Councilmember Buckshnis suggested adding to the polling questions whether voters would support $100,000 for in -car videos, a school resource officer and/or crime analyst/crime prevention. Parks Recreation and Cultural Services Parks and Recreation Director Carrie Hite explained she has been engaged in a look, listen and learn process with staff, Councilmembers and citizens. She reviewed the following 2011 projects: • City Park: Install new playground equipment ($210,000 funded from REET 2) • Yost Pool: Re- plaster ($120,000) • Old Mill Town Plaza ($40,000) • Interurban Connection ($1.327 million, includes grants) • Haines Wharf ($2.3 million — still negotiating cost overruns) • SR99 Enhancement ($230,000) — considering combining two phases to save management costs • Flower Poles — a goal to replace 10 poles in 2011 • Community Solar Project Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 2 • Budget/marketing /web presence /revenue enhancements • Partnerships • Grant opportunities Ms. Hite described the following needed projects that lack funding: • 4"' Avenue Cultural Corridor Planning ($75,000), grants have been secured for interpretive signage • Dayton Street Plaza ($135,000). Ms. Hite recommended moving this to 2012 due to staffing • Asphalt Issues at parks /City -owned facilities • City Spray Park — needs a fund development campaign Ms. Hite responded to questions and discussion ensued regarding additional funding needed for the Old Mill Town Plaza, obtaining a Certificate of Appropriateness for the Frances Anderson Center before seeking approval of the project from the City Council, determining whether installation of solar panels on the Frances Anderson Center roof would invalidate the roof guarantee, Old Mill Town businesses' concern with the structure planned for the plaza and their desire to be involved in the design, the relationship between the design of Old Mill Town Plaza and the Cultural Plan, quantifying the benefit to the City of the solar panels and identifying an alternate site, seeking grants and other funding opportunities for the Edmonds Marsh, cost overruns at Haines Wharf, project management, whether users of City facilities cover their costs, expanding the availability of WiFi in areas near City facilities, interest in increasing height limits downtown up to 2 feet exclusively to allow solar panels, and funding for a spray park. Ms. Hite was asked to provide cost estimates for the 4`h Avenue Corridor, asphalt repairs at parks and City facilities and the spray park so that questions regarding support for those projects could be included in the polling questions Public Works Public Works Director Phil Williams explained most staff members spend the majority of their time on operating and maintenance; he was not proposing to change that. He identified 2011 projects /priorities: Water • Complete design, bidding and construction of both the 2010 and 2011 . water main replacement programs including 15,5000 feet of new mains (3 miles) and 250 new or replaced services - $3.8 million • Complete the Alderwood Intertie and Yost Reservoir Improvement project - $520,000 Wastewater • Lift Station improvement program — update /replace 12 of the City's 14 wastewater pumping stations - $3.55 million • Design sewer main replacement on Alder, Beach Place, Dellwood and McAleer for construction in 2012 -$140,000 Stormwater • Design and construct Talbot Road /Perrinville Creek Flooding and Habitat Enhancement Project - $522,000 • Lake Ballinger Forum projects — flood control — $50,000- $100,000 Transportation • Begin design of Five Corners Roundabout— $150,000 • Design Main Street pedestrian lighting and streetscape improvements - $725,000 enhancement grant, still seeking additional funding • Design /ROW in 2011/2012 for 228`h/Hwy 99 safety and access improvements - $310,000 • Bid and construction Interurban Trail improvements 244`h to 228 - $1.327 million • Bid and construct Hwy 99 International District lighting enhancement — $230,000 • Bid and construct Shell Valley winter weather access (safety) — $463,000 Additional Projects Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 3 • GFC Analysis for Utility connections /Road Rating Study /GIS functional expansion/Water /Sewer /Storm conservation rate feasibility analysis/bicycle lanes and /or sharrow striping /route signage • Senior Center Roof (reimbursed via grant) He identified the following projects that lack funding: • Street Funding — need to establish an ongoing source of revenue for street preservation (maintenance paving) - $1.5 million /year • Funds for Main Street Project enhanced scope development — undergrounding power, mid -block pedestrian crossing, LID features, fiber optic expansion, electric vehicle charging stations, etc. — $600,000 Mr. Williams responded to questions regarding use of TBD funds for operations and maintenance, whether water main replacement includes full width overlay or patching, design of the Five Corners roundabout, and the width and operation of the Shell Valley access road. Councilmember Buckshnis suggested adding to the polling questions whether voters would support $150,000 /year for overlays and to improve pedestrian/bicycle facilities on Sunset north of Main to Caspers (need cost estimate). Development Services Community Services/Economic Development Director Stephen Clifton reviewed 2011 project/priorities: • Define development services in terms that integrate sustainability into the department's daily operations • Code and Standards — rewrite in a fashion that reflects principles of sustainability, a clarity of purpose and coherent path of implementation • Developing Green — create an interdepartmental "Green Team" that will