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02/05/2010 City Council�� �.�17.Y X14111 [ February 5 -6, 2010 The Edmonds City Council retreat was called to order at 9:31 a.m. on Friday, February 5, 2010 . in the View Room, South County Senior Center, 220 Railroad Avenue, Edmonds, Washington. The meeting was opened with the flag salute. ELECTED OFFICIALS PRESENT Friday, February Steve Bernheim, Council President Diane Buckshnis, Councilmember Michael Plunkett, Councilmember Dave Orvis, Councilmember Adrienne Fraley- Monillas, Councilmember Strom Peterson, Councilmember ELECTED OFFICIALS ABSENT Friday, February D. J. Wilson, Councilmember Saturday FebruM 66 Steve Bernheim, Council President Diane Buckshnis, Councilmember D. J. Wilson, Councilmember (arrived 9:06 a.m.) Michael Plunkett, Councilmember Dave Orvis, Councilmember Adrienne Fraley- Monillas, Councilmember Strom Peterson, Councilmember (arrived 9:02 a.m.) PUBLIC PRESENT Friday, February Stanley Piha Darrol Haug, EDC Bruce Witenberg Rich Senderoff Bea O'Rourke, EDC Ron Wambolt Frank Yamamoto, EDC Kerry St. Clair -Ayes, EDC Don Hall, EDC Evan Pierce, EDC Roger Hertrich Bruce Faires, Port of Edmonds Betty Larman, EDC PUBLIC PRESENT Saturday, February 6 Harold Huston Darrol Haug, EDC Roger Hertrich Betty Larman, EDC Al Rutledge Val Stewart, Planning Board Todd Cloutier, Planning Board John Reed Rose Cantwell STAFF PRESENT Friday February 5 Al Compaan, Police Chief Stephen Clifton, Community Services/Economic Development Director Brian McIntosh, Parks & Recreation Director Noel Miller, Public Works Director Lorenzo Hines, Finance Director Frances Chapin, Cultural Services Manager Sandy Chase, City Clerk Debi Humann, Human Resources Director Steve Fisher, Recycling Coordinator Rob Chave, Planning Manager Cindi Cruz, Executive Assistant Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder Saturday Februar6 Stephen Clifton, Community Services /Economic Development Director Sandy Chase, City Clerk Rob Chave, Planning Manager Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 1 FRIDAY, FEBRUARY 5, 2010 — CALL TO ORDER AND FLAG SALUTE COUNCILMEMBER PETERSON MOVED, SECONDED BY COUNCILMEMBER FRALEY- MONILLAS, TO APPROVE THE AGENDA. MOTION CARRIED UNANIMOUSLY. Public Comments Stan Piha, Hwy. 99 Task Force member and a Hwy. 99 property owner, expressed his support for the Economic Development Commission's (EDC) recommendations regarding transit oriented development opportunities on Hwy. 99, advising the infrastructure on Hwy. 99 such as Bus Rapid Transit will support increased development within the corridor; the hissing component in the Comprehensive Plan is transitional zoning. The cities of Mukilteo, Everett, Lynnwood and Shoreline are working with Snohomish County to develop processes for the entire corridor and he recommended Edmonds actively participate. He recommended the Council implement the EDC's recommendation s as soon as possible. Rich Senderoff, Edmonds, explained last year when the Council discussed sustainability, he suggested developing an incentive programs for green businesses. Since then Jeanie Blair, Rebecca Wolfe and he have been working on a City of Edmonds Green Partners Program modeled after a program in Santa Monica. The program would allow businesses that meet certain criteria to apply to be recognized as a green partner, get a window sticker, etc. They have developed a checklist and are in the process of developing a business plan to obtain grant funds. They presented the program to the Mayor's Climate Protection Committee and have met with the Chamber and Sustainable Edmonds. He clarified the intent was to operate the program under Sustainable Edmonds' non - profit status; it would not require City staff or funding other than possibly the City endorsing the program. He offered to make a presentation at a City Council meeting. Finis Tupper, Edmonds, expressed concern that no public input was taken prior to the Mayor's March 13, 2009 press release that explained the City's financial situation and proposed to cut funding to the Senior Center, eliminate the Flower Program, close Yost Pool, and eliminate the DARE Program. On March 13, 2009 he asked "where is the money," specifically where is the $1.9 million rainy day reserve fund that was set aside for two purposes, for use in an economic downturn and in the event of a natural disaster. The City's response was those funds were to be used only in the event of a disaster. He commented on the citizen effort that raised $56,000 to keep Yost Pool open, only to discover 6 months later that the Council had $90,000 available in a Contingency Fund and his research that found Fire District 1 has been collecting over $1 million in taxes from properties in the Esperance area. He urged the Council to base its decisions on correct information. Keely O'Connell, Friends of the Edmonds Marsh, thanked the Planning Board for identifying Friends of the Edmonds Marsh as one of the community groups they planned to work with. The Friends' mission is to expand and restore the functional habitat within the marsh, to protect the remaining wildlife habitat and do so by engaging the community to preserve, steward and enjoy this natural resource. She relayed research by Puget Sound Near Shore Restoration Project and Puget Sound Partnership that there are less than 20% remaining marshes similar to the Edmonds Marsh in the Puget Sound basin and nearly 100% loss of habitat like the Edmonds Marsh. Their goals include public outreach as well as scoping, identifying funding for and contracting for a feasible study for the enhancement of the marsh that would include daylighting of Willow Creek and build on existing research. She commented on the importance of the Edmonds Marsh in the Council's discussion of the waterfront and, economic development, and emphasized the need to balance accessibility and preservation. Rose Cantwell, Senior Center Board, welcomed the Council to the South County Senior Center and thanked the Council for choosing the Senior Center for their retreat. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 2 Darrol Haug, Edmonds, referred to Mr. Tupper's comments, pointing out on October 19, 2009 the Council revised the ordinance to identify how the reserve fund should be used, for catastrophic events, and not an economic downturn. A brief discussion followed regarding the status of the Friends of the Edmonds Marsh, marketing the Green Partnership Program to businesses, where interest on the reserve fund is reflected in the budget, and the ability for a Council majority to determine use of the reserve funds. COUNCIL RETREAT SESSION 1 Topic 1: Reports from City Departments, Boards, Commissions A. Public Works: Report on Waste Prevention, Recycling and Greenhouse Gas Reduction Recycling Coordinator Steve Fisher described funding for his position through a 2 -year, 75% match grant from Snohomish County via the Department of Ecology (DOE) for waste prevention efforts. He is also the Recycling Coordinator for Lynnwood via an Interlocal Agreement and the same grant program. He acts as the liaison for solid waste haulers in the City (Sound Disposal and Allied Waste) who are regulated by the Washington Utilities and Trade Commission, as well as chairs the Snohomish County Solid Waste Advisory Committee comprised of elected officials and representatives from waste hauling community. The Committee is currently reviewing Snohomish County's Solid Waste Comprehensive Plan. He invited Councilmembers to attend their monthly meetings. He described waste prevention, recycling and greenhouse gas reduction efforts and new services such as enhancement of organics waste collection. He commented on the Cedar Grove facility that uses the materials to create compost, outreach efforts with food establishments, the E -cycle program that requires electronics manufacturers to fund infrastructure for recycling computers, monitors, TV and laptops and other product stewardship initiatives the legislature is considering. He urged the Council to encourage Representatives to support HB 2914 regarding recycling of mercury- containing lights. He requested continued funding for the City's recycling program, increasing the visibility of the program's elements on the City's website, and updating the recycling ordinance. He commented on the importance of greenhouse gas reduction and contributions from transportation, energy, building and waste. Council President Bernheim suggested scheduling a future Council agenda item to discuss greenhouse gas emissions. Mr. Fisher advised the Mayor's Climate Protection Committee crafted a Climate Action Plan that addresses the reduction of emissions. The Plan will be reviewed by the Planning Board and forwarded to the City Council. The goal is for the Council to pass a resolution adopting the Climate Action Plan. B. Police Department Report - The Year Ahead Police Chief Al Compaan distributed the 2009 Police Department Annual Report. He described budget cuts made during 2009 including the elimination of one of three animal control /parking enforcement officers, discontinuing the agreement with Mountlake Terrace for animal control, eliminating the Crime Prevention Program and two part-time assistants, eliminating Edmonds Night Out, mothballing the Blockwatch program, not filling one Police Officer position, and eliminating the DARE program and reassigning the officer. The Police Department ended 2009 with $125,000 unexpended in a $9 million budget. He provided several statistics including the Department handled 30,700 calls for service in 2009, Serious Part 1 Crimes decreased by 1,016, 27.6% of Part 1 Crimes were cleared by arrest or identifying suspect, reportable traffic collisions were up slightly from 2008 by 655, 2 traffic fatalities, 115 DUI arrests and 5,500 traffic citations. Highlights in 2009 include approval of the New World CAD, RMS, jail management and automated field reporting software to replace the outdated software used by SnoCom and SnoPac. That system is expected to go Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 3 live July 2011. The Department received two significant grants in 2009; $39,000 from the U.S. Department of Justice used to purchase equipment and technology to assist automated reporting, and a $30,000 grant from the Washington Auto Theft Prevention Authority to purchase an automated vehicle license plate reader. The Street Crimes Unit became operational in 2009 and focuses on burglaries, vehicle prowls, theft, prostitution, graffiti and drug offenses. The Department received re- accreditation in November 2009. As part of that process, the Department was provided a template for a Best Practices Policy and Procedure manual. That manual will be available on the website when it is complete along with the Annual Report. The Edmonds Municipal Court in cooperation with the Police Department purchased video arraignment hardware that allows the Judge to conduct arraignments in non -trial proceedings remotely with the defendant at the Snohomish County Jail, eliminating the need to transport defendants, reducing overtime and enhancing overall public safety. Contract negotiations are coming up in 2010 for 2 bargaining units, commissioned staff and support staff. Medical insurance will be an issue. He urged the Council to continue to maintain a competitive salary and benefit package to allow Edmonds to continue to attract the best. He advised the Department and the Police Foundation plan to request a $2,000 contribution from the Council for the Edmonds Night Out Program. He described efforts to seek out training for officers, sergeants and management and his plans to hire a Police Services position and three replacement Police Officers positions this year due to turnover. He asked for the Council's continued support for operations. C. Economic Development Commission View Community Services /Economic Development Director Stephen Clifton distributed the 2009 Annual Report from the Economic Development Commission (EDC) and Planning Board. EDC Chair Frank Yamamoto reviewed the action items in the EDC's presentation (act now, fund a full -time Economic Development Director position and budget, create a Strategic Plan that focuses on economic development, initiate neighborhood business center plans, evaluate Harbor Square plan and support process for redevelopment, and move forward with fiber optics). He noted the Council had taken action on one item, appointing two Councilmembers to the EDC. He urged the Council to provide direction to the EDC at their February 17 meeting. Council President Bernheim suggested Councilmembers send the EDC a letter with their comments regarding the report. Councilmember Buckshnis suggested updating the Economic Development Element of the Comprehensive Plan. Tonic 2: Annual - Biannual BudLyet Structure and Outlook Real Estate Excise Tax (REST) Finance Director Lorenzo Hines explained Washington currently levies a 1.28% tax on all real estate sales; local entities (cities and counties) can levy an additional tax. Edmonds has imposed an additional 0.50% divided equally between REET 1 (Fund 126) and REET 2 (Fund 125). He read the definition of REET 1 and REET 2, highlighting the differences in the definition with regard to parks. He reviewed REST rates in other cities, and the schedule of REST 2 and REST 1 revenues and expenses for 2008 -2010. Discussion followed regarding land purchased with REST funds in 2009, which REST could be used for purchase of the Skipper's property, progress of the REET flexibility bill being considered by the Legislature, and use of Fund 132 to isolate expenditures from the REET funds. Comparison of Last Quarter Top 25 Monthly Voucher List 2008 to 2009 Mr. Hines reviewed the top 25 payables for October, November, December 2008 and 2009, highlighting contributions to retirement for staff, AWC benefits, and construction projects, summarizing most of the larger payments were related to payroll and Public Works. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 4 Annual Budget Schedule Mr. Hines reviewed a tentative schedule for the 2011/2012 budget; in August staff will present reclassification requests, the L5 study, and the non - represented employee ordinance to the Finance Committee. During October the property tax ordinance will be presented to the Finance Committee, the Mayor will present the preliminary budget to the Council, a draft budget ordinance will be developed and a Council budget workshop will be held. In November two public hearings will be held, one regarding revenue sources and the other regarding the 2011/2012 budget. He anticipated the 2011/2012 budget would be adopted prior to Thanksgiving. The final property tax resolution and ordinance will be presented to the Council in November and the final 2010 amending ordinance will be presented to the Finance Committee and the Council in December. For Councilmember Plunkett, Mr. Hines advised the interest income on the Emergency Reserve Fund is not reflected in the fund; the fund balance is a static $1.9 million. All interest earnings are reflected in Fund 001. Councilmember Plunkett requested Mr. Hines identify the amount of interest generated by the emergency reserve fund. Tonic 3: Annual Combrehensive Plan Structure and Schedule Planning Manager Rob Chave noted only two Councilmembers have participated in a substantial Comprehensive Plan update. The City's first Comprehensive Plan under GMA was adopted in 1995. The State requires cities and counties to update their Comprehensive Plans on a 7 -year cycle; the last update was in 2004 (approved March 2005); the next scheduled update is 2011. A bill in the legislature could extend that deadline but staff is operating under the assumption the update will be required by 2011. The update requires review of the entire Comprehensive Plan to ensure compliance with GMA. He clarified this update was different than the update to incorporate population projections and ensuring the Plan reflects adequate capacity which is done on a 10 year cycle; that update is due in 2015. However, even if the Legislature delays the update due in 2011, Puget Sound Regional Council (PSRC) has requested jurisdictions revise their Comprehensive Plans to align with their regional vision. Mr. Chave distributed a Potential 2010 . Planning Board Work Plan, highlighting 2010 Comprehensive Plan. amendments. He suggested the Council identify funds to hire a consultant to prepare and implement neighborhood plans, particularly the public outreach for Five Corners and Westgate. He emphasized the importance of developing plans for those areas as there has been some interest in redevelopment. Discussion followed regarding the need for zoning to reflect the Comprehensive Plan designation in Five Corners, differences between Firdale Village (one property owner — rezone developer driven) and Five Corners and Westgate (multiple property owners), estimated cost of a consultant, possibly utilizing a UW design studio to do some of the work, applying a form based approach at Five Corners and Westgate, seeking input from the neighborhood, seeking a commitment from the property owners regarding redevelopment and asking them to contribute to the cost. Mr. Chave suggested the Council consider reconfirming the vision in the 1995 Comprehensive Plan that population allocations would be accommodated via infill and redevelopment in activity centers rather than development in neighborhoods. Council President Bernheim recessed the retreat to lunch at 11:41 a.m. Working Lunch: Location: Arnie's Restaurant, 300 Admiral Way, Suite 211, Edmonds The lunch portion of the retreat convened at 12:07 p.m. Councilmembers identified what they wanted to accomplish in the coming year: • Land use decisions • Financial picture for the future • Debt at all levels. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 5 • Address increasing labor costs. • Importance of transparency. • Improve citizens' understanding of the budget and access to information. • Council needs to ask citizens about issues such as buying the waterfront property, put proposals together for citizens to choose from. • Increase the ratio of police officers to population. • Neighborhood buffers. • Solve public health funding issues, cities will need to provide funding. • Take action on zoning to avoid empty back - and -forth regarding what is hampering economic development. • Parks, Edmonds Marsh, etc. should attract visitors, tenants and residents to Edmonds. • Investigate low /no cost improvements such as a pathway along Admiral Way or closing a lane on Sunset for a pedestrian seating area • Get citizen input first, suggest each Councilmember take responsibility for holding a meeting in an area of the City to gather input from residents regarding what they want. • Make information readily available to citizens to reduce public records requests. • Goals should incorporate economic development, environmental stewardship and sustainability. • Some developers may see Edmonds Marsh as a hindrance; attract developers who see the Marsh as an asset. • Other cities are attracting economic development; why isn't Edmonds? It may be because Edmonds is perceived as not development friendly. • Take advantage of slower development period to amend /update zoning code. • Key to sustainable development is urban density in downtown, neighborhood centers and Hwy. 99. • Do our part to keep Puget Sound clean. • Economic development and environmental stewardship go together. • Lay the groundwork now for the future. • The outer areas of the city need to be represented, get neighborhoods involved, look at areas outside the Bowl. • Businesses outside the Bowl are experiencing the same economic downturn as businesses downtown. • The Council should not to represent only the loudest group, look at issues citywide, get people involved, find out issues and solve them. • Get a grip on the policies and procedures and expenditures. • Working together is the key. • Move forward with ideas, stand united. • Address zoning right away. • Council lead by example. • Address issues between staff and Council; let staff know the Council wants to help /support them. • Improve transparency. • Other cities' websites are more citizen based. • Establish an inter -city transportation method. The lunch portion of the retreat recessed at 12:46 p.m. RETURN TO SENIOR CENTER — COUNCIL RETREAT SESSION 2 The retreat reconvened at 1:33 p.m. Topic]: Council Meetings /Procedures A. Duration Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 6 The Council discussed meeting starting time, duration of meetings, and too many items on agenda not providing enough time to address important issues. Suggestions included prioritizing agendas more carefully, selecting a time such as 11:00 p.m. to stop the meeting, continuing lengthy meetings to the next evening, asking questions of staff prior to meetings, using the committee process to research items, having discussion on items one meeting and a decision at the next meeting, and providing materials regarding major topics to Council a week ahead of the meeting. B. Conduct Suggestions included more productive interactions between Councilmembers and with the public at meetings, monitoring responses to public comments and between Councilmembers and taking a break if verbal altercations arise between Councilmembers. C. Adoption and Use of Rules of Order Information provided as resource. D. Outside Council Committees Council President Bernheim advised appointment to the Seashore Transportation Forum was still open. Following a brief discussion, Council President Bernheim invited Councilmembers to submit suggestions for committees that could be discontinued. E. Questions/Research Requests to Staff Council President Bernheim relayed that Mayor Haakenson did not mind Councilmembers making requests directly to staff as long as they copied him on their request. Council President Bernheim urged discretion in the number of requests Councilmembers made of staff. It was suggested Councilmembers email questions to staff prior to meetings to provide adequate time to research and respond to a question at the Council meeting. F. Public Service Announcements Councilmember Plunkett recalled an agenda item that allowed non - profit entities to make a public service announcement was previously initiated and later discontinued. It was the consensus of the Council to add this to the agenda, limit announcements to 5 minutes each and a total of 15 minutes per meeting with the Council President having discretion to schedule announcements based on length of agendas, organizations submit their request to Senior Executive Council Assistant Jana Spellman and to publicize the opportunity on Channel 21. Topic 2: City Operations A. Review Legal Counsel Contract /Labor Negotiations Council President Bernheim explained the packet contained information regarding the labor contract schedule as well as a list of firms that provide labor negotiation services. Human Resources Director Debi Humann described how labor negotiations are conducted with bargaining units and who has participated in the past. She commented on the reasons the City has utilized City Attorney Scott Snyder in labor negotiations in the past is he also defends contracts against grievances and is familiar with past practices and the City's history with unions. Discussion followed regarding benefits of using a consultant to assist with negotiations, possible financial savings via good contract negotiations, and a suggestion for a hybrid whereby the Mayor, Ms. Humann and the Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 7 Department Head participate in negotiations followed by an independent peer review by labor negotiator or a labor specialist. Council President Bernheim summarized this may be scheduled as a Council agenda item in future. B. Implementation of Ordinances after Passage by Council Council President Bernheim explained the amount of time between passage of an ordinance and the effective date may vary. He encouraged Councilmembers to inquire if they had any questions about the implementation date of a time - sensitive ordinance. C. State Legislative Agenda: Misdemeanor Law Reform, Municipal Court /Police Savings Council President Bernheim explained municipal courts have been the subject of nationwide study because many are crowded and underfunded and the constitutional rights of criminal defendants may not be adequately protected. He was satisfied with the operations of the Edmonds Municipal Court but did not want it to become so clogged with minor crimes that did not promote public safety that defendants' rights were not protected. He summarized it was necessary to fund the court adequately and /or control case volume. D. Warrant Review Councilmember Orvis recalled the City did not have an instant bail policy. The Judge reviews warrants within 24 hours to ensure bail was offered. E. Fire District 1 Contract Review Council President Bernheim suggested the Council consider, 1) his proposal to segregate the proceeds from of sale of equipment to Fire District 1 into a separate fund, and 2) whether to establish a periodic review of Fire District 1 savings and service. Discussion followed regarding the final net proceed of the sale of equipment, uses for the funds, the purpose of establishing a special fund, and whether the City can purchase commercial property as an investment. Council President Bernheim suggested staff provide pros /cons of placing the proceeds in a separate fund and the final net amount. He requested Ms. Spellman send his proposal in the packet (that the proceeds from the sale of Fire Department equipment to Fire District l be placed in a designated, segregated, interest- bearing account with interest accruing in the account and reserved for such future purposes as the Council shall direct) to Mayor Haakenson for comment. F. Budget Format Options Councilmember Orvis referred to the Snohomish County Health Department's 2010 proforma program budget that contains a list of programs, program and discretionary revenue, and expenses. He explained this identified items /programs that were dependent on discretionary revenue that can be cut. He suggested staff develop a similar report to illustrate each department's dependence on discretionary revenue. The report also helps identify ways to increase department's revenue. Councilmember Buckshnis referred to a white paper regarding government accounting versus financial reporting, and examples of monthly and quarterly reports from other cities. Council President Bernheim declared a brief recess. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 8 Topic 3: Economic Development A. Empty Office/Retail Space and Recruiting New Business Councilmember Peterson introduced this item, explaining economic development is the answer to increasing revenue unless the City wants to rely on property tax increases. Community Services /Acting Economic Development /part-time Development Services Director Stephen Clifton explained he had a limited amount of time to devote to economic development. With regard to empty office /retail space and recruiting of new business, he provided examples of businesses that staff and he have attempted to recruit. He summarized a neighborhood business rezone effort would be a win -win for the City and for property owners. The slow economy provided an opportunity for the City to initiate a rezone to attract development and do it more quickly, thereby laying the foundation so that recruiting was easier when the economy rebounded. B. Regional Partners to Maintain Jobs in the Area — Mukilteo, Everett, etc. Mr. Clifton reviewed regional efforts to maintain jobs in the area including the City's support for the Washington Aerospace Partnership's efforts to grow aerospace industry jobs in Washington, meeting with representatives of the Snohomish County Economic Development Council and the State Department of Community Trade and Economic Development (renamed to Department of Commerce), working with real estate, finance, development property owners and other partners to facilitate economic vitality for the City, participating in joint marketing to raise Edmonds' profile within the business community and the EDC invited speakers from various entities to better understand what they are doing related to economic development. C. Recommendations from Economic Development Commission Mr. Clifton referred to the recommendations submitted by the EDC and their request for input from the Council regarding support for their recommendations. D. Green Marketing in the City Mr. Clifton reviewed efforts to address the issue of sustainability including the Mayor's Climate Protection Committee, the City Council's sustainability agenda, preparation of Comprehensive Plan Community Sustainability Element, as well as the efforts of Sustainable Edmonds. He remarked how and what to market was an appropriate topic for the EDC to discuss. He highlighted ads the City has run, feature stories in magazines, and plans in 2010 for co -op advertising with Washington State Department of Commerce that focus on visits to Edmonds by train. He summarized recent marketing efforts focus on activities and emphasize art, beaches, boutiques, bird watching, cafes, charming downtown, festivals, underwater dive park, galleries, etc. rather than the scenery. Staff is also revising the City's rack card to make it more eye - catching. The City has secured a website domain, VisitEdmonds.com, which is listed at the bottom of all ads. E. Hire Grants Writer /Economic Development Consultant Mr. Clifton commented the City has been remarkably successful in obtaining grants in the past; the lack of matching funds is what prevents Edmonds from applying for many grants. F. Olympics Tourism: Too Late? Mr. Clifton explained many cities do not anticipate an increase in tourism primarily due to time of year. Edmonds is participating in co -op ads with Snohomish County and other cities in "West World," a travel Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 9 magazine that is distributed to over 529,000 homes in the British Columbia Area. The magazine will also be included in collateral material distributed in BC to international visitors. G. Outdoor Dining: Milltown Sidewalk/Restaurant Sidewalk/Parking Spaces Mr. Clifton explained at their February 9 meeting, the Community Services /Development Services Committee will address the use of the right -of -way for bistro and outdoor dining. Council suggestions included using parking spaces in front of Old Mill Town to expand the pedestrian park area and promoting Parking Day, September 17, where groups make parking spaces into mini parks. H. Highway 99 Studies: Burke, Makers, Edmonds Green Plans, Piha Materials Mr. Clifton explained the Burke and Makers studies were included in the Comprehensive Plan. The plans for Edmonds Green (aka Behar development on the Funtasia site) are on hold due to the economy. Mr. Piha, who owns a site near Safeway and a Swift station, spoke earlier today regarding his hopes for developing transit oriented housing on that site. With regarding to broadband, at a recent Community Technology Advisory Committee meeting, they looked at what had been done and the recommendations that have been presented to the Council. Finance Director Lorenzo Hines wants to ensure the recommendations make business sense before moving forward. Discussion followed regarding remaining construction issues on the Old Mill Town (OMT) building, JSH Properties' plans to move forward with renovation of the portion of OMT on Dayton, efforts to recruit a restaurant to a location in OMT, OMT's agreement with the bank for evening parking, limited parking near OMT, other cities that offer employees of large employers move -in specials as an incentive, business education classes conducted by the Chamber, need for a theme /brand for the City, the differences between VisitEdmonds.com (City) versus EverythingEdmonds.com (Chamber), closing the block where the fountain is for a car free day, and Jersey City, NJ where a festival is held every weekend in Liberty Park. Mr. Clifton expressed his appreciation to the EDC, remarking by the time the Commission sunsets in December 2010, they will have provided up to 2000 volunteer hours. Cultural Services Manager Frances Chapin described a Preserve America grant opportunity available via the National Parks Service. The City received $50,000 from Preserve America in 2007 that was used for 4th Avenue Corridor planning. If received, the 2010 grant would be used to create a hard copy and web -based walking tour map as well as provide interpretive signage. A minimum match of $15,000 is required; she proposed using $5,000 from the Lodging Tax fund, $5,000 from the Economic Development Department's marketing budget, $3,000 from the Arts Commission fund to include art elements, and $2,000 from REET for wayfinding elements. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER FRALEY- MONILLAS, TO ALLOW $15,000 FROM THE IDENTIFIED SOURCES AS THE GRANT MATCH. Ms. Chapin clarified a motion was not necessary; she only wanted to verify the Council's support for pursuing the grant. The Council expressed their support for staff pursuing the grant with matching funds as Ms. Chapin proposed. COUNCILMEMBER BUCKSHNIS WITHDREW HER MOTION WITH THE AGREEMENT OF THE SECOND. Discussion followed regarding transitional zoning on Hwy. 99 between the CGl zone to less intensive uses in the surrounding area, providing the EDC direction with regard to their recommendations, whether a part -time Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 10 Economic Development Director could be supplemented by volunteers, differences between a Strategic Plan and the Comprehensive Plan, updating a Strategic Plan annually as part of the budget process, including a method for tracking progress in a Strategic Plan, need for more information regarding fiber optics such as service agreements, etc. before moving forward, seeking input from the EDC regarding cuts that could be