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2014.07.08 CC Committee Meeting Agenda PacketAGENDA EDMONDS CITY COUNCIL Council Chambers ~ Public Safety Complex 250 5th Avenue North, Edmonds _____________________________________________ City Council Committee Meetings July 8, 2014 6:00 p.m. The City Council Committee meetings are work sessions for the City Council and staff. Members of the public are welcome to observe the meeting, but public participation is limited to making comments at the end of the meeting with a 3 minute limit per person. 1.Finance Committee Meeting Location: Jury Meeting Room A. (10 Minutes) 2014 May Budgetary Financial Report B. (10 Minutes) Discussion of Edmonds Public Facilities District and City of Edmonds Interlocal Agreement C. (10 Minutes) 2014 2nd Quarter Budget Amendment D.Public comments (3-minute limit per person) 2.Parks, Planning & Public Works Committee Meeting Location: Council Chambers A. (5 Minutes) Authorization to Amend Interlocal Agreement with Snohomish County for "Urban County" Requalification with HUD B. (5 Minutes) Authorization for the Mayor to sign a Professional Services Agreement with Murray, Smith & Associates for design services for the 2015 Sewerline Replacement Project C. (5 Minutes) Proposed Addition to Development Fee Schedule D.Public comments (3-minute limit per person) 3.Public Safety and Personnel Committee Packet Page 1 of 177 Meeting Location: Police Training Room A. (5 Minutes) Renewal of Interlocal Agreement with Snohomish Regional Drug & Gang Task Force 2014-2015 B. (10 Minutes) Discussion regarding Code of Ethics. C.Public comments (3-minute limit per person) Packet Page 2 of 177 AM-6977 1. A. City Council Committee Meetings Meeting Date:07/08/2014 Time:10 Minutes Submitted For:Scott James Submitted By:Sarah Mager Department:Finance Committee: Finance Type: Information Information Subject Title 2014 May Budgetary Financial Report Recommendation N.A. For informational purposes only. Previous Council Action N.A. Narrative Attachments May 2014 Budgetary Financial Report Form Review Inbox Reviewed By Date Finance Scott James 07/02/2014 12:02 PM City Clerk Scott Passey 07/02/2014 12:03 PM Mayor Dave Earling 07/02/2014 01:48 PM Finalize for Agenda Scott Passey 07/02/2014 03:39 PM Form Started By: Sarah Mager Started On: 07/02/2014 10:22 AM Final Approval Date: 07/02/2014 Packet Page 3 of 177 CITY OF EDMONDS MONTHLY BUDGETARY FINANCIAL REPORT MAY 2014 Packet Page 4 of 177 1 Page 1 of 1 Fund No.Title 2014 Amended Budget 5/31/2013 Revenues 5/31/2014 Revenues Amount Remaining % Received 001 GENERAL FUND 39,005,697$ 16,511,968$ 19,617,376$ 19,388,321$ 50% 009 LEOFF-MEDICAL INS. RESERVE 594,946 105 518 594,428 0% 011 RISK MANAGEMENT FUND 903,858 220,100 161 903,697 0% 012 CONTINGENCY RESERVE FUND 527,115 1,716 8,624 518,491 2% 013 MULTIMODAL TRANSPORTATION FUND - - 23 (23) 0% 014 HISTORIC PRESERVATION GIFT FUND 8,000 709 1 7,999 0% 016 BUILDING MAINTENANCE 679,800 69 187,634 492,166 28% 104 DRUG ENFORCEMENT FUND 20,075 17,245 19,768 307 98% 111 STREET FUND 1,712,100 575,639 545,094 1,167,006 32% 112 COMBINED STREET CONST/IMPROVE 9,161,607 801,175 1,073,988 8,087,619 12% 117 MUNICIPAL ARTS ACQUIS. FUND 91,473 6,924 16,799 74,674 18% 118 MEMORIAL STREET TREE 25 6 25 0 99% 120 HOTEL/MOTEL TAX REVENUE FUND 54,140 20,134 22,097 32,043 41% 121 EMPLOYEE PARKING PERMIT FUND 20,308 6,041 9,947 10,361 49% 122 YOUTH SCHOLARSHIP FUND 1,623 16 63 1,560 4% 123 TOURISM PROMOTIONAL FUND/ARTS 18,200 13,762 7,528 10,672 41% 125 REAL ESTATE EXCISE TAX 2 904,343 353,909 328,025 576,318 36% 126 REAL ESTATE EXCISE TAX 1, PARKS ACQ FUND 904,243 353,683 326,564 577,679 36% 127 GIFTS CATALOG FUND 43,708 25,873 22,435 21,273 51% 129 SPECIAL PROJECTS FUND 4,000 166,187 41,909 (37,909) 1048% 130 CEMETERY MAINTENANCE/IMPROVEMT 160,136 46,473 63,965 96,171 40% 132 PARKS CONSTRUCTION FUND 1,540,000 143,231 141,232 1,398,768 9% 136 PARKS TRUST FUND 186 223 210 (24) 113% 137 CEMETERY MAINTENANCE TRUST FD 12,970 5,392 7,765 5,205 60% 138 SISTER CITY COMMISSION 4,519 403 3,004 1,515 66% 139 TRANSPORTATION BENEFIT DISTRICT 645,000 265,443 275,524 369,476 43% 211 L.I.D. FUND CONTROL 28,600 5,916 3,608 24,992 13% 213 L.I.D. GUARANTY FUND 28,626 8 47 28,579 0% 231 2012 LT GO DEBT SERVICE FUND 1,022,689 50,346 48,096 974,593 5% 232 2014 DEBT SERVICE FUND 966,286 - - 966,286 0% 411 COMBINED UTILITY OPERATION - 94,547 112,934 (112,934) 0% 421 WATER UTILITY FUND 6,249,596 2,287,100 2,707,100 3,542,496 43% 422 STORM UTILITY FUND 3,630,158 1,418,074 1,563,968 2,066,190 43% 423 SEWER/WWTP UTILITY FUND 8,347,200 3,357,735 3,228,548 5,118,652 39% 424 BOND RESERVE FUND 840,816 - - 840,816 0% 511 EQUIPMENT RENTAL FUND 1,478,108 599,721 625,448 852,660 42% 617 FIREMEN'S PENSION FUND 45,379 49,553 49,888 (4,509) 110% 627 BUSINESS IMPROVEMENT DISTRICT - 23,411 50,798 (50,798) 0% 79,655,530$ 27,422,837$ 31,110,715$ 48,544,815$ 39% CITY OF EDMONDS REVENUES BY FUND - SUMMARY Packet Page 5 of 177 2 Page 1 of 1 Fund No.Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent 001 GENERAL FUND 41,017,923$ 13,035,375$ 16,009,991$ 25,007,932$ 39% 009 LEOFF-MEDICAL INS. RESERVE 503,361 144,847 133,887 369,474 27% 011 RISK MANAGEMENT RESERVE FUND 300,000 464,100 - 300,000 0% 014 HISTORIC PRESERVATION GIFT FUND 8,000 800 - 8,000 0% 016 BUILDING MAINTENANCE 720,200 10,581 56,525 663,675 8% 104 DRUG ENFORCEMENT FUND 81,033 13,351 13,967 67,066 17% 111 STREET FUND 1,658,810 575,683 613,393 1,045,417 37% 112 COMBINED STREET CONST/IMPROVE 9,561,866 315,398 610,325 8,951,541 6% 117 MUNICIPAL ARTS ACQUIS. FUND 152,575 14,549 20,753 131,822 14% 118 MEMORIAL STREET TREE - - - - 0% 120 HOTEL/MOTEL TAX REVENUE FUND 54,000 6,606 9,026 44,974 17% 121 EMPLOYEE PARKING PERMIT FUND 26,786 1,429 - 26,786 0% 122 YOUTH SCHOLARSHIP FUND 3,600 1,512 731 2,869 20% 123 TOURISM PROMOTIONAL FUND/ARTS 19,000 2,249 564 18,436 3% 125 REAL ESTATE EXCISE TAX 2 1,582,712 42,006 58,322 1,524,390 4% 126 REAL ESTATE EXCISE TAX 1, PARKS ACQ FUND 1,189,291 - 2,773 1,186,518 0% 127 GIFTS CATALOG FUND 18,200 7,608 898 17,302 5% 129 SPECIAL PROJECTS FUND *4,000 19,760 17,469 (13,469) 437% 130 CEMETERY MAINTENANCE/IMPROVEMT 175,435 51,267 59,359 116,076 34% 132 PARKS CONSTRUCTION FUND 2,289,000 5,559 111,767 2,177,233 5% 136 PARKS TRUST FUND - - - - 0% 138 SISTER CITY COMMISSION 4,500 135 274 4,226 6% 139 TRANSPORTATION BENEFIT DISTRICT 645,000 265,443 275,524 369,476 43% 211 L.I.D. FUND CONTROL 28,600 - - 28,600 0% 213 L.I.D. GUARANTY FUND - - - - 0% 231 2012 LT GO DEBT SERVICE FUND 1,022,690 - 604 1,022,086 0% 232 2014 DEBT SERVICE FUND 966,286 - 9,211 957,075 1% 421 WATER UTILITY FUND 9,630,124 1,826,538 2,186,449 7,443,675 23% 422 STORM UTILITY FUND 6,571,213 1,172,420 1,083,603 5,487,610 16% 423 SEWER/WWTP UTILITY FUND 14,746,399 4,533,277 2,779,747 11,966,652 19% 424 BOND RESERVE FUND 840,816 - - 840,816 0% 511 EQUIPMENT RENTAL FUND 1,093,279 337,610 405,977 687,302 37% 617 FIREMEN'S PENSION FUND 89,615 49,035 23,368 66,247 26% 627 BUSINESS IMPROVEMENT DISTRCIT - - 13,624 (13,624) 0% 95,004,314$ 22,897,138$ 24,498,131$ 70,519,807$ 26% CITY OF EDMONDS EXPENDITURES BY FUND - SUMMARY *A budget amendment will be completed for this carryforward expense for the SR99 International District Enhancement Project Packet Page 6 of 177 3 Page 1 of 3 Title 2014 Amended Budget 5/31/2013 Revenues 5/31/2014 Revenues Amount Remaining % Received TAXES: REAL PERSONAL / PROPERTY TAX 9,857,161$ 5,532,324$ 5,163,688$ 4,693,473$ 52% EMS PROPERTY TAX 3,105,938 1,714,241 1,602,888 1,503,050 52% VOTED PROPERTY TAX 946,303 545,440 497,499 448,804 53% LOCAL RETAIL SALES/USE TAX 5,525,609 2,155,612 2,371,435 3,154,174 43% NATURAL GAS USE TAX 8,793 4,666 5,509 3,284 63% 1/10 SALES TAX LOCAL CRIM JUST 590,174 233,544 247,671 342,503 42% ELECTRIC UTILITY TAX 1,490,394 787,005 839,998 650,396 56% GAS UTILITY TAX 819,286 437,820 435,966 383,320 53% SOLID WASTE UTILITY TAX 297,972 124,735 124,834 173,138 42% WATER UTILITY TAX 920,882 351,303 387,796 533,086 42% SEWER UTILITY TAX 479,750 176,218 219,564 260,186 46% STORMWATER UTILITY TAX 295,972 147,302 130,487 165,485 44% T.V. CABLE UTILITY TAX 738,219 328,331 344,143 394,076 47% TELEPHONE UTILITY TAX 1,544,793 598,247 581,203 963,590 38% PULLTABS TAX 62,613 30,224 22,146 40,467 35% AMUSEMENT GAMES 746 100 25 721 3% LEASEHOLD EXCISE TAX 232,528 53,966 54,357 178,171 23% 26,917,133 13,221,079 13,029,211 13,887,922 48% LICENSES AND PERMITS: FIRE PERMITS-SPECIAL USE 5,666 4,840 80 5,586 1% PROF AND OCC LICENSE-TAXI 700 630 330 370 47% AMUSEMENTS 4,500 4,350 4,400 100 98% FRANCHISE AGREEMENT-COMCAST 659,488 331,451 344,566 314,922 52% FRANCHISE FEE-EDUCATION/GOVERNMENT - - 18,287 (18,287) 0% FRANCHISE AGREEMENT-VERIZON/FRONTIER 115,219 43,825 45,127 70,092 39% FRANCHISE AGREEMENT-BLACKROCK 14,299 5,710 9,541 4,758 67% FRANCHISE AGREMENT-ZAYO - 5,000 - - 0% OLYMPIC VIEW WATER DISTRICT FRANCHISE 233,162 121,813 126,873 106,289 54% GENERAL BUSINESS LICENSE 107,360 93,531 92,590 14,770 86% DEV SERV PERMIT SURCHARGE 38,500 9,585 17,145 21,355 45% NON-RESIDENT BUS LICENSE 53,963 30,050 30,450 23,513 56% RIGHT OF WAY FRANCHISE FEE 9,000 9,773 - 9,000 0% BUILDING STRUCTURE PERMITS 503,000 149,182 147,192 355,809 29% ANIMAL LICENSES 53,040 4,788 7,003 46,037 13% STREET AND CURB PERMIT 151,045 5,816 48,311 102,734 32% OTR NON-BUS LIC/PERMITS 18,467 4,767 6,267 12,200 34% 1,967,409 825,111 898,163 1,069,246 46% INTERGOVERNMENTAL: DOJ 15-0404-0-1-754 - BULLET PROOF VEST 3,176 - - 3,176 0% ROOFTOP SOLAR CHALLENGE GRANT - 23,500 1,000 (1,000) 0% TARGET ZERO TEAMS GRANT 7,500 3,656 2,095 5,405 28% HIGH VISIBILITY ENFORCEMENT 3,000 776 1,721 1,279 57% DOCKSIDE DRILLS GRANT REIMBURSE - - 1,442 (1,442) 0% SMART COMMUTER PROJECT GRANT - 600 - - 0% PUD PRIVILEDGE TAX 187,033 - - 187,033 0% MVET/SPECIAL DISTRIBUTION 8,916 4,562 4,975 3,941 56% JUDICIAL SALARY CONTRIBUTION-STATE 12,600 6,268 6,238 6,362 50% CRIMINAL JUSTICE-SPECIAL PROGRAMS 34,300 17,090 18,411 15,889 54% DUI - CITIES 7,900 3,597 3,636 4,264 46% LIQUOR EXCISE TAX 64,675 - 38,720 25,955 60% LIQUOR BOARD PROFITS 360,879 89,450 88,821 272,058 25% VERDANT INTERLOCAL GRANTS 39,513 - 39,513 - 100% 729,492 149,499 206,571 522,921 28% REVENUES - GENERAL FUND CITY OF EDMONDS Packet Page 7 of 177 4 Page 2 of 3 Title 2014 Amended Budget 5/31/2013 Revenues 5/31/2014 Revenues Amount Remaining % Received CHARGES FOR GOODS AND SERVICES: RECORD/LEGAL INSTRUMTS 1,200 818 392 808 33% COURT RECORD SERVICES 50 - - 50 0% D/M COURT REC SER 50 14 10 40 20% SHARED COURT COSTS 3,700 - - 3,700 0% MUNIC.-DIST. COURT CURR EXPEN 200 71 197 3 98% SALE MAPS & BOOKS 73 96 20 53 28% CLERKS TIME FOR SALE OF PARKING PERMITS 25,086 - - 25,086 0% PHOTOCOPIES 4,618 1,266 986 3,632 21% POLICE DISCLOSURE REQUESTS 4,000 1,736 1,490 2,510 37% ENGINEERING FEES AND CHARGES 1 267,630 58,293 95,538 172,092 36% ELECTION CANDIDATE FILING FEES 1,036 - - 1,036 0% SNO-ISLE 58,667 36,542 29,298 29,369 50% PASSPORTS AND NATURALIZATION FEES 11,000 4,500 8,850 2,150 80% POLICE SERVICES SPECIAL EVENTS 26,000 - - 26,000 0% OCDETF OVERTIME - 2,144 7,724 (7,724) 0% CAMPUS SAFETY-EDM. SCH. DIST.12,300 - - 12,300 0% WOODWAY-LAW PROTECTION 36,000 11,770 20,550 15,450 57% DRE REIMBURSEABLE - 143 - - 0% MISCELLANEOUS POLICE SERVICES 1,500 - - 1,500 0% POLICE - FINGERPRINTING 275 45 275 - 100% DUI EMERGENCY FIRE SERVICES 700 404 83 617 12% FIRE DISTRICT #1 STATION BILLINGS 28,503 29,993 29,278 (775) 103% ADULT PROBATION SERVICE CHARGE 64,000 21,767 26,649 37,351 42% BOOKING FEES 6,300 2,269 2,801 3,499 44% FIRE CONSTRUCTION INSPECTION FEES 5,716 2,540 6,571 (855) 115% EMERGENCY SERVICE FEES 24,575 5,612 6,630 17,945 27% EMS TRANSPORT USER FEE 800,000 412,923 439,657 360,343 55% CRIM CNV FEE DUI - 218 - - 0% CRIM CONV FEE CT 5,700 1,914 1,541 4,159 27% CRIM CONV FEE CN 2,000 578 558 1,442 28% FIBER SERVICES 37,349 13,700 5,430 31,919 15% INTERGOVERNMENTAL FIBER SERVICES 7,454 3,000 3,000 4,454 40% FLEX FUEL PAYMENTS FROM STATIONS 218 528 503 (285) 231% ANIMAL CONTROL SHELTER 6,616 2,200 1,145 5,471 17% ZONING/SUBDIVISION FEE 95,950 35,417 20,683 75,267 22% PLAN CHECKING FEES 1 310,000 111,804 299,534 10,466 97% FIRE PLAN CHECK FEES 2,984 700 3,200 (216) 107% PLANNING 1% INSPECTION FEE 1,630 966 302 1,328 19% S.E.P.A. REVIEW 6,980 3,880 1,705 5,275 24% CRITICAL AREA STUDY 16,530 7,285 8,060 8,470 49% DV COORDINATOR SERVICES 8,600 4,613 3,618 4,982 42% SWIM POOL ENTRANCE FEES 61,000 3,026 3,247 57,753 5% GYM AND WEIGHTROOM FEES 5,500 2,725 2,188 3,312 40% LOCKER FEES 350 - - 350 0% SWIM CLASS FEES 32,000 796 2,829 29,171 9% PROGRAM FEES 757,000 347,623 390,670 366,330 52% TAXABLE RECREATION ACTIVITIES 120,000 72,775 64,026 55,974 53% SWIM TEAM/DIVE TEAM 32,500 26,927 29,110 3,390 90% BIRD FEST REGISTRATION FEES 825 - 230 595 28% INTERFUND REIMBURSEMENT-CONTRACT SVCS 2 1,902,614 709,395 824,315 1,078,299 43% 4,796,979 1,943,015 2,342,895 2,454,084 49% CITY OF EDMONDS REVENUES - GENERAL FUND 1 Development Services has collected a larger amount of fees in 2014 versus 2013 2 Engineering has provided a larger amount of services to other departments from 2013 to 2014 Packet Page 8 of 177 5 Page 3 of 3 Title 2014 Amended Budget 5/31/2013 Revenues 5/31/2014 Revenues Amount Remaining % Received FINES AND FORFEITURES: PROOF OF VEHICLE INS PENALTY 11,000 4,075 3,565 7,435 32% TRAFFIC INFRACTION PENALTIES 38,000 11,172 11,443 26,557 30% NC TRAFFIC INFRACTION 310,000 105,628 111,121 198,879 36% CRT COST FEE CODE LEG ASSESSMENT (LGA)25,000 8,089 8,924 16,076 36% SPEEDING DOUBLE 330 77 - 330 0% NON-TRAFFIC INFRACTION PENALTIES 2,085 - 1,201 884 58% OTHER INFRACTIONS '04 2,300 831 297 2,003 13% PARKING INFRACTION PENALTIES 52,000 19,502 20,537 31,463 39% PARK/INDDISZONE - 1,306 364 (364) 0% DWI PENALTIES 3,000 666 2,903 97 97% DUI - DP ACCT 3,700 793 1,014 2,686 27% CRIM CNV FEE DUI 700 - 257 443 37% OTHER CRIMINAL TRAF MISDEM PEN - - 41 (41) 0% CRIMINAL TRAFFIC MISDEMEANOR 8/03 38,000 14,073 14,778 23,222 39% CRIMINAL CONVICTION FEE CT - 103 685 (685) 0% OTHER NON-TRAF MISDEMEANOR PEN 100 61 4 96 4% OTHER NON TRAFFIC MISD. 8/03 - (1,695) 2,826 (2,826) 0% COURT DV PENALTY ASSESSMENT 1,900 628 598 1,302 31% CRIMINAL CONVICTION FEE CN - 92 397 (397) 0% CRIMINAL COSTS-RECOUPMENTS 120,000 40,442 40,351 79,649 34% PUBLIC DEFENSE RECOUPMENT 35,000 10,469 13,473 21,527 38% COURT INTERPRETER COSTS 50 37 110 (60) 220% BUS. LICENSE PERMIT PENALTY 4,000 3,205 3,860 140 97% MISC FINES AND PENALTIES 3,600 1,510 - 3,600 0% 650,765 221,062 238,749 412,016 37% MISCELLANEOUS: INVESTMENT INTEREST 88,200 329 5,635 82,565 6% INTEREST ON COUNTY TAXES 1,281 808 (57) 1,338 -4% INTEREST - COURT COLLECTIONS 4,000 1,371 2,951 1,049 74% PARKING 12,804 4,062 5,228 7,576 41% SPACE/FACILITIES RENTALS 153,200 44,432 33,664 119,536 22% BRACKET ROOM RENTAL 4,817 2,440 3,120 1,697 65% LEASES LONG-TERM 159,335 70,688 70,930 88,405 45% VENDING MACHINE/CONCESSION 5,500 1,281 1,380 4,120 25% OTHER RENTS & USE CHARGES 8,400 3,510 2,250 6,150 27% PARKS DONATIONS 9,100 9,100 9,874 (774) 109% BIRD FEST CONTRIBUTIONS 1,300 700 450 850 35% PARKS GRANTS - PRIVATE SOURCES - 1,235 - - 0% SALE OF JUNK/SALVAGE 1,200 - 110 1,090 9% SALES OF UNCLAIM PROPERTY 4,000 2,384 211 3,789 5% CONFISCATED AND FORFEITED PROPERTY - 358 - - 0% OTHER JUDGEMENT/SETTLEMENT - 6,367 - - 0% POLICE JUDGMENTS/RESTITUTION 477 40 88 389 18% CASHIER'S OVERAGES/SHORTAGES 45 6 173 (128) 385% OTHER MISC REVENUES 725,427 2,572 603 724,824 0% SMALL OVERPAYMENT 68 13 22 46 32% NSF FEES - PARKS & REC 150 30 30 120 20% NSF FEES - MUNICIPAL COURT 1,300 388 255 1,045 20% NSF FEES - DEVELOPMENT SERVICES DEPT - 90 - - 0% US BANK REBATE - - 1,557 (1,557) 0% 1,180,604 152,202 138,474 1,042,130 12% TRANSFERS-IN: PROCEEDS OF REFUNDING DEBT 2,763,315 - 2,763,314 1 100% 2,763,315 - 2,763,314 1 0% TOTAL GENERAL FUND REVENUE 39,005,697$ 16,511,968$ 19,617,376$ 19,388,321$ 50% REVENUES - GENERAL FUND CITY OF EDMONDS Packet Page 9 of 177 6 Page 1 of 6 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent GENERAL FUND EXPENDITURES (001) SALARIES AND WAGES 13,071,102$ 4,891,412$ 5,009,553$ 8,061,549$ 38% OVERTIME 425,123 134,673 160,339 264,784 38% HOLIDAY BUY BACK 201,026 802 858 200,168 0% BENEFITS 4,659,657 1,679,164 1,865,325 2,794,332 40% UNIFORMS 65,210 20,514 21,801 43,409 33% SUPPLIES 376,613 125,714 144,566 232,047 38% SMALL EQUIPMENT 240,083 50,010 102,807 137,276 43% PROFESSIONAL SERVICES 2,288,918 558,409 576,966 1,711,952 25% COMMUNICATIONS 203,230 71,168 65,390 137,840 32% TRAVEL 33,685 4,110 6,366 27,319 19% ADVERTISING 57,375 6,420 10,969 46,406 19% RENTAL/LEASE 933,815 343,395 385,783 548,032 41% INSURANCE 379,784 397,566 383,906 (4,122) 101% UTILITIES 457,800 182,847 166,610 291,190 36% REPAIRS & MAINTENANCE 349,835 138,800 152,450 197,385 44% MISCELLANEOUS 354,066 116,623 115,657 238,409 33% INTERGOVERNMENTAL SERVICES 8,316,935 3,927,871 3,979,511 4,337,424 48% INTERGOVERNMENTAL PAYMENTS 180,000 - - 180,000 0% EXCISE TAXES 6,452 1,267 1,492 4,960 23% INTERFUND TRANSFER 5,137,373 255,078 - 5,137,373 0% MACHINERY/EQUIPMENT 55,721 22,735 15,721 40,000 28% GENERAL OBLIGATION BOND PRINCIPAL 2,874,066 - 2,720,000 154,066 95% CAPITAL LEASES AND INSTALLMENT PURCHASES 64,654 64,014 64,654 0 100% OTHER DEBT - 478 479 (479) 0% INTEREST ON LONG-TERM EXTERNAL DEBT 85,400 22,304 42,308 43,092 50% DEBT ISSUE COSTS - - 16,481 (16,481) 0% INTERFUND SERVICES 200,000 - - 200,000 0% INTERFUND RENTAL - 20,000 - - 0% 41,017,923$ 13,035,375$ 16,009,991$ 25,007,932$ 39% LEOFF-MEDICAL INS. RESERVE (009) BENEFITS 312,774$ 94,526$ 94,275$ 218,499$ 30% IN HOME LTC CLAIMS 183,337 43,990 39,338 144,000 21% PROFESSIONAL SERVICES 7,000 6,081 - 7,000 0% MISCELLANEOUS 250 250 275 (25) 110% 503,361$ 144,847$ 133,887$ 369,474$ 27% RISK MANAGEMENT RESERVE FUND (011) MISCELLANEOUS 300,000$ 464,100$ -$ 300,000$ 0% 300,000$ 464,100$ -$ 300,000$ 0% HISTORIC PRESERVATION GIFT FUND (014) SUPPLIES 100$ -$ -$ 100$ 0% PROFESSIONAL SERVICES 100 - - 100 0% ADVERTISING 100 - - 100 0% MISCELLANEOUS 7,700 800 - 7,700 0% 8,000$ 800$ -$ 8,000$ 0% BUILDING MAINTENANCE SUBFUND (016) SUPPLIES -$ -$ 914$ (914)$ 0% PROFESSIONAL SERVICES 3 20,000 8,716 45,488 (25,488) 227% REPAIRS & MAINTENANENCE 668,200 - 10,123 658,077 2% MISCELLANEOUS - 1,865 - - 0% CONSTRUCTION PROJECTS 32,000 - - 32,000 0% 720,200$ 10,581$ 56,525$ 631,675$ 8% DRUG ENFORCEMENT FUND (104) FUEL CONSUMED 3,000 1,871 2,916 84 97% SMALL EQUIPMENT 5,000 - - 5,000 0% COMMUNICATIONS 2,233 1,419 1,311 922 59% REPAIR/MAINT 800 - - 800 0% MISCELLANEOUS 20,000 - - 20,000 0% INTERGOVTL SVC 50,000 10,061 9,740 40,260 19% 81,033$ 13,351$ 13,967$ 67,066$ 17% 3 Difference do to a payment of $39,517 for HVAC Conversion EXPENDITURES BY FUND - DETAIL CITY OF EDMONDS Packet Page 10 of 177 7 Page 2 of 6 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent STREET FUND (111) SALARIES AND WAGES 481,344$ 168,861$ 196,165$ 285,179$ 41% OVERTIME 21,400 8,483 11,006 10,394 51% BENEFITS 239,311 73,776 93,398 145,913 39% UNIFORMS 6,000 3,542 3,484 2,516 58% SUPPLIES 240,000 66,537 55,567 184,433 23% SMALL EQUIPMENT 26,000 - 5,659 20,341 22% PROFESSIONAL SERVICES 13,700 4,089 4,950 8,750 36% COMMUNICATIONS 2,500 1,078 2,040 460 82% TRAVEL 1,000 210 110 890 11% ADVERTISING 350 - - 350 0% RENTAL/LEASE 180,104 65,563 74,298 105,806 41% INSURANCE 82,400 87,201 74,683 7,717 91% UTILITIES 275,783 85,036 86,718 189,065 31% REPAIRS & MAINTENANCE 45,000 10,813 5,264 39,736 12% MISCELLANEOUS 8,000 405 - 8,000 0% INTERGOVERNMENTAL SERVICES 2,000 89 52 1,948 3% INTERFUND TRANSFER 28,805 - - 28,805 0% GENERAL OBLIGATION BOND PRINCIPAL 3,149 - - 3,149 0% INTEREST ON LONG-TERM EXTERNAL DEBT 1,964 - - 1,964 0% 1,658,810$ 575,683$ 613,393$ 1,045,417$ 37% COMBINED STREET CONST/IMPROVE (112) PROFESSIONAL SERVICES 2,022,300$ 193,641$ 242,479$ 1,779,821$ 12% INTERFUND TRANSFER OUT 384,043 - - 384,043 0% LAND 373,000 - 4,742 368,258 1% CONST SURFACE CONST PROJECTS 6,215,200 75,590 251,399 5,963,801 4% INTERGOVERNMENTAL LOANS 72,203 - - 72,203 0% INTEREST ON INTERGOVERNMENTAL LOANS 4,120 - - 4,120 0% INTERFUND SERVICES 491,000 46,166 111,705 379,295 23% 9,561,866$ 315,398$ 610,325$ 8,951,541$ 6% MUNICIPAL ARTS ACQUIS. FUND (117) SUPPLIES 4,200$ 27$ 39$ 4,161$ 1% SMALL EQUIPMENT 1,000 - - 1,000 0% PROFESSIONAL SERVICES 135,000 5,973 16,957 118,043 13% TRAVEL 75 42 11 65 14% ADVERTISING 4,000 3,700 2,355 1,645 59% RENTAL/LEASE 2,000 - - 2,000 0% REPAIRS & MAINTENANCE 300 - - 300 0% MISCELLANEOUS 6,000 4,807 1,392 4,608 23% 152,575$ 14,549$ 20,753$ 131,822$ 14% HOTEL/MOTEL TAX REVENUE FUND (120) PROFESSIONAL SERVICES 16,000$ -$ 4,047$ 11,953$ 25% ADVERTISING 33,500 6,506 4,979 28,521 15% MISCELLANEOUS 500 100 - 500 0% INTERFUND TRANSFERS 4,000 - - 4,000 0% 54,000$ 6,606$ 9,026$ 44,974$ 17% EMPLOYEE PARKING PERMIT FUND (121) SUPPLIES 1,700$ 874$ -$ 1,700$ 0% SMALL EQUIPMENT -$ 555 - - 0% PROFESSIONAL SERVICES 25,086 - - 25,086 0% 26,786$ 1,429$ -$ 26,786$ 0% YOUTH SCHOLARSHIP FUND (122) MISCELLANEOUS 3,600$ 1,512$ 731$ 2,869$ 20% 3,600$ 1,512$ 731$ 2,869$ 20% TOURISM PROMOTIONAL FUND/ARTS (123) PROFESSIONAL SVC 10,500$ 1,697$ -$ 10,500$ 0% ADVERTISING 4,500 553 - 4,500 0% MISCELLANEOUS 4,000 - 564 3,436 14% 19,000$ 2,249$ 564$ 18,436$ 3% CITY OF EDMONDS EXPENDITURES BY FUND - DETAIL Packet Page 11 of 177 8 Page 3 of 6 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent REAL ESTATE EXCISE TAX 2 (125) SUPPLIES 30,000$ 26,407$ 35,173$ (5,173)$ 117% PROFESSIONAL SERVICES 400,000 3,925 6,801 393,199 2% ADVERTISING - 148 - - 0% RENTAL/LEASE - - 3,379 (3,379) 0% REPAIRS & MAINTENANCE 152,712 11,526 12,968 139,744 8% INTERFUND TRANSFER 800,000 - - 800,000 0% CONSTRUCTION PROJECTS 200,000 - - 200,000 0% 1,582,712$ 42,006$ 58,322$ 1,524,390$ 4% REAL ESTATE EXCISE TAX 1, PARKS ACQ (126) MISCELLANEOUS 200,000$ -$ 2,500$ 197,500$ 1% INTERFUND TRANSFER 959,528 - - 959,528 0% LAND - - 273 (273) 0% GENERAL OBLIGATION BONDS 18,330 - - 18,330 0% INTEREST 11,433 - - 11,433 0% 1,189,291$ -$ 2,773$ 1,186,518$ 0% GIFTS CATALOG FUND (127) SUPPLIES 11,700$ 1,458$ 898$ 10,802$ 8% PROFESSIONAL SERVICES 4,000 6,150 - 4,000 0% INTERFUND TRANSFER 2,500 - - 2,500 0% 18,200$ 7,608$ 898$ 17,302$ 5% SPECIAL PROJECTS FUND (129) * PROFESSIONAL SERVICES 2,000$ 2,202 -$ 2,000$ 0% CONSTRUCTION PROJECTS - - 17,469 (17,469) 0% INTERFUND SERVICES 2,000 17,558 - 2,000 0% 4,000$ 19,760$ 17,469$ (13,469)$ 437% CEMETERY MAINTENANCE/IMPROVEMENT (130) SALARIES AND WAGES 81,251$ 28,775 29,176$ 52,075$ 36% OVERTIME 3,500 1,154 2,400 1,100 69% BENEFITS 39,056 13,243 13,464 25,592 34% UNIFORMS 1,000 - - 1,000 0% SUPPLIES 7,000 429 2,530 4,470 36% SUPPLIES PURCHASED FOR INVENTORY/RESALE 20,000 3,117 5,002 14,998 25% PROFESSIONAL SERVICES 1,000 200 200 800 20% COMMUNICATIONS 1,412 583 599 813 42% TRAVEL 500 - - 500 0% ADVERTISING 3,200 287 355 2,845 11% RENTAL/LEASE 9,216 2,190 3,840 5,376 42% UTILITIES 3,800 - 277 3,523 7% REPAIRS & MAINTENANCE 500 - - 500 0% MISCELLANEOUS 4,000 1,290 1,517 2,483 38% 175,435$ 51,267$ 59,359$ 116,076$ 34% PARKS CONSTRUCTION FUND (132) PROFESSIONAL SERVICES (201,000) 4,445 42,876 (243,876) 0% LAND 700,000 - - 700,000 0% CONSTRUCTION PROJECTS 1,790,000 - 68,892 1,721,108 4% INTERFUND SERVICES - 1,114 - - 0% 2,289,000$ 5,559$ 111,767$ 2,177,233$ 5% SISTER CITY COMMISSION (138) SUPPLIES 500$ -$ -$ 500$ 0% TRAVEL 3,000 - - 3,000 0% MISCELLANEOUS 1,000 135 274 726 27% 4,500$ 135$ 274$ 4,226$ 6% TRANSPORTATION BENEFIT DISTRICT (139) PROFESSIONAL SERVICES -$ 1,756$ -$ -$ 0% INSURANCE 5,000 5,000 2,500 2,500 50% INTERFUND TRANSFER - 258,687 - - 0% INTERGOVTL SERVICES 640,000 - 273,024 366,976 43% 645,000$ 265,443$ 275,524$ 369,476$ 43% *A budget amendment will be completed for this carryforward expense for the SR99 International District Enhancement Project CITY OF EDMONDS EXPENDITURES BY FUND - DETAIL Packet Page 12 of 177 9 Page 4 of 6 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent LID FUND CONTROL (211) INTERFUND TRANSFER 28,600$ -$ -$ 28,600$ 0% 28,600$ -$ -$ 28,600$ 0% 2012 LTGO DEBT SERVIC FUND (231) GENERAL OBLIGATION BOND 854,667$ -$ -$ 854,667$ 0% INTEREST 168,023 - - 168,023 0% OTHER INTEREST & DEBT SERVICE COSTS - - 604 (604) 0% 1,022,690$ -$ 604$ 1,022,086$ 0% 2014 DEBT SERVICE FUND (232) GENERAL OBLIGATION BOND 923,199$ -$ -$ 923,199$ 0% INTEREST 23,105 - 9,211 13,894 40% DEBT ISSUE COSTS 19,982 - - 19,982 0% 966,286$ -$ 9,211$ 957,075$ 1% WATER FUND (421) SALARIES AND WAGES 677,172$ 298,530$ 304,517$ 372,655$ 45% OVERTIME 24,180 7,664 5,950 18,230 25% BENEFITS 326,137 122,965 139,492 186,645 43% UNIFORMS 6,800 2,836 2,330 4,470 34% SUPPLIES 151,838 37,645 39,740 112,098 26% FUEL CONSUMED - - - - 0% WATER PURCHASED FOR RESALE 1,600,000 392,199 384,029 1,215,971 24% SUPPLIES PURCHASED FOR INVENTORY/RESALE 130,816 41,075 63,962 66,854 49% SMALL EQUIPMENT 25,161 4,743 14,227 10,934 57% PROFESSIONAL SERVICES 229,150 100,228 64,971 164,179 28% COMMUNICATIONS 35,000 14,849 12,676 22,324 36% TRAVEL 2,600 - - 2,600 0% ADVERTISING 500 - - 500 0% RENTAL/LEASE 104,820 38,379 43,461 61,359 41% INSURANCE 66,869 67,607 74,689 (7,820) 112% UTILITIES 40,000 17,709 16,992 23,008 42% REPAIRS & MAINTENANCE 17,600 1,371 3,517 14,083 20% MISCELLANEOUS 307,880 132,197 145,291 162,589 47% INTERGOVERNMENTAL SERVICES 30,000 10,079 10,315 19,685 34% INTERFUND TAXES 920,881 351,303 387,796 533,085 42% INTERFUND TRANSFER 292,830 - - 292,830 0% MACHINERY/EQUIPMENT 49,849 - - 49,849 0% CONSTRUCTION PROJECTS 3,475,939 - 270,338 3,205,601 8% GENERAL OBLIGATION BONDS 2,115 - - 2,115 0% REVENUE BONDS 306,140 - - 306,140 0% INTERGOVERNMENTAL LOANS 45,839 - - 45,839 0% INTEREST 275,912 - - 275,912 0% OTHER INTEREST & DEBT SERVICE COSTS - 175 175 (175) 0% INTERFUND SERVICES 484,096 184,938 201,983 282,113 42% INTERFUND REPAIR/MAINT - 48 - - 0% 9,630,124$ 1,826,538$ 2,186,449$ 7,443,675$ 23% EXPENDITURES BY FUND - DETAIL CITY OF EDMONDS Packet Page 13 of 177 10 Page 5 of 6 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent STORM FUND (422) SALARIES AND WAGES 594,775$ 235,657$ 219,604$ 375,171$ 37% OVERTIME 6,000 3,566 5,150 850 86% BENEFITS 258,745 95,884 100,271 158,474 39% UNIFORMS 6,500 4,032 4,173 2,327 64% SUPPLIES 58,333 11,810 21,316 37,017 37% SMALL EQUIPMENT 4,000 164 560 3,440 14% PROFESSIONAL SERVICES 1,548,909 301,357 139,187 1,409,722 9% COMMUNICATIONS 3,200 587 1,548 1,652 48% TRAVEL 4,300 864 - 4,300 0% ADVERTISING 500 - - 500 0% RENTAL/LEASE 213,612 88,602 87,006 126,606 41% INSURANCE 8,089 8,407 36,035 (27,946) 445% UTILITES 10,500 4,084 4,081 6,419 39% REPAIR & MAINTENANCE 13,000 5,962 7,301 5,699 56% MISCELLANEOUS 112,100 40,257 42,900 69,200 38% INTERGOVERNMENTAL SERVICES 75,000 16,763 39,927 35,073 53% INTERFUND TAXES AND OPERATING ASSESSMENT 295,973 124,834 130,487 165,486 44% INTERFUND TRANSFER 54,291 - - 54,291 0% CONSTRUCTION PROJECTS 2,219,712 - - 2,219,712 0% GENERAL OBLIGATION BONDS 105,461 - - 105,461 0% REVENUE BONDS 149,691 - - 149,691 0% INTERGOVERNMENTAL LOANS 32,063 - - 32,063 0% INTEREST 182,178 - - 182,178 0% OTHER INTEREST & DEBT SERVICE COSTS - 83 84 (84) 0% INTERFUND PROFESSIONAL SERVICES 614,281 229,506 243,973 370,308 40% 6,571,213$ 1,172,420$ 1,083,603$ 5,487,610$ 16% SEWER FUND (423) SALARIES AND WAGES 1,650,330$ 643,751$ 679,028$ 971,302$ 41% OVERTIME 73,000 45,338 34,880 38,120 48% BENEFITS 760,694 262,959 315,663 445,031 41% UNIFORMS 11,400 6,901 6,248 5,152 55% SUPPLIES 399,333 92,519 82,511 316,822 21% FUEL CONSUMED 90,000 72,896 48,760 41,240 54% SMALL EQUIPMENT 26,000 7,393 26,706 (706) 103% PROFESSIONAL SERVICES 1,065,500 558,991 212,777 852,723 20% COMMUNICATIONS 40,000 14,815 15,840 24,160 40% TRAVEL 7,400 - - 7,400 0% ADVERTISING 2,500 - - 2,500 0% RENTAL/LEASE 149,968 54,700 61,815 88,153 41% INSURANCE 155,006 156,092 128,145 26,861 83% UTILITIES 1,170,600 448,060 335,272 835,328 29% REPAIR & MAINTENANCE 175,000 49,630 58,433 116,567 33% MISCELLANEOUS 217,935 86,223 78,007 139,928 36% INTERGOVERNMENTAL SERVICES 408,889 42,648 43,920 364,969 11% INTERFUND TAXES AND OPERATING ASSESSMENT 479,750 198,685 219,564 260,186 46% INTERFUND TRANSFERS 1,168,346 - - 1,168,346 0% MACHINERY/EQUIPMENT 449,500 - 6,504 442,996 1% CONSTRUCTION PROJECTS 4,837,535 1,560,557 156,934 4,680,601 3% GENERAL OBLIGATION BONDS 120,529 - - 120,529 0% REVENUE BONDS 69,169 - - 69,169 0% INTERGOVERNMENTAL LOANS 203,621 - - 203,621 0% INTEREST 149,971 - - 149,971 0% OTHER INTEREST & DEBT SERVICE COSTS - 41 41 (41) 0% INTERFUND PROFESSIONAL SERVICES 864,423 231,078 268,699 595,724 31% 14,746,399$ 4,533,277$ 2,779,747$ 11,966,652$ 19% BOND RESERVE FUND (424) REVENUE BONDS 160,000$ -$ -$ 160,000$ 0% INTEREST 680,816 - - 680,816 0% 840,816 - - 840,816 0% EXPENDITURES BY FUND - DETAIL CITY OF EDMONDS Packet Page 14 of 177 11 Page 6 of 6 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent EQUIPMENT RENTAL FUND (511) SALARIES AND WAGES 203,962$ 64,044$ 85,656$ 118,306$ 42% OVERTIME 1,000 886 272 728 27% BENEFITS 89,965 30,285 39,215 50,750 44% UNIFORMS 1,000 385 693 307 69% SUPPLIES 96,500 26,754 26,749 69,751 28% FUEL CONSUMED 1,000 - 234 766 23% SUPPLIES PURCHASED FOR INVENTORY/RESALE 361,700 93,047 60,417 301,283 17% SMALL EQUIPMENT 8,000 2,874 10,253 (2,253) 128% PROFESSIONAL SERVICES 1,000 977 435 565 43% COMMUNICATIONS 3,000 531 775 2,225 26% RENTAL/LEASE 14,484 3,871 5,741 8,743 40% INSURANCE 32,701 34,153 37,376 (4,675) 114% UTILITIES 14,000 5,808 5,764 8,236 41% REPAIRS & MAINTENANCE 60,000 23,096 22,345 37,655 37% MISCELLANEOUS 6,000 3,855 3,649 2,351 61% INTERGOVERNMENTAL SERVICES 2,500 119 69 2,431 3% MACHINERY/EQUIPMENT 186,467 46,927 100,246 86,221 54% INTERFUND RENTAL 10,000 - 6,089 3,911 61% 1,093,279$ 337,610$ 405,977$ 687,302$ 37% FIREMEN'S PENSION FUND (617) BENEFITS 49,619$ 14,229$ 11,006$ 38,613$ 22% PENSION AND DISABILITY PAYMENTS 38,796 33,636 12,362 26,434 32% PROFESSIONAL SERVICES 1,200 1,169 - 1,200 0% 89,615$ 49,035$ 23,368$ 66,247$ 26% BUSINESS IMPROVEMENT DISTRICT FUND (627) PROFESSIONAL SERVICES -$ -$ 12,395$ (12,395)$ 0% MISCELLANEOUS - - 1,229 (1,229) 0% -$ -$ 13,624$ (13,624)$ 0% TOTAL EXPENDITURE ALL FUNDS 95,004,314$ 22,897,138$ 24,498,131$ 69,638,991$ 26% CITY OF EDMONDS EXPENDITURES BY FUND - DETAIL Packet Page 15 of 177 12 Page 1 of 1 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent CITY COUNCIL 238,644$ 103,077$ 85,284$ 153,360$ 36% OFFICE OF MAYOR 251,085 97,801 102,277 