serve as an implementation tool in moving operations and service delivery toward sustainable levels • Implement Sustainability Element of the Comprehensive Plan Mr. Clifton reviewed citywide priorities: • Council and Director's retreats — focus on setting annual priorities and thereby serve as an initial step in the strategic planning process • Support strategic planning a neighborhood budgeting by priorities proposals. Mr. Clifton identified needed projects that lack staffing levels: • ECDC rewrite — No director to direct and implement overall process Economic Development Mr. Clifton reviewed department priorities: • Development and implement economic development initiatives • Complete Five Corners and Westgate Special District Planning effort • Strategic Planning Effort • Liaison to Port of Edmonds on Harbor Square Master Planning Effort • Comcast Franchise Agreement (April 2010) Mr. Clifton reviewed citywide priorities: • Website update • Develop a structural outline /framework along with the Levy Committee in order to create a levy proposal by midyear 2011 Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 4 Recommendation: 1) explore budgeting by priorities or some version of this process, and 2) Council and Director's retreats focus on setting annual priorities which serve as a significant step in the strategic planning process The Council agreed to delay further Directors' Reports until after the following reports: REPORTS / Q & A FROM EDC, PORT, PLANNING BOARD, FIRE DISTRICT 1 Economic Development Commission (EDC) EDC Chair Frank Yamamoto advised he will provide the Council an update regarding the EDC's efforts at an upcoming Council meeting. He relayed the ten commandments for economic development according to Dr. Maury Forman, Director of Education and Training, Washington State Department of Community, Trade and Economic Development: 1. Remember the Economic development Plan and keep it flexible 2. Fill the land with new value 3. Teach and train for a highly skilled, adaptable and creative work force 4. Continually assess existing markets 5. Invest in citizens and communities strategically 6. Encourage innovation 7. Recognize assets and build on them 8. Create transportation systems that ignite economic growth 9. Seek out global opportunities 10. Honor vibrant communicates that improve the quality of living When checking the EDC's work against these commandments, he found they were doing most of them. The EDC is working on and improving the existing situation and encouraging businesses to locate in Edmonds. For example, downtown Edmonds added seven new businesses this year. He commented businesses are locating here due to the vitality, growth and potential for a successful business. This is the result of the EDC, Council and staff. The EDC plans to continue working on the original four areas — land use, technology, strategic plan and tourism and are looking for new topics. The EDC is interested in green initiatives, tourism, utilizing and enhancing what exists, taking advantage of the transportation network, seeking partnerships, and the Strategic Plan. He invited the Council to provide input. Councilmember Buckshnis suggested the EDC look into development agreements and investigate the impact of a 4 -story boutique hotel downtown, referring to a presentation provided to the EDC regarding development of the post office property. Discussion followed regarding businesses that have left Edmonds, new businesses locating in Edmonds, and improving the perception of parking downtown via the creation of satellite parking lots. Councilmembers suggested the EDC consider the creation of a parking map /signage and potential benefits of a year -round Farmers Market due to transportation connections. Port of Edmonds Bob McChesney, Executive Director, Port of Edmonds, provided several facts about the Port: • The Port has a marina, dry stack storage, fuel dock, public launch, guest moorage and work yard • Of 665 total slips, occupancy is 89 %, most vacancies are seasonal and for small boats • 280 dry storage slots are 78% occupied • Over 3,000 vessels spent over 4,800 nights in guest moorage in 2010. This benefits the City because they spend money in Edmonds. Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 5 • 78 local vendors participate and provide discounts and promotions in the Port's Designation Edmonds Program. The Port provides a van to shuttle boaters downtown. • Marina budget for 2011 is $4.8 million • The Port manages 50 leases. Property budget in 2011 is $2 million. Occupancy at Harbor Square has increased to 75% Last year the Port completed an economic feasibility study that established benchmarks to guide a Master Planning process. The Port also completed phase 1 public outreach which was intended to engage the community in understanding the opportunities and constraints that shape the future Master Plan. That public outreach process was very successful. The Port is committed to creating a Master Plan for Harbor Square that satisfies two principles, 1) has broad community support, and 2) it is economically feasible. The Port has established a process for a phase 2 public outreach that will include further discussion of design concepts. A Harbor Square Steering Committee has been established. He summarized the Port expects to complete phase 2 by late March /early April following by an open house to provide a more detailed but not yet final concept The desired outcome is a Harbor Square Redevelopment Master Plan concept that would be approved by the Port Commission. The plan concept would then be submitted to the City for approval. He recognized the Plan would ultimately require an amendment to the Comprehensive Plan