made to the budget to finance a full -time Economic Development Director, each Councilmember hosting a meeting in a neighborhood of the City to gather public input, and Councilmembers Buckshnis and Fraley- Monillas' plans to hold a community meeting the last Friday of each month. Topic 4: General Funding and Lew Councilmember Peterson explained at some point in the not too distant future the City will need to ask voters for a levy lid lift; the questions are when and what will it fund. The Council discussed the need for transparency regarding the City's finances in order for the public to support a levy, the upcoming school levy as an indication of voters' support for levies, providing information regarding the City's finances on the City's website to illustrate the need for a levy, educating citizens about the need for a levy, recent tax increases that have been approved by voters, a proforma budget concept that illustrates how taxes are being used and to explain why some areas are identified for cuts first, need to demonstrate fiscal responsibility, timeline for placing a levy on the ballot, preparing clear numbers before proposing a levy, airing an educational budget presentation on Channel 21, and educating citizens about the budget process and the City's financial policies. Infrastructure Funding and Bonds Council President Bemheim referred to excerpts from an AWC handbook in the Council packet. He explained bonds are used to finance specific projects such as purchasing the Skippers property, constructing an aquatic center, police, parks, sidewalks /parks, updating the City's technology, fiber optics, overlays, etc. The Council agreed to have the Finance Committee (Councilmembers Plunkett and Buckshnis) develop draft fiscal policies with input of Finance Director Hines and present them to the full. Council. The first day of the retreat concluded at 4:27 p.m. SATURDAY FEBRUARY 6.2010 — CALL TO ORDER AND FLAG SALUTE The second day of the retreat was called to order at 9:00 a.m. COUNCIL RETREAT SESSION 3 Council President Bemheim amended the agenda to include a public comment period at the beginning. Public Comment Harold Huston, Edmonds, explained he met with Board President Rose Cantwell this week to review several suggestions. He has been involved with the Senior Center for the past 20 years and sees the problems as, 1) staff turnover and 2) not getting 50 -60 year old seniors involved. He recommended merging the Senior Center with the City's Parks and Recreation so that qualified City employees could apply for grants. He also recommended the City change from a Mayor form of government to a City Manager form of government at the end of Mayor Haakenson's term, explaining this would take the Mayor's position out of politics and made it an honorary position. Roger Hertrich, Edmonds, disagreed there was a problem with staff turnover at the Senior Center, commenting the new Director was very well qualified. He recommended the Council make a pedestrian Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 11 overhead walkway over the railroad tracks a priority. The walkway would provide a way to reach the ferry and trains as well as provide a scenic viewpoint. Topic l: Waterfront A. Differences between Current BC Zoning and the BDl and BD2 Zones Councilmember Orvis posed the question of what to do with the property east of the railroad tracks (Antique Mall and Skippers properties); whether to, 1) buy it all for a park funded via a public vote, 2) change regulations to encourage development in return for open space, view corridors, etc., or 3) a mix of both. He did not feel it would be necessary to increase the height limit if the regulations were changed to encourage development and reviewed a chart comparing maximum height, commercial parking requirements, first floor, residential parking and open space in the BC, BD and BD2 zones. He provided several aerial photographs, envisioning James Street could be changed to one -way traffic with parking on one side, open space within the development could be used to provide wider sidewalks, building with 2 -story mixed use or 3 -story residential, corridors with businesses oriented to transit with residential behind. He summarized allowing increased residential density could be realized via ground floor residential, reducing the parking requirements and making use of the right -of -way for parking in return for open space and increased commercial within a 30 foot height limit. Council President Bernheim reviewed several photographs of buildings in Fairhaven. Discussion followed regarding cities that look similar to Fairhaven that are flourishing, importance of urban density to sustainable development, balancing urban density and the philosophy of a green /forward city with 30 -foot building heights, inviting a LEED certified designer to provide the Council a tutorial regarding design, potential for transit oriented housing on the site, asking staff /consultant/UW students to develop a proforma regarding what type of development would pencil out under the existing codes for various types of development such as owner occupied, future legislation that will mandate density around transit centers and the need to zone the area appropriately so that development of that site that is consistent with the community's vision occurs prior to that mandate, updating Makers' analysis of development that would pencil out under the existing codes, concern with the Council's focus on development downtown and the waterfront, whether transit oriented development - type density could be realized within existing heights, changes in commercial real estate due to the economy and reduced demand for retail space, and importance of the site as a gateway to the City. B. Vision Suggestions: Waterfront and Citywide Council President Bernheim introduced this item, referring to material in the packet including an email from Natalie Shippen urging the Council to get an appraisal of the Safeway /Skippers properties and an excerpt from the Oakland Waterfront public participation process which illustrated one possible approach. He favored soliciting input from the public on their vision first so that an initial concept would reflect their input rather than seeking input after a concept has been developed. He reiterated his suggestion for Councilmembers to hold meetings in neighborhoods. Next, Council President Bernheim referred to his ten year plan for the City that included several conceptual drawings for development of the waterfront properties. He also provided photographs of strip mall type development that would be code compliant and several photographs of overhead walkways in other areas. Discussion followed regarding the EDC's support for businesses that generate tax revenue, economic changes that no longer support development