148,808 41% HUMAN RESOURCES 349,938 105,495 142,206 207,732 41% MUNICIPAL COURT 801,872 289,036 320,047 481,825 40% CITY CLERK 537,273 211,369 209,795 327,478 39% ADMINISTRATIVE SERVICES 1,645,285 624,521 588,954 1,056,331 36% CITY ATTORNEY 552,900 192,124 231,890 321,010 42% NON-DEPARTMENTAL *17,816,558 4,665,570 7,363,650 10,452,908 41% POLICE SERVICES 8,824,364 3,483,129 3,458,116 5,366,248 39% COMMUNITY SERVICES/ECONOMIC DEV.508,024 141,547 177,081 330,943 35% DEVELOPMENT SERVICES 2,185,960 652,334 678,695 1,507,265 31% PARKS & RECREATION 3,811,516 1,200,892 1,271,826 2,539,690 33% PUBLIC WORKS 2,088,677 715,082 792,023 1,296,654 38% FACILITIES MAINTENANCE 1,405,827 553,398 588,147 817,680 42% 41,017,923$ 13,035,375$ 16,009,991$ 25,007,932$ 39% Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent WATER UTILITY FUND 9,630,124$ 1,826,538$ 2,186,449$ 7,443,675$ 23% STORM UTILITY FUND 6,571,213 1,172,420 1,083,603 5,487,610 16% SEWER/WWTP UTILITY FUND 14,746,399 4,533,277 2,779,747 11,966,652 19% BOND RESERVE FUND 840,816 - - 840,816 0% 31,788,552$ 7,532,235$ 6,049,799$ 25,738,753$ 19% EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN SUMMARY EXPENDITURES - UTILITY- BY FUND IN SUMMARY CITY OF EDMONDS CITY OF EDMONDS *Bond payment of $2.7 million was made in April of 2014 Packet Page 16 of 177 13 Page 1 of 4 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent CITY COUNCIL SALARIES 117,615$ 49,296$ 50,471$ 67,144$ 43% OVERTIME 2,000 255 124 1,876 6% BENEFITS 72,271 28,938 30,512 41,759 42% SUPPLIES 2,000 88 407 1,593 20% SMALL EQUIPMENT - - 1,005 (1,005) 0% PROFESSIONAL SERVICES 10,000 22,348 521 9,479 5% COMMUNICATIONS 3,000 1,041 1,132 1,868 38% TRAVEL 2,500 393 698 1,802 28% RENTAL/LEASE 490 186 201 289 41% REPAIRS/MAINTENANCE 1,500 - - 1,500 0% MISCELLANEOUS 27,268 532 212 27,056 1% 238,644$ 103,077$ 85,284$ 153,360$ 36% OFFICE OF MAYOR SALARIES 192,115$ 77,494$ 80,118$ 111,997$ 42% BENEFITS 46,170 17,418 18,714 27,456 41% SUPPLIES 2,000 869 132 1,868 7% PROFESSIONAL SERVICES 1,500 29 957 543 64% COMMUNICATION 1,400 340 287 1,113 20% TRAVEL 2,000 449 256 1,744 13% RENTAL/LEASE 2,400 839 940 1,460 39% REPAIR/MAINTENANCE 500 - - 500 0% MISCELLANEOUS 3,000 363 874 2,126 29% 251,085$ 97,801$ 102,277$ 148,808$ 41% HUMAN RESOURCES SALARIES 194,389$ 66,715$ 79,555$ 114,834$ 41% BENEFITS 59,339 20,039 27,174 32,165 46% SUPPLIES 2,300 1,477 1,439 861 63% SMALL EQUIPMENT 100 - 64 36 64% PROFESSIONAL SERVICES 71,000 8,574 24,124 46,876 34% COMMUNICATIONS 700 160 288 412 41% TRAVEL 500 100 - 500 0% ADVERTISING 5,000 1,517 1,715 3,285 34% RENTAL/LEASE 2,200 839 941 1,259 43% REPAIR/MAINTENANCE 6,000 5,349 6,119 (119) 102% MISCELLANEOUS 8,410 725 786 7,624 9% 349,938$ 105,495$ 142,206$ 207,732$ 41% MUNICIPAL COURT SALARIES 500,048$ 187,664$ 220,518$ 279,530$ 44% OVERTIME - - 1,982 (1,982) 0% BENEFITS 177,004 61,876 66,291 110,713 37% SUPPLIES 9,400 3,180 4,277 5,123 46% SMALL EQUIPMENT 2,500 1,003 236 2,264 9% PROFESSIONAL SERVICES 69,000 27,872 19,097 49,903 28% COMMUNICATIONS 2,600 743 1,038 1,562 40% TRAVEL 2,390 1,379 1,137 1,253 48% RENTAL/LEASE 1,070 319 740 330 69% REPAIR/MAINTENANCE 610 409 2,000 (1,390) 328% MISCELLANEOUS 37,250 4,592 2,731 34,519 7% 801,872$ 289,036$ 320,047$ 481,825$ 40% EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL CITY OF EDMONDS Packet Page 17 of 177 14 Page 2 of 4 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent CITY CLERK SALARIES AND WAGES 307,596$ 126,391$ 121,453$ 186,143$ 39% OVERTIME - - 486 (486) 0% BENEFITS 101,833 38,389 43,631 58,202 43% SUPPLIES 10,237 2,706 2,881 7,356 28% PROFESSIONAL SERVICES 24,107 9,086 9,003 15,104 37% COMMUNICATIONS 50,000 18,852 16,920 33,080 34% TRAVEL 1,000 - - 1,000 0% ADVERTISING 4,200 2,299 697 3,503 17% RENTAL/LEASE 20,000 6,652 7,342 12,658 37% REPAIRS & MAINTENANCE 14,300 4,795 5,934 8,366 41% MISCELLANEOUS 4,000 2,201 1,450 2,550 36% 537,273$ 211,369$ 209,795$ 327,478$ 39% ADMINISTRATIVE SERVICES SALARIES 771,709$ 269,380$ 296,142$ 475,567$ 38% OVERTIME 6,667 5,582 3,495 3,172 52% BENEFITS 255,363 83,491 102,237 153,126 40% SUPPLIES 36,036 9,647 23,492 12,544 65% SMALL EQUIPMENT 170,554 41,769 60,458 110,096 35% PROFESSIONAL SERVICES 103,856 82,538 3,202 100,654 3% COMMUNICATIONS 58,960 21,384 16,654 42,306 28% TRAVEL 1,750 - 348 1,402 20% RENTAL/LEASE 8,904 3,681 3,646 5,258 41% REPAIR/MAINTENANCE 180,986 74,574 74,337 106,649 41% MISCELLANEOUS 10,500 9,739 4,942 5,558 47% MACHINERY/EQUIPMENT 40,000 22,735 - 40,000 0% 1,645,285$ 624,521$ 588,954$ 1,056,331$ 36% CITY ATTORNEY PROFESSIONAL SERVICES 552,900$ 192,124$ 231,840$ 321,060$ 42% MISC PROSECUTOR - - 50 (50) 0% 552,900$ 192,124$ 231,890$ 321,010$ 42% NON-DEPARTMENTAL SALARIES 278,171$ -$ -$ 278,171$ 0% BENEFITS - UNEMPLOYMENT 25,000 12,434 9,338 15,662 37% SUPPLIES 3,000 - 1,427 1,573 48% PROFESSIONAL SERVICES 287,347 88,436 107,800 179,547 38% RENTAL/LEASE 3,600 3,600 3,600 - 100% INSURANCE 379,784 397,566 383,906 (4,122) 101% MISCELLANEOUS 55,708 40,165 42,774 12,934 77% INTERGOVT SERVICES 8,236,003 3,780,228 3,969,392 4,266,611 48% ECA LOAN PAYMENT 180,000 - - 180,000 0% EXCISE TAXES 6,452 1,267 1,492 4,960 23% INTERFUND TRANSFERS 5,137,373 255,078 - 5,137,373 0% GENERAL OBLIGATION BOND 2,874,066 - 2,720,000 154,066 95% INSTALLMENT PURCHASES 64,654 64,014 64,654 0 100% INTEREST ON LONG-TERM DEBT 85,400 22,304 42,308 43,092 50% DEBT ISSUANCE COSTS - - 16,481 (16,481) 0% FISCAL AGENT FEES - 478 479 (479) 0% INTERFUND SERVICES 200,000 - - 200,000 0% 17,816,558$ 4,665,570$ 7,363,650$ 10,452,908$ 41% CITY OF EDMONDS EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL Packet Page 18 of 177 15 Page 3 of 4 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent POLICE SERVICES SALARIES 5,263,948$ 2,125,211$ 2,108,748$ 3,155,200$ 40% OVERTIME 402,456 125,386 148,579 253,877 37% HOLIDAY BUYBACK 201,026 802 858 200,168 0% BENEFITS 1,962,070 742,574 812,624 1,149,446 41% UNIFORMS 56,910 17,980 17,826 39,084 31% SUPPLIES 87,500 30,145 32,554 54,946 37% SMALL EQUIPMENT 15,900 3,267 8,027 7,873 50% PROFESSIONAL SERVICES 114,287 27,379 39,035 75,252 34% COMMUNICATIONS 25,592 8,276 9,167 16,425 36% TRAVEL 14,300 1,285 3,248 11,052 23% ADVERTISING 375 36 21 354 6% RENTAL/LEASE 608,688 223,062 252,551 356,137 41% REPAIR/MAINTENANCE 16,115 3,280 2,577 13,538 16% MISCELLANEOUS 44,960 11,803 17,182 27,778 38% INTERGOVTL SERVICES 10,237 142,643 5,119 5,119 50% INTERFUND RENTAL - 20,000 - - 0% 8,824,364$ 3,483,129$ 3,458,116$ 5,366,248$ 39% COMMUNITY SERVICES/ECON DEV. SALARIES 216,742$ 89,058$ 123,982$ 92,760$ 57% BENEFITS 68,668 26,011 27,486 41,182 40% SUPPLIES 1,500 280 269 1,231 18% SMALL EQUIPMENT 800 - - 800 0% PROFESSIONAL SERVICES 145,824 22,874 19,801 126,023 14% COMMUNICATIONS 1,490 626 296 1,194 20% TRAVEL 2,000 - 6 1,994 0% ADVERTISING 39,500 - 2,731 36,769 7% RENTAL/LEASE 2,000 989 941 1,059 47% REPAIR/MAINTENANCE 500 - - 500 0% MISCELLANEOUS 29,000 1,709 1,569 27,431 5% 508,024$ 141,547$ 177,081$ 330,943$ 35% DEVELOPMENT SERVICES/PLANNING SALARIES 1,255,706$ 461,041$ 454,152$ 801,554$ 36% OVERTIME 1,300 25 2,194 (894) 169% BENEFITS 459,602 151,009 164,705 294,897 36% UNIFORMS 100 - - 100 0% SUPPLIES 13,100 4,299 5,494 7,606 42% SMALL EQUIPMENT 1,100 - 2,408 (1,308) 219% PROFESSIONAL SERVICES 380,800 9,152 20,913 359,887 5% COMMUNICATIONS 4,600 1,881 1,545 3,055 34% TRAVEL 1,600 12 512 1,088 32% ADVERTISING 4,000 1,635 2,757 1,243 69% RENTAL/LEASE 38,152 13,683 15,432 22,720 40% REPAIRS & MAINTENANCE 500 - - 500 0% MISCELLANEOUS 25,400 9,598 8,582 16,818 34% 2,185,960$ 652,334$ 678,695$ 1,507,265$ 31% ENGINEERING SALARIES 1,203,904$ 416,098$ 443,073$ 760,831$ 37% OVERTIME 5,000 947 - 5,000 0% BENEFITS 423,053 148,577 172,289 250,764 41% UNIFORMS 360 - - 360 0% SMALL EQUIPMENT 2,200 1,093 1,411 789 64% PROFESSIONAL SERVICES 52,950 840 14,584 38,366 28% COMMUNICATIONS 11,220 2,087 2,464 8,756 22% TRAVEL 600 10 40 560 7% ADVERTISING - 264 - - 0% RENTAL/LEASE 18,492 5,585 7,705 10,787 42% REPAIR/MAINTENANCE 1,800 38 699 1,101 39% MISCELLANEOUS 15,000 4,411 6,879 8,121 46% 1,734,579$ 579,950$ 649,144$ 1,085,435$ 37% CITY OF EDMONDS EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL Packet Page 19 of 177 16 Page 4 of 4 Title 2014 Adopted Budget 5/31/2013 Expenditures 5/31/2014 Expenditures Amount Remaining % Spent PARKS & RECREATION SALARIES 1,893,802$ 661,100$ 662,415$ 1,231,387$ 35% OVERTIME 5,000 2,373 2,409 2,591 48% BENEFITS 664,166 228,330 245,766 418,400 37% UNIFORMS 5,340 1,987 2,316 3,024 43% SUPPLIES 114,940 43,743 42,838 72,102 37% SMALL EQUIPMENT 43,929 1,820 26,683 17,246 61% PROFESSIONAL SERVICES 475,147 67,137 85,643 389,504 18% COMMUNICATIONS 28,818 9,919 9,413 19,405 33% TRAVEL 4,545 483 121 4,424 3% ADVERTISING 4,300 668 3,047 1,253 71% RENTAL/LEASE 170,019 63,361 68,494 101,525 40% PUBLIC UTILITY 175,000 60,394 45,725 129,275 26% REPAIR/MAINTENANCE 52,524 25,036 31,242 21,282 59% MISCELLANEOUS 87,570 29,542 24,993 62,577 29% MACHINERY/EQUIPMENT 15,721 - 15,721 0 100% INTERGOVTL SERVICES 70,695 5,000 5,000 65,695 7% 3,811,516$ 1,200,892$ 1,271,826$ 2,539,690$ 33% PUBLIC WORKS SALARIES 250,358$ 101,841$ 103,529$ 146,829$ 41% OVERTIME 200 - - 200 0% BENEFITS 78,450 27,405 31,163 47,287 40% SUPPLIES 7,600 2,333 2,750 4,851 36% SMALL EQUIPMENT - - 583 (583) 0% PROFESSIONAL SERVICES 200 20 20 180 10% COMMUNICATIONS 1,350 644 298 1,052 22% TRAVEL 500 - - 500 0% RENTAL/LEASE 7,740 1,785 2,600 5,140 34% PUBLIC UTILITY 2,800 1,075 1,074 1,726 38% REPAIR/MAINTENANCE 1,000 - - 1,000 0% MISCELLANEOUS 3,900 30 862 3,038 22% 354,098$ 135,132$ 142,879$ 211,219$ 40% FACILITIES MAINTENANCE SALARIES 624,999$ 260,124$ 265,398$ 359,601$ 42% OVERTIME 2,500 105 1,070 1,430 43% BENEFITS 266,668 92,675 113,395 153,273 43% UNIFORMS 2,500 547 1,658 842 66% SUPPLIES 87,000 26,947 26,607 60,393 31% SMALL EQUIPMENT 3,000 1,059 1,931 1,069 64% PROFESSIONAL SERVICES - - 426 (426) 0% COMMUNICATIONS 13,500 5,216 5,888 7,612 44% RENTAL/LEASE 50,060 18,815 20,650 29,410 41% PUBLIC UTILITY 280,000 121,378 119,811 160,190 43% REPAIR/MAINTENANCE 73,500 25,319 29,540 43,960 40% MISCELLANEOUS 2,100 1,214 1,771 329 84% 1,405,827$ 553,398$ 588,147$ 817,680$ 42% TOTAL GENERAL FUND EXPENDITURES 41,017,923$ 13,035,375$ 16,009,991$ 25,007,932$ 39% CITY OF EDMONDS EXPENDITURES - GENERAL FUND - BY DEPARTMENT IN DETAIL Packet Page 20 of 177 17 General Fund Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 1,922,341$ 1,922,341$ 1,704,062$ -11.35% February 4,013,965 2,091,624 6,617,557 64.86% March 6,283,590 2,269,626 8,899,880 41.64% April 9,625,539 3,341,949 12,575,092 30.64% May 18,184,894 8,559,355 19,617,376 7.88% June 20,096,577 1,911,683 21,679,648 7.88% July 22,322,038 2,225,461 24,080,416 7.88% August 24,269,126 1,947,088 26,180,882 7.88% September 26,177,374 1,908,248 28,239,449 7.88% October 29,315,875 3,138,501 31,625,179 7.88% November 37,024,188 7,708,313 39,940,701 7.88% December 39,005,697 1,981,509 42,078,300 7.88% *The difference between budget and actual shown is due to proceeds from refunding the 2003 UTGO Bonds. Proceeds were $2.8 million. Real Estate Excise Tax Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 74,651$ 74,651$ 92,868$ 24.40% February 120,737 46,087 149,163 23.54% March 181,397 60,660 204,533 12.75% April 256,711 75,314 261,931 2.03% May 323,837 67,125 326,172 0.72% June 398,387 74,550 401,260 0.72% July 483,191 84,805 486,677 0.72% August 578,011 94,819 582,180 0.72% September 666,060 88,049 670,864 0.72% October 768,001 101,941 773,540 0.72% November 837,495 69,494 843,535 0.72% December 902,243 64,748 908,751 0.72% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Revenue Summary-General Fund 2014 City of Edmonds, WA Monthly Revenue Summary-Real Estate Excise Tax 0 8000000 16000000 24000000 32000000 40000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC General Fund Current Year Budget Prior Year 0 200000 400000 600000 800000 1000000 1200000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Real Estate Excise Tax Current Year Budget Prior Year Packet Page 21 of 177 18 ($70,000)($20,000)$30,000 $80,000 $130,000 $180,000 $230,000 Amusement & Recreation Clothing and Accessories Wholesale Trade Automotive Repair Accommodation Health & Personal Care Communications Business Services Misc Retail Trade Retail Food Stores Retail Eating & Drinking Contractors Others Retail Automotive/Gas Total ($69,558) ($8,383) ($2,885) ($1,953) $1,218 $1,748 $3,614 $15,036 $18,427 $21,652 $24,691 $26,995 $30,420 $154,800 $215,824 Change in Sales Tax Revenue: May 2014 compared to May 2013 Retail Eating & Drinking 282,255 Contractors 307,114 Wholesale Trade 97,583 Communications 91,566 Misc Retail Trade 290,247 Accommodation 12,644 Business Services 166,129 Health & Personal Care 39,676 Automotive Repair 64,281 Amusement & Recreation 30,510 Retail Food Stores 117,332 Others 128,647 Retail Automotive/Gas 654,049 Clothing and Accessories 89,403 Sales Tax Analysis By Category Current Period: May 2014 Year-to-Date Total $2,371,435 Packet Page 22 of 177 19 Sales and Use Tax Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 428,831$ 428,831$ 444,169$ 3.58% February 963,323 534,493 998,510 3.65% March 1,363,952 400,629 1,477,603 8.33% April 1,763,418 399,466 1,870,619 6.08% May 2,251,403 487,985 2,371,435 5.33% June 2,687,897 436,495 2,831,201 5.33% July 3,127,170 439,272 3,293,893 5.33% August 3,623,461 496,291 3,816,644 5.33% September 4,086,398 462,937 4,304,262 5.33% October 4,563,331 476,933 4,806,623 5.33% November 5,078,747 515,416 5,349,518 5.33% December 5,525,609 446,862 5,820,204 5.33% Gas Utility Tax Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 113,876$ 113,876$ 103,199$ -9.38% February 239,319 125,442 198,165 -17.20% March 342,980 103,661 298,299 -13.03% April 436,459 93,479 376,839 -13.66% May 512,262 75,803 435,966 -14.89% June 565,759 53,498 481,496 -14.89% July 607,696 41,937 517,187 -14.89% August 638,725 31,029 543,595 -14.89% September 666,716 27,990 567,417 -14.89% October 696,005 29,289 592,344 -14.89% November 746,459 50,453 635,283 -14.89% December 819,286 72,827 697,263 -14.89% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Revenue Summary-Sales and Use Tax 2014 City of Edmonds, WA Monthly Revenue Summary-Gas Utility Tax 0 1000000 2000000 3000000 4000000 5000000 6000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Sales and Use Tax Current Year Budget Prior Year 0 100000 200000 300000 400000 500000 600000 700000 800000 900000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Gas Utility Tax Current Year Budget Prior Year Packet Page 23 of 177 20 Telephone Utility Tax Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 126,925$ 126,925$ 120,158$ -5.33% February 249,682 122,757 248,366 -0.53% March 386,065 136,384 359,490 -6.88% April 499,602 113,536 470,135 -5.90% May 645,057 145,456 581,203 -9.90% June 768,223 123,165 692,177 -9.90% July 895,235 127,013 806,617 -9.90% August 1,037,189 141,953 934,518 -9.90% September 1,143,101 105,912 1,029,946 -9.90% October 1,286,698 143,597 1,159,328 -9.90% November 1,381,314 94,616 1,244,579 -9.90% December 1,544,793 163,479 1,391,875 -9.90% Electric Utility Tax Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 158,918$ 158,918$ 175,072$ 10.16% February 320,172 161,254 352,390 10.06% March 475,954 155,782 534,485 12.30% April 631,990 156,035 690,245 9.22% May 774,898 142,908 839,998 8.40% June 885,438 110,541 959,826 8.40% July 991,385 105,947 1,074,673 8.40% August 1,087,004 95,619 1,178,325 8.40% September 1,187,503 100,499 1,287,267 8.40% October 1,274,792 87,289 1,381,890 8.40% November 1,383,012 108,220 1,499,201 8.40% December 1,490,394 107,382 1,615,604 8.40% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Revenue Summary-Telephone Utility Tax 2014 City of Edmonds, WA Monthly Revenue Summary-Electric Utility Tax 0 200000 400000 600000 800000 1000000 1200000 1400000 1600000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Telephone Utility Tax Current Year Budget Prior Year 0 200000 400000 600000 800000 1000000 1200000 1400000 1600000 1800000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Electric Utility Tax Current Year Budget Prior Year Packet Page 24 of 177 21 Meter Water Sales Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 429,754$ 429,754$ 489,005$ 13.79% February 729,586 299,832 828,145 13.51% March 1,147,622 418,036 1,294,140 12.77% April 1,435,683 288,061 1,607,107 11.94% May 1,858,183 422,500 2,073,689 11.60% June 2,169,885 311,702 2,421,541 11.60% July 2,657,881 487,996 2,966,133 11.60% August 3,086,188 428,307 3,444,114 11.60% September 3,680,575 594,387 4,107,436 11.60% October 4,108,457 427,882 4,584,942 11.60% November 4,610,786 502,330 5,145,531 11.60% December 4,924,500 313,714 5,495,628 11.60% Storm Water Sales Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 210,362$ 210,362$ 216,037$ 10.16% February 663,443 453,081 680,744 10.06% March 874,097 210,654 896,910 12.30% April 1,061,161 187,064 1,089,565 9.22% May 1,272,188 211,026 1,305,756 8.40% June 1,459,452 187,265 1,497,962 8.40% July 1,671,872 212,419 1,715,986 2.64% August 2,138,683 466,812 2,195,115 2.64% September 2,356,833 218,149 2,419,020 2.64% October 2,549,604 192,771 2,616,878 2.64% November 2,766,495 216,890 2,839,491 2.64% December 2,959,725 193,230 3,037,820 2.64% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Revenue Summary-Meter Water Sales 2014 City of Edmonds, WA Monthly Revenue Summary-Storm Water Sales 0 1000000 2000000 3000000 4000000 5000000 6000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Meter Water Sales Current Year Budget Prior Year 0 1000000 2000000 3000000 4000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Storm Water Sales Current Year Budget Prior Year Packet Page 25 of 177 22 Unmeter Sewer Sales Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 434,795$ 434,795$ 479,087$ 10.19% February 786,497 351,702 860,724 9.44% March 1,218,216 431,719 1,335,216 9.60% April 1,568,380 350,165 1,717,700 9.52% May 2,004,398 436,018 2,195,896 9.55% June 2,358,600 354,202 2,583,939 9.55% July 2,803,274 444,674 3,071,096 9.55% August 3,161,173 357,899 3,463,188 9.55% September 3,614,263 453,090 3,959,565 9.55% October 3,973,096 358,833 4,352,681 9.55% November 4,416,998 443,903 4,838,994 9.55% December 4,773,750 356,752 5,229,829 9.55% City of Edmonds, WA Monthly Revenue Summary-Unmeter Sewer Sales 2014 *The monthly budget forecast columns are based on a five-year average. 0 1000000 2000000 3000000 4000000 5000000 6000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Unmeter Sewer Sales Current Year Budget Prior Year Packet Page 26 of 177 23 General Fund Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 4,323,477$ 4,323,477$ 4,116,199$ -4.79% February 7,241,054 2,917,577 5,980,774 -17.40% March 10,327,699 3,086,645 9,514,450 -7.87% April 13,984,047 3,656,348 14,163,986 1.29% May 16,321,972 2,337,925 16,009,991 -1.91% June 20,090,914 3,768,942 19,706,893 -1.91% July 23,791,643 3,700,729 23,336,886 -1.91% August 26,718,400 2,926,757 26,207,700 -1.91% September 30,539,111 3,820,711 29,955,381 -1.91% October 33,259,023 2,719,912 32,623,304 -1.91% November 36,285,678 3,026,655 35,592,107 -1.91% December 41,017,923 4,732,245 40,233,899 -1.91% Non-Departmental Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 3,068,401$ 3,068,401$ 2,396,214$ -21.91% February 3,846,233 777,832 2,563,640 -33.35% March 4,950,102 1,103,869 4,388,210 -11.35% April 6,682,580 1,732,478 7,277,792 8.91% May 6,906,919 224,339 7,363,650 6.61% June 9,057,540 2,150,621 9,656,485 6.61% July 10,731,894 1,674,353 11,441,558 6.61% August 11,362,211 630,317 12,113,556 6.61% September 13,308,539 1,946,329 14,188,589 6.61% October 13,878,772 570,233 14,796,529 6.61% November 14,484,996 606,224 15,442,841 6.61% December 17,816,558 3,331,562 18,994,707 6.61% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-General Fund 2014 City of Edmonds, WA Monthly Expenditure Report-Non-Departmental 0 5000000 10000000 15000000 20000000 25000000 30000000 35000000 40000000 45000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC General Fund Current Year Budget Prior Year 0 2000000 4000000 6000000 8000000 10000000 12000000 14000000 16000000 18000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Non-Departmental Current Year Budget Prior Year Packet Page 27 of 177 24 City Council Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 17,436$ 17,436$ 14,710$ -15.64% February 37,196 19,760 29,242 -21.38% March 56,930 19,734 46,539 -18.25% April 74,661 17,731 65,481 -12.29% May 91,717 17,056 85,284 -7.01% June 111,368 19,651 103,556 -7.01% July 133,849 22,481 124,461 -7.01% August 154,203 20,355 143,388 -7.01% September 171,728 17,524 159,683 -7.01% October 193,996 22,268 180,389 -7.01% November 214,250 20,254 199,223 -7.01% December 238,644 24,394 221,906 -7.01% Office of Mayor Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 21,493$ 21,493$ 19,866$ -7.57% February 42,845$ 21,353$ 40,990 -4.33% March 63,933$ 21,088$ 61,132 -4.38% April 84,211$ 20,278$ 82,041 -2.58% May 104,565$ 20,354$ 102,277 -2.19% June 125,279$ 20,714$ 122,538 -2.19% July 146,686$ 21,408$ 143,477 -2.19% August 167,273$ 20,586$ 163,613 -2.19% September 187,312$ 20,039$ 183,214 -2.19% October 209,955$ 22,643$ 205,361 -2.19% November 231,093$ 21,138$ 226,037 -2.19% December 251,085$ 19,992$ 245,591 -2.19% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-City Council 2014 City of Edmonds, WA Monthly Expenditure Report-Office of Mayor 0 50000 100000 150000 200000 250000 300000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC City Council Current Year Budget Prior Year 0 50000 100000 150000 200000 250000 300000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Office of Mayor Current Year Budget Prior Year Packet Page 28 of 177 25 Human Resources Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 25,798$ 25,798$ 27,275$ 5.72% February 52,555 26,756 60,853 15.79% March 84,843 32,288 88,106 3.85% April 114,019 29,176 112,767 -1.10% May 143,795 29,775 142,206 -1.10% June 171,136 27,342 169,246 -1.10% July 199,812 28,676 197,605 -1.10% August 225,905 26,093 223,409 -1.10% September 257,927 32,022 255,078 -1.10% October 285,341 27,413 282,188 -1.10% November 310,098 24,757 306,672 -1.10% December 349,938 39,840 346,072 -1.10% Municipal Court Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 59,240$ 59,240$ 58,367$ -1.47% February 125,452 66,212 116,841 -6.86% March 193,525 68,074 198,204 2.42% April 262,436 68,911 257,767 -1.78% May 327,513 65,077 320,047 -2.28% June 396,410 68,897 387,374 -2.28% July 459,812 63,402 449,331 -2.28% August 527,281 67,468 515,261 -2.28% September 590,660 63,379 577,196 -2.28% October 658,527 67,868 643,516 -2.28% November 725,443 66,915 708,906 -2.28% December 801,872 76,429 783,594 -2.28% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-Human Resources 2014 City of Edmonds, WA Monthly Expenditure Report-Municipal Court 0 100000 200000 300000 400000 500000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Human Resources Current Year Budget Prior Year 0 100000 200000 300000 400000 500000 600000 700000 800000 900000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Municipal Court Current Year Budget Prior Year Packet Page 29 of 177 26 Community Services/Economic Development Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 31,471$ 31,471$ 24,299$ -22.79% February 80,480 49,009 54,146 -32.72% March 121,436 40,956 83,578 -31.18% April 161,422 39,986 160,955 -0.29% May 203,742 42,320 177,081 -13.09% June 240,317 36,574 208,869 -13.09% July 291,509 51,193 253,363 -13.09% August 327,786 36,277 284,893 -13.09% September 366,394 38,607 318,448 -13.09% October 408,391 41,998 354,950 -13.09% November 444,482 36,090 386,318 -13.09% December 508,024 63,542 441,545 -13.09% City Clerk Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 39,751$ 39,751$ 40,227$ 1.20% February 81,417 41,666 85,455 4.96% March 128,867 47,450 127,044 -1.41% April 170,636 41,769 164,667 -3.50% May 217,171 46,535 209,795 -3.40% June 257,997 40,826 249,234 -3.40% July 303,101 45,105 292,807 -3.40% August 347,896 44,795 336,080 -3.40% September 395,264 47,368 381,840 -3.40% October 442,040 46,776 427,027 -3.40% November 489,440 47,400 472,817 -3.40% December 537,273 47,833 519,025 -3.40% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-Community Services/Economic Development 2014 City of Edmonds, WA Monthly Expenditure Report-City Clerk 0 100000 200000 300000 400000 500000 600000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Community Services/Economic Development Current Year Budget Prior Year 0 100000 200000 300000 400000 500000 600000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC City Clerk Current Year Budget Prior Year Packet Page 30 of 177 27 Information Services Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 64,335$ 64,335$ 58,589$ -8.93% February 144,552 80,218 139,016 -3.83% March 210,044 65,492 181,347 -13.66% April 270,577 60,533 227,941 -15.76% May 331,379 60,802 256,132 -22.71% June 386,283 54,904 298,568 -22.71% July 435,056 48,773 336,266 -22.71% August 479,932 44,876 370,952 -22.71% September 532,834 52,903 411,842 -22.71% October 596,181 63,346 460,804 -22.71% November 674,806 78,626 521,576 -22.71% December 836,856 162,050 646,829 -22.71% Finance Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 76,488$ 76,488$ 130,464$ 70.57% February 146,752 70,263 153,899 4.87% March 212,713 65,961 209,473 -1.52% April 274,608 61,895 271,170 -1.25% May 335,512 60,905 332,822 -0.80% June 406,136 70,624 402,880 -0.80% July 470,869 64,733 467,093 -0.80% August 528,622 57,753 524,383 -0.80% September 592,790 64,168 588,037 -0.80% October 665,109 72,319 659,776 -0.80% November 735,415 70,306 729,518 -0.80% December 808,429 73,014 801,947 -0.80% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-Information Services 2014 City of Edmonds, WA Monthly Expenditure Report-Finance 0 100000 200000 300000 400000 500000 600000 700000 800000 900000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Information Services Current Year Budget Prior Year 0 100000 200000 300000 400000 500000 600000 700000 800000 900000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Finance Current Year Budget Prior Year Packet Page 31 of 177 28 City Attorney Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 46,075$ 46,075$ 32,000$ -30.55% February 92,150 46,075 91,366 -0.85% March 138,225 46,075 123,381 -10.74% April 184,300 46,075 186,128 0.99% May 230,375 46,075 231,890 0.66% June 276,450 46,075 278,268 0.66% July 322,525 46,075 324,646 0.66% August 368,600 46,075 371,024 0.66% September 414,675 46,075 417,402 0.66% October 460,750 46,075 463,780 0.66% November 506,825 46,075 510,157 0.66% December 552,900 46,075 556,535 0.66% Police Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 694,934$ 694,934$ 681,573$ -1.92% February 1,396,727 701,792 1,369,842 -1.92% March 2,108,550 711,824 2,062,997 -2.16% April 2,804,359 695,808 2,754,778 -1.77% May 3,483,663 679,305 3,458,116 -0.73% June 4,223,782 740,119 4,192,808 -0.73% July 4,932,717 708,934 4,896,543 -0.73% August 5,641,058 708,341 5,599,689 -0.73% September 6,384,074 743,016 6,337,256 -0.73% October 7,087,171 703,097 7,035,197 -0.73% November 8,045,281 958,110 7,986,281 -0.73% December 8,824,364 779,083 8,759,651 -0.73% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-City Attorney 2014 City of Edmonds, WA Monthly Expenditure Report-Police 0 100000 200000 300000 400000 500000 600000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC City Attorney Current Year Budget Prior Year 0 1000000 2000000 3000000 4000000 5000000 6000000 7000000 8000000 9000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Police Current Year Budget Prior Year Packet Page 32 of 177 29 Development Services Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 179,731$ 179,731$ 126,887$ -29.40% February 358,977 179,246 257,352 -28.31% March 560,541 201,563 387,354 -30.90% April 736,099 175,558 523,426 -28.89% May 910,009 173,910 678,695 -25.42% June 1,078,220 168,211 804,148 -25.42% July 1,254,294 176,074 935,466 -25.42% August 1,440,601 186,307 1,074,416 -25.42% September 1,621,328 180,727 1,209,204 -25.42% October 1,816,254 194,926 1,354,582 -25.42% November 1,997,513 181,259 1,489,767 -25.42% December 2,185,960 188,447 1,630,313 -25.42% Parks & Recreation Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 243,789$ 243,789$ 237,608$ -2.54% February 511,969 268,181 486,587 -4.96% March 798,363 286,393 732,519 -8.25% April 1,075,752 277,389 977,642 -9.12% May 1,366,907 291,155 1,271,826 -6.96% June 1,710,422 343,515 1,591,446 -6.96% July 2,149,079 438,657 1,999,591 -6.96% August 2,584,204 435,125 2,404,449 -6.96% September 2,912,856 328,652 2,710,240 -6.96% October 3,200,535 287,679 2,977,909 -6.96% November 3,464,074 263,539 3,223,116 -6.96% December 3,811,516 347,442 3,546,390 -6.96% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-Development Services 2014 City of Edmonds, WA Monthly Expenditure Report-Parks & Recreation 0 400000 800000 1200000 1600000 2000000 2400000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Development Services Current Year Budget Prior Year 0 500000 1000000 1500000 2000000 2500000 3000000 3500000 4000000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Parks & Recreation Current Year Budget Prior Year Packet Page 33 of 177 30 Public Works Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 29,205$ 29,205$ 27,811$ -4.77% February 57,374 28,169 55,607 -3.08% March 85,998 28,624 84,738 -1.47% April 113,676 27,678 114,745 0.94% May 142,297 28,621 142,879 0.41% June 171,373 29,077 172,075 0.41% July 210,538 39,164 211,399 0.41% August 238,755 28,217 239,732 0.41% September 266,891 28,136 267,983 0.41% October 296,178 29,287 297,390 0.41% November 322,670 26,492 323,990 0.41% December 354,098 31,428 355,547 0.41% Facilities Maintenance Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 109,761$ 109,761$ 118,162$ 7.65% February 228,319 118,558 229,255 0.41% March 356,501 128,182 363,708 2.02% April 468,975 112,475 481,545 2.68% May 583,345 114,370 588,147 0.82% June 696,280 112,934 702,010 0.82% July 809,237 112,957 815,897 0.82% August 918,038 108,802 925,594 0.82% September 1,038,936 120,897 1,047,487 0.82% October 1,145,093 106,158 1,154,518 0.82% November 1,265,760 120,666 1,276,178 0.82% December 1,405,827 140,067 1,417,398 0.82% *The monthly budget forecast columns are based on a five-year average. 