which they hoped could be accomplished in 2011. The Port is also working with the Planning Department on Shoreline Master Program changes as well as with Public Works to discuss a strategy to resolve flooding issues at the intersection of SR104 & Dayton. Mr. Chesney responded to Council questions. Planning Board Council President Peterson advised he planned to schedule a joint Council/Planning Board meeting. Phil Lovell, Planning Board Chair, referred to the Planning Board's written 2010 report. He explained during the past year when discussing proposals, the Planning Board has considered how their recommendations relate to the economic and livability sustainability of the City. Their goal is to work with staff to ensure code amendments, regulatory adjustments, etc. proceed smoothly. The Planning Board held their annual retreat on February 2 and had consensus on items they will be working on in 2011 as well as new items the Board may initiate regarding economic development, supporting the EDC and sustainability. Mr. Lovell highlighted areas and subjects in process and new /pending items for 2011 listed in the Planning Board Report. Although the Planning Board is not currently involved in the UW Study of Five Corners/Westgate or the Harbor Square Master Plan process, they are supportive of groups initiating changes to encourage growth and development. Mr. Lovell summarized the one area that needs improvement is communication. The Planning Board would like to reinstitute regular meetings between the Planning Board leadership and the Mayor. He also recommended scheduling at the City Council's convenience a joint City Council /Planning Board meeting. Council President Peterson declared a brief recess. Fire District 1 Council President Peterson advised there was a meeting Monday, January 31 with representatives of neighboring cities to discuss the creation of a Regional Fire Authority (RFA). Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 6 Fire District 1 Chief Ed Widdis provided a PowerPoint regarding the creation of a RFA or annexing into a Fire District. He described: • Differences between the formation of a RFA and annexation into a Fire District with regard to planning, governance, and creation • Creation of a RFA is approved by the majority vote of the entire area, annexation into the Fire District is approved by a majority vote of both the City and the Fire District • City versus Fire District revenue generation methods • Benefit Charge • Growth potential map of FD 1 • Assessed value map of Fire Districts 1 and 7 • Assessed value map of Edmonds • Assessed value map of FD1 Silver Lake Area • FD1 cost of operations • Edmonds contract cost of operations • District taxation • Registered voters and registered voter percentages in southwest Snohomish County by city and in FD1 • Population by city and FD1 • Population per square mile • Assessed value by city and FD1 • Assessed value by square mile • Assessed value per population • Housing units by city and FD1 • Housing units per square mile • Population per housing unit • Total assessed value by housing unit • 2011 new construction by city and FD1 • 2011 new construction percentage of assessed value by city and FD1 • Tax limitations on city, library district and fire district • Tax limitations with a benefit charge • Tax levy limitations without benefit charge by city • Tax levy limitations with benefit charge by city • Equivalent tax rate by city and FD1 • Fire District 1 rate compared to city property tax rate • Current tax rate for Edmonds and FD1 • Total Edmonds Fire Department costs (contract, station maintenance /repair, SNOCOM /SERS) • Edmonds total Fire Department costs funded by EMS levy and General Fund • Fire only tax rate — Edmonds and FD1 • Fire only tax rate with benefit charge • Property taxes generated by Edmonds and FD1 Chief Widdis responded to questions regarding the ability of the majority of voters in an area to approve the creation of a RFA, participation in the RFA planning committee, required City Council approval to place formation of a RFA on the ballot, benefit service charge, taxation limits, other areas that have formed a RFA, other planning committees that are considering a RFA, how an area/city joins once a RFA is established, process for annexing into FD I, impact on Edmonds property taxes if a RFA is approved or the City annexes into FD1. Mayor Cooper described the RFA process. At the monthly mayors meeting, it was decided to move forward with inviting all the cities and FD1 to appoint three representatives to the planning committee and begin the planning process. At any time the City Council can say they no longer want to participate in the planning Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 7 committee or they could proceed to the end of the process and then decide they do not want to participate. The planning committee plans to meet in March. He explained Kent had an intensive 2 -year planning process prior to placing the RFA on the ballot as well as a 6 -month outreach /public education process before the vote occurred. Because it is a 2 -3 year process, the RFA discussions are not competing with the current discussions regarding a levy. He acknowledged a RFA would result in a tax increase but the City would no longer be spending General Fund money for fire protection and it would save the City's budget approximately $3.2 million /year. He advised Councilmembers Wilson, Petso and he are participating on the RFA planning committee. Discussion continued regarding definition of a region (at least two jurisdictions with contiguous boundaries), State law regarding formation of a RFA, guarantees that individual cities could request, equivalent