of strip malls, encouraging businesses to locate in Edmonds, need for residential density to support businesses, the need to embark on a process that will lead to an outcome and getting Council buy -in so the outcome is supported by a majority of Council, the EDC's avoidance of the issue of the Skippers /Antique Mall site due to controversy over heights, need for the Council to make a decision with Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 12 regard to acquiring the Skippers property, need for the Council to provide direction to the EDC regarding their recommendations, and tasks the EDC could undertake. Topic 2: Outer Neighborhoods A. Discussion on Development in the Outer Neighborhoods Councilmember Orvis distributed and reviewed photographs and drawings to illustrate the sightline 20 feet from the back of his house of 25 -foot and 50 -foot buildings and a 50 -foot building with stepbacks. He summarized stepbacks greatly reduced the impact of larger developments on residential neighborhoods. He assured developers could afford to provide stepbacks due to the greater density allowed via multi family zoning versus density allowed in the BN zone. Councilmembers discussed setbacks required in some portions of the Firdale Village site, aesthetics provided by stepbacks, neighborhood centers providing commercial uses that residents can walk to as well as transit hubs, challenges associated with redevelopment of Five Corners and Westgate due to multiple property owners, and opportunities for redevelopment on larger Westgate sites. Council President Bernheim declared a brief recess. Council President Bernheim requested the agenda be amended to move up the Yost Pool presentation. Topic 5: Yost Pool Future Planning Dick Van Hollebeke distributed and reviewed information regarding Yost Pool planning. He reviewed the history of support for aquatics including last year's citizen effort that raised approximately $50,000 in 3 weeks to keep Yost Pool open, and programming and operational changes that were made to reduce the City's subsidy of Yost Pool. He reviewed aquatic trends, upcoming Yost Pool expenses due to the age of the facility, and the recommended concept that includes outdoor and indoor pools at the current Yost Pool site. He reviewed the project budget ($16.7 million), estimated annual tax impact to an average home ($72.61 /year or $6.05 /month at 4% interest on a 20 year construction bond which requires 60% approval), annual operation subsidy ($150,000 - $250,000), estimated annual tax impact of an M &O bond to an average home ($9415 /year or $0.75 -$1.25 /month), and annual economic benefits ($600,000- $1,000,000). Mr. Van Hollebeke reviewed findings from a statistically accurate survey that indicated 71% support for a year - round pool. He displayed an architectural rendering of the aquatics facility, describing plans to seek LEED certification, and options for green methods of heating water, pervious parking lot, etc. He summarized now was the time to move forward; the reasons include completion of the feasibility study, citizens' survey that confirms support, permanent economic benefit, low bond rates, favorable construction climate and Yost Pool . nearing end of life expectancy. He requested the Council authorize a ballot measure for November 2010. He and his wife offered to co -chair the campaign. A brief discussion followed regarding when construction would begin if a bond measure were approved by the voters, and the school levies providing an indication of citizens' comfort level with increasing taxes. Topic 3: Sustainability — Next Steps A. Stormwater Runoff and System Upgrades; Reduce Pesticide Use, Community Outreach, Rain Garden Demo Councilmember Peterson commented on mandated stormwater upgrades that are currently unfunded. The legislature is considering a bill to expand the tax on oil/pesticides. He encouraged the Council and the public to Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 13 contact their representatives and recommend they support the bill. A brief discussion followed regarding other ways to fund stormwater improvements such as a stormwater surcharge on utility bills and the creation of zones with increased stormwater mitigation and the ability to reduce the mitigation via green methods such as pervious surfaces, rain gardens, etc. B. Implement Sustainable Purchasing Practices (i.e., best value vs. best price contract language); Green Power Purchase by City Councilmember Peterson explained sustainable purchasing practice means buying local to reduce transit costs and supporting local businesses and businesses that are environmentally friendly. He expressed support for formalizing this practice in the City. Mr. Clifton offered to determine whether the City had a sustainable purchasing practice. Council President Bernheim referred to information in the packet regarding Bellingham's green power challenge, a government initiated program that encourages the use of less power. Sustainable Edmonds is pursuing that program. He planned to introduce a proposal for the City to dedicate a token amount to green power purchase. A brief discussion ensued regarding the Climate Action Plan prepared by the Mayor's Climate Protection Committee that will be reviewed by the Planning Board and forwarded to the Council. C. Green Buildings — Implement LEER Standards for New Construction, Incentivize Green Remodels, Other code Rewrites Councilmember Peterson suggested during the current slower building period, the City devote time to revising its building codes to address this effort. Council President Bernheim referred to draft LEED standards provided in the packet. Council comments included the perception that LEED standards and green practices imposed costs on new construction, intangible benefits of LEED and green buildings, and opportunity for the City to attract developers. D. Education and Communication; Website, Edmonds Green Logo, Speakers' Series, Local/Regional Partners Councilmember Peterson recommended the City utilize its website and Sustainable Edmonds to educate the public that green buildings are not prohibitively expensive. He advised the Plastic Bag Subcommittee of the Mayor's Climate Protection Committee is working on an Edmonds Green Logo. E. Car Free Day, Parking Space Decommissioning, Electric Car Rally, Unlicense Day Council President Bernheim remarked parking spaces were more economically valuable as pedestrian spaces versus parking spaces. He provided examples of assigning individual or multiple parking spaces downtown to different groups for a day /weekend and allowing them to transform the spaces into pedestrian amenities. Councilmembers commented on Parking Day on Friday, September 17, lack of bike racks downtown, and working with the Cascade Bicycle Club and/or Edmonds Bike Club to site an artistic bike rack downtown. F. Styrofoam Ban Councilmember Peterson advised Seattle passed a Styrofoam ban last year. He suggested Edmonds institute a similar ban with enforcement similar to the plastic bag ban. He suggested this be adopted as one of five action items. Councilmember Fraley- Monillas advised Seattle restaurants found the cost of biodegradable containers was similar and they worked well. Councilmember Peterson commented restaurants also now have the ability to compost food waste. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 14 G. Lighting Code/Dark Skies Council President Bernheim commented on wasted light in the City at night, pointing out the intent was situation appropriate lighting and avoiding lighting that is more than necessary. He suggested requiring new development to utilize low level sidewalks lights. Councilmember Peterson pointed out the 4t" Avenue Arts Corridor includes low level lighting. H. Tree Ordinance, Tree City, Public Tree /Private Tree Preservation, Pedestrian Safety, Keep Healthy Trees, Address Real Dangers, Promote Green Reputation; Review Tree Plan In an effort to preserve /expand the City's urban forest Councilmember Peterson suggested the City consider what it can do to plant and encourage residents to plant the right tree in the right place. One of the Mayor's Climate Protection Committee's priorities will be consideration of a tree protection ordinance. Discussion followed regarding whether eliminating Styrofoam use should be done via an incentive or ban, providing restaurants a time period to eliminate use of Styrofoam, utilizing Seattle's Styrofoam ban ordinance as a model, having the City make a modest green power purchase such as $1000 /year or 1 % of City's electric bill, organizing a car free day, organizing an annual park clean up day, considering the use of pervious surfaces for street overlays versus asphalt, installing fiber optics in new development downtown, installing fiber optic conduit at the time overlays are done, organizing an electric car rally, and plans to reanalyze opportunities for fiber optics. Councilmember Peterson offered to obtain Seattle's ordinance banning Styrofoam for review by Mr. Snyder. Council President Bernheim suggested scheduling an agenda item for the Council to identify action items. Councilmember Fraley- Monillas left the retreat at 11:45 a.m. Discussion continued regarding a Styrofoam ban, a community park clean up date, renting parking spaces as a fundraiser on Parking Day, reviewing the tree ordinance, public concern with Council and staff time and costs associated with these issues, watershed issues related to urban streams, timing of a general levy, and financing a design for Yost Pool before a bond measure is proposed. Councilmember Wilson left the retreat at 12:00 p.m. Topic 4: Planning Issues A. Title 20: Possible Revisions Council President Bernheim advised this had been addressed at a previous Council meeting. B. Civic Playfield Negotiations Councilmember Plunkett suggested the Long Range Taskforce identify potential expenditures in the next 10 -15 years to help Council understand long range issues. For example, the lease on the civil playfields expires in 10 years; there may be opportunity to purchase the property. C. Roof Design Zoning Ordinance Revisions Council President Bernheim commented the ordinance is unsatisfactory as buildings continue to be constructed that violate the language. He planned to work with Mr. Chave on revised code language and to consult the development community regarding any proposed revisions. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 15 D. Long Range Task Force Future Council President Bernheim encouraged the Long Range Task Force to meet and discuss items suggested in B above. Councilmember Peterson referred to information he distributed regarding Climate Solutions new energy cities. Climate Solutions is similar in structure to Cascade Land Conservancy, with a certain number of consulting hours for a fee. Their goal is to create climate solution cities, help cities create environmental plans as well as help cities identify funds. He planned to meet with Climate Solutions next week and offered to provide more information to the Council. Topic 6: Revitalization of Senior Center /Future Planning Rose Cantwell, President, South County Senior Center Board, explained over the past year 170+ volunteers donated 32,054 hours. If they were paid $9 /hour, the cost would be $288,576. The amount of volunteer time has been consistent over the past 5 years — a total of $1.4 million over five years. She considered the volunteer hours a gift to the City and the taxpayers and hoped to partner with the City on plans for the site's future. Kathy McNulty, South County Senior Center VP Board of Directors and Chair of the Strategic Planning Committee, described two new members who chose to retire in Edmonds after learning about the programs offered by the South County Senior Center. She referred to the City's interest in promoting tourism and attracting visitors, pointing out the Senior Center could be one of the attractions. She described programs that could be offered that would attract younger members and commented on the need to revitalize the public's image of Senior Center, the location of the Center at the hub of many transportation modes, opportunity for the Center to be a partner in the development of downtown /waterfront, services offered by the Center in addition to recreation programs, and the Center's access to funding sources not available to the City. She expressed the Center's desire to develop a partnership with the City, community groups and the business community; to increase the number of people they serve; to institute innovative programs; and to be financially sound. However, the condition of the building and the Center's future on this site impedes those efforts. In order to partner with the City on capital grants and to run a capital campaign, the Center needs a commitment from the City that it supports the Center's continued use of the site. She requested the Council reaffirm the resolution passed in 1977 regarding the Center's use of the site. She clarified the Senior Center wants to retain use of the site; the resolution specifies the current address of the Center. Council suggestions included seeking input from administration and staff regarding the resolution, scheduling consideration of the resolution on a future agenda, and partnering with the Center to develop a vision for the site. Closing Remarks Councilmembers thanked staff and Council President Bernheim. Council President Bernheim thanked the South County Senior Center for hosting the Council retreat. The retreat was adjourned at 12:27 p.m. Edmonds City Council Retreat Approved Minutes February 5 -6, 2010 Page 16