2014 City of Edmonds, WA Monthly Expenditure Report-Public Works 2014 City of Edmonds, WA Monthly Expenditure Report-Facilities Maintenance 0 50000 100000 150000 200000 250000 300000 350000 400000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Public Works Current Year Budget Prior Year 0 200000 400000 600000 800000 1000000 1200000 1400000 1600000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Facilities Maintenance Current Year Budget Prior Year Packet Page 34 of 177 31 Engineering Cumulative Monthly YTD Variance Budget Forecast Budget Forecast Actuals % January 145,346$ 145,346$ 122,149$ -15.96% February 292,949 147,603 246,682 -15.79% March 437,616 144,667 376,122 -14.05% April 582,646 145,030 505,140 -13.30% May 725,109 142,463 649,144 -10.48% June 866,319 141,210 775,560 -10.48% July 1,007,948 141,630 902,352 -10.48% August 1,150,544 142,595 1,030,009 -10.48% September 1,298,303 147,759 1,162,289 -10.48% October 1,452,811 154,508 1,300,610 -10.48% November 1,596,130 143,319 1,428,914 -10.48% December 1,734,579 138,449 1,552,859 -10.48% *The monthly budget forecast columns are based on a five-year average. City of Edmonds, WA Monthly Expenditure Report-Engineering 2014 0 200000 400000 600000 800000 1000000 1200000 1400000 1600000 1800000 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Engineering Current Year Budget Prior Year Packet Page 35 of 177 32 INVESTMENT PORTFOLIO SUMMARY (a) Term Purchase Purchase Maturity Yield to Weighted Agency / Issuer Investment Type (months) Date Price Date Maturity Average Washington State Local Government Investment Pool Investment Pool Various 24,608,492$ Various 0.09% 0.052% Snohomish County Investment Pool Investment Pool Various 15,019,899$ Various 0.74% 0.258% Opus Bank Certificate of Deposit 24 9/17/2012 500,000 9/17/2014 0.60% 0.007% FHLMC Bonds 60 12/28/2012 1,000,000 12/28/2017 0.90% 0.021% FHLMC Bonds 54 12/27/2012 1,000,000 6/27/2017 0.75% 0.017% FFCB Bonds 45 12/19/2012 1,000,000 9/19/2016 0.54% 0.013% TOTAL 43,128,391$ 0.37%0.368% Investment Mix % of Total State Investment Pool 57.1% Current 6-month treasury rate 0.05% Certificate of Deposit 1.2% Current State Pool rate 0.09% Bonds 7.0% Blended Edmonds rate 0.37% Snohomish County Investment Pool 34.8% 100.0% (a) To maturity. Rate Comparison City of Edmonds Investment Portfolio Summary As of May 31, 2014 Packet Page 36 of 177 33 GENERAL FUND OVERVIEW 12/31/2013 3/31/2014 5/31/2014 Q1 YTD 001-General Fund 6,834,380$ 6,219,809$ 10,441,765$ (614,570)$ 3,607,385$ 009-Leoff-Medical Ins. Reserve 440,744 341,370 307,376 (99,375) (133,369) 011-Risk Management Fund 387,195 387,195 387,356 - 161 012 - Contingency Reserve Fund 5,376,796 5,383,161 5,385,420 6,365 8,624 013-Mulitmodal Transportation FD 55,859 55,859 55,882 - 23 014-Historic Preservation Gift Fund 1,062 1,063 1,063 1 1 016-Building Maintenance 64,762 239,736 195,871 174,974 131,109 Total General Fund 13,160,798$ 12,628,193$ 16,774,733$ (532,605)$ 3,613,935$ GENERAL FUND FUND BALANCES CHANGE IN FUND BALANCES ---- ACTUAL -------- ACTUAL ---- $13.16 $12.63 $16.77 - 2 4 6 8 10 12 14 16 18 Dec 2013 March 2014 May 2014 Mi l l i o n s General Fund *Please note that these revenues and expenses occur within annual cycles. This Interim Report is not adjusted for accruals or those annual cycles. The beginning fund balances for 2014 reflect amounts from the un-audited financial statements. Packet Page 37 of 177 34 GOVERNMENTAL FUNDS OVERVIEW 12/31/2013 3/31/2014 5/31/2014 Q1 YTD General Fund 13,160,798$ 12,628,193$ 16,774,733$ (532,605)$ 3,613,935$ Special Revenue 5,373,323 6,538,493 6,484,119 1,165,173 1,110,796 Debt Service 57,161 58,616 99,097 1,455 41,936 Total Governmental Funds 18,591,283$ 19,225,302$ 23,357,950$ 634,022$ 4,766,667$ CHANGE IN FUND BALANCESGOVERNMENTAL FUNDS FUND BALANCES ---- ACTUAL -------- ACTUAL ---- $13.16 $12.63 $16.77 $5.37 $6.54 $6.48 $0.06 $0.06 $0.10 - 2 4 6 8 10 12 14 16 18 Dec 2013 March 2014 May 2014 Mi l l i o n s General Fund Special Revenue Debt Service Governmental Fund Balances-By Fund GroupGovernmental Fund Balances-By Fund Group $18.59 $19.23 $23.36 - 6 12 18 24 Dec 2013 March 2014 May 2014 Mi l l i o n s Governmental Fund Balances -Combined *Please note that these revenues and expenses occur within annual cycles. This Interim Report is not adjusted for accruals or those annual cycles. The beginning fund balances for 2014 reflect amounts from the un-audited financial statements. Packet Page 38 of 177 35 SPECIAL REVENUE FUNDS OVERVIEW 12/31/2013 3/31/2014 5/31/2014 Q1 YTD 104 - Drug Enforcement Fund 91,432$ 107,335$ 97,233$ 15,903$ 5,802$ 111 - Street Fund 215,200 172,100 146,901 (43,099) (68,299) 112 - Combined Street Const/Improve 481,154 1,231,656 944,817 750,502 463,663 117 - Municipal Arts Acquis. Fund 431,932 434,075 427,978 2,143 (3,954) 118 - Memorial Street Tree 17,703 17,720 17,727 17 25 120 - Hotel/Motel Tax Revenue Fund 106,735 120,009 119,806 13,274 13,071 121 - Employee Parking Permit Fund 61,719 70,387 71,667 8,668 9,947 122 - Youth Scholarship Fund 13,858 13,413 13,190 (445) (668) 123 - Tourism Promotional Fund/Arts 70,429 74,409 77,393 3,980 6,964 125 - Real Estate Tax 2 1,101,453 1,259,770 1,371,156 158,317 269,703 126 - Real Estate Excise Tax 1 760,453 962,485 1,084,244 202,033 323,791 127 - Gifts Catalog Fund 225,677 245,477 247,214 19,800 21,537 129 - Special Projects Fund 15,289 39,717 39,730 24,428 24,440 130 - Cemetery Maintenance/Improvement 70,203 72,688 74,808 2,486 4,605 132 - Parks Construction Fund 718,446 721,279 747,910 2,834 29,465 136 - Parks Trust Fund 150,334 150,481 150,544 147 210 137 - Cemetery Maintenance Trust Fund 839,292 843,747 847,057 4,456 7,765 138 - Sister City Commission 2,014 1,743 4,744 (272) 2,730 Total Special Revenue 5,373,323$ 6,538,493$ 6,484,119$ 1,165,173$ 1,110,796$ GOVERNMENTAL Special Revenue FUND BALANCES CHANGE IN FUND BALANCES ---- ACTUAL -------- ACTUAL ---- $5.37 $6.54 $6.48 - 1 2 3 4 5 6 7 8 Dec 2013 March 2014 May 2014 Mi l l i o n s Special Revenue Special Revenue Funds *Please note that these revenues and expenses occur within annual cycles. This Interim Report is not adjusted for accruals or those annual cycles. The beginning fund balances for 2014 reflect amounts from the un-audited financial statements. Packet Page 39 of 177 36 ENTERPRISE FUNDS OVERVIEW 12/31/2013 3/31/2014 5/31/2014 Q1 YTD 421 - Water Utility Fund 15,244,015$ 15,734,903$ 15,764,666$ 252,119$ 520,651$ 422 - Storm Utility Fund 9,184,099 9,748,394 9,664,464 461,532 480,365 423 - Sewer/WWTP Utility Fund 43,359,087 43,997,013 43,807,888 402,932 448,801 424 - Bond Reserve Fund 787,224 843,959 787,224 - - 411 - Combined Utility Operation - 69,199 112,934 69,199 112,934 Total Enterprise Funds 68,574,425$ 70,393,467$ 70,137,177$ 1,185,782$ 1,562,752$ ENTERPRISE FUNDS FUND BALANCES CHANGE IN FUND ---- ACTUAL -------- ACTUAL ---- $112,934 $15,764,666 $9,664,464 $43,807,888 $787,224 $- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 Combined Utility Water Utility Storm Utility Sewer/WWTP Utility Bond Reserve Enterprise Fund Balances as of May 31, 2014 *Please note that these revenues and expenses occur within annual cycles. This Interim Report is not adjusted for accruals or those annual cycles. The beginning fund balances for 2014 reflect amounts from the un-audited financial statements. Packet Page 40 of 177 37 SUMMARY OVERVIEW 12/31/2013 3/31/2014 5/31/2014 Q1 YTD Governmental Funds 18,591,283$ 19,225,302$ 23,357,950$ 634,022$ 4,766,667$ Enterprise Funds 68,574,425 70,393,467 70,137,177 1,185,782 1,562,752 Internal Services Fund 6,847,165 7,107,793 7,066,636 161,404 219,471 Agency Funds 247,178 252,032 310,873 4,854 63,695 Total City-wide Total 94,260,051$ 96,978,594$ 100,872,635$ 1,986,062$ 6,612,584$ CITY-WIDE FUND BALANCES ---- ACTUAL ---- CHANGE IN FUND BALANCES ---- ACTUAL ---- $93,338 $217,534 $7,066,636 $47,989 $47,968 $12,352 $4,744 $847,057 $150,544 $747,910 $74,808 $39,730 $247,214 $1,084,244 $1,371,156 $77,393 $13,190 $71,667 $119,806 $17,727 $427,978 $944,817 $146,901 $97,233 $16,774,733 $1 $20,000,000 Business Improvement District Firemen's Pension Fund Equipment Rental Fund 2012 LTGO Debt Service Fund L.I.D. Guaranty Fund L.I.D. Fund Control Sister City Commission Cemetery Maintenance Trust Fund Parks Trust Fund Parks Construction Fund Cemetery Maintenance/Improvement Special Projects Fund Gifts Catalog Fund Real Estate Excise Tax 1, Parks Acq Real Estate Excise Tax 2 Tourism Promotional Fund/Arts Youth Scholarship Fund Employee Parking Permit Fund Hotel/Motel Tax Revenue Fund Memorial Street Fund Municipal Arts Acquis. Fund Combined Street Const/Improve Street Fund Drug Enforcement Fund General Fund Governmental Fund Balances as of May 31, 2014 *Please note that these revenues and expenses occur within annual cycles. This Interim Report is not adjusted for accruals or those annual cycles. The beginning fund balances for 2014 reflect amounts from the un-audited financial statements. Packet Page 41 of 177 38 INTERNAL SERVICE FUNDS OVERVIEW 12/31/2013 3/31/2014 5/31/2014 Q1 YTD 511 - Equipment Rental Fund 6,847,165$ 7,107,793$ 7,066,636$ 161,404$ 219,471$ Total Internal Service Funds 6,847,165$ 7,107,793$ 7,066,636$ 161,404$ 219,471$ INTERNAL SERVICE FUNDS FUND BALANCES CHANGE IN FUND BALANCES ---- ACTUAL -------- ACTUAL ---- $6.85 $7.11 $7.07 - 2 4 6 8 Dec 2013 March 2014 May 2014 Mi l l i o n s 511 - Equipment Rental Fund Internal Service Fund Balances *Please note that these revenues and expenses occur within annual cycles. This Interim Report is not adjusted for accruals or those annual cycles. The beginning fund balances for 2014 reflect amounts from the un-audited financial statements. Packet Page 42 of 177 AM-6982 1. B. City Council Committee Meetings Meeting Date:07/08/2014 Time:10 Minutes Submitted For:Scott James Submitted By:Scott James Department:Finance Committee: Type: Information Subject Title Discussion of Edmonds Public Facilities District and City of Edmonds Interlocal Agreement Recommendation Staff is recommending the City continue working with current bond counsel to complete the drafting of amendments. Our current bond counsel is fully aware of all the details of the City's relationship to the PFD, County and County PFD and would be a large untaking to hire new bond counsel to complete the drafting of the amendments. Previous Council Action Narrative The City has a long history of working with our bond counsel and items related to the City's debt issuances. The City currently has an open engagement letter with our bond counsel to provide services to the City. This engagement letter provides authorization to our bond counsel to draft amendments to the EPFD and City's ILA. The Finance Committee will consider whether the City will continue to use current bond counsel to finish drafting amendments to the ILA. Form Review Inbox Reviewed By Date City Clerk Scott Passey 07/02/2014 12:13 PM Mayor Dave Earling 07/02/2014 01:49 PM Finalize for Agenda Scott Passey 07/02/2014 03:39 PM Form Started By: Scott James Started On: 07/02/2014 11:29 AM Final Approval Date: 07/02/2014 Packet Page 43 of 177 AM-6978 1. C. City Council Committee Meetings Meeting Date:07/08/2014 Time:10 Minutes Submitted For:Scott James Submitted By:Debra Sharp Department:Finance Committee: Finance Type: Action Information Subject Title 2014 2nd Quarter Budget Amendment Recommendation Forward to full Council for Approval Previous Council Action None Narrative The first part of the budget amendment includes items that have previously been before Council. The major budget amendment effecting the General Fund is the unscheduled IT equipment replacement. There is also a budget amendment for moving expense line items regarding the contract with YMCA at Yost Pool, net effect on the General Fund is zero. There are five budget amendments related to construction projects along with a budget amendment for the civic center field appraisal. The second half of the budget amendment includes new items submitted to Council for approval. Three of the amendments reduce the General Fund by $25,406. They include new monitors for the 2nd floor, funding for the Alliance for Housing Affordability and a temporary arts assistant. The next four budget amendments, which are in the Municipal Arts Fund and the Parks Construction Fund, have offsetting revenue so the net effect on the funds is zero. The final budget amendment is a reduction to the Parks Construction capital expenditure account. When bringing the actual 2013 ending fund balances forward to 2014, it was discovered that based on the updated beginning fund balance plus the budgeted revenues and expenditures, the fund balance was negative. Included on page 9 of the budget amendment is Exhibit E which shows the change in beginning fund balances for each of the funds. This change is included in Exhibit A on page 4 which has the 2014 Beginning Fund Balances. Attachments 2014 2nd Quarter Budget Amendment Form Review Inbox Reviewed By Date Finance Scott James 07/02/2014 12:02 PM City Clerk Scott Passey 07/02/2014 12:03 PM Mayor Dave Earling 07/02/2014 01:48 PM Finalize for Agenda Scott Passey 07/02/2014 03:39 PM Form Started By: Debra Sharp Started On: 07/02/2014 10:32 AM Final Approval Date: 07/02/2014 Packet Page 44 of 177 ORDINANCE NO. _______ AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING ORDINANCE NO. 3963 AS A RESULT OF UNANTICIPATED TRANSFERS AND EXPENDITURES OF VARIOUS FUNDS, AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. WHEREAS, previous actions taken by the City Council require Interfund Transfers and increases in appropriations; and WHEREAS, state law requires an ordinance be adopted whenever money is transferred from one fund to another; and WHEREAS, the City Council has reviewed the amended budget appropriations and information which was made available; and approves the appropriation of local, state, and federal funds and the increase or decrease from previously approved programs within the 2014 Budget; and WHEREAS, the applications of funds have been identified; THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. Section 1. of Ordinance No. 3963 adopting the final budget for the fiscal year 2014 is hereby amended to reflect the changes shown in Exhibits A, B, C, D, E, and F adopted herein by reference. Section 2. Effective Date. This ordinance, being an exercise of a power specifically delegated to the City legislative body, is not subject to referendum, and shall take Packet Page 45 of 177 effect five (5) days after passage and publication of an approved summary thereof consisting of the title. APPROVED: MAYOR, DAVE EARLING ATTEST/AUTHENTICATE: CITY CLERK, SCOTT PASSEY APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: BY ___ JEFF TARADAY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. Packet Page 46 of 177 SUMMARY OF ORDINANCE NO. __________ of the City of Edmonds, Washington On the ____ day of ___________, 2014, the City Council of the City of Edmonds, passed Ordinance No. _____________. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING ORDINANCE NO. 3963 AS A RESULT OF UNANTICIPATED TRANSFERS AND EXPENDITURES OF VARIOUS FUNDS, AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. The full text of this Ordinance will be mailed upon request. DATED this _____ day of ________________,2014. CITY CLERK, SCOTT PASSEY Packet Page 47 of 177 2014 2014 FUND FUND BEGINNING ENDING NO.DESCRIPTION FUND BALANCE REVENUE EXPENDITURES FUND BALANCE 001 GENERAL FUND 6,834,380 39,027,697 41,195,664 4,666,413 009 LEOFF-MEDICAL INS. RESERVE 440,744 594,946 503,361 532,329 011 RISK MANAGEMENT RESERVE FUND 387,195 903,858 300,000 991,053 012 CONTINGENCY RESERVE FUND 5,376,796 527,115 - 5,903,911 013 MULTIMODAL TRANSPORTATION FD.55,859 - - 55,859 014 HISTORIC PRESERVATION GIFT FUND 1,062 8,000 8,000 1,062 016 BUILDING MAINTENANCE 64,762 679,800 720,200 24,362 104 DRUG ENFORCEMENT FUND 91,432 20,075 81,033 30,474 111 STREET FUND 215,200 1,712,100 1,658,810 268,490 112 COMBINED STREET CONST/IMPROVE 481,154 9,231,407 9,634,666 77,895 117 MUNICIPAL ARTS ACQUIS. FUND 431,932 102,823 149,349 385,406 118 MEMORIAL STREET TREE 17,703 25 - 17,728 120 HOTEL/MOTEL TAX REVENUE FUND 106,736 54,140 54,000 106,876 121 EMPLOYEE PARKING PERMIT FUND 61,719 20,308 26,786 55,241 122 YOUTH SCHOLARSHIP FUND 13,858 1,623 3,600 11,881 123 TOURISM PROMOTIONAL FUND/ARTS 70,429 18,200 19,000 69,629 125 PARK ACQ/IMPROVEMENT 1,101,453 904,343 1,582,712 423,084 126 SPECIAL CAPITAL FUND 760,453 904,243 1,199,841 464,855 127 GIFTS CATALOG FUND 225,677 43,708 18,200 251,185 129 SPECIAL PROJECTS FUND 15,289 4,000 4,000 15,289 130 CEMETERY MAINTENANCE/IMPROV 70,203 160,136 175,435 54,904 132 PARKS CONSTRUCTION 718,445 1,552,517 2,270,517 445 136 PARKS TRUST FUND 150,334 186 - 150,520 137 CEMETERY MAINTENANCE TRUST FD 839,292 12,970 - 852,262 138 SISTER CITY COMMISSION 2,014 4,519 4,500 2,033 139 TRANSPORTATION BENEFIT DISTRICT - 645,000 645,000 - 211 LID FUND CONTROL 8,744 28,600 28,600 8,744 213 LID GUARANTY FUND 47,921 28,626 - 76,547 231 2012 LTGO DEBT SERVICE FUND 496 1,022,689 1,022,690 495 232 2014 DEBT SERVICE FUND - 966,286 966,286 - 421 WATER 15,244,015 6,249,596 10,145,476 11,348,135 422 STORM 9,184,099 3,630,158 7,233,213 5,581,044 423 SEWER / TREATMENT PLANT 43,359,087 8,347,200 14,746,399 36,959,888 424 BOND RESERVE FUND 787,224 840,816 840,816 787,224 511 EQUIPMENT RENTAL FUND 6,847,165 1,478,108 1,093,279 7,231,994 617 FIREMEN'S PENSION FUND 191,014 45,379 89,615 146,778 Totals 94,203,886 79,771,197 96,421,048 77,554,035 Packet Page 48 of 177 ORD. NO. ORD. NO. ORD. NO.2014 FUND FUND 3949 3963 Amended NO.DESCRIPTION 12/3/2013 Mar-14 Jul-14 Budget 001 General Fund 36,154,919$ 2,850,778$ 22,000$ 39,027,697$ 009 Leoff-Medical Ins. Reserve 594,946 - - 594,946 011 Risk Management Reserve Fund 903,858 - - 903,858 012 Contingency Reserve Fund 527,115 - - 527,115 013 Multimodal Transportation Fd.- - - - 014 Historic Preservation Gift Fund 8,000 - - 8,000 016 Building Maintenance 679,800 - - 679,800 104 Drug Enforcement Fund 20,075 - - 20,075 111 Street Fund 1,712,100 - - 1,712,100 112 Combined Street Const/Improve 9,121,607 40,000 69,800 9,231,407 117 Municipal Arts Acquis. Fund 91,473 - 11,350 102,823 118 Memorial Street Tree 25 - - 25 120 Hotel/Motel Tax Revenue Fund 54,140 - - 54,140 121 Employee Parking Permit Fund 20,308 - - 20,308 122 Youth Scholarship Fund 1,623 - - 1,623 123 Tourism Promotional Fund/Arts 18,200 - - 18,200 125 Park Acq/Improvement 904,343 - - 904,343 126 Special Capital Fund 904,243 - - 904,243 127 Gifts Catalog Fund 43,708 - - 43,708 129 Special Projects Fund 4,000 - - 4,000 130 Cemetery Maintenance/Improv 160,136 - - 160,136 132 Parks Construction 1,340,000 200,000 12,517 1,552,517 136 Parks Trust Fund 186 - - 186 137 Cemetery Maintenance Trust Fd 12,970 - - 12,970 138 Sister City Commission 4,519 - - 4,519 139 Transportation Benefit District 645,000 - - 645,000 140 Business Improvement District - - - - 211 Lid Fund Control 28,600 - - 28,600 213 Lid Guaranty Fund 28,626 - - 28,626 231 2012 LTGO Debt Service fund 1,022,689 - - 1,022,689 232 2014 Debt Service Fund - 966,286 966,286 234 Ltgo Bond Debt Service Fund - - - - 421 Water 6,241,818 7,778 - 6,249,596 422 Storm 3,530,158 100,000 - 3,630,158 423 Sewer / Treatment Plant 8,347,200 - - 8,347,200 424 Bond Reserve Fund 840,816 - - 840,816 511 Equipment Rental Fund 1,478,108 - - 1,478,108 617 Firemen'S Pension Fund 174,379 (129,000) - 45,379 Totals 75,619,688$ 4,035,842$ 115,667$ 79,771,197$ Packet Page 49 of 177 ORD. NO. ORD. NO. ORD. NO.2014 FUND FUND 3949 3963 Amended NO.DESCRIPTION 12/3/2013 Mar-14 Jul-14 Budget 001 General Fund 38,034,671$ 2,983,252$ 177,741$ 41,195,664$ 009 Leoff-Medical Ins. Reserve 503,361 - - 503,361 011 Risk Management Reserve Fund 300,000 - - 300,000 012 Contingency Reserve Fund - - - - 013 Multimodal Transportation Fd.- - - - 014 Historic Preservation Gift Fund 8,000 - - 8,000 016 Building Maintenance 720,200 - - 720,200 104 Drug Enforcement Fund 81,033 - - 81,033 111 Street Fund 1,595,810 63,000 - 1,658,810 112 Combined Street Const/Improve 9,488,866 73,000 72,800 9,634,666 117 Municipal Arts Acquis. Fund 152,575 - (3,226) 149,349 118 Memorial Street Tree - - - - 120 Hotel/Motel Tax Revenue Fund 54,000 - - 54,000 121 Employee Parking Permit Fund 26,786 - - 26,786 122 Youth Scholarship Fund 3,600 - - 3,600 123 Tourism Promotional Fund/Arts 19,000 - - 19,000 125 Park Acq/Improvement 1,377,712 205,000 - 1,582,712 126 Special Capital Fund 1,189,291 - 10,550 1,199,841 127 Gifts Catalog Fund 18,200 - - 18,200 129 Special Projects Fund 4,000 - - 4,000 130 Cemetery Maintenance/Improv 175,435 - - 175,435 132 Parks Construction 2,494,000 (205,000) (18,483) 2,270,517 136 Parks Trust Fund - - - - 137 Cemetery Maintenance Trust Fd - - - - 138 Sister City Commission 4,500 - - 4,500 139 Transportation Benefit District 645,000 - - 645,000 140 Business Improvement District - - - - 211 Lid Fund Control 28,600 - - 28,600 213 Lid Guaranty Fund - - - - 231 2012LTGO Debt Service Fund 1,022,690 - - 1,022,690 232 2014 Debt Service Fund - 966,286 966,286 234 Ltgo Bond Debt Service Fund - - - - 421 Water 9,470,504 159,620 515,352 10,145,476 422 Storm 5,931,306 639,907 662,000 7,233,213 423 Sewer / Treatment Plant 13,915,053 831,346 - 14,746,399 424 Bond Reserve Fund 840,816 - - 840,816 511 Equipment Rental Fund 979,579 113,700 - 1,093,279 617 Firemen'S Pension Fund 89,615 - - 89,615 Totals 89,174,203$ 5,830,111$ 1,416,734$ 96,421,048$ Packet Page 50 of 177 Fund BARS Category Debit Credit Page Description Previously Discussed by Council General Fund 001 000 31 518 87 35 00 Small Equipment 25,000 10 General Fund 001 000 31 518 87 41 00 Professional Services 6,500 General Fund 001 000 31 518 87 48 00 Repair & Maintenance 6,000 General Fund 001 000 31 518 87 31 00 Supplies 5,665 General Fund 001 000 31 518 88 35 00 Small Equipment 81,900 General Fund 001 000 31 518 88 41 00 Professional Services 32,000 General Fund 001 000 31 518 88 48 00 Repair & Maintenance 5,000 General Fund 001 000 31 594 88 64 10 Equipment 207,000 General Fund 001 000 31 518 88 35 00 Small Equipment 10,000 General Fund 001 000 39 508 00 00 00 Small Equipment 128,935 General Fund 001 000 62 558 60 11 00 Salaries 17,600 12 General Fund 001 000 62 558 60 23 00 Benefits 5,800 General Fund 001 000 Grant # needed 22,000 General Fund 001 000 39 508 00 00 00 Ending Balance 1,400 General Fund 001 000 64 575 51 11 00 Salaries 82,000 13 General Fund 001 000 64 575 51 41 00 Professional Services 82,000 REET 1 126 000 39 594 75 61 00 Land 10,550 14 REET 1 126 000 39 508 30 00 00 Ending Balance 10,550 Street Construction 112 200 68 595 44 65 00 Construction 721,097 15 Street Construction 112 200 68 595 33 91 00 Interfund Services 10,703 16 Street Construction 112 200 68 595 95 65 91 Const. from other Funds 662,000 Street Construction 112 200 333 20 205 06 Grant 20,000 Street Construction Comcast # Needed 46,800 Street Construction 112 200 397 42 112 00 Traffic Impact Fees 3,000 Street Construction 112 502 68 597 95 55 12 Interfund Transfer 3,000 Street Construction 112 502 68 508 30 00 00 Ending Balance 3,000 Storm Utility 422 000 72 594 31 65 91 Const. to other Funds 662,000 Storm Utility 422 000 72 508 00 00 00 Ending Balance 662,000 Water Utility 421 000 74 594 34 41 10 Professional Services 46,318 17 Water Utility 421 000 74 594 34 65 10 Construction 149,858 Water Utility 421 000 74 594 34 65 91 Const. from other Funds 824 Water Utility 421 000 74 508 00 00 00 Ending Balance 195,352 Municipal Arts 117 200 64 594 76 65 90 Const. to other Funds 824 Municipal Arts 117 200 64 508 00 00 00 Ending Balance 824 Water Utility 421 000 74 594 34 65 10 Construction 50,000 18 Water Utility 421 000 74 594 34 91 10 Interfund Services 10,000 Water Utility 421 000 74 594 34 65 10 Construction 60,000 Water Utility 421 000 74 594 34 41 10 Professional Services 300,000 19 Water Utility 421 000 74 594 34 91 10 Interfund Services 20,000 Water Utility 421 000 74 508 00 00 00 Ending Balance 320,000 Unschedule IT Equipment Replacement Comprehensive Plan Extra Help Yost Park Professional Serv Civic Center Field Appraisals 5 Corners Roundabout 2014 Waterline Replacement Project 76th Ave Waterline Replacement 2015 Waterline Replacement Prj Packet Page 51 of 177 Department BARS Category Debit Page Credit New Budget Amendments General Fund 001 000 62 524 20 35 00 Small Equipment 7,550 20 General Fund 001 000 39 508 00 00 00 Ending Balance 7,550 General Fund 001 000 62 558 60 41 00 Professional Services 2,456 21 General Fund 001 000 39 508 00 00 00 Ending Balance 2,456 General Fund 001 000 64 571 22 11 00 Salaries 11,450 22 General Fund 001 000 64 571 22 23 00 Benefits 3,950 General Fund 001 000 39 508 00 00 00 Ending Balance 15,400 Municipal Arts 117 100 64 573 20 41 00 Professional Services 15,400 Municipal Arts 117 100 64 508 000 00 00 Ending Balance 15,400 Municipal Arts 117 100 64 573 20 41 00 Professional Services 1,000 23 Municipal Arts 117 100 367 00 000 00 Contributions 1,000 Municipal Arts 117 100 64 573 20 41 00 Professional Services 9,000 24 Municipal Arts 117 100 367 00 000 00 Contributions 9,000 Municipal Arts 117 200 64 575 50 41 00 Professional Services 1,350 25 Municipal Arts 112 200 395 20 000 00 Insurance Recovery 1,350 Parks Construction 132 000 64 594 76 41 00 Professional Services 12,517 26 Parks Construction 132 000 345 89 000 00 Critical Area Fee 12,517 Parks Construction 132 000 64 594 76 65 00 Construction 31,000 27 Parks Construction 132 000 64 508 000 00 00 Ending Balance 31,000 Fund Balance Adjustment Interim Prjs-4th Ave Cultural Corridor Summer Concert Series Public Art Repair w/Insurance Recov Wetland Mitigation- Edmonds Marsh Plan Review Monitors Alliance for Housing Affordability Temporary Arts Assistant Packet Page 52 of 177 Fund Number Change in Beginning Fund Balance Revenue Expense Change in Ending Fund Balance 001 838,860 22,000 177,741 683,119 009 180,772 - - 180,772 011 267,135 - - 267,135 012 93,918 - - 93,918 014 (1) - - (1) 016 (32,734) - - (32,734) 104 18,146 - - 18,146 111 173,278 - - 173,278 112 (61,854) 69,800 72,800 (64,854) 117 25,353 11,350 (3,226) 39,929 118 5 - - 5 120 20,674 - - 20,674 121 (3,361) - - (3,361) 122 (15) - - (15) 123 5,863 - - 5,863 125 429,659 - - 429,659 126 215,189 - 10,550 204,639 127 5,637 - - 5,637 129 9,556 - - 9,556 130 48,046 - - 48,046 132 (717,077) 12,517 (18,483) (686,077) 136 82 - - 82 137 7,697 - - 7,697 138 (1,582) - - (1,582) 211 8,744 - - 8,744 213 (7,425) - - (7,425) 421 (2,827,278) - 515,352 (3,342,630) 422 (32,708) - 662,000 (694,708) 423 (3,440,984) - - (3,440,984) 424 (55,290) - - (55,290) 511 (119,280) - - (119,280) 617 14,188 - - 14,188 Total Change (4,936,787) 115,667 1,416,734 (6,237,854) Packet Page 53 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 28,500 (25,000)0 0 0 0 65,000 (6,500)0 0 0 0 7,600 (6,000)0 0 0 0 28,200 (5,665)0 0 0 0 141,400 (81,900)0 0 0 0 29,600 32,000 0 0 0 0 134,930 5,000 0 0 0 0 001.000.31.594.18.64.10 Equipment 40,000 207,000 0 0 0 0 0 10,000 Sub-Total $475,230 $128,935 $0 $0 $0 $0 $604,165 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)128,935 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $128,935 $0 $0 $0 $0 Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:June 17 & July 1 2014 The City's aging IT network is prohibiting staff from having consistent access to phones, data files and email. IT is requesting funding to:1) replace Phone servers, SAN and related network gear, 2) implement long-term off-site storage, 3) Set-up a new off-site diaster recovery location, and contract with vendor to provide IT support. The costs are: Equipment & Software $260,000, Design & Implementation $32,300 and on-going support $26,700. Details attached. Finance & Information Services GENERALInformation Services Fund Name:Unscheduled IT Equipment Replacement Scott James Total Expenses 001.000.31.518.87 & .88 001.000.31.518.87.35.00 Small Equipment 001.000.31.518.87.41.00 Professional Services 001.000.31.518.87.48.00 Repairs/Maintenance 001.000.31.518.87.31.00 Supplies 001.000.31.518.88.35.00 Small Equipment 001.000.31.518.88.41.00 Professional Services 001.000.31.518.88.48.00 Maintenance 001.000.31.518.88.35.00 Small Equip (contingency) Comments Packet Page 54 of 177 PRICING SERVER 3 UCS C220 M3 SFF w/o CPU mem HDD PCIe PSU w/ rail 944$ 2,831$ SERVER 6 processors 2,599$ 15,593$ SERVER 36 RAM 245$ 8,803$ SERVER 3 Mezz card 216$ 647$ SERVER 6 Drives 358$ 2,150$ SERVER 6 power 185$ 1,109$ SERVER 3 SPF 526$ 1,578$ Servers Subtotal 32,712$ Network Switch SWITCH 4 catylist 3850 7,700$ 30,800$ SWITCH 4 Network Module 2,200$ 8,800$ SWITCH 20 spf module 547$ 10,945$ SWITCH 1 Switch @ Remote Site 5,000$ 5,000$ Network Switch Subtotal 55,545$ Storage SAN 1 Nimble CS 220 36,600$ 36,600$ SAN 1 Nimble CS 220 30,100$ 30,100$ Tape 1 QUANTUM SUPERLOADER 3 LTO5 HH 8SLOT 2,997$ Storage Subtotal 69,697$ HARDWARE SUB TOTAL (used for vendor calculation)157,954$ Software SOFTWARE 1 VEEAM BACUP 6,296$ SOFTWARE 1 VMWARE 8,485$ SUBTOTAL SOFTWARE 14,781$ Maintenance MAINTENANCE 3 3 years VM ware support 8,356$ MAINTENANCE 1 NIMBLE (3 yr support 4 hr)10,000$ MAINTENANCE 1 NIMBLE (3 yr support nex business day)8,000$ MAINTENANCE 1 Server Smartnet 631$ MAINTENANCE 1 Switch Smartnet 2,688$ Maintenance Subtotal 29,675$ Vendor Setup VENDOR 0 Numble Setup SAN 2,350$ -$ VENDOR 1 Support duing Setup + afterhours Seitel 31,240$ VENDOR 1 CDWG 18,915$ IRON MT Off site tape storage 1,200$ Yakama Rack Space at Yakama 500$ FIBER Connectivity to Yakama 2,000$ Vendor Setup Subtotal 53,855$ 3.8% MISC Contingency Allowance 10,000$ Computer Project Sub Total 266,264$ Telephony 3 3 phone systems 25,000$ IT & Telephony Subtotal 291,264$ Tax 27,670$ Unbudgeted IT Projects Total 318,934$ Packet Page 55 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 0 17,600 0 0 0 0 0 5,800 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $0 $23,400 $0 $0 $0 $0 $23,400 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)1,400 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 22,000 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $23,400 $0 $0 $0 $0 Total Expenses Comments Dept Commerce Solar Grant Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion: Extra help for preparation of 2015 Comprehensive Plan updates. Initial analysis of required amendments indicates extra help is needed to meet the State deadline for updating data and policies throughout the plan to conform with State and PSRC requirements. Proposal would fund a half-time planner for the balance of 2014, and is offset almost entirely by a Dept of Commerce solar grant obtained by the City. Development Services GENERALPlanningFund Name:Comprehensive Plan Extra Help Shane Hope 62 N/A. Meets State GMA requirements. 