tax rate of jurisdictions, cities and districts interested in participating in the planning committee, ability to have an advisory vote prior to the ballot measure, and FDl's consideration of a contractual consolidation with FD7. DIRECTORS' REPORTS (Con't) City Clerk As City Clerk Sandy Chase is on vacation, Mayor Cooper suggested Councilmembers review the information in the PowerPoint slides, and direct any questions to Ms. Chase. Human Resources Human Resources Director Debi Humann explained the Human Resources Department consists of Human Resources Assistant Mary Ann Hardie and herself. She briefly reviewed their backgrounds, education, and certifications. She described the Human Resources Department's responsibilities, summarizing she and Ms. Hardie are involved in all aspects of Human Resources from hiring to resignation /retirement/termination. Ms. Humann reviewed statistics since 2004 for L &I (workman's compensation), Family Medical Leave, and costs associated with the Disability Board (LEOFF 1). She emphasized the minimal staffing in Edmonds makes it difficult for staff to get their work done; this is particularly challenging in Human Resources with only two staff members. She provided a comparison of FTE to Human Resources staff in Edmonds and other cities. Ms. Humann reviewed 2011 Work Priorities /Opportunities: • Complete Hearing Examiner process • Assist Council with City Attorney process • Public Defender contract • Update City job descriptions (WCIA mandate) • Update City policies (WCIA mandate) • Recruitment for Development Services Director • Transition to new medical plans • Compensation Consultant process • Partner with PD on Corporal Assessment Center • LEOFF 1 records issues • Completion of union negotiations • Create job descriptions for new positions and negotiate with unions Ms. Humann reviewed 2011 projects that may not be completed: • Citywide accident prevention plan (OSHA requirement) • Website update Emergency Operations Committee (EOC) Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 8 Ms. Humann responded to questions regarding creation of a citywide accident prevention plan and potentially assigning the Emergency Operations Plan to another department. Finance & Information Services Finance Director Lorenzo Hines reviewed 2011 priorities: • Closing the 2010 fiscal year — due mid to late February 2011 .. • Preparation of the 2010 Comprehensive Annual Financial Statement — due April 1, and May 27, 2011 • Preparation of the 2012 budget — due September 23, 2011. • Deployment of Office 2007 citywide • Limited deployment of Windows 7 throughout the organization Mr. Hines distributed an organization chart with each staff person's responsibilities. With regard to projects in need that lack funding, he advised there were none. Everything the Finance Department does is regulated or mandated and a way must be found to complete all the projects despite limited resources. Council President Peterson relayed that Mayor Cooper has formed a committee to review financial reporting issues; they plan to meet within the next week. The retreat was recessed for lunch from 12:22 p.m. to 1:34 p.m. Mayor Mayor Cooper explained the directors and he spent a day together to develop and review priorities that staff presented as well as develop general priorities and a vision statement for 2011. The vision statement: Edmonds delivers cost effective, highly responsive services that provide an enhanced quality of life within our community. Mayor Cooper reviewed 2011 Administrative priorities: Creating financial viability now that creates Sustainability for generations • Begin the most effective budget for 2012 by planning for the process now. • Ensure budget planning includes the highest possible level of community input. Redmond spent approximately $200,000 on the change in their budget process. He plans to consider and implement elements of that type of budget process without spending that kind of money such as holding community meetings, form stakeholder groups to meet with directors, etc. • Protect the taxpayer assets we currently have as resources for the future; including cash, property, workers and infrastructure. • Develop framework so that responsible voter - approved revenue proposals can be thoughtfully considered by the community. The Levy Committee is getting close to providing a recommendation to the Council and can expect a recommendation from Mayor and staff. Communication that is positive, productive, transparent and frequent — begins with us • Integrate communication that uses full spectrum of media and technology resources in order to reach the most people. Person priority is to explore all media options and do ones that not cost $. • Encourage positive communication between the Executive Branch, City Council, members of the public, employees by modeling the ideal • Ensure the finest representation of the needs and strengths of Edmonds to local, regional, state and federal lawmakers. For example, Mountlake Terrace spends $30,000 /year on a federal lobbyist and receive far more direct appropriations. • Fully integrate the community in the 2011 strategic planning process. • Ensure a technology infrastructure that is safe, secure and protects the public's information, while enhancing efficiency of service delivery to the public. The future of Edmonds starts with planning for the future today • Establish a strategic plan that is geared toward implementation. Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 9 • Optimize the continued focus on citywide economic development in Edmonds — opportunities for increased sales tax reduces the property tax burden. • Ensure the highest level of emergency preparedness. • Develop and implement a citywide energy conservation plan. Mayor Cooper responded to questions regarding the goal to do more than the usual and typical ways of gathering public input via meetings with stakeholders, and outreach to voters who do not attend Council meetings. REAL ESTATE EXCISE TAX (REET) FUND INFORMATION SETTING COUNCIL PRIORITIES Council President Peterson referred to list of 2011 Council issues /priorities provided by Councilmembers. He noted there were many great ideas; the Council will need to do more of the leg work than they have done in previous years. The Council reviewed the list of 2011 Council Issues/Priorities and added issues /priorities (shown in italics): Environmental Initiatives • Building Codes rewrites /green initiatives o Identify incentives vs. mandates, barriers, etc. • Renewable power purchase • Tree Board • Polystyrene • Transportation (parking, address ADA issues, fix potholes, Complete Streets) Levy • Survey • Levy Committee • Timeline • Options /alternatives • Public involvement, engagement and education • Transparency (website, government channel, press, community forums, etc.) Downtown /Wate front • Street dining • Parking (tourism, satellite parking) • Downtown hotel • Retail depth/ceiling height • Main Street project (pilot project for wider sidewalks) • Review zoning regulations applicable to Old Safeway property to make it more attractive to the development community o Drainage issues — effects on developable land? Will there be a need to acquire land to store stormwater? • Development agreements Finances • Financial Reports • REET Allocation • Borrowing policies • Financial Policies • Medical/benefit costs — Public Safety & Human Resources Council Committee to consider medical self - insurance Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 10 Other • Complete Streets • Hwy 99/Medical Corridor • Fiber • Strategic Planning • RFA — next steps • Public input in a timely manner (website, government channel, social media ?) • Tourism (focused efforts, boutique hotel, parking, WiFi, partnerships, Farmers Market, sport events /activities to bring people to town such as marathon or triathlon). How does the code effect tourism related proposals? • 311 (non emergency government information) — example: City of Portland • Hwy 99 1Swedish Edmonds /International District • Woodway Police Contract — review prior to expiration During the above identification of Council issues /priorities, CIO Carl Nelson described the update and launch of the City's website and there was discussion regarding the effectiveness of social media, Edmonds' engaged electorate, and the EDC Tourism Subgroup's inventory of existing recreation assets and events and identifying ways to build on those. Council President Peterson declared a brief recess. POLLING OUESTIONS FOR SURVEY MONKEY Councilmember Buckshnis suggested adding polling questions regarding $125,000 for a Crime Analyst/Crime Prevention, $100,000 for Police in -car video, $100,000 for enhanced security in the Public Safety parking lot and funds for park improvements (staff to provide a cost estimate). Councilmember Buckshnis reviewed the draft polling questions. Discussion followed regarding the Edmonds Center for the Arts' (ECA) capital shortfall, the ECA/PFD governance structure, need for a more complete explanation of the questions, adding the rate of a B &O tax if that question is included, adding a disclaimer that polling is not from the City Council, concern that responses via Survey Monkey are not statistically valid, whether the purpose of the survey is to engage the public or to use the results to make policy decisions, whether to spend the money on a scientific survey that will assist with policy decisions, concern with the length of a survey, typically short online surveys, cost of a statistically valid phone survey, preference to offer voters 2 -3 levy options with dollar amounts, formulating levy options over the next few months, concern the polling will not provide information from which the Council can reach a conclusion, purpose of polling to engage the public and start a dialogue, the need to ascertain the Council's political will before engaging /educating the public, engaging the public via scheduling levy discussions on Council agendas, and revenue provided by various per $1000 AV amounts. (Councilmember Fraley- Monillas left the retreat at 3:47 p.m.) Councilmember Wilson explained a levy of $0.25/$1000 AV generates approximately $1.6 million which would provide a status quo budget for the next 4 years. Every additional $0.051$1000 AV generates approximately $300,000. He suggested the Council start with $0.25/$1000 AV and add amount for roads, parks, etc. Discussion continued regarding levy amounts, timeline for placing a levy on the ballot, concern that division among Council candidates would result in failure of a levy on the primary or general election ballot, timing of the 2012 budget, frustration with continued Council discussion regarding a levy and no action, the time necessary to build the public's confidence and establish transparency, developing 2 -3 options with the Citizen Levy Committee's (CLC) assistance, a targeted /specialized levy versus an operating levy, the need for Edmonds City Council Retreat Approved Minutes February 4 -5, 2011 Page 11 transparent financial reporting, the need to address the increased cost of benefits, financial projections, the need to make cuts now if the Council does not plan to put a levy on the ballot, support for the "right" levy, concern a targeted levy for street overlays would not provide funds for the General Fund, scheduling a regularly occurring levy agenda item on Council agendas to vet options and the upcoming CLC report to the Council. With regard to timing of any budget cuts, Mayor Cooper explained if a levy is not placed on the ballot or the voters do not approve a levy in 2011 and a levy is then approved in 2012, revenue from the levy will not be collected until 2013. In the absence of a levy in 2011, the 2012 budget will reflect some cuts to prepare for shortfalls in future years and to provide a one month reserve. Mayor Cooper suggested the Council consider a statistically valid poll which he estimated would cost $15,000. Council President Peterson, Mr. Hines and he will identify a source of funding. Discussion continued regarding the Council committing to doing something with the poll data such as placing a levy on a date certain ballot, potential that a levy will fail and need to be placed on a future ballot, testing levy rates via a poll, Redmond's successful levy, and limiting an online survey /poll to 10 questions. Council President Peterson suggested scheduling discussion regarding a statistically valid survey on an upcoming agenda. Councilmember Buckshnis offered to reduce the number of polling questions and include a disclaimer that the poll is from the CLC and not the Council. PUBLIC COMMENT Darrol Haug, Edmonds, member of the EDC and the CLC, explained the CLC is discussing targeted levy options and a General Fund levy with a 3 -year time line. He commented on the decision facing the Council in 2014 with regard to the Fire Department. If the Fire Department is funded outside the General Fund, it will free up $3 million to the General Fund. Ron Wambolt, Edmonds, disagreed the proposed polling would not be harmful. He did not support a poll that mixed asking citizens how much more they were willing to pay in taxes and whether they supported various revenue sources. In addition, much of the public was not informed enough to answer questions regarding gambling or B &O taxes. For example, most citizens are unaware that gambling cannot be restricted to certain locations within the City or that neighboring cities do not have a B &O tax and that implementing a B &O tax in Edmonds would severely impact car dealerships. Roger Hertrich, Edmonds, recommended the poll be kept simple. He anticipated the voters did not support the TBD fee because they dislike car tab increases and there were too many projects. He recommended the Council identify the City's critical needs that will not be funded without additional revenue; citizens will support items that are important to them. With regard to annexing into Fire District 1 or forming a RFA, he pointed out both would increase property taxes like annexing into the Snolsle Library District did. Al Rutledge, Edmonds, referred to a petition submitted in Lynnwood recommending they pursue a City Manager. He noted Edmonds residents could circulate a petition recommending the Council pursue alternate revenues sources such as gambling. He announced the Edmonds Lutheran Church is sponsoring an Easter Egg Hunt. They also plan to have a Christmas in July event downtown this summer. The Edmonds Log Cabin hopes to a holiday event downtown. He summarized events generate revenue for the City. DAY 1 WRAP UP Council President Peterson thanked staff for their reports. He advised tomorrow the Council will discuss an action plan based on the priorities. There will also be an opportunity tomorrow for Councilmembers to discuss process questions such as agenda memo, the role of Council President, future retreats, etc. Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 12 The first day of the retreat concluded at 4:35 p.m. SATURDAY FEBRUARY 5 2010 — CALL TO ORDER The second day of the retreat was called to order at 9:05 a.m. COUNCIL 2011 ACTION PLAN Council President Peterson distributed notes taken during yesterday's discussion regarding Council issues /priorities. He suggested Councilmembers identify which items they are interested in taking on and which are already being done. The Council reviewed the priorities and identified an action plan for several of the priorities (shown in italics) Environmental Initiatives • Building Codes rewrites /green initiatives —in process. o Identify incentives vs. mandates, barriers, etc. • Renewable power purchase — Councilmember Bernheim offered to investigate a partnership with Snohomish PUD. • Tree Board — Council President Peterson relayed the ordinance forming the Tree Board did not provide staff he is working with Planning Manager Rob Chave to identify staff to be involved at meetings. • Polystyrene — Councilmember Bernheim offered to develop a strategy. • Transportation (address ADA issues; fix potholes; Complete Streets) — Council President Peterson advised he planned to present a Complete Streets ordinance to the Council in the next month. Levy — The CLC will provide a report to the Council on February 15 or 22. The Council can then decide whether to schedule discussion regarding a levy as a periodically agenda item • Survey — Councilmember Buckshnis advised she has reduced the poll to four basic questions. • Levy Committee • Timeline • Options /alternatives • Public involvement, engagement and education • Transparency (website, government channel, community forums, etc.) Downtown/Waterfront • Street dining — Council President Peterson pointed out it is better to allow street dining on an ongoing basis due to the cost to rent tables, chairs, etc. for only occasional use. Councilmembers Bernheim and Buckshnis offered to meet with Public Works Director Phil Williams, the Chamber and Downtown Merchants to discuss transforming parking spaces into pedestrian /park space such as adjacent to the Old Mill Town Plaza. Councilmember Petso suggested that would make satellite parking more important. Ms. Hite suggested a pilot project in conjunction with design of the Old Mill Town Plaza. • Parking (tourism, satellite parking) • Downtown hotel • Retail depth /ceiling height — Mr. Clifton described the past process to reduce retail depth. Discussion followed regarding the intent of the reduced depth to allow parking behind the building, some businesses' interest in a smaller square footage, and determining a depth that would still allow parking behind. Mr. Clifton relayed the Planning Board is considering a code amendment regarding the requirement for commercial frontage in some areas. Councilmember Wilson suggested the Community Services /Development Services Committee consider a code amendment to require retail on the first floor in BDI and to grandfather existing uses. • Main Street project (pilot project for wider sidewalks) Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 13 • Review zoning regulations applicable to Old Safeway project to make it more attractive to the development community o Drainage issues — effects on developable land? Will the land be needed for storing stormwater? Councilmember Bernheim commented the Zoning Code should not be an impediment to development /sale of property. He asked whether minor changes could be made to the zoning in this area. Mr. Clifton suggested the EDC, Planning Board, the new Development Director and he address that issue. Discussion followed regarding uses for the site such as a Farmers Market or hotel, and how to attract a boutique hotel to downtown. Mr. Clifton relayed the owner of the post office site (Doug Spee) presented a concept to the EDC that includes a hotel. Because an hotelier will require a certain number of rooms, increased height will be required. That could be done via a development agreement that allows a modification to height. He offered to post Mr. Spee's conceptual presentation on the EDC's webpage. • Development agreement Finances • Financial Reports — A committee consisting of Councilmember Bernheim, Council President Peterson, Darrol Haug and Lorenzo Hines is working on this. • REET Allocation — Councilmembers discussed paying off the City Hall bonds to free up the REET revenue stream for capital needs and/or potential park purchases, and revising the current allocation to provide more to streets and less to parks. It was suggested the Council have a complete discussion regarding the allocation of REET funds at a regular Council meeting. • Borrowing policies — Finance Committee is working on this. • Financial Policies — Finance Committee is working on this. • Medical costs and benefits (Human Resources /Public Safety Committee) — Councilmember Wilson described medical self - insurance and the savings that can be realized, emphasizing the importance of a stop loss policy and a transition fund. He suggested loaning the $1.3 million in the Public Safety Reserve to provide transition funds for self - insurance. Discussion followed regarding the need for approximately 200 employees to disseminate the risk, the City's past experience with self= insurance, poor partner in AWC (non - compete contracts with healthcare insurance providers), Kirkland's evaluation and implementation of self - insurance, other ways to create the transition fund, projected savings, ensuring that options that lower the cost do not lower benefits to employees, need to bargain any change in medical with unions, requirements for self-funded plans under healthcare reform, and forming a Public Safety & Human Resources Committee to consider medical self - insurance. Mayor Cooper agreed AWC was a poor partner and offered to contact the City's legislators to encourage them to propose a bill that requires association plans to provide experience ratings. Mr. Clifton offered to contact Mike Doubleday. Other • Complete Streets • Hwy 99/Medical Corridor — Mr. Clifton reported the Hwy 99 Taskforce has discussed combining their efforts with the EDC. He offered to check on the Comprehensive Plan amendment to change the boundaries of the Medical Activity Center. With regard to the bill proposed by Representative Kagi (HB .1265) regarding Pt. Wells, Mayor Cooper cautioned the danger of that bill is that similar legislation could be proposed regarding development on Hwy. 99 within Edmonds. He recommended the Hwy. 99 Taskforce consider the impacts of development on adjacent cities. He has directed Mike Doubleday to support Representative Kagi's bill. Discussion followed regarding the Community Services /Development Services Committee's consideration of formal Council action to support the bill, the decision to be made by the Growth Management Hearings Board in March regarding the Pt. Wells Urban Center Edmonds' plan to be a party of'record in the Pt. Wells SEPA, direction the Snohomish County Council has received to limit their comments on the project due Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 14 to potential future quasi judicial decisions, impacts of development at Pt. Wells on Edmonds and potential mitigation. Councilmember Wilson offered to develop a resolution for Council consideration. • Fiber — making progress; several potential customers • Strategic Planning — in process, updates on the RFQ will be provided to the Council soon • RFA — next steps — RFA Planning Committee is moving forward • Public input in a timely manner (website, government channel, social media) • Tourism (focused efforts, boutique hotel, how does code ECDC effect tourism related proposals? parking, WiFi) • Retail Depth, ceiling height • 311? Example City of Portland • Highway 99 /Swedish /International District • Woodway Police Contract — review prior to expiration — On the Finance Committee agenda in March. It was suggested Police staff be involved in the discussion. The Council discussed call volume, who bears the cost /time of major investigations, charging Edmonds residents for false alarms, financial impacts if Woodway terminated the contract and the need to illustrate the City's costs to Woodway. Mayor Cooper offered to work with the City Attorney on a letter to Woodway to mutually open the contract. Council President Peterson advised he would formalize the action plan and send it out to the Council, Mayor and staff. He declared a brief recess. PROCEDURAL QUESTIONS Role of Council President Council President Peterson referred to the section of the City code that describes the duties of the Council President. He viewed his role as a liaison between Council, staff and Mayor. He invited Councilmembers to submit agenda items, advising items will be scheduled as agendas allowed. Agenda Memos Council President Peterson encouraged Councilmembers to assist staff such as completing the agenda template and doing it as soon as possible to allow staff to provide the Council as much information as possible. He also encouraged Councilmembers to contact staff with questions prior to Council meetings. Mayor Cooper reminded staff must have agenda memos in by noon Thursday for his approval. The more lead time Councilmembers can provide, the better. Council suggestions included: • Staff providing copies of minutes from the meeting when an issue was first initiated • Agenda items not necessarily be scheduled for action the first time they appear on the agenda to provide Council an opportunity to review the materials • Items be reviewed by Council Committee first • Move Audience Comment to the beginning of the agenda. The Council agreed to have Audience Comment at the beginning of the agenda as often as possible. • Stagger the start time of Council Committee meetings to allow Councilmembers to attend meetings other than those they are assigned to. • The agenda memo state whether the item is an update or action is requested • The agenda memo identify the lead for the item • Hotlink agenda memos to the Extended Agenda and post information as it is prepared rather than waiting until it is scheduled on the agenda to provide Councilmembers and opportunity to review materials ahead of time • Council consider hiring a Council Budget Analyst due to limited staff to answer questions. Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 15 Councilmember Buckshnis requested an Executive Session at end of the retreat regarding a personnel issue. PUBLIC COMMENT Darrol Haug, Edmonds, remarked at last year retreat, five Councilmembers had Styrofoam cups; this year none of the Councilmembers did. From the public's point of view, this has been an exciting two days. He thanked Council President Peterson for a great retreat and Councilmembers for being candid, open and honest. He thanked staff for attending and for doing a good job helping the public understand issues. He thanked Mayor Cooper for his ideas and for setting the tone, attitude and direction. He suggested the Council demonstrate retreat -type behavior in front of public rather than the behavior that often occurs at Council meetings. Roger Hertrich, Edmonds, commented it was an interesting retreat and he learned a few things. He noted information provided in the retreat packet regarding REET funds had been requested by the Finance Committee in November but had not been provided by staff. As a result of a public records request he submitted, he received information regarding the bond payment made out of the REST fund. He also requested and received information regarding where the City's reserves are invested. He looked forward to better communication regarding the City's finances. WRAP UP Councilmember Bernheim looked forward to the Council's decision regarding the City Attorney. He noted improving the Senior Center is still a priority for him. He planned to conduct an independent investigation as well as with the Hwy. 99 Taskforce of Hwy. 99 businesses and introduce them to City government. He thanked Mayor Cooper for the process to prioritize issues. He relayed two Best Human Resources Practice Principles: 1) even well intentioned lectures convey negative messages, and 2) no great insight ever enters the mind through an open mouth. Councilmember Petso thanked staff who came today and participated in the discussion. Councilmember Buckshnis advised she planned to continue assisting with development of financial policies. She looked forward to working with Councilmember Wilson to investigate medical self-insurance. Councilmember Plunkett thanked Council President Peterson for his efforts and thanked everyone for a good retreat. EXECUTIVE SESSION — PERSONNEL ISSUE (RCW 42.30.110.1.8.) At 12:10 p.m., Council President Peterson announced that the City Council would meet in executive session regarding a personnel matter per RCW 42.30.110.1.g. He stated that the executive session was scheduled to last approximately 30 minutes and would be held in the Fourtner Meeting Room, located in City Hall. No action was anticipated to occur as a result of meeting in executive session. Elected officials present at the executive session were: Mayor Cooper, and Councilmembers Bernheim, Plunkett, Buckshnis, Peterson, Petso and Wilson. Recorder Jeannie Dines was also present. At 12:45 p.m., Councilmember Petso announced the executive session would be extended 15 minutes. The executive session concluded at 1:05 p.m. The retreat was adjourned immediately following the conclusion of the Executive Session. Edmonds City Council Retreat Approved Minutes February 4- 5,2011 Page 16