001.000.62.558.60.11.00 Salaries 001.000.62.558.60.23.00 Benefits Packet Page 56 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 99,548 (82,000)0 0 0 0 0 82,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $99,548 $0 $0 $0 $0 $0 $99,548 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)0 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $0 $0 $0 $0 $0 Total Expenses Comments Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Mar 25 2014 The City of Edmonds entered into an agreement with the YMCA of Greater Seattle to manage the operations of Yost Pool for the 2014 season. Monthly payments will be made to the YMCA for staffing. This amendment transfers a portion of the aquatics salaries to aquatics professional services from which the payments will be made. Parks, Recreation & Cultural Services GENERALRecreationFund Name:Yost Pool Professional Services Renee McRae 001.000.64.575.51 3a.6 (38a) Yost Pool - financing Aquatic Salaries - 11 Aquatic Professional Services - 41 Packet Page 57 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Capital Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 0 10,550 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $0 $10,550 $0 $0 $0 $0 $10,550 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)10,550 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $10,550 $0 $0 $0 $0 Total Expenses Comments Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Executive session March 18, 2014 Since the adoption of the 2014 budget, the Edmonds School District notified the City that they intend to sell Civic Center Field. This amendment gives spending authority for the appraisal and review appraisal. Parks, Recreation & Cultural Services PARK ACQ/ IMPROVEMENT Administration Fund Name:Civic Center Field Appraisals Carrie Hite 126.000.39.594.75 3a.9 (39a) Civic Field Land - 61 Packet Page 58 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Capital Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 2,507,000 721,097 0 0 0 0 320,000 0 0 0 0 0 65,000 10,703 0 0 0 0 0 (662,000)0 0 0 0 0 0 0 0 0 0 0 3,000 0 0 0 0 Sub-Total $2,892,000 $72,800 $0 $0 $0 $0 $2,964,800 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)3,000 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 20,000 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 46,800 0 0 0 0 Other 3,000 0 0 0 0 Total Revenue and Ending Cash $72,800 $0 $0 $0 $0 Construction Projects from Other Funds 112.200.65.595.95.65.91 Interfund Transfer 112 Total Expenses Comments 112.502.68.508.30.00.00 112.200.333.20.205.06 Comcast/Astound 112.200.397.42.112.00 Interfund Services 112.200.68.595.33.91.00 Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Apr 15 2014 An additional $731,800 in funding was approved to award the construction contract for the Five Corners Roundabout project. The additional funding sources were from the Stormwater Utility Fund, Comcast and Astound reimbursements for the utility underground conversion, remaining right of way grant funds and traffic impact fees. Public Works STREETEngineeringFund Name:Five Corners Roundabout Rob English Not part of Strategic Task Action Item Construction 112.200.68.595.44.65.00 Professional Services 112.200.68.595.33.41.00 Packet Page 59 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Capital Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 1,096,500 662,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $1,096,500 $662,000 $0 $0 $0 $0 $1,758,500 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)662,000 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $662,000 $0 $0 $0 $0 Total Expenses Comments 422.000.72.508.00.00.00 Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Apr 15 2014 An additional $731,800 in funding was approved to award the construction contract for the Five Corners Roundabout project. The additional stormwater contribution is $662,000. Public Works STORMEngineeringFund Name:Five Corners Roundabout Rob English Not part of Strategic Task Action Item Construction Projects to Other Funds 422.000.72.594.31.65.91 Packet Page 60 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 100,000 0 0 0 0 0 145,000 46,318 0 0 0 0 1,464,639 149,858 0 0 0 0 0 824 0 0 0 0 0 (824)0 0 0 0 0 0 0 0 0 0 Sub-Total $1,709,639 $196,176 $0 $0 $0 $0 $1,905,815 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)167,352 0 0 0 0 Ending Cash: Carryforward 28,000 0 0 0 0 Ending Cash: Decrease (Increase)824 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $196,176 $0 $0 $0 $0 Const to other Fund 117.200.64.594.76.65.90 Const from other Fund 421.000.74.594.34.65.91 Total Expenses Comments 421.000.74.508.00.00.00 421.000.74.508.00.00.00 117.200.64.508.00.00.00 Construction 421.000.74.594.34.65.10 Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Jun 24 2014 This amendment will provide additional water utility funds for the 2014 Waterline Replacement Project. The amendment will program unspent funds from 2013 and ending fund balance funds to match the current budget needed to complete the project. Public Works WATER Engineering Fund Name:2014 Waterline Replacement Project Michele (Mike) De Lilla Not part of the strategic plan Interfund Svcs 421.000.74.594.34.91.10 Professional Svcs 421.000.74.594.34.41.10 Packet Page 61 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 16,300 50,000 0 0 0 0 12,994 10,000 0 0 0 0 225,000 (60,000)0 0 0 0 20,000 0 0 0 0 0 5,000 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $279,294 $0 $0 $0 $0 $0 $279,294 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)0 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $0 $0 $0 $0 $0 2014 Overlay Interfund Services 2014 Overlay Professional Services Total Expenses Comments 2014 Overlay Constr 421.000.74.594.34.65.10 Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Mar 11 2014 The amendment will transfer water utility funds from the waterline overlay project to the 76th Ave Waterline replacement project. These funds will be used for sidewalk restoration that will be done as part of the road overlay for the project. Public Works WATER Engineering Fund Name:76th Ave Waterline Replacement Michele (Mike) De Lilla Not part of the strategic plan Construction 421.000.74.594.34.65.10 Interfund Svcs 421.000.74.594.34.91.10 Packet Page 62 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 50,000 300,000 0 0 0 0 45,181 20,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $95,181 $320,000 $0 $0 $0 $0 $415,181 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)320,000 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $320,000 $0 $0 $0 $0 Total Expenses Comments 421.000.74.508.00.00.00 Budget Item Previously Discussed By Council If previously discussed, date(s) of discussion:Jun 17 2014 Transfer of funds for the design of the 2015 Waterline replacement. This will allow for an earlier design completion date and allow the project to be bid in early 2015. Public Works WATER Engineering Fund Name:2015 Waterline Replacement Project Michele (Mike) De Lilla Not part of the strategic plan Professional Svcs 421.000.74.594.34.41.10 Interfund Svcs 421.000.74.594.34.91.10 Packet Page 63 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 0 7,550 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $0 $7,550 $0 $0 $0 $0 $7,550 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)7,550 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $7,550 $0 $0 $0 $0 Total Expenses Comments 001.000.39.508.00.00.00 New Item For Council To Consider If previously discussed, date(s) of discussion: New oversized computer monitors are needed to accommodate the needs of Development Services Department plan reviewers for our new electronic plan review system. This request includes monitors, mounting brackets and miscellaneous hardware for 15 work stations. Development Services GENERALBuildingFund Name:Plan Review Monitors Leif Bjorback, Building Official 62 Not Applicable 001.000.62.524.20.35.00 Packet Page 64 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 0 2,456 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $0 $2,456 $0 $0 $0 $0 $2,456 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)2,456 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $2,456 $0 $0 $0 $0 Total Expenses Comments 001.000.39.508.00.00.00 New Item For Council To Consider If previously discussed, date(s) of discussion:May 6, 2014 at City Council Meeting City's share of costs (on population basis) for Alliance for Housing Affordability (AHA). The amount was not previously budgeted, although the City's Interlocal Agreement requires paying it. This year's AHA work includes preparation of a housing profile for Edmonds, which will be used in updating the City's Comprehensive Plan. Development Services GENERALPlanningFund Name:Alliance for Housing Affordability Contribution Shane Hope, Development Services Director 62 Not Applicable 001.000.62.558.60.41.00 Packet Page 65 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 554,240 11,450 0 0 0 0 211,983 3,950 0 0 0 0 0 (15,400)0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $766,223 $0 $0 $0 $0 $0 $766,223 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)15,400 0 0 0 0 Ending Cash: Decrease (Increase)(15,400)0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $0 $0 $0 $0 $0 Total Expenses Comments 001.000.39.508.00.00.00 117.100.64.508.00.00.00 Prof Serv. 117.100.64.573.20.41.00 New Item For Council To Consider If previously discussed, date(s) of discussion: In the 2014 budget $20,000 was allocated through a decision package to the 117 Municipal Arts fund for contract use to help offset the elimination of the full-time Senior Office Specialist Cultural Services position in 2013. With the departure of the Administrative Assisant providing part-time assistance to Cultural Services, $15,400 of the remaining funds will be transfered to the Recreation Cost Center to pay the salary for a new part-time temporary Senior Office Specialist through Parks, Recreation & Cultural Services GENERALRecreationFund Name:Arts Assistant Temporary Position Frances Chapin 001.000.64.571.22 Salaries - 001.000.64.571.22.11.00 Benefits - 001.000.64.571.22.23.00 Packet Page 66 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 54,000 1,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $54,000 $1,000 $0 $0 $0 $0 $55,000 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 1,000 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $1,000 $0 $0 $0 $0 Total Expenses Comments 117.100.367.00.000.00 New Item For Council To Consider If previously discussed, date(s) of discussion: The Edmonds Arts Commission received a grant of $1,000 from the Edmonds Arts Festival Foundation for contracting with an artist to prepare a report on potential interim projects to highlight the 4th Avenue Cultural Corridor. Parks, Recreation and Cultural Services GENERALCultural Services Fund Name:Interim projects on 4th Avenue Cultural Corridor Frances Chapin 117.100.64.508.000.00.00 1e.4: 4th Avenue Cultural Corridor Professional Services 117.100.64.573.20.41.00 Packet Page 67 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 54,000 9,000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $54,000 $9,000 $0 $0 $0 $0 $63,000 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 9,000 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $9,000 $0 $0 $0 $0 Total Expenses Comments 117.100.367.00.000.00 New Item For Council To Consider If previously discussed, date(s) of discussion: The Edmonds Arts Commission received a grant for $9,000 from the Hazel Miller Foundation to fund expenses for the summer concert series at Hazel Miller Plaza for 2014. Parks, Recreation and Cultural Services GENERALCultural Services Fund Name:Summer Concert Series Frances Chapin 117.100.64.508.000.00.00 Professional Services 117.100.64.573.20.41.00 Packet Page 68 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Operating Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 80,000 1,350 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $80,000 $1,350 $0 $0 $0 $0 $81,350 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 1,350 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $1,350 $0 $0 $0 $0 Total Expenses Comments 117.200.395.20.000.00 New Item For Council To Consider If previously discussed, date(s) of discussion: The public art installation "Cedar Dreams" was damaged by a motorist in March 2014 and the insurance recovery revenue was expended to repair the artwork. Parks, Recreation and Cultural Services GENERALCultural Services Fund Name:Public art repair with insurance recovery Frances Chapin 117.200.64.575.50 Professional Services 41 Packet Page 69 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Capital Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 0 12,517 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $0 $12,517 $0 $0 $0 $0 $12,517 $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)0 0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 12,517 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash $12,517 $0 $0 $0 $0 Total Expenses Comments 132.000.345.89.000.00 New Item For Council To Consider If previously discussed, date(s) of discussion: The City of Edmonds has contracted with EarthCorps to perform wetland mitigation work at Edmonds Marsh as a result of property development projects at the American Brewery Company and Jacobsens Marine. The wetland buffer planting project is funded in full with the payments from these businesses. Parks, Recreation & Cultural Services PARKS CONSTRUCTION Administration Fund Name:Wetland Mitigation - Edmonds Marsh Carrie Hite 132.000.64.594.76 2a.4 (43): Native habitat Critical area mitigation - professional services 41 Packet Page 70 of 177 Budget Amendment for: Second Quarter Item Description: Department: Division: Title: Preparer: Department Account Number: Strategic Plan Task Action Item: What is the nature of the expenditure?One-Time Is the Expenditure Operating or Capital?Capital Fill In Item Description[s] Baseline Budget 2014 2015 2016 2017 2018 0 (31,000)0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Sub-Total $0 ($31,000) $0 $0 $0 $0 ($31,000) $0 $0 $0 $0 Revenue and Ending Cash 2014 2015 2016 2017 2018 Ending Cash: Decrease (Increase)(31,000)0 0 0 0 Ending Cash: Carryforward 0 0 0 0 0 Grants/Contributions 0 0 0 0 0 General Fund Subsidy 0 0 0 0 0 New Revenue 0 0 0 0 Other 0 0 0 0 0 Total Revenue and Ending Cash ($31,000) $0 $0 $0 $0 Total Expenses Comments New Item For Council To Consider If previously discussed, date(s) of discussion: The Parks Construction Fund had a negative ending fund balance after the 2013 year-end adjustment was made to the 2014 Beginning Fund Balance. The City is reducing the capital expenditure BARS number bringing the fund balance to a positive number. Parks, Recreation & Cultural Services PARKS CONSTRUCTION Administration Fund Name:Fund Balance Adjustment Deb Sharp 132.000.64.594.76 N/A Construction - 65 Packet Page 71 of 177 AM-6983 2. A. City Council Committee Meetings Meeting Date:07/08/2014 Time:5 Minutes Submitted By:Shane Hope Department:Development Services Committee: Parks, Planning, Public Works Type: Action Information Subject Title Authorization to Amend Interlocal Agreement with Snohomish County for "Urban County" Requalification with HUD Recommendation Recommend that "Authority to Execute an Amendment to the Interlocal Agreement with Snohomish County for Urban County Requalification..." be added to the City Council's July 15 Consent Agenda. Previous Council Action In 1999, the City Council approved an interlocal agreement with Snohomish County establishing Snohomish County as an Urban County that could qualify for federal HUD grants and identifying certain city roles. (See attached Interlocal Cooperation Agreement.) Narrative The City has an Interlocal Agreement (ILA), attached, with Snohomish County that: (a) recognizes Snohomish County as an Urban County for federal HUD purposes, thereby allowing Snohomish County to receive grants under HUD Block Grant programs, such as CDBG,; and (b) identifies the City's roles in related activities, such as being eligible for project funding and participating in the Technical Advisory Committee. The HUD grant funds go toward affordable housing and community development projects administered by Snohomish County. Edmonds participates in the block grant process as a member of the Urban County Consortium. Membership includes being able to apply for and help select projects for funding. The original ILA includes language allowing the agreement to be automatically renewed every three years. However, a letter from Snohomish County (attached : "Letter...") indicates that this year, HUD is requiring Snohomish County to re-qualify as an Urban County for funding purposes. To re-qualify, Snohomish County needs participating cities to execute an amendment to the existing agreement (attached: "Amendment"). The proposed amendment basically: - Adds a new grant program, Emergency Solutions Grant Program (ESG) - Updates language about federal laws (Fair Housing Act, etc.) - States that block grant funds cannot be traded for other activities; and - Makes minor technical clarifications. If the City Council approves execution of the ILA amendment, Edmonds will be able to continue as a partner in the Urban County Consortium. This includes being able to apply for funding under HUD block grant programs. If the City Council does not approve the ILA amendment, Edmonds will not be able to continue in the Consortium. Attachments Exhibit 1:Letter from Snohomish County Human Services Snohomish County ILA ILA Amendment 1 Form Review Packet Page 72 of 177 Inbox Reviewed By Date City Clerk Scott Passey 07/02/2014 03:58 PM Mayor Dave Earling 07/02/2014 04:00 PM Finalize for Agenda Scott Passey 07/02/2014 04:03 PM Form Started By: Shane Hope Started On: 07/02/2014 12:18 PM Final Approval Date: 07/02/2014 Packet Page 73 of 177 P a c k e t P a g e 7 4 o f 1 7 7 P a c k e t P a g e 7 5 o f 1 7 7 P a c k e t P a g e 7 6 o f 1 7 7 P a c k e t P a g e 7 7 o f 1 7 7 P a c k e t P a g e 7 8 o f 1 7 7 P a c k e t P a g e 7 9 o f 1 7 7 P a c k e t P a g e 8 0 o f 1 7 7 P a c k e t P a g e 8 1 o f 1 7 7 P a c k e t P a g e 8 2 o f 1 7 7 P a c k e t P a g e 8 3 o f 1 7 7 P a c k e t P a g e 8 4 o f 1 7 7 P a c k e t P a g e 8 5 o f 1 7 7 P a c k e t P a g e 8 6 o f 1 7 7 P a c k e t P a g e 8 7 o f 1 7 7 AM-6975 2. B. City Council Committee Meetings Meeting Date:07/08/2014 Time:5 Minutes Submitted For:Mike DeLilla Submitted By:Megan Luttrell Department:Engineering Committee: Parks, Planning, Public Works Type: Action Information Subject Title Authorization for the Mayor to sign a Professional Services Agreement with Murray, Smith & Associates for design services for the 2015 Sewerline Replacement Project Recommendation Forward the item to the consent agenda for approval at July 15, 2014 City Council meeting. Previous Council Action None. Narrative The City issued a Request for Qualifications (RFQ) in March 2014, to hire a consultant to support City staff with design of the 2015 Sewerline Replacement project. The City received statements of qualifications from seven engineering firms and the selection committee chose Murray, Smith & Associates (MSA) to provide design services based on their qualifications, experience and approach. The 2015 Sewer Replacements will upgrade/replace portions of the City’s sewage collection system at 7 primary locations and 4 “spot repairs” throughout the City. The selection of the sites was determined using data supplied in the 2014 Sewer Comprehensive Plan and input from City Public Works staff. Projects will aim to reduce annual maintenance costs by replacing dilapidated infrastructure. The City has negotiated a consultant fee of $321,634 to complete the design services. The design fee includes a $35,000 management reserve to address unanticipated work or changes during the design process. The key tasks within the scope of work include survey, design, easement acquisition support and preparation of construction specifications. This contract will be funded by Fund 423 – Sewer Projects. Attachments MSA Agreement Project Location Map Form Review Inbox Reviewed By Date Engineering Robert English 07/02/2014 04:53 PM Public Works Megan Luttrell 07/02/2014 04:57 PM City Clerk Scott Passey 07/02/2014 05:01 PM Mayor Dave Earling 07/02/2014 05:29 PM Finalize for Agenda Scott Passey 07/03/2014 08:24 AM Form Started By: Megan Luttrell Started On: 07/01/2014 03:02 PM Final Approval Date: 07/03/2014 Packet Page 88 of 177 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, made and entered into between the City of Edmonds, hereinafter referred to as the "City", and Murray, Smith & Associates, Inc. hereinafter referred to as the "Consultant"; WHEREAS, the City desires to engage the professional services and assistance of a consulting firm to provide design services with respect to the 2015 Sewerline Replacement Project; NOW, THEREFORE, in consideration of mutual benefits accruing, it is agreed by and between the parties hereto as follows: 1. Scope of work. The scope of work shall include all services and material necessary to accomplish the above mentioned objectives in accordance with the Scope of Services that is marked as Exhibit A, attached hereto and incorporated herein by this reference. 2. Payments. The Consultant shall be paid by the City for completed work for services rendered under this Agreement as provided hereinafter. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment and incidentals necessary to complete the work. A. Payment for work accomplished under the terms of this Agreement shall be on a time and expense basis as set forth on the fee schedule found in Exhibit B, provided, in no event shall the payment for work performed pursuant to this Agreement exceed the sum of $321,634. B. All vouchers shall be submitted by the Consultant to the City for payment pursuant to the terms of this Agreement. The City shall pay the appropriate amount for each voucher to the Consultant. The Consultant may submit vouchers to the City biweekly during the progress of the work for payment of completed phases of the project. Billings shall be reviewed in conjunction with the City's warrant process. No billing shall be considered for payment that has not been submitted to the City Engineer three days prior to the scheduled cut-off date. Such late vouchers will be checked by the City and payment will be made in the next regular payment cycle. C. The costs records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City for a period of three years after final payment. Copies shall be made available upon request. Packet Page 89 of 177 3. Ownership and use of documents. All research, tests, surveys, preliminary data and any and all other work product prepared or gathered by the Consultant in preparation for the services rendered by the Consultant under this Agreement shall be and are the property of the Consultant, provided, however, that: A. All final reports, presentations and testimony prepared by the Consultant shall become the property of the City upon their presentation to and acceptance by the City and shall at that date become the property of the City. B. The City shall have the right, upon reasonable request, to inspect, review and copy any work product during normal office hours. Documents prepared under this agreement and in the possession of the Consultant may be subject to public records request and release under Chapter 42.56 RCW. C. In the event that the Consultant shall default on this Agreement, or in the event that this contract shall be terminated prior to its completion as herein provided, the work product of the Consultant, along with a summary of work done to date of default or termination, shall become the property of the City and tender of the work product and summary shall be a prerequisite to final payment under this contract. The summary of work done shall be prepared at no additional cost. 4. Time of performance. The Consultant shall perform the work authorized by this Agreement promptly in accordance with the receipt of the required governmental approvals. 5. Indemnification / Hold harmless agreement. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses, demands, or suits at law or equity arising from the acts, errors or omissions of the Consultant in the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant’s liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant’s negligence. The Consultant shall comply with all applicable sections of the applicable Ethics laws, including RCW 42.23, which is the Code of Ethics for regulating contract interest by municipal officers. The Consultant specifically assumes potential liability for actions brought by the Consultant’s own employees against the City and, solely for the purpose of this indemnification and defense, the Consultant specifically waives any immunity under the state industrial insurance law, Title 51 RCW. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 6. General and professional liability insurance. The Consultant shall obtain and keep in force during the terms of the Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to Title 48 RCW. Packet Page 90 of 177 Insurance Coverage A. Worker’s compensation and employer’s liability insurance as required by the State. B. Commercial general liability and property damage insurance in an aggregate amount not less than two million dollars ($2,000,000) for bodily injury, including death and property damage. The per occurrence amount shall not exceed one million dollars ($1,000,000). C. Vehicle liability insurance for any automobile used in an amount not less than a one million dollar ($1,000,000) combined single limit. D. Professional liability insurance in the amount of one million dollars ($1,000,000). Excepting the Worker’s Compensation Insurance and Professional Liability Insurance secured by the Consultant, the City will be named on all policies as an additional insured. The Consultant shall furnish the City with verification of insurance and endorsements required by the Agreement. The City reserves the right to require complete, certified copies of all required insurance policies at any time. All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. The Consultant shall submit a verification of insurance as outlined above within fourteen days of the execution of this Agreement to the City. No cancellation of the foregoing policies shall be effective without thirty days prior notice to the City. The Consultant’s professional liability to the City shall be limited to the amount payable under this Agreement or one million dollars ($1,000,000), whichever is the greater, unless modified elsewhere in this Agreement. In no case shall the Consultant’s professional liability to third parties be limited in any way. 7. Discrimination prohibited. Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, age, sex, sexual orientation, marital status, veteran status, liability for service in the armed forces of the United States, disability, or the presence of any sensory, mental or physical handicap, or any other protected class status, unless based upon a bona fide occupational qualification. 8. Consultant is an independent contractor. The parties intend that an independent contractor relationship will be created by this Agreement. No agent, employee or representative of the Consultant shall be deemed to be an agent, employee or representative of the City for any purpose. Consultant shall be solely responsible for all acts of its agents, employees, representatives and subcontractors during the performance of this contract. 9. City approval of work and relationships. Notwithstanding the Consultant's status as an independent contractor, results of the work performed pursuant to this contract must meet the approval of the City. During pendency of this agreement, the Consultant shall not perform work for any party with respect to any property located within the City of Edmonds or for any project subject to the administrative or quasijudicial review of the City without written notification to the City and the City’s prior written consent. Packet Page 91 of 177 10. Termination. This being an Agreement for professional services, either party may terminate this Agreement for any reason upon giving the other party written notice of such termination no fewer than ten days in advance of the effective date of said termination. 11. Integration. The Agreement between the parties shall consist of this document, the Scope of Services attached hereto as Exhibit A, and the Fee Schedule attached hereto as Exibit B. These writings constitute the entire Agreement of the parties and shall not be amended except by a writing executed by both parties. In the event of any conflict between this written Agreement and any provision of Exhibits A or B, this Agreement shall control. 12. Changes/Additional Work. The City may engage Consultant to perform services in addition to those listed in this Agreement, and Consultant will be entitled to additional compensation for authorized additional services or materials. The City shall not be liable for additional compensation until and unless any and all additional work and compensation is approved in advance in writing and signed by both parties to this Agreement. If conditions are encountered which are not anticipated in the Scope of Services, the City understands that a revision to the Scope of Services and fees may be required. Provided, however, that nothing in this paragraph shall be interpreted to obligate the Consultant to render or the City to pay for services rendered in excess of the Scope of Services in Exhibit A unless or until an amendment to this Agreement is approved in writing by both parties. 13. Standard of Care. Consultant represents that Consultant has the necessary knowledge, skill and experience to perform services required by this Agreement. Consultant and any persons employed by Consultant shall use their best efforts to perform the work in a professional manner consistent with sound engineering practices, in accordance with the schedules herein and in accordance with the usual and customary professional care required for services of the type described in the Scope of Services. 14. Non-waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 15. Non-assignable. The services to be provided by the Consultant shall not be assigned or subcontracted without the express written consent of the City. 16. Covenant against contingent fees. The Consultant warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of making of this contract. For breach or violation of this warranty, the City shall have the right to annul this contract without liability or, in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 17. Compliance with laws. The Consultant in the performance of this Agreement shall comply with all applicable Federal, State or local laws and ordinances, including Packet Page 92 of 177 regulations for licensing, certification and operation of facilities, programs and accreditation, and licensing of individuals, and any other standards or criteria as described in the Agreement to assure quality of services. The Consultant specifically agrees to pay any applicable business and occupation (B & O) taxes which may be due on account of this Agreement. 18. Notices. Notices to the City of Edmonds shall be sent to the following address: City of Edmonds 121 Fifth Avenue North Edmonds, WA 98020 Notices to the Consultant shall be sent to the following address: Murray, Smith & Associates, Inc. 2707 Colby Ave, Suite 1110 Everett, WA 98201 Receipt of any notice shall be deemed effective three days after deposit of written notice in the U.S. mails, with proper postage and properly addressed. DATED THIS _______ DAY OF __________________, 20_____. CITY OF EDMONDS MURRAY, SMITH & ASSOCIATES, INC. By By David O. Earling, Mayor Its ATTEST: ________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Office of the City Attorney Packet Page 93 of 177 STATE OF WASHINGTON ) )ss COUNTY OF ) On this day of , 20 , before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared , to me known to be the of the corporation that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument and that the seal affixed is the corporate seal of said corporation. WITNESS my hand and official seal hereto affixed the day and year first above written. NOTARY PUBLIC My commission expires: Packet Page 94 of 177 EXHIBIT A SCOPE OF WORK CITY OF EDMONDS 2015 SEWERLINE REPLACEMENT PROJECT ENGINEERING SERVICES Background Murray, Smith & Associates, Inc. (MSA) has developed the following scope of work and fee estimate to provide engineering services for the City of Edmonds (City) 2015 Sewerline Replacement project. Services under this scope include design of sanitary sewer replacements at seven locations and sanitary sewer spot repairs at four locations identified by the City during a meeting on May 28th and listed below. Sanitary Sewer Replacements • Project #1 - Brookmere Dr. & Caspers St. • Project #2 - Walnut St. from 96th Ave W. to 9th Ave S. • Project #3 - Maple St. & 6th Ave S. • Project #4 - Walnut St. & 3rd Ave S. • Project #5 - 5th Ave S. between Dayton St. & Main St. • Project #6 - 88th Ave W. & Puget Dr. • Project #7 - Main St. & 9th Ave N. Sanitary Sewer Spot Repairs • Project #8 - Elm Place • Project #9 - Poplar Way • Project #10 - Cascade Drive • Project #11 - Cyrus Place Based on our understanding of the project and discussions with City staff, MSA will provide preliminary and final design services, including support services to assist the City on an as- needed basis during permitting, easement acquisition, bidding, and construction. The City will take the lead on accomplishing all environmental, permitting, easement acquisition, bidding and construction management/inspection tasks. The estimated project schedule included near the end of this scope of work reflects the City's desire to complete all design and construction work by the end of 2015. SCOPE OF WORK MSA’s proposed work program is detailed below. Task 1 - Project Management and Coordination Packet Page 95 of 177 This task provides for management of the project and coordination with the project team. Elements of this task will include: 1.1 Correspondence and Coordination with City - All communication will be coordinated through the City’s Project Manager. Correspondence with the City Project Manager via phone conversations and e-mail will include the communication of project decisions, project status, work activities, and issues requiring City input. 1.2 Budget Review, Invoices and Progress Reports - MSA’s Project Manager will monitor project costs and manage budget and billing tasks, including preparation and submission of monthly invoices and progress reports. 1.3 Kick-off and Project Coordination Meetings - Prepare for and conduct project kick- off meeting with City staff and key team members to discuss project, review project schedule and discuss key elements of the project. Prepare for and conduct up to four (4) project coordination or review meetings with City staff to discuss project elements during design. Prepare meeting agenda and record meeting summary to document items discussed and transmit to City. 1.4 Quality Assurance/Quality Control (QA/QC) – Perform in-house quality assurance reviews of all deliverables. Assumptions: • MSA will prepare for and attend one (1) kick-off meeting and up to four (4) project coordination or review meetings during the design phase. City Responsibilities: • Attend kick-off meeting and project coordination meetings MSA Deliverables to City: • Correspondence, e-mails and other documentation • Monthly billing statements and activity reports • Kick-off meeting agenda and minutes • Project coordination meeting agenda and minutes Task 2 – Data Gathering and Utility Coordination This task consists of data gathering and utility coordination work. Elements of this task will include: 2.1 Data Collection and Review - Work under this subtask includes gathering and reviewing all relevant data to complete the preliminary engineering tasks. A number of documents and reports will be requested and reviewed as part of this task, including CCTV inspections and deficiency reports. MSA will develop a formal “Request for Information” process and coordinate with the City during data collection to ensure all necessary information is gathered for the project. Packet Page 96 of 177 2.2 Utility Coordination and Analysis - Acquire utility system mapping, perform a utility conflict analysis and identify potential utility conflicts. Develop a list of potential conflict locations to obtain specific utility information, including dimensions, location and depth, utilizing potholing techniques on an as-needed basis. Assumptions: • MSA will review CCTV inspection and deficiency reports for the eleven (11) project locations. City Responsibilities: • City to provide CCTV inspection and deficiency reports • City to provide all available as-built documents for City facilities • City crews to perform potholing as determined by the utility conflict analysis and on an as-needed basis. MSA Deliverables to City: • Electronic copy of formal “Request for Information” Task 3 – Preliminary Design This task provides for preliminary engineering design services for the proposed sewerline replacement project and includes the following elements: 3.1 Plans (30% Design Completion Level) - Using the project information developed in the previous tasks, prepare preliminary design drawings to the 30% design completion level. Preliminary drawings will show plan and profile views and major project elements. Drawings will be developed at 1-inch = 20-feet scale in AutoCAD electronic format. The drawings will be prepared and submitted to the City for review and comment. 3.2 Engineer’s Opinion of Probable Construction Cost - A preliminary engineer’s opinion of probable construction cost to 30% design completion level will be developed and include a schedule of estimated quantities, unit prices, and total preliminary construction cost for the project. 3.3 City Review and Meeting – Meet with City to receive review comments and confirm the scope of the project that will be carried forward to the Final Design phase. Assumptions: • The complete Project Contract Document package (front end, specifications, appendices, etc.) will not be prepared for the preliminary design phase. • MSA will follow the City’s cost estimating policy in preparing the Engineer’s Opinion of Probable Construction Cost. City Responsibilities: Packet Page 97 of 177 • Complete review of the preliminary design drawings, engineer’s opinion of probable construction cost and all supporting documentation with verbal or written comments. City review period is assumed to be 2 weeks. • Participate in review meeting. MSA Deliverables to City: • One (1) electronic copy in PDF format of the 30% design drawings. • One (1) electronic copy of engineer’s opinion of probable construction cost. • Electronic copy of 30% design drawings in AutoCAD Civil 3D 2012 format. Task 4 – Final Design This task will produce final plans for the project with direction from the preliminary design work task. Final design plans will be presented at the 60% and 90% completion level for review by the City. Final bid ready plans at the 100% completion level will incorporate all prior review comments and will be suitable for bidding. Elements of this task will include: 4.1 Plans, Specifications Review and Opinion of Cost (60% and 90% Design Completion Level) A. The preliminary design drawings (30% design completion level) will be revised and further developed to incorporate comments from the City’s review of the preliminary design. Develop design plans and engineer’s opinion of probable construction cost to approximately 60% and 90% design completion level. A preliminary list of drawings anticipated in the complete plan set is shown below; actual list may differ depending on final set of improvements to be designed. Drawing No. Description General G1 Cover Sheet, Vicinity Map, List of Drawings G2 General Notes G3 Legend and Abbreviations Civil C1 through C16 Sewer Plan and Profile C17 through C20 General Civil Details C21 through C23 Restoration Plans and Details B. MSA will prepare technical specifications and appendices to support the design and will include in the project Contract Documents. Specifications will be prepared based on the WSDOT 2014 Standard Specifications. The City's front end specifications will be reviewed to ensure consistency between technical specifications and contractual documents. Packet Page 98 of 177 C. An engineer’s opinion of probable construction cost will be developed and will include a schedule of estimated quantities, unit prices, and total construction cost for the project. D. Submit 60% and 90% design package, including complete plan set, specifications, project schedule and engineer’s opinion of probable construction cost, to the City for review and comment. 4.2 Final Bid Ready Plans and Review of Specifications A. The 90% design package will be revised and further developed to incorporate comments from the City’s review of the 90% design. Develop design plans, project schedule and engineer’s opinion of probable construction cost that are ready for bidding. Revise bid proposal quantities to reflect a bid-ready design package. B. Submit stamped and signed bid-ready Contract Documents to City for distribution. 4.3 Constructability Review - Provide a limited constructability review of the proposed improvements in support of the City’s constructability review and identify issues that could affect the construction of the improvements as designed or the construction schedule. 4.4 Permitting Support (As Needed) - Provide assistance as required in developing figures, preliminary plans, information and supporting graphic documentation for permits prepared and submitted by the City. Assumptions: • MSA shall apply a Washington Professional Engineer’s stamp with signature and date on the final bid-ready edition of the design plans and specifications. • City will take the lead in preparing permits and coordinating project elements with key stakeholders, including WSDOT, WDFW, franchised utilities and public as affected by the project. • Review comments will be received in a complete, single submittal. Multiple rounds of review comments on the same design completion submittal are not anticipated. • MSA’s support services for permitting will be performed up to the extent of the fee estimate for the permitting support task, unless otherwise approved in advance by the City through a budget amendment or authorization to invoice against the Unanticipated Task Reserve budget. • Contractor shall be responsible for the development of traffic control and erosion control plans. • City to coordinate and submit bid-ready contract documents to Builders Exchange or similar service. • No Critical Areas Study is required. Packet Page 99 of 177 • MSA will follow the City’s cost estimating policy in preparing the Engineer’s Opinion of Probable Construction Cost. • City Responsibilities: • Complete technical review of the documents at 60% and 90% design completion level with verbal or written comments. City review period for the submittal is 2 weeks. • Provide electronic files, and periodic updates, of text, forms, schedules and other components of the contract documents, including preferred front-end sections. • City to provide AutoCAD drawings of standard details to be incorporated into the contract documents. • City to provide a constructability review of the proposed improvements. • City will take the lead in coordinating all State and Federal permits. • City to prepare and submit any required JARPA to Department of Ecology or Washington Department of Fish and Wildlife. • City Will coordinate with WSDOT for any work within SR 524 and will obtain any required franchise permits or other approvals. MSA Deliverables to City: • Submission for 60% and 90% design packages include an electronic copy in PDF format of plan set, specifications (also in MS Word), project schedule and engineer’s opinion of probable construction cost on CD. • Electronic copy of 60%, 90% and 100% design drawings in AutoCAD 2012 and Civil 3D formats. Task 5 – Bidding Support (As Needed) This task includes supporting the City on an as-needed basis in providing assistance during bidding of the project. Anticipated elements of this task include: 5.1 Bidder Inquiries and Addenda - Respond to questions from bidders, subcontractors, equipment suppliers and other vendors regarding the project, plans and specifications. Maintain a written record of communications during the bidding process. Prepare and issue any addenda as necessary to clarify the contract documents. 5.2 Pre-bid Conference - Attend a pre-bid conference, if necessary, for the project and provide support to the City for specific agenda items. Assumptions: • The City will take the lead in tasks associated with printing bid documents, document distribution, bid advertisement, addenda distribution, plan holder administration, bid evaluation, bid tabulation etc. • MSA’s support services during bidding will be performed up to the extent of the fee estimate for the Bidding Support task, unless otherwise approved in advance by the Packet Page 100 of 177 City through a budget amendment or authorization to invoice against the Unanticipated Task Reserve budget. MSA Deliverables to City: • Draft addenda as required for the City to distribute to plan holders. Task 6 – Construction Support (As Needed) This task represents minimal involvement by MSA during construction in support of the City’s on-site inspector and construction management staff. MSA’s services will be provided on an as-needed basis and will be limited to incidental support and periodic collaboration with the City and the construction contractor, all at the direction of the City. Anticipated elements of this task will include: 6.1 Submittals Review - At the request of the City, MSA will review and process technical submittals. MSA will consider and evaluate any alternatives or substitutions proposed by the contractor. MSA will also prepare and maintain a log of submittals reviewed, noting the date received, item submitted on, applicable specification section, resolution and current status. 6.2 Clarifications and Changes - At the request of the City, MSA will assist with issuing clarifications to the construction contractor and producing design changes if necessary. 6.3 Record Drawings (As-built Drawings) - Prepare record drawings in AutoCAD to indicate changes made during construction, based on notes and sketches provided by the City. Assumptions: • MSA will not be involved in the preconstruction conference, construction meetings, on-site inspection, and other construction administration/management activities not identified above. • MSA’s support services during construction will be performed up to the extent of the fee estimate for the Construction Management Support task, unless otherwise approved in advance by the City through a budget amendment or authorization to invoice against the Unanticipated Task Reserve budget. • For the purpose of developing this scope of work and associated fee estimate, 4submittals and 3 clarifications and changes are anticipated. • Geotechnical monitoring and compaction testing services will be provided by a firm retained by the City. City Responsibilities: • City will review all requests for information. • City will provide full-time on-site inspection and will take the lead in administrating and managing the construction contract and communicating with the construction contractor. Packet Page 101 of 177 • City will provide a single copy of complete and fully-coordinated construction markups for production of as-built plans. MSA Deliverables to City: • Submittal review forms in response to contractor submittals • Written clarifications and design plan modifications, as requested • One (1) electronic copy in PDF format of as-built drawings • Electronic copy of record drawings in AutoCAD Civil3D 2012 format Task 7 – Surveying Services (Subconsultant Services) This task will provide surveying and base mapping services prepared by a licensed professional surveyor, which will be used to produce the design plans. Surveying will be conducted by MSA’s subconsultant Duane Hartman & Associates, Inc. (DHA). MSA will coordinate the extent of the survey and review and provide comment on the base mapping to the surveyor. This task includes the following elements: 7.1 Control - Horizontal control (NAD 83/91) and vertical control (NAVD 88) shall be established from the nearest approved City control monument for each of the various project sites. Control monument selection and survey methodology to be used shall be coordinated with and approved by the City prior to beginning the control survey. All survey control work shall be recorded in a field book. 7.2 Utility Locates - Order and perform design locates (surface markings) of all known underground conductible utilities and coordinate with City crews to physically locate all water service and sewer connections in the field, and incorporate those locations into the base maps. All other underground utility lines and services to be approximated based on painted surface markings and/or existing record as-built drawings obtained. 7.3 Survey Scope - Show all known utilities including individual service lines, water meters, curb stops, water and gas valves, manholes, catch basins, power poles, buried power lines, etc. Survey the painted utility locate marks and coordinate the survey with utility locate personnel. Provide invert elevations of pipes, swales, ditches, or other conveyances for surface runoff, and lid and invert elevations for catch basins and manholes. Show right-of-way, centerline, property boundaries and easements on plans. Locate and map all private structures within City right-of-way and easements. Show property lines and field check street addresses. 7.4 Base Mapping - The preliminary survey base map will be submitted electronically for review in PDF format. Base mapping will be provided at a scale of 1-inch = 20-feet and topographic contours at 2-foot intervals. Provide full-size hard copies of the final survey control drawing for project use. Assumptions: • Right-of-way limits will be shown using available GIS and AutoCAD information Packet Page 102 of 177 • Surveyor will provide private utility locator to perform locating services. • Field stake and prepare up to six easement legal descriptions and exhibits City Responsibilities: • City crews to locate and surface mark all water service connections and sewer laterals in advance of field surveys • Review electronic copy of base map and provide written comments • Coordinate right-of-entry for surveying on private property MSA Deliverables to City: • Base mapping at scale of 1-inch =20-feet and topographic contours at 2-foot intervals • Copies of field notes, field book with survey control data, computer listings and computer readable files of the survey data points • Survey control drawing that is stamped and signed by a professional land surveyor Task 8 – Geotechnical Engineering (Subconsultant Services) This task will provide geotechnical engineering services for the project. The geotechnical engineering work will be conducted by MSA’s subconsultant, Landau Associates, and will include field investigations (borings), laboratory testing, technical evaluation, and design recommendations. MSA will coordinate proposed exploration boring locations and review and provide comment on the Geotechnical Report. This task includes the following elements: 8.1 Preliminary Site Assessment - Review geologic maps, soil surveys, and available geotechnical reports in the vicinity regarding subsurface soil and groundwater conditions. Review available reports and the Department of Ecology’s data base to assess the potential for encountering contaminated soils. Prepare traffic control plan and obtain right-of-way permitting for geotechnical investigation field work. Obtain utility clearance and review utility locates performed under the previous task. Perform site visit and assessment. 8.2 Geotechnical Field Study - Explore subsurface soil and groundwater conditions along the proposed alignment by drilling up to nine (9) exploration borings approximately 10 to 15 feet below ground surface. Borings will be located in close proximity to the proposed sewer line replacement. It is anticipated that traffic control equipment and flaggers will be necessary for this work. The drilling, sampling, and groundwater observations will be accomplished under the direction of an experienced geotechnical engineer or engineering geologist from Landau Associates. A detailed log of materials and conditions uncovered during the course of the work will be maintained. Field testing shall be according appropriate ASTM Standards and soil samples will be collected and transported to a laboratory for further testing. Once the samples are collected, each boring will be backfilled with imported materials and patched with concrete as applicable. Packet Page 103 of 177 8.3 Data Reduction and Laboratory Analysis - Laboratory tests will be conducted to provide data on the important physical characteristics of the soils for engineering studies and analyses. The laboratory tests will be limited to standard classification tests, such as moisture content, particle size distribution and triaxial strength tests, as appropriate. 8.4 Contaminated Soils Discovery and Analysis – Due to previous activity at some of the project sites there is a potential to encounter areas of contaminated soils. Work under this subtask shall include sampling and testing soil samples if field screening indicated the need to test for contaminated soil. Testing shall include chemical analyses on up to two samples for common subsurface contaminants; hydrocarbons, creosols, etc. Contaminated soil shall be properly transported and disposed at an approved site such as CEMEX in Everett, WA. 8.5 Geotechnical Report - Engineering analysis and evaluation of data obtained in prior subtasks will be performed and documented in a Geotechnical Report. A draft and final report will be prepared to document subsurface condition encountered at each exploration boring and provide recommendations for installation techniques for the proposed sewerline improvements that will include but not limited to shoring, dewatering and foundation stabilization. Assumptions: • No temporary or permanent easements will be required • Field investigation services will be scheduled to allow City to provide adequate notification to public • Up to nine exploration borings are anticipated • Up to two borings may encounter contaminated soils City Responsibilities: • City crews to locate and surface mark all water service connections and sewer laterals in advance of borings • Provide right-of-way use permit and City owned utility locates for exploration program • Review proposed boring locations and make site visit to confirm proposed exploration program • Provide available existing geotechnical investigation documents from past projects within the project vicinity MSA Deliverables to City: • One PDF file of the draft and final Geotechnical Report Task 9 – Easement Acquisition Support (As Needed) This task will provide assistance to the City for the acquisition of easements along the existing sewer pipeline alignment outside of the public right-of-way where existing easements are insufficient or do not exist. Easement acquisition support will be conducted Packet Page 104 of 177 by MSA’s subconsultant, Universal Field Services (UFS). This task includes the following elements: 9.1 Easement Review Meeting – Meet with City to review existing easement documentation and determine easement needs to accommodate sewer alignments through private property. 9.2 Easement Support Services – Based on the easement needs defined in Subtask 9.1, provide the necessary support services to the City for the acquisition of easement on an as needed basis. Support services may include, but may not be limited to: • Title Reports and Documents - Ordering preliminary title reports for the properties requiring easements and prepare individual deed and easement documents based on City desired document format. • Defining Easements – Field stake existing sewer alignment for property owner review, and prepare required easement legal descriptions and exhibits. • Offer Presentations, Legal Reviews and Final Closing Coordination - Following City approval, prepare individual property owner offers and conduct personal offer presentations. UFS will work with each property owner to reach satisfactory agreement to both the owner and City. UFS will make recommendations and prepare justification letters as needed. Coordinate the final closing, final reviews and details with the title company and City legal counsel as required. Review updated title reports and set up closing at the title company. Provide City with a file of all executed documents for each easement. Assumptions: • Easement Support Services, Subtask 9.2, will be on an as needed basis based on the need for easements as defined in Subtask 9.1. For the purpose of developing a fee estimate, an allowance of $25,000 has been included in the fee estimate for Easement Support Services, Subtask 9.2. • Budget allowance for Easement Support Services, Subtask 9.2, shall only be utilized after MSA provides the City with a scope and fee for the services that will be performed. Such services will be undertaken only after written authorization from the City. • City shall be responsible for title company final closing, recording and issuing payment fees. • Easement support services will be performed up to the extent of the fee estimate for the Easement Acquisition Support task, unless otherwise approved in advance by the City through a budget amendment or authorization to invoice against the Unanticipated Task Reserve budget. City Responsibilities: Packet Page 105 of 177 • City to participate in easement review meetings and provide all associated easement documents and records. • City to secure property owner right of entry agreement. Task 10 – Unanticipated Task Reserve (As Needed) A reserve budget amount has been included in the fee estimate for work under this task, which may include additional unanticipated labor or expenses not specifically identified in the scope of work tasks defined above. Such work items will be undertaken only after written authorization from the City. Estimated Schedule MSA shall begin work immediately upon receipt of Notice to Proceed from the City and proceed according to the proposed schedule presented below, which reflects the City's desire to complete all design and construction work by the end of 2015. It is anticipated that the work program will be completed as shown below. However, factors beyond MSA’s control may result in the schedule being extended. The following schedule shows project milestones and estimated durations. Notice to Proceed August 1, 2014 30 Percent Complete Submittal 60 Percent Complete Submittal October 2014 November/December 2014 90 Percent Complete Submittal January 2014 Bid-Ready Documents Submittal February 2015 Bidding and Award March to April 2015 Construction May-August 2015 Packet Page 106 of 177 Princ.Princ.Engr.Engr.Sr.Admin TASK V IV VI II Tech.I $204 $198 $146 $114 $122 $74 TJP TCL NPH SMR HCM DAB Task 1 - Project Management and Coordination 1.1 Correspondence/Communication w/City 36 4 18 58 10,764$ -$ 128$ 10,892$ 1.2 Budget Review, Invoices and Progress Reports 6 12 6 24 3,420$ -$ 54$ 3,474$ 1.3 Kick-off and Project Coordination Meetings 15 20 20 4 2 61 8,896$ -$ 253$ 9,149$ 1.4 QA/QC 12 8 6 26 4,908$ -$ 59$ 4,967$ Subtotal 69 12 56 20 4 8 169 27,988$ -$ 494$ 28,482$ Task 2 - Data Gathering 2.1 Data Collection and Review 4 12 32 4 2 54 6,852$ -$ 163$ 7,015$ 2.2 Utility Coordination and Analysis 12 24 4 2 42 5,124$ -$ 145$ 5,269$ Subtotal 4 0 24 56 8 4 96 11,976$ -$ 308$ 12,284$ Task 3 - Preliminary Design 3.1 30% Plans 12 40 120 80 2 254 31,876$ -$ 1,659$ 33,535$ 3.2 Engineer's Opinion of Const. Cost 2 8 16 26 3,400$ -$ 34$ 3,434$ 3.3 City Review Meeting 2 3 4 1 10 1,376$ -$ 134$ 1,510$ Subtotal 16 0 51 140 80 3 290 36,652$ -$ 1,827$ 38,479$ Task 4 - Final Design 4.1 Plans, Specs, & Estimate (60%, 90%)16 80 240 140 12 488 60,272$ -$ 2,923$ 63,195$ 4.2 Final Bid Ready PS&E 8 30 60 60 4 162 20,468$ -$ 1,175$ 21,643$ 4.3 Constructability Review 4 4 2 1 11 1,974$ -$ 30$ 2,004$ 4.4 Permitting Support (As Needed)1 2 6 2 11 1,328$ -$ 43$ 1,371$ Subtotal 29 4 114 306 200 19 672 84,042$ -$ 4,170$ 88,212$ Task 5 - Bidding and Award 5.1 Bidder Inquiries and Addenda 1 8 12 2 1 24 3,058$ -$ 83$ 3,141$ 5.2 Pre-Bid Conference 4 4 8 1,400$ -$ 34$ 1,434$ Subtotal 5 0 12 12 2 1 32 4,458$ -$ 117$ 4,575$ Task 6 - Construction Support (As Needed) 6.1 Submittals Review 2 12 32 46 5,808$ -$ 118$ 5,926$ 6.2 Clarifications and Changes 2 6 8 16 2,196$ -$ 32$ 2,228$ 6.3 Record Drawings 2 6 12 24 44 5,580$ -$ 450$ 6,030$ Subtotal 6 0 24 52 24 0 106 13,584$ -$ 600$ 14,184$ Task 7 - Surveying Services (Subconsultant) 1 4 4 9 1,090$ 41,082$ 75$ 42,247$ Subtotal 0 0 1 4 4 0 9 1,090$ 41,082$ 75$ 42,247$ Task 8 - Geotechincal Engineering (Subconsultant) 2 8 4 14 2,032$ 29,700$ 20$ 31,752$ Subtotal 2 0 8 4 0 0 14 2,032$ 29,700$ 20$ 31,752$ Task 9 - Easement Acquisition Support (As Needed) 9.1 Easement Review Meeting 2 3 4 1 10 1,376$ -$ 44$ 1,420$ 9.2 Easement Support Services (Allowance)0 25,000$ -$ 250$ 25,000$ Subtotal 2 0 3 4 0 1 10 26,376$ -$ 294$ 26,420$ Task 10 - Unanticipated Task Reserve (As Needed) 35,000$ -$ -$ 35,000$ Subtotal 0 0 0 0 0 0 0 35,000$ -$ -$ 35,000$ TOTAL 133 16 293 598 322 36 1398 243,198$ 70,782$ 7,904$ 321,634$ MSA LABOR HOURS ESTIMATED FEES MSA Labor MSA Expenses TotalTotal Hours Subs 2015 SEWERLINE REPLACEMENT PROJECT EXHIBIT B PROPOSED FEE ESTIMATE CITY OF EDMONDS Printed: 7/2/2014 MURRAY, SMITH & ASSOCIATES, INC. Engineers/Planners Page 1 of 1 Packet Page 107 of 177 2015 Sewerline Replacement Program #1-Brookmere #2-Walnut #3-Maple & 6th #5-5th Ave S #6-88th & Puget #8-Elm Pl #9-Poplar Way #10-Cascade Dr #11-Cyrus Pl #7-Main St #4-Walnut & 3rd 7 6 t h A v e W Main St 196th St SW O l y m pic View D r Pine St 6 6 t h A v e W 8 4 t h A v e W 220th St SW 8 8 t h A v e W 208th St SW 7 4 t h A v e W 6 8 t h A v e W 9 t h A v e N Bowdoin Wy 212th St SW 1 0 0 t n A v e W T a l b o t R d N 205th St/244th St SW Lund's Gulch Rd O l y m p i c A v e 5 t h A v e S 200th St SW 168th St SW 8 0 t h A v e W 224th St SW T i m b e r L n 9 5 t h P l W 7 5 t h P L W 9 6 t h A v e W 7 2 n d A v e W M e a d o w d ale Rd 2 3 1 s t St SW 206th St SW Meado w d a l e B each Rd 8 3 r d A v e W 240th St SW 7 4 t h A v e W N 205th St/244th St SW 8 0 t h A v e W I-5 99 104 524 City of Edmonds Mapbook Packet Page 108 of 177 AM-6980 2. C. City Council Committee Meetings Meeting Date:07/08/2014 Time:5 Minutes Submitted By:Shane Hope Department:Development Services Committee: Parks, Planning, Public Works Type: Action Information Subject Title Proposed Addition to Development Fee Schedule Recommendation Recommend referring "Approval of Resolution Amending Development Fee Schedule" to the City Council's July 15 Consent Calendar Previous Council Action In December, 2013, the City Council approved Resolution 1308 which adopted a development fee schedule to be effective January 1, 2014. Narrative During the reformatting and subsequent adoption by resolution of the 2014 Development Fees schedule, effective January 1, 2014, the "Violation Compliance Fee" was inadvertently deleted from the schedule. This fee is most often used for development projects that occur without the required permits, such as construction projects or tree cutting. The request is to reinstate the fee exactly as it appeared in the previous fee schedule: - Violation Compliance Fee: $240, or up to five times Permit Fee (whichever is greater) This language would be incorporated into a resolution for City Council consideration. No other fee changes are proposed. Having this item specifically included in the fee schedule provides a clear path for incentivizing compliance with the City of Emdonds' development requirements. Form Review Inbox Reviewed By Date City Clerk Scott Passey 07/02/2014 11:09 AM Mayor Dave Earling 07/02/2014 11:13 AM Finalize for Agenda Scott Passey 07/02/2014 12:03 PM Form Started By: Shane Hope Started On: 07/02/2014 10:52 AM Final Approval Date: 07/02/2014 Packet Page 109 of 177 AM-6972 3. A. City Council Committee Meetings Meeting Date:07/08/2014 Time:5 Minutes Submitted By:James Lawless Department:Police Department Committee: Public Safety, Personnel Type: Action Information Subject Title Renewal of Interlocal Agreement with Snohomish Regional Drug & Gang Task Force 2014-2015 Recommendation Staff requests and recommends forwarding to full Council for approval via consent agenda. Previous Council Action n/a Narrative Since January 1988, the Snohomish County Sheriffs Office, the City of Edmonds, and numerous other Snohomish County cities have been participants in the Snohomish Regional Drug Gang Task Force (SRDGTF) with offices located in Marysville. Edmonds was one of the original participants, contributing a detective and equipment to the unit. In more recent years, Edmonds, Lynnwood, and Mountlake Terrace established the South Snohomish County Narcotics Task Force (SSCNTF). Since the creation of the SSCNTF, Edmonds, Lynnwood, and Mountlake Terrace have chosen to continue their support of the SRDGTF through financial contribution alone. Edmonds presently has a detective assigned to the SSCNTF. The SRDGTF receives the majority of its funding through a U.S. Department of Justice grant. The grant amount is based on the number and population of municipalities that participate in the SRDGTF. The required matching funds for the federal grant come from Snohomish County and the participating municipalities. For fiscal year 2014-2015, the Snohomish County Sheriffs Office, twenty municipalities, DSHS Child Protective Services,the Washington State Patrol, and Snohomish Health District, are pledging matching funds to the SRDGTF. Edmonds’ share for July 1, 2014 through June 30, 2015 is $10,544, an increase of $546 over the last contract term. Funding for this item is included in the 2014 Edmonds Police budget. The interlocal agreement and the funding received from participating entities, is set forth in the operational framework for the SRDGTF, and has been so since 1988. The SRDGTF and SSCNTF work very closely and assist each other with staffing and equipment, as needed. For example, should we encounter a drug lab locally the SRDGTF can be called out to dismantle the lab. This assistance can literally save us thousands of dollars in overtime, training, hazardous materials and equipment expenses. A more frequent area of cooperation and assistance occurs with investigations in which the two task forces may assist each other with investigations involving mutual suspects. We request that the Council approve this matter authorizing the Mayor to sign the FY 2014-2012 interlocal agreement with SRDGTF. The ILA has been approved by the City Attorney as to form. Attachments SRDGTF Interlocal 2014-2015 Form Review Inbox Reviewed By Date City Clerk Scott Passey 07/02/2014 11:09 AM Mayor Dave Earling 07/02/2014 11:12 AM Finalize for Agenda Scott Passey 07/02/2014 12:03 PM Form Started By: James Lawless Started On: 06/30/2014 11:05 AM Final Approval Date: 07/02/2014 Packet Page 110 of 177 Packet Page 111 of 177 Packet Page 112 of 177 Packet Page 113 of 177 Packet Page 114 of 177 Packet Page 115 of 177 Packet Page 116 of 177 Packet Page 117 of 177 Packet Page 118 of 177 Packet Page 119 of 177 Packet Page 120 of 177 Packet Page 121 of 177 Packet Page 122 of 177 Packet Page 123 of 177 Packet Page 124 of 177 Packet Page 125 of 177 Packet Page 126 of 177 Packet Page 127 of 177 AM-6979 3. B. City Council Committee Meetings Meeting Date:07/08/2014 Time:10 Minutes Submitted For:Council Submitted By:Jana Spellman Department:City Council Committee: Public Safety, Personnel Type: Information Information Subject Title Discussion regarding Code of Ethics. Recommendation Previous Council Action 2012 Council Retreat : Council made this subject a priority for 2012 (minutes attached) April 10, 2012 Public Safety and Personal Committee : This agenda items was discussed (minutes attached). 2013 Council Retreat : This item was discussed (minutes attached). March 12, 2013 Public Safety and Personnel Committee: This item was discussed (minutes attached). July 9, 2013 PS/P Committee: This item was discussed (minutes attached). July 30, 2013 Council Meeting: This item was put on the August 20, 2013 Council Agenda. See excerpt from July 30, 2013 minutes below: "DISCUSSION REGARDING CODE OF ETHICS This item was moved to the August 20, 2013 Council meeting via action taken under Agenda Item 2." August 27, 2013 Council Meeting: Minutes attached. Narrative This item has been placed on the PS/P Committee for further discussion. Discussions regarding the formation of an ethics policy have occurred in Public Safety/Personnel committee meetings in 2012 and 2013. After discussion during the July 9, 2013 committee meeting, committee members Peterson and Bloom agreed to forward to full Council the Bellevue and Kirkland ethics policies and the Kirkland Code of Conduct for discussion. The committee also recommended including the Bainbridge Island "Ethics Requirements for Advisory Commissions and Committees", with focus on "4. Conduct of Public Meetings." We will also discuss an Ethics Officer, which other cities have hired on a contract basis to deal with ethics complaints. After full Council discussion on all of these issues, direction can then be given to the City Attorney on how to proceed." Attachments Attach 1: 2012 Council Retreat Minutes Attach 2 April-10-12 Minutes Public Safety, Personnel Committee Attach 3 - Exerpt from 2012 FINAL Edmonds Personnel Policies Packet Page 128 of 177 Attach 4 - Ord 3689 Conflict of Interest Attach 5: Excerpt from 2013 Council Retreat Minutes Attach 6: Minutes 3/12/13 PS/P Committee Attach 7: Minutes 7/9/13 PS/P Committee Attach 8: Kirkland Code of Conduct Attach 9: Bellevue Code of Ethics Attach 10: Bainbridge Island - Ethics Requirements for Advisory Commissions and Committees Attach 11: CITY OF KIRKLAND Chapter 3.14 CODE OF ETHICS Attach 12 - 8-27-13 Approved Council Minutes Form Review Inbox Reviewed By Date City Clerk Scott Passey 07/02/2014 11:09 AM Mayor Dave Earling 07/02/2014 11:11 AM Finalize for Agenda Scott Passey 07/02/2014 12:03 PM Form Started By: Jana Spellman Started On: 07/02/2014 10:46 AM Final Approval Date: 07/02/2014 Packet Page 129 of 177 Edmonds City Council Retreat Draft Minutes February 2-3, 2011 Page 17 before the Council is first a committee meeting or work session. Issues that have a financial impact will be discussed at a work session rather than just by the Finance Committee. It was the consensus of the Council to change the name of the Community Services/Development Services Committee to the Public Works, Parks and Planning Committees. • Mission Statements Committees will determine whether to develop a mission statement. Councilmembers Buckshnis and Yamamoto will develop a mission statement for the Finance Committee. • Clarify the Public Safety/Human Resources Committee It was the consensus of the Council to change the name of the Public Safety/Human Resources to Committee to the Public Safety and Personnel Committee. • Community Outreach, Tree Board Council President Peterson explained there has been a proposal to restart the Community Outreach Committee. Councilmember Plunkett recalled the Community Outreach Committee was discontinued after 3 years; no new methods of communicating were identified. Mayor Earling commented on the potential for an electronic newsletter. Discussion followed regarding whether to form a code rewrite committee so that the code rewrite is Council and citizen driven, technical expertise required for the code rewrite, having staff make periodic presentations at Council work sessions regarding the rewrite, the proposal by staff to restructure the code, providing opportunity for citizen comment but having professionals assemble the changes, citizen knowledge that could benefit the process, concern with citizens participating for their own benefit or at least that perception, proposal to have user groups test the model, ability for any citizen to identify code conflicts regardless of whether there is a committee structure, and asking staff whether forming a committee in the future could be helpful. The Council agreed to seek feedback from Planning Manager Rob Chave and Building Official Leonard Yarberry regarding forming a code rewrite committee and schedule further discussion on a work session agenda. Council President Peterson suggested enhancing the Council portion of the website with more updates, etc. and working with the Mayor on an electronic newsletter and then consider whether a Community Outreach Committee is needed. It was the consensus of the Council to add a Council liaison to the Tree Board and to make it a paid committee position. • Ethics Council President Peterson recalled there has been discussion about developing a code of ethics for Councilmembers. Councilmembers Fraley-Monillas, Bloom and Petso offered to serve on an ad hoc committee that would review other cities’ codes and present a draft to the Council. • Miscellaneous Mr. Taraday explained a special meeting notice must be issued for Tuesday committee meetings that begin at 6:00 p.m. If the Council wished to continue holding committee meetings at 6:00 p.m., he suggested revising the code to reflect that start time. Packet Page 130 of 177 1 PUBLIC SAFETY/PERSONNEL COMMITTEE MEETING MINUTES April 10, 2012 Committee members present: Council Member K. Michael Plunkett Council Member Joan Bloom Others present: HR Manager Mary Ann Hardie Citizen Don Hall Council Member Plunkett called the meeting to order at 7:19 pm. DISCUSSION ON CODE OF ETHICS (RELATING TO COUNCIL MEMBERS) Council Member Michael Plunkett opened the discussion by stating it was unclear as to what action/direction should be taken at this point with regard to this as Council had not given any specific direction regarding this topic although one or some council member(s) may have wanted to discuss this further. Council Member Joan Bloom stated that she had reviewed the City of Kirkland’s Code of Ethics and the Mountlake Terrace Code of Ethics and there were some concerns that she had with using a code of ethics similar to theirs. Council Member Bloom further stated that she was not aware that there was a code of ethics for Council Members. HR Manager Mary Ann Hardie affirmed this. Council Member Bloom stated that she would like to build a policy regarding a code of ethics and that this process needs to move forward. Council Member Plunkett stated that he was willing to discuss this topic since it was on the agenda, but that that he may not be interested in moving this forward [for Council consideration]. Ms. Hardie stated that she had discussed this HR Committee subject with Carrie Hite (Parks, Recreation & Cultural Services Director) prior to the meeting and that they both agreed that HR would likely not be the best (nor most appropriate) committee for this forum. Additionally, while HR had provided samples of codes of ethics from other cities it would seem that the City Attorney and/or the City Clerk’s Office [or Council] may be more appropriate for this process. Ms. Hardie also emphasized that HR was willing to continue to provide information as needed to the committee to assist with the process, but that this was not a [specific to] HR function since it did not pertain to employee related policies. There was some discussion that followed by the committee about what the process would be to create a code of ethics policy for Council members, creating a committee for this and whether or not the HR Committee was the appropriate committee for the discussion. Council Member Plunkett emphasized his concern about the subjectivity of some of the other policies from other cities and that [while the City may not have a specific code of ethics for Council Members] there are state laws that Council Members must follow. Council Member Bloom stated that she understood Council Member Plunkett’s concerns but that due to the expressed interest/concern from the citizens about the possible need for this policy, she felt it was important for: 1) The City of Edmonds to have this policy; 2) this information to be available to citizens (as well as being part of transparency of information and citizen participation); and 3) there to be continued work toward the creation of such a policy. Council Member Plunkett stated that he would like to make this information easier for citizens to access. Council Member Bloom stated that since there does not usually appear to be a large agenda for the HR Committee, that the work on this code of ethics policy could be done at this committee and that the Cities of Kirkland, Mountlake Terrace and another city may be reviewed for further policy consideration. Council Member Plunkett agreed that this could be kept on the HR Committee Meeting agenda and that further review of the policy will occur at the next meeting. Packet Page 131 of 177 2 PUBLIC COMMENT PERIOD Citizen Don Hall stated that he agreed with Council Member Plunkett that some of the code of ethics policies from other cities that he had come across did appear to be too subjective. Citizen Hall further stated that he became more interested in this topic of discussion after it was discovered that Council Members were not considered to be employees of the City and are not held to the same City Personnel Policy standards although [perhaps] they should be. This process will likely require a lot of “hands on” work and will be a difficult process. The meeting adjourned at 7:44 pm Packet Page 132 of 177 53 CHAPTER X EMPLOYEE RESPONSIBILITIES AND CODE OF ETHICS 10.1 GENERAL CODE OF CONDUCT The City’s primary function is to provide service to the citizens of Edmonds. To achieve that goal, all employees are expected to treat the public as their most valued customer. All employees are expected to serve the public in a professional manner, which is courteous, efficient and helpful. Employees must maintain a clean and neat appearance appropriate to their work assignment, as determined by their position and department head. Since the proper working relationship between employees and the City depends on each employee's on-going job performance, professional conduct and behavior, the City has established certain minimum standards of personal and professional conduct. Among the City's expectations are: tact and courtesy towards the public and fellow employees; adherence to City policies, procedures, safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the City's equipment, grounds, facilities and resources; and providing orderly and cost efficient services to its citizens. In addition, all persons representing the City of Edmonds are expected to conduct business in the following manner: All persons, representing the City of Edmonds, shall conduct business in a professional manner, respecting all citizens’ rights, and showing courtesy to all. Their actions shall be conducted within compliance of the laws and regulations governing the City’s actions, including but not limited to RCW Title 42. City representatives are expected to conduct business in an open manner. They shall not engage in any conduct which would reflect unfavorably upon City government or any of the services it provides. They must avoid any action which might result in or create the impression of using their position for private gain, giving preferential treatment or privileged information to any person, or losing impartiality in conducting the City’s business. 10.2 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST Employees shall not, directly or indirectly, engage in any outside employment or financial interest which may conflict, in the City's opinion, with the best interests of the City or interfere with the employee's ability to perform his/her assigned City job. Examples include, but are not limited to, outside employment which: Packet Page 133 of 177 54 (1) prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a regular part of the employee's job; (2) is conducted during the employee's work hours; (3) utilizes City telephones, computers, supplies, credit, or any other resources, facilities or equipment; (4) is employed with a firm which has contracts with or does business with the City; or (5) may reasonably be perceived by members of the public as a conflict of interest or otherwise discredits public service. 10.3 REPORTING IMPROPER GOVERNMENT ACTION In compliance with the Local Government Employee Whistleblower Protection Act, RCW 42.41.050, this policy is created to encourage employees to disclose any improper governmental action taken by city officials or employees without fear of retaliation. This policy also safeguards legitimate employer interests by encouraging complaints to be made first to the City, with a process provided for speedy dispute resolution. Key Definitions: Improper Governmental Action is any action by a city officer or employee that is: (1) undertaken in the performance of the official's or employee's official duties, whether or not the action is within the scope of the employee's employment, and (2) in violation of any federal, state or local law or rule, is an abuse of authority, is of substantial and specific danger to the public health or safety, or is a gross waste of public funds. (3) "improper governmental action" does not include personnel actions (hiring, firing, complaints, promotions, reassignment, for example). In addition, employees are not free to disclose matters that would affect a person's right to legally protected confidential communications. City employees who become aware of improper governmental action should follow this procedure: Bring the matter to the attention of his/her supervisor, if non-involved, in writing, stating in detail the basis for the employee's belief that an improper action has occurred. This should be done as soon as the employee becomes aware of the improper action. Packet Page 134 of 177 55 Where the employee believes the improper action involves their supervisor, the employee may raise the issue directly with Human Resources, their Department Director or the Mayor. Where the employee believes the improper action involves the Mayor, the employee may raise the issue with Human Resources or the City Attorney. The Mayor or his/her designee, as the case may be, shall promptly investigate the report of improper government action. After the investigation is completed (within thirty (30) days of the employee's report), the employee shall be advised of the results of the investigation, except that personnel actions taken as a result of the investigation may be kept confidential. An employee who fails to make a good faith effort to follow this policy shall not be entitled to the protection of this policy against retaliation, pursuant to RCW 42.41.030. In the case of an emergency, where the employee believes that damage to persons or property may result if action is not taken immediately, the employee may bypass the above procedure and report the improper action directly to the appropriate government agency responsible for investigating the improper action. For the purposes of this section, an emergency is a circumstance that if not immediately changed may cause damage to persons or property. Employees may report information about improper governmental action directly to an outside agency if the employee reasonably believes that an adequate investigation was not undertaken by the City to determine whether an improper government action occurred, or that insufficient action was taken by the City to address the improper action or that for other reasons the improper action is likely to recur. Outside agencies to which reports may be directed include: Snohomish County Prosecuting Attorney Washington State Auditor M/S 504 Capital Campus Everett, WA 98201 P.O. Box 40021 (425)388-3333 Olympia, WA 98504 (360)902-0370 Washington State Attorney General 1125 Washington Street SE P.O. Box 40100 Olympia, WA 98504 (360)753-6200 If the above-listed agencies do not appear to appropriate in light of the nature of the improper action to be reported, contact information for other state and county agencies may be obtained via the following link: http://access.wa.gov/agency/agency.aspx. It is unlawful for a local government to take retaliatory action because an employee, in good faith, provided information that improper government action occurred. Retaliatory Packet Page 135 of 177 56 Action is any material adverse change in the terms and conditions of an employee's employment. Employees who believe they have been retaliated against for reporting an improper government action should follow this procedure: Procedure for Seeking Relief against Retaliation : (1) Employees must provide a written complaint to the supervisor within thirty (30) days of the occurrence of the alleged retaliatory action. If the supervisor is involved, the notice should go to the Mayor. If the Mayor is involved, the notice should go to the City Attorney. The written charge shall specify the alleged retaliatory action and the relief requested. (2) The Mayor or his/her designee, as the case may be, shall investigate the complaint and respond in writing within thirty (30) days of receipt of the written charge. Additional time to respond may be necessary depending on the nature and complexity of the complaint. (3) After receiving the City's response, the employee may request a hearing before a state administrative law judges (ALJ) to establish that a retaliatory action occurred and to obtain appropriate relief under the law. The request for hearing must be delivered within the earlier of either fifteen (15) days of receipt of the City's response to the charge of retaliatory action or forty-five (45) days of receipt of the charge of retaliation to the Mayor for response. (4) Within five (5) working days of receipt of a request for hearing the City shall apply to the State Office of Administrative Hearing's for an adjudicative proceeding before an administrative law judge. Office of Administrative Hearings PO Box 42488 Olympia, WA 98504-2488 360.407.2700 800.558.4857 360.664.8721 Fax (5) At the hearing, the employee must prove that a retaliatory action occurred by a preponderance of the evidence in the hearing. The ALJ will issue a final decision not later than forty-five (45) days after the date of the request for hearing, unless an extension is granted. The Mayor or designee is responsible for implementing these policies and procedures. This includes posting the policy on the City bulletin board, making the policy available to any employee upon request, and providing the policy to all newly hired employees. Officers, managers and supervisors are responsible for ensuring the procedures are fully implemented within their areas of responsibility. Packet Page 136 of 177 57 Violations of this policy and these procedures may result in appropriate disciplinary action, up to and including dismissal. 10.4 POLITICAL ACTIVITIES City employees may participate in political or partisan activities of their choosing provided that City resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions. Employees may not campaign on City time or in a City uniform or while representing the City in any way. Employees may not allow others to use City facilities or funds for political activities without a paid rental agreement. Any City employee who meets with or may be observed by the public or otherwise represents the City to the public, while performing his/her regular duties, may not wear or display any button, badge or sticker relevant to any candidate or ballot issue during working hours. Employees shall not solicit, on City property or City time, for a contribution for a partisan political cause. Except as noted in this policy, City employees are otherwise free to fully exercise their constitutional First Amendment rights. 10.5 NO SMOKING POLICY The City maintains a smoke-free workplace. No smoking of tobacco products or electronic smoking devices is permitted anywhere in the City’s buildings or vehicles, and offices or other facilities rented or leased by the City. If an employee chooses to smoke, it must be done outside at least 25 feet from entrances, exits, windows that open, and ventilation air intakes. 10.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS The City cannot assume responsibility for any theft or damage to the personal belongings of City employees. Therefore, the City requests that employees avoid bringing valuable personal articles to work. Employees are solely responsible for ensuring that their personal belongings are secure while at work. Employees should have no expectation of privacy as to any items or information generated/stored on City systems. Employees are advised that work-related searches of an employee’s work area, workspace, computer and electronic mail on the City’s property may be conducted without advance notice. The City reserves the right to search employee desks, lockers and personal belongings brought onto City premises if necessary. Employees who do not consent to inspections may be subject to discipline, up to and including immediate termination. Please see Attachment A - INFORMATION SERVICES - ACCEPTABLE USE POLICY - for guidelines on use of City computers. 10.7 USE OF TELEPHONES AND CITY VEHICLES Use of City phones and City cellular phones for local personal phone calls and text messaging should be kept to a minimum; long distance personal use is prohibited. Other City equipment, including vehicles, should be used by employees for City business only, unless otherwise Packet Page 137 of 177 58 approved by the Department Director. Employees' misuse of City services, telephones, vehicles, equipment or supplies can result in disciplinary action up to and including termination. The City reminds employees that Washington state law restricts the use of cell phones and PDA’s while driving. Employees must comply with applicable laws while engaging in work for the City. 10.8 BULLETIN BOARDS Information of special interest to all employees is posted regularly on the City bulletin boards. Employees may not post any information on these bulletin boards without the authorization of the Department Head. 10.9 MEDIA RELATIONS The Mayor or designated department heads shall be responsible for all official contacts with the news media during working hours, including answering of questions from the media. The Mayor or department head may designate specific employees to give out procedural, factual or historical information on particular subjects. 10.10 USE OF SAFETY BELTS Per Washington law, anyone operating or riding in City vehicles must wear seat belts at all times. 10.11 DRIVER'S LICENSE REQUIREMENTS As part of the requirements for certain specific City positions, an employee may be required to hold a valid Washington State Driver's license and/or a Commercial Driver’s License (CDL). If an employee fails his or her CDL physical examination or the license is revoked, suspended or lost, or is in any other way not current, valid, and in the employee's possession, the employee shall promptly notify his/her department head and will be immediately suspended from driving duties. The employee may not resume driving until proof of a valid, current license is provided to his/her department head. Depending on the duration of license suspension, revocation or other inability to drive, an employee may be subject to disciplinary action, up to and including termination. Failure on the part of an employee to notify their department director of the revocation, suspension, or loss of driving privileges may subject the employee to disciplinary action, up to and including termination. 10.12 SOLICITATIONS Most forms of selling and solicitations are inappropriate in the workplace. They can be an intrusion on employees and citizens and may present a risk to employee safety or to the security of City or employee property. The following limitations apply: Persons not employed by the City may not solicit, survey, petition, or distribute literature on our premises at any time. This includes persons soliciting for charities, salespersons, questionnaire surveyors, labor union organizers, or any other solicitor or distributor. Exceptions to this rule may be made in special circumstances where the City determines that an exception would serve the best interests of the organization and our employees. An example of an exception might be the United Way campaign or a similar, community-based fund raising effort. Packet Page 138 of 177 59 Employees may not solicit for any purpose during work time. Reasonable forms of solicitation are permitted during non-work time, such as before or after work or during meal or break periods. Soliciting employees who are on non-work time may not solicit other employees who are on work time. Employees may not distribute literature for any purpose during work time or in work areas, or through the City’s electronic systems. The employee lunchroom is considered a non-work area under this policy. 10.13 USE OF CITY CREDIT Unless otherwise authorized by City policy or specifically authorized by the Mayor, no City employee is authorized to commit the City to any contractual agreement, especially an agreement that lends the City’s credit in any way. Employees are prohibited from conducting personal business with companies in any way which improperly implies the employee is acting as an agent of the City. 10.14 SUBSTANCE ABUSE The City's philosophy on substance abuse has two focuses: (1) a concern for the well being of the employee and (2) a concern for the safety of other employees and members of the public. As part of our employee assistance program, we encourage employees who are concerned about their alcohol or drug use to seek counseling, treatment and rehabilitation. Although the decision to seek diagnosis and accept treatment is completely voluntary, the City is fully committed to helping employees who voluntarily seek assistance to overcome substance abuse problems. In most cases, the expense of treatment may be fully or partially covered by the City's benefit program. Please see the EAP counselor for more information. In recognition of the sensitive nature of these matters, all discussions will be kept confidential. Employers who seek advice or treatment will not be subject to retaliation or discrimination. Although the City is concerned with rehabilitation, it must be understood that disciplinary action may be taken when an employee's job performance is impaired because he/she is under the influence of drugs or alcohol on the job. The City may discipline or terminate an employee possessing, consuming, selling or using alcohol, or controlled substances (other than legally prescribed) during work hours or on City premises, including break times and meal periods. The City may also discipline or terminate an employee who reports for duty or works under the influence of alcohol or controlled substances. Employees may also not report for work when their performance is impaired by the use of prescribed or over-the-counter medications. The City reserves the right to search employee work areas, offices, desks, filing cabinets etc. to ensure compliance with this policy. Employees shall have no expectation of privacy in such areas. Any employee who is convicted of a criminal drug violation in the workplace must notify the organization in writing within five calendar days of the conviction. The organization will take appropriate action within 30 days of notification. Federal contracting agencies will be notified when appropriate. Packet Page 139 of 177 60 Testing: Certain employees of the City, including those who must possess CDLs or who have safety sensitive positions, are subject to random d rug and alcohol testing. Any employee may also be required to submit to alcohol or controlled substance testing when the City has reasonable suspicion that the employee is under the influence of controlled substances or alcohol. Refusal to submit to testing, when requested, may result in immediate disciplinary action, including termination. The City may also choose to pursue criminal charges, if violations of law are suspected. The City has adopted Drug and Alcohol Testing Policies and Procedures, which more specifically describe the City’s substance abuse policy, and these are incorporated herein by reference as Appendix B. Packet Page 140 of 177 Packet Page 141 of 177 Packet Page 142 of 177 Packet Page 143 of 177 Packet Page 144 of 177 Packet Page 145 of 177 Packet Page 146 of 177 Packet Page 147 of 177 Edmonds City Council Retreat Draft Minutes February 1-2, 2013 Page 21 to watch the January 23 joint meeting with the Planning Board, Economic Development Commission and the consultant. With regard to student volunteers, he recalled his son was a student volunteer on the skate park and worked three years to design and build it. He used that experience in college. If the Council pursues a parks levy, he recommended including a project for students in order to engage them in campaigning for the levy. He agreed with Mr. Hertrich’s suggestion for the Council to appoint a representative to the School District and also suggested Councilmembers attend the Superintendent’s monthly roundtable meetings. 9. ETHICS BOARD AND CODE OF ETHICS Councilmember Bloom explained she wanted the Council to adopt an ethics policy that addresses board/commission, elected officials and staff. There are many policies in Washington could be adapted for Edmonds. The next step is to form an ethics committee; if a citizen has a question about something such as a conflict of interest, they can go to the ethics committee and determine whether something is potentially an ethics violation. She recommended the Council, 1) adopt an ethics policy, and 2) form an ethics committee. She sought Council approval for the Public Safety & Personnel Committee to pursue this. Ms. Hite explained the recently adopted personnel policy has an extensive ethics policy for employees; that is the best place for policies regarding employees. She encouraged the Council to develop an ethics policy for boards/commissions and elected officials but not to include employees. Discussion followed regarding other cities’ ethics policies, past unsuccessful efforts to develop a code of ethics policy, developing a policy with enough examples to provide direction, and the difference between a code of conduct and code of ethics. Summary: Refer development of code of ethics to Public Safety and Personnel Committee. 11. POTENTIAL ACTION AS A RESULT OF MEETING IN EXECUTIVE SESSION No action. 10. MISCELLANEOUS Based on yesterday’s discussion regarding public comment at committee meetings, Council President Petso distributed language for committee meeting notices and asked Councilmember to submit comments/concerns to Ms. Chase. The retreat was adjourned at 11:37 p.m. Packet Page 148 of 177 Public Safety & Personnel Committee March 12, 2013 Page 2 of 3 Action: Take item to full Council for further discussion after draft discussion points and possible ordinance language received from Officer Dawson. C. Discussion and potential action regarding possible amendment of City Code 8.48, Parking, Paragraph 8.48.215 B.2. Joan Ferebee, Court Administrator, explained she attended a Parking Committee Meeting to bring to their attention the difficulty the Municipal Court is experiencing with the section of the City Code that allows citizens who receive a parking ticket to pay a reduced fine if the individual pays the fine by the end of the next business day after the issuance of the parking ticket. Generally, the Court does not have the tickets in their system that quickly. Therefore, the individuals can become very angry and upset when they come to the Municipal Court and are not able to pay. Ms. Ferebee stated that the Parking Committee recommended removing the section of the Code that allows for a reduced fine if it is paid by the end of the next business day. Councilmember Peterson stated that he was in agreement with eliminating the reduced fine. He stated that he would work with the City Attorney to create an ordinance to place on the consent agenda. Councilmember Bloom was in agreement. Action: Councilmember Peterson will work with the City Attorney to create an ordinance eliminating the reduced fine. The Ordinance is to be placed on a future Consent Agenda for approval. D. Student and Senior Volunteers Councilmember Bloom stated she would like to support the Boards and Commissions in obtaining student volunteers. She suggested that a senior volunteer could assist Jana Spellman, Senior Executive Council Assistant, in getting the word out to the various schools. Councilmember Peterson suggested Ms. Spellman could email the school board or a volunteer coordinator in the school system to determine if there are students interested in volunteering. Councilmember Bloom suggested a senior volunteer could work with Jana to develop a framework for contacting all of the schools with the appropriate person to contact and to advertise. Councilmember Peterson cautioned that managing a volunteer can take more time. He suggested talking with the Council President as she is in charge of Ms. Spellman’s schedule. Councilmember Bloom also recalled that at the Council Retreat, Councilmember Johnson suggested an event be held to recognize city volunteers. Councilmember Bloom stated she will discuss with the Mayor the idea of scheduling a yearly event. E. Ethics Board and Code of Ethics Councilmember Bloom suggested narrowing down the list of sample policies from other cities for the City Attorney to work with in developing the policy for Edmonds. She suggested using the policies from the cities of Bainbridge Island, Lynnwood and Monroe. Packet Page 149 of 177 Public Safety & Personnel Committee March 12, 2013 Page 3 of 3 Councilmember Bloom stated that she would like the policy to include appointed officials (directors) in addition to elected officials and members of boards and commissions. Councilmember Peterson stated that he did not think the policy needed to address appointed officials (directors) as they answer to the Mayor. The Committee concluded that a further discussion on a Code of Ethics policy would be scheduled for the April Committee Meeting to determine which policy will be sent to the City Attorney. F. Discussion regarding taking minutes during Council Committee Meetings. Councilmember Peterson stated that if detailed/complete minutes are desired it would be necessary to pay someone to attend the meetings for this purpose. If action minutes are prepared (which is the way it has generally always been done), then he did not think councilmembers should take the minutes as it is difficult to participate in the discussion and take minutes. Councilmember Bloom agreed that councilmembers should not take minutes. After discussion, Councilmembers Bloom and Peterson agreed on the following recommendation: • Action minutes for committee meetings, prepared by staff members in attendance. • If a controversial item is scheduled, arrangements for more detailed minutes will be made. • Summary comments made by citizens should be included. Committee members will summarize citizen comments if no staff is available. • Work with Council President related to agenda items to make sure a staff member is available for each item discussed at the committee meeting. • Committee minutes are to be forwarded to committee chairs for review (as time allows). G. Public Comments There were no public comments. The committee meeting adjourned at 8:17 p.m. Packet Page 150 of 177 Public Safety & Personnel Committee July 9, 2013 Page 5 of 5 Councilmember Peterson suggested dropping reference to 2.10.050 in this section of the code. Councilmember Bloom next pointed out that 2.10.050 refers to both finance director and community services director, however the title of the section does not reflect this. Further, Councilmember Bloom believes the positions of Executive Assistant to the Council and the Mayor’s Executive Assistant should not be part of this chapter as they are not City Officers. Committee members agreed to request the City Attorney to determine if these positions should be in a different section of the code. D. Discussion regarding Code of Ethics. Committee members discussed ethics policies from Bainbridge Island, Lynnwood and Kirkland. Councilmember Bloom referred to the policy from Bainbridge Island and would like to include the requirement for members to “disclose a conflict of interest” as a standing requirement at all city meetings for all officials. Councilmember Peterson commented that he believes the Council does a good job at this disclosure; however, having it on each agenda is a good reminder. Further discussion occurred related to policies, including the possible consideration of a Code of Ethics Officer. After discussion the committee agreed to forward to the next work session of the City Council the Bellevue and Kirkland ethics policies and the Kirkland Code of Conduct for discussion. The committee also recommended including the statement from Bainbridge Island related to disclosure of conflict of interest for all officials. After full Council discussion, direction can then be given to the City Attorney on how to proceed. Ms. Hite indicated she would bring back information on a Code of Ethics Officer. The meeting adjourned at 8:07 p.m. Packet Page 151 of 177 CITY OF KIRKLAND CODE OF CONDUCT FOR CITY COUNCIL AND BOARDS AND COMMISSIONS The Code of Conduct is supplemental to the Kirkland Municipal Code and the Code of Ethics and applies to the City Council and all members of City advisory boards and commissions. The Code of Conduct describes how Kirkland officials treat each other and work together for the common good of the community. Conducting the City’s business in an atmosphere of respect and civility is the underlying theme in this code. City Officials are responsible for holding themselves and each other accountable for displaying actions and behaviors that consistently model the ideals expressed in the code. Implicit in the Code of Conduct is recognition of the worth of individual members and an appreciation for their individual talents, perspectives and contributions. The Code will ensure an atmosphere where individual members, staff and the public are free to express their ideas and work to their full potential. As a City Official of the City of Kirkland, I agree to these principles of conduct: We consistently demonstrate the principles of professionalism, respect and civility in working for the greater good of Kirkland. We assure fair and equal treatment of all people. We conduct ourselves both personally and professionally in a manner that is above reproach. We refrain from abusive conduct, personal charges or verbal attacks on the character or motives of Council members, commissioners, staff and the public. We take care to avoid personal comments that could offend others. We show no tolerance for intimidating behaviors. We listen courteously and attentively to all public discussions and treat all people the way we wish to be treated. We serve as a model of leadership and civility to the community. Our actions inspire public confidence in Kirkland government. Packet Page 152 of 177 Keeping in mind the common good as the highest purpose, we will focus on holding efficient meetings that achieve constructive solutions for the public benefit. We work as a team to solve problems and render decisions that are based on the merits and substance of the matter. We respect differences and views of other people. We adhere to the principles and laws governing the Council/Manager form of government and treat all staff with respect and cooperation. We will refrain from interfering with the administrative functions and professional duties of staff. We will not publicly criticize individual staff but will privately communicate with the City Manager any concerns about a Department or Department Director or staff person. We will refrain from negotiating or making commitments without the involvement and knowledge of the City Manager. We will work with staff in a manner that consistently demonstrates mutual respect. We will not discuss personnel issues, undermine management direction, or give or imply direction to staff. We will communicate directly with the City Manager, department directors or designated staff contacts when asking for information, assistance or follow up. We will not knowingly blindside one another in public and will contact staff prior to a meeting with any questions or issues. We will not attend City staff meetings unless requested by staff. I acknowledge that I have received and read this Code of Conduct Name Date Packet Page 153 of 177 Packet Page 154 of 177 Packet Page 155 of 177 Packet Page 156 of 177 Packet Page 157 of 177 Packet Page 158 of 177 Packet Page 159 of 177 Packet Page 160 of 177 Packet Page 161 of 177 Packet Page 162 of 177 Packet Page 163 of 177 Packet Page 164 of 177 Ethics Requirements for Advisory Commissions and Committees The Bainbridge Island Ethics Program (revised March 23, 2011) now applies to the citizen members of advisory commissions and committees as well as city officials. Accordingly, advisory group members must comply with the requirements of the Code of Ethics in Article II of the Ethics Program. These requirements are summarized below; please consult the Code of Ethics for specific language and details of the requirements. 1. Gifts and Compensation. An advisory group member and his or her immediate family members may not accept gifts related to the advisory group member's services to the city, with some exceptions including unsolicited gifts of trivial value. 2. Confidentiality. An advisory group member or former member may not disclose or use privileged, confidential or proprietary information obtained in the course of his or her duties as a member. 3. Conflict of Interest. An advisory group member may not act officially on a matter in which the member or an immediate family member has any substantial employment related to the matter or other financial or private interest in the matter, or is party to a contract or owns an interest in property that would be significantly affected by the action. However, if the member fully discloses the conflict on the public record, the commission or committee may vote to allow the member to participate in discussion or vote. Members of advisory groups shall sign a conflict of interest statement upon appointment and reappointment. 4. Conduct of Public Meetings. Advisory group meetings should be conducted in a manner that maximizes transparency of relationships that could affect decision-making. Meetings should have a standing agenda item for members to disclose relationships with persons and issues on the agenda, and members should discuss these relationships to judge whether a conflict of interest exists. 7/14 Packet Page 165 of 177 Attachment 11 1 CITY OF KIRKLAND Chapter 3.14 CODE OF ETHICS Sections: 3.14.010 Policy. 3.14.020 Definitions. 3.14.030 Prohibited conduct. 3.14.040 Financial disclosure statements. 3.14.050 Ethical standards. 3.14.060 Ethics officer. 3.14.070 Advisory opinions. 3.14.080 Complaints, investigations, hearings and enforcement. 3.14.010 Policy. (a) Purpose. The Kirkland city council has adopted a code of ethics for members of the city council and the city’s boards and commissions to promote public confidence in the integrity of local government and its fair operation. This code of ethics will provide the basis for education and training for city officials, both elected and appointed, to ensure that the highest standards and best practices with regard to ethics will be followed. (b) Intent. The citizens and businesses of Kirkland are entitled to have fair, ethical and accountable local government that has earned the public’s full confidence. In keeping with the city of Kirkland’s commitment to excellence, the effective functioning of democratic government therefore requires that: (1) Public officials, both elected and appointed, comply with the laws and policies affecting the operations of government; (2) Public officials be independent, impartial and fair in their judgment and actions; (3) Public office be used for the public good, not for personal gain; and (4) Public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility. (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.020 Definitions. (a) “Official” means a member of the city council or a member of council-appointed city boards and commissions and other council-appointed task groups or committees, including youth members. (b) “Relative” means spouse or domestic partner, child, step-child, parent, step- parent, parent-in-law, grandparent, grandchild, sibling, aunt, uncle, niece, nephew, son- or daughter-in-law, brother- or sister-in-law. (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.030 Prohibited conduct. (a) Conflicts of Interest. In order to ensure their independence and impartiality on behalf of the common good, officials shall not participate in government decisions in which any of the following has a financial interest: (1) the official, (2) a relative, (3) an individual with whom the official resides, or (4) an entity that the official serves as an Packet Page 166 of 177 Attachment 11 2 officer, director, trustee, partner or employee. Officials shall abstain from participating in deliberations and decision-making where conflicts exist. This section shall not apply (1) to decisions regarding taxes or fees, (2) if the financial interest is shared with more than ten percent of the city’s population, or (3) if the financial interest exists solely because of the official’s ownership of less than one percent of the outstanding shares of a publicly traded corporation. (b) Appearance of Conflict. If it could appear to a reasonable person, having knowledge of the relevant circumstances, that the official’s judgment is impaired because of either (1) a personal or business relationship not covered under the foregoing subsection, or (2) a transaction or activity engaged in by the official, the official shall make a public, written disclosure of the facts giving rise to the appearance of a conflict before participating in the matter. (c) Misuse of Public Position or Resources. Except for infrequent use at little or no cost to the city, officials shall not use public resources that are not available to the public in general, such as city staff time, equipment, supplies or facilities, for other than a city purpose. (d) Representation of Third Parties. Except in the course of official duties, officials shall not appear on behalf of the financial interests of third parties before the bodies on which the officials serve or in interaction with assigned staff. However, the members of the city council shall not appear on behalf of the financial interest of third parties before the council or any board, commission or proceeding of the city, or in interaction with staff. (e) Solicitations of Charitable Contributions. No official may make direct personal solicitations for charitable contributions from city employees. (f) Gifts and Favors. Officials shall not take any special advantage of services or opportunities for personal gain, by virtue of their public office, which are not available to the public in general. They may not solicit or receive any thing of monetary value from any person or entity where the thing of monetary value has been solicited, or received or given or, to a reasonable person, would appear to have been solicited, received or given with intent to give or obtain special consideration or influence as to any action by the official in his or her official capacity; provided, that nothing shall prohibit campaign contributions which are solicited or received and reported in accordance with applicable law. They shall not accept or solicit any gifts, favors or promises of future benefits except as allowed by Section 3.80.140. (g) Confidential Information. Officials shall not disclose or use any confidential information gained by reason of their official position for other than a city purpose. “Confidential information” means (1) specific information, rather than generalized knowledge, that is not available to a person who files a public records request, and (2) information made confidential by law. (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.040 Financial disclosure statements. All officials, except members of the city council, shall file a city of Kirkland disclosure statement annually. In accordance with Chapter 42.17 RCW, members of the Kirkland city council shall disclose investments, interests in real property, sources of income, and creditors through the filing of a Public Disclosure Commission Form F-1, “Personal Financial Affairs Statement.” Members of boards and commissions shall be advised, as part of the application process, that they will be required to file the applicable city of Packet Page 167 of 177 Attachment 11 3 Kirkland disclosure statement within ten days of appointment. (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.050 Ethical standards. In addition to Section 3.14.030 of the code of ethics, which shall be administered by the ethics officer, officials are also encouraged to comply with the following standards: (1) Compliance with Other Laws. Officials shall comply with federal, state and city laws in the performance of their public duties. These laws include, but are not limited to: the United States and Washington Constitutions; laws pertaining to conflicts of interest, election campaigns, financial disclosures and open processes of government; and city ordinances and policies. See Appendix A. As required by RCW 42.17.750, no official shall knowingly solicit or encourage, directly or indirectly, any political contribution from any city employee. Except under limited circumstances described in RCW 42.17.130, no official may use or authorize the use of the facilities of the city for the purpose of assisting a campaign for the election of any person to any office, or for the promotion of or opposition to any ballot proposition in a manner not available to the general public on the same terms. (2) Personal Integrity. The professional and personal conduct of officials must be above reproach and avoid even the appearance of impropriety. Officials shall refrain from abusive conduct, threats of official action, personal accusations or verbal attacks upon the character or motives of other members of council, boards and commissions, the staff or public. Officials shall maintain truthfulness and honesty and not compromise themselves for advancement, honor, or personal gain. Additionally, officials shall not directly or indirectly induce, encourage or aid anyone to violate the code of ethics and it is incumbent upon officials to make a good faith effort to address apparent violations of this code of ethics. (3) Working for the Common Good. Recognizing that stewardship of the public interest must be their primary concern, officials will work for the common good of the people of Kirkland and not for any private or personal interest, and they will ensure fair and equal treatment of all persons, claims and transactions coming before the city council, boards and commissions. Officials need to be mindful that making special requests of staff—even when the response does not benefit the official personally—puts staff in an awkward position. (4) Respect for Process. Officials shall perform their duties in accordance with the processes and rules of order established by the city council and board and commissions governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the city council by city staff. (5) Commitment to Transparency. Transparency, openness, and accountability are fundamental values of the city—and are also required by the laws of the state of Washington. The public has a right to inspect and copy public records unless exempt by law from disclosure. All materials relating to the conduct of city government that are prepared, possessed, used or retained by any official, including email and other electronic records, are subject to requirements for retention, protection, and disclosure. Officials may assume that all copies of materials received from city staff have already been archived and do not need to be retained. Officials shall not discard, damage, or destroy the original copy of any public record unless directed by the city public records officer (the city clerk), who has responsibility to ensure that the city complies with the Packet Page 168 of 177 Attachment 11 4 record retention schedules established under Chapter 40.14 RCW. Officials shall promptly provide any records requested by the public records officer in response to a disclosure request under the Public Records Act, Chapter 42.56 RCW. It is the responsibility of the public records officer, together with the city attorney, to decide which records meet the definition of “public record” and whether or not they are exempt from disclosure; officials must not take it upon themselves to decide whether a record meets the definition of a public record, that a record is exempt from disclosure, or to otherwise conceal a record. (6) Conduct of Public Meetings. Officials shall prepare themselves for public issues; listen courteously and attentively to all public discussions before the body; and focus on the business at hand. They shall refrain from interrupting other speakers; making personal comments not germane to the business of the body; or otherwise interfering with the orderly conduct of meetings. (7) Decisions Based on Merit. Officials shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. (8) Ex Parte Communications. In quasi-judicial matters, officials shall publicly disclose substantive information that is relevant to a matter under consideration by the council or boards and commissions, which they may have received from sources outside of the public decision-making process. (9) Attendance. As provided in RCW 35A.12.060, a council member shall forfeit his or her office by failing to attend three consecutive regular meetings of the council without being excused by the council. Unless excused, members of boards and commissions are expected to attend all meetings. (10) Nepotism. The city council will not appoint relatives of city council members to boards or commissions or other appointed positions. (11) Advocacy. When acting in an official capacity as a city official representing the city, officials shall represent the official policies or positions of the city council, board or commission to the best of their ability when the city council, board or commission has taken a position or given an instruction. When presenting their individual opinions and positions, members shall explicitly state they do not represent their body or the city of Kirkland, nor will they allow the inference that they do. Officials have the right to endorse candidates for all council seats or other elected offices. It is inappropriate to make or display endorsements during council meetings, board/commission meetings, or other official city meetings. However, this does not preclude officials from participating in ceremonial occasions, community events, or other events sponsored by civic groups. (12) Policy Role of Officials. Officials shall respect and adhere to the council- manager structure of Kirkland city government as outlined by Chapter 35A.13 RCW. In this structure, the city council determines the policies of the city with the advice, information and analysis provided by the public, boards and commissions, and city staff. Except as provided by state law, officials shall not interfere with the administrative functions of the city or the professional duties of city staff; nor shall they impair the ability of staff to implement council policy decisions. Packet Page 169 of 177 Attachment 11 5 APPENDIX A Ch. 9A.72 RCW Perjury and interference with official proceedings RCW 35A.12.060 Vacancy for nonattendance Ch. 35A.13 RCW Council-manager plan of government RCW 35A.13.020 Incompatible offices Ch. 40.14 RCW Preservation and destruction of public records RCW 42.17.130 Use of public office or agency facilities in campaigns— Prohibition—Exceptions RCW 42.17.750 Solicitation of contributions by public officials or employees Ch. 42.23 RCW Code of ethics for municipal officers—Contract interests Ch. 42.36 RCW Appearance of fairness doctrine—Limitations Ch. 42.56 RCW Public Records Act KMC 3.80.140 Kirkland code on acceptance of gifts Ch. 3.12 KMC Limitations on campaign contribution (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.060 Ethics officer. (a) The city council creates the position of ethics officer. The city manager will contract with one or more agencies to fill this position. The ethics officer will provide for annual review of the code of ethics, review of training materials provided for education regarding the code of ethics, and advisory opinions concerning the code of ethics. The ethics officer shall also be responsible for the prompt and fair enforcement of its provisions when necessary. (b) The ethics officer, in addition to other duties, may recommend changes or additions to this code of ethics to the city council. The ethics officer shall provide input into and review the training materials and program developed for this code of ethics. (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.070 Advisory opinions. (a) Upon request of any official, the ethics officer shall render written advisory opinions concerning the applicability of Sections 3.14.030 and 3.14.040 of this code to hypothetical circumstances and/or situations solely related to the persons making the request. The ethics officer will not render opinions on matters that are the purview of Packet Page 170 of 177 Attachment 11 6 other government agencies or officials, e.g., the public disclosure commission, the city public records officer, etc. (b) Upon request of any official, the ethics officer may also render written advisory opinions concerning the applicability of the code of ethics to hypothetical circumstances and/or situations related to a matter of city-wide interest or policy. (c) The ethics officer will endeavor to respond to requests for advisory opinions within forty-five days of submission of the request, or more rapidly if the requester expresses urgency in the request. (d) A person’s conduct based in reasonable reliance on an advisory opinion rendered by the ethics officer shall not be found to violate this code of ethics, as long as all material facts have been fully, completely, accurately presented in a written request for an advisory opinion, the ethics officer issues an advisory opinion that the described conduct would not violate the code of ethics, and the person’s conduct is consistent with the advisory opinion. The ethics officer reserves the right to reconsider the questions and issues raised in an advisory opinion and, where the public interest requires, rescind, modify, or terminate the opinion, but a modified or terminated advisory opinion will not form the basis of a retroactive enforcement action against the original requestor. Advisory opinions will contain severability clauses indicating that should portions of the opinion be found to be unenforceable or not within the ethics officer’s authority, the remainder of the opinion shall remain intact. (Ord. 4348 § 1 (Exh. A) (part), 2012) 3.14.080 Complaints, investigations, hearings and enforcement. The ethics officer shall resolve inadvertent and minor violations of the code of ethics informally and may resolve inadvertent or minor violations informally, unless the ethics officer determines that doing so would not serve the public interest. When a violation is neither inadvertent nor minor, the ethics officer may initiate an action in accordance with this section. (1) Complaint Process. (A) Complaint Requirements—Service. Any person may submit a written complaint to the ethics officer alleging one or more violations of this code of ethics by an official. The complaint must set forth specific facts with enough precision and detail for the ethics officer to make a determination of sufficiency. It must be signed under penalty of perjury by the person(s) submitting it in a manner consistent with Chapter 9A.72 RCW. (B) Finding of Sufficiency. The ethics officer shall make a determination of sufficiency within thirty days of receipt of the written complaint. A complaint shall be sufficient if the allegations, if established, would violate Section 3.14.030 or 3.14.040 of this code. The ethics officer’s determination is not reviewable. If the finding is one of sufficiency of the complaint, then the ethics officer shall investigate the complaint as set forth below. (C) Dismissal. The ethics officer shall dismiss the complaint if the ethics officer determines that the violation was inadvertent and minor; or a violation occurred, but appropriate actions have been taken to fully address the allegedly unethical conduct. (D) Notice. Notice of action by the ethics officer shall be provided as follows: (i) Notice of a finding of insufficiency or dismissal of a complaint by the ethics officer shall be sent to the person who made the complaint and the person complained against within seven days of the decision by the ethics officer. A finding of insufficiency or Packet Page 171 of 177 Attachment 11 7 dismissal of a complaint by the ethics officer is final and binding, and no administrative or other legal appeal is available through the ethics officer. (ii) Within seven days of the ethics officer rendering a finding of sufficiency, the city clerk shall send notice to the person who made the complaint and the person complained against, of the ethics officer’s determination. If, after investigation, the ethics officer has reason to believe that a material violation of Section 3.14.030 or 3.14.040 has occurred, the city clerk shall give notice of the public hearing which will be held to determine if a violation has occurred. Notice shall be provided at least thirty days prior to the date set for the hearing. The person complained against shall have the right to file a written answer to the charge and to appear at the hearing with or without legal counsel, submit testimony, be fully heard, and to examine and cross examine witnesses. (E) Stipulations. At any time after a complaint has been filed with the ethics officer, the ethics officer may seek and make recommendations that the city council enter into a stipulation with the person complained against. The recommended stipulation will include the nature of the complaint, relevant facts, the reasons the ethics officer thinks a stipulation is appropriate, an admission of the violation by the person complained against, a promise by the person complained against not to repeat the violation, and if appropriate, a recommended remedy or penalty. The recommended stipulation shall be sent to the person who made the complaint and the person complained against and forwarded to the city council for action. (2) Conduct of Hearings. (A) All hearings on complaints found to be sufficient by the ethics officer shall be conducted by the hearing examiner. The hearing shall be informal, meaning that the hearing examiner shall not be bound by the strict rules of evidence prevailing in courts of law or equity. The hearing examiner may call witnesses on his or her own motion and compel the production of books, records, papers, or other evidence as needed. To that end, the hearing examiner shall issue subpoenas and subpoenas duces tecum. All testimony shall be under oath administered by the hearing examiner. The hearing examiner may adjourn the hearing from time to time to allow for the orderly presentation of evidence. The hearing examiner shall prepare an official record of the hearing, including all testimony, which shall be recorded by mechanical device, and exhibits; provided, that the hearing examiner shall not be required to transcribe such records unless presented with a request accompanied by payment of the cost of transcription. (B) Within thirty days after the conclusion of the hearing, the hearing examiner shall, based upon a preponderance of the evidence, make and fully record in his or her permanent records, findings of fact, conclusions of law, and his or her recommended disposition. A copy of the findings, conclusions, and recommended disposition shall be sent to the person who made the complaint and to the person complained against. Additional copies of the findings, conclusions, and recommendations shall be forwarded to the ethics officer and city council. (3) City Council Action. Final city council action to decide upon stipulations and recommendations from the ethics officer and findings, conclusions, and recommendations from the hearing examiner shall be by majority vote in a public meeting. If the proceeding involves a member of the city council, deliberations by the council may be in executive session. The member of the council against whom the Packet Page 172 of 177 Attachment 11 8 complaint was made will not participate in any executive session and shall not vote on any matter involving him or herself. However, upon request of the member of the council against whom the complaint was made, a public hearing or public meeting before the council will be held on the issue of penalties. (4) Disposition. In the event the hearing examiner finds that the person against whom the complaint was made has violated the code of ethics, then the city council may take any of the following actions by a majority vote of the council. The action of the city council shall be final and not subject to further review or appeal except as may be otherwise provided by law or as provided in subsection (5) of this section. (A) Dismissal. Dismissal of the complaint without penalties. (B) Referral. A complaint may be referred to another agency with jurisdiction over the violation, such as the public disclosure commission. Final action on the complaint may be stayed pending resolution of the matter by the agency to which it was referred. (C) Admonition. An admonition shall be an oral non-public statement made by the mayor, or his/her designee, or if the complaint is against the mayor, the deputy mayor or his/her designee, to the official. (D) Reprimand. A reprimand shall be administered to the official by a resolution of reprimand by the city council. The resolution shall be prepared by the city council and shall be signed by the mayor or, if the complaint is against the mayor, the deputy mayor. (E) Censure. A resolution of censure shall be a resolution read personally to the person in public. The resolution shall be prepared by the city council and shall be signed by the mayor, or if the complaint is against the mayor, the deputy mayor. The person shall appear at a city council meeting at a time and place directed by the city council to receive the resolution of censure. Notice shall be given at least twenty calendar days before the scheduled appearance at which time a copy of the proposed resolution of censure shall be provided to the person. The resolution of censure shall be read publicly, and the person shall not make any statement in support of, or in opposition thereto, or in mitigation thereof. The resolution of censure shall be read at the time it is scheduled whether or not the official appears as required. (F) Removal—Member of Board or Commission or Other Appointed Task Group or Committee. In the event the individual against whom the complaint was made is currently a member of a city board or commission or other task group or committee, appointed by the city council, the city council may, in addition to other possible penalties set forth in this section, and notwithstanding any other provision of the Kirkland Municipal Code, by a majority vote remove the individual from such board or commission effective immediately. (G) Civil Penalties. The city council may assess a civil penalty of up to one thousand dollars or three times the economic value of anything received in violation of this code of ethics or three times the economic value of any loss to the city, whichever is greater. Any monetary penalty assessed civilly shall be placed in the city’s general fund. (H) Contract Void. As provided by RCW 42.23.050, any contract made in violation of Chapter 42.23 RCW, “Code of ethics for municipal officers— contract interests,” is void. (I) Other Penalties. The city council may impose a restriction, loss of a committee assignment, or loss of appointment as a representative of the city for any regional or Packet Page 173 of 177 Attachment 11 9 multijurisdictional body or membership on any board or commission which requires a n appointment or confirmation of an appointment by the city council. (5) Review of Civil Penalties. If the city council orders an official to pay a civil penalty, the official may seek a writ of review from the superior court pursuant to Chapter 7.16 RCW, within thirty days of the city council’s order. (6) Protection Against Retaliation. Neither the city nor any official may take or threaten to take, directly or indirectly, official or personal action, including but not limited to discharge, discipline, personal attack, harassment, intimidation, or change in job, salary, or responsibilities, against any person because that person files a complaint with the ethics officer. (7) Public Records. Records filed with the ethics officer become public records that may be subject to inspection and copying by members of the public, unless an exemption in law exists. To the extent required to prevent an unreasonable invasion of personal privacy interests protected by RCW 42.56.230(2), identity information may be redacted when an unsubstantiated complaint is made available in response to a public records request; however, in each case, the justification for the redaction shall be explained fully in writing. A finding by the ethics officer determining that a complaint is sufficient shall contain at the beginning the following specific language: NOTICE: ANY PORTION OF THIS FINDING DETERMINING SUFFICIENCY OF ANY PORTION OF A COMPLAINT DOES NOT DETERMINE THE TRUTH OR FALSITY OF THE ALLEGATIONS CONTAINED IN THE COMPLAINT FILED WITH THE ETHICS OFFICER. THE ETHICS OFFICER HAS ONLY DETERMINED THAT IF CERTAIN FACTS CONTAINED IN THE COMPLAINT ARE FOUND TO BE TRUE DURING A LATER HEARING TO BE CONDUCTED BY THE HEARING EXAMINER, THEN VIOLATION(S) OF THE CODE OF ETHICS MAY BE FOUND TO HAVE OCCURRED. The city shall release copies of any written reports resulting from an investigation of a sustained complaint, any hearing examiner orders, and any written censures or reprimands issued by the city council, in response to public records requests consistent with Chapter 42.56 RCW and any other applicable public disclosure laws. (8) Liberal Construction—Limitation Period—Effective Date. (A) This code of ethics shall be liberally construed to effectuate its purpose and policy and to supplement existing laws that relate to the same subject. (B) Any action taken under this code of ethics must be commenced within three years from the date of violation. (C) This code of ethics shall take effect February 18, 2012. (Ord. 4348 § 1 (Exh. A) (part), 2012) Packet Page 174 of 177 Edmonds City Council Approved Minutes August 27, 2013 Page 12 Councilmember Johnson said longevity compensation makes sense for employees who are at the top of their scale and have no opportunity for further advancement. She expressed interest in further information about the fiscal impact of longevity compensation retroactive to 2013 as well as the fiscal impact for outlying years. Councilmember Fraley-Monillas commented the pay scale for nonrepresented employees is a separate issue and should be addressed separately rather than piecemealed via longevity pay. She noted longevity pay would not motivate employees to seek promotion or to remain in the City’s employment. Longevity pay is part of a compensation package that was negotiated with the other groups. She preferred to consider longevity pay for nonrepresented employees as part of a compensation package. Ms. Hite pointed out longevity compensation was part of a package for nonrepresented employees that the compensation consultant presented to the Council. The Council asked to have it pulled out for continued discussion. Councilmember Peterson agreed the Council was provided a compensation package for nonrepresented that was similar to represented employees. It was the Council’s decision to separate out some items. He suggested the next agenda memo include the complete compensation package that was presented by the compensation consultant. Ms. Hite summarized the information the Council was requesting in addition to the original compensation package includes, 1) the fiscal impact for retroactivity in 2013, 2) fiscal impact for outlying years, 3) a flat rate approach and the fiscal impact. Due to the absence of 3 Councilmembers from the September 17 and 24 meetings, Mayor Earling suggested information be provided at next week’s meeting or a full Council meeting be held on September 10. Council President Petso suggested either staff return with the information soon or it be addressed as a decision package in the 2014 budget. 11. DISCUSSION REGARDING CODE OF ETHICS Parks & Recreation/Reporting Human Resources Director Carrie Hite explained the Personnel Committee has been comparing and contrasting Codes of Ethics for cities throughout the Puget Sound region. Two documents the committee has been considering include Kirkland and Bellevue’s Code of Ethics. The committee has also discussed Bainbridge Island’s code. Kirkland adopted a Code of Conduct in addition to a Code of Ethics. She explained a Code of Conduct describes professional responsibilities; a Code of Ethics describes legal responsibilities. A Code of Ethics would apply to the Council, boards and commissions; staff is guided by a Code of Conduct in the City’s personnel policies. The Personnel Committee has also expressed interest in identifying an Ethics Officer. Some of the comparable models reviewed by the Personnel Committee identify an Ethics Officer outside the organization in order to have an objective, non-vested perspective in researching a Code of Ethics issues. For example Kirkland and Bellevue contract with an Ethics Officer on an as needed basis who is only paid when a Code of Ethics issue needs to be investigated. Neither Kirkland nor Bellevue had incurred any expenses for outside review of a Code of Ethics violation. Councilmember Bloom noted the attachments are in the August 20, 2013 packet. She clarified in addition to Councilmembers, boards and commissions, the Code of Ethics would cover all elected officials including the Mayor. Kirkland and Bellevue’s Codes of Ethics do not include a Mayor because they have a City Manager form of government. Councilmember Bloom expressed concern with including the requirement in 3.14.040 of Kirkland’s policy related to financial disclosure for all officials. Officials are defined as all members of boards and commissions. Kirkland’s policy excludes the Mayor and Council because elected officials must present Packet Page 175 of 177 Edmonds City Council Approved Minutes August 27, 2013 Page 13 all financial information on a yearly basis. She did not support requiring all members of boards and commissions to disclose their financial information and suggested that be excluded that from Edmonds’ Code of Ethics; Bellevue’s Code of Ethics does not have that requirement. She also suggested consideration be given to the complaint process and who handles complaints. For example Kirkland involves the Hearing Examiner and the City Council in the event of a complaint regarding a Councilmember. Councilmember Peterson agreed with Councilmember Bloom’s concern about requiring members of boards and commissions to disclose financial information. He agreed with the Council considering a Code of Ethics in a proactive approach rather than a reactive approach. He supported the City having a Code of Ethics for elected officials and boards and commissions, anticipating a Code of Ethics would make the Council’s work easier if an ethical issue arose. As Councilmember Buckshnis indicated, a Code of Ethics can be subjective, but responding to an ethical complaint would be even more subjective without a Code of Ethics. Councilmember Fraley-Monillas advised Snohomish County adopted a Code of Conduct for all boards and commissions and every commission and board member must acknowledge they have read and understand the Code of Conduct. She encouraged Councilmembers to review Snohomish County’s Code of Conduct for elected and appointed officials. Councilmember Bloom asked whether Snohomish County’s Code of Conduct was similar to Kirkland’s. Councilmember Fraley-Monillas responded Snohomish County may be more thorough and straightforward. Council President Petso said she was pleased to see Kirkland’s Code of Conduct in the packet and was interested in pursuing a Code of Conduct. She was concerned about the Code of Ethics and Ethics Officer and complaint enforcement. She feared a person who did not agree with an official’s position on an issue could file an ethics complaint. She indicated she was unlikely to support a Code of Ethics that included a complaint process, an Ethics Officer and enforcement. She found Bellevue’s Code of Ethics less objectionable; the statement of intent is to not to limit people who could serve on boards and commissions and elected officials. She agreed the financial disclosure in Kirkland’s Code of Ethics would likely deter citizens from volunteering for a board or commission. Council President Petso noted there are other aspects, particularly in Kirkland’s Code of Ethics that would deter citizens from volunteering to serve on a board or commission. There are events that do not constitute an ethics issue but might under a poorly drafted policy. For example when she was appointed to Council, a relative was serving on the Sister City Commission; that did not create an issue for her or him. It would have been unfortunate if the Code of Ethics forced one of them to resign their position. One of Kirkland’s policies indicated it would be a conflict if a person serving on a board of commission lived in your household. In the example she provided, the person did live in her household for a period of time but it had no impact on his ability to serve on the Sister City Commission. Council President Petso relayed the City Attorney wanted the Council to discuss whether they were interested in developing a Code of Ethics for Edmonds because it will take him a great deal of time to develop it. Less legal time would be involved in drafting a Code of Conduct. Councilmember Buckshnis preferred the Bainbridge Island Code of Ethics. She agreed with not requiring boards and commissions to disclose financial information, commenting Councilmembers file with the Public Disclosure Commission. She liked the Code of Conduct although she feared it could be subjective. She recalled recent emotionally charged conversations with a fellow Councilmember that could have been interpreted as an argument. She preferred to start with a Code of Conduct using Snohomish County as an example. Packet Page 176 of 177 Edmonds City Council Approved Minutes August 27, 2013 Page 14 Councilmember Bloom also liked Bainbridge Island’s Code of Ethics policy the best. She recalled Councilmember Peterson’s concern with Bainbridge Island’s creation of an Ethics Board and the need for staff support for such a board. She supported adopting a Code of Ethics for the Council, boards and commissions. She explained an ethics violation was not related to conduct but rather conflicts of interest. She asked the City Attorney to describe an ethics violation. City Attorney Sharon Cates answered Code of Ethics are related to conflict of interest issues, not interpersonal interaction. Councilmember Bloom commented Bainbridge Island’s policy allows citizens to ask questions about potential ethics violations and the Ethics Board decides whether to pursue a complaint. Bainbridge Island’s policy also has consequences for bringing a frivolous or unsubstantiated complaint. She asked if that was typical of ethics policies. Ms. Cates answered a solid ethics code includes a process for determining whether a complaint is an ethics violation. Councilmember Bloom noted an ethics complaint is required to be notarized and to include information about the violation. Councilmember Buckshnis expressed support for the Personnel Committee working on a Code of Conduct similar to Kirkland’s. Councilmember Yamamoto agreed with the Committee continuing to consider a Code of Conduct and a Code of Ethics. He encouraged Councilmembers to submit suggestions/comments/concerns to the committee. Councilmember Fraley-Monillas suggested scheduling further discussion on either the September 17 or 24 Council meetings. Council President Petso agreed it could be scheduled with the understanding it would be discussion only due to the absence of three Councilmembers. Councilmember Peterson suggested Councilmembers review Bainbridge Island’s ethics policy on their website. He agreed there were good ideas in the policy; he was opposed to creating an Ethics Board. Councilmember Bloom agreed with first establishing a Code of Conduct but did not want to abandon the idea of a Code of Ethics. The Personnel Committee has discussed it at length and the community would like the City to have an ethics policy. Councilmember Buckshnis agreed with Councilmember Peterson’s concern with creating an Ethics Board. She preferred to use a professional Ethics Officer. 14. REPORT ON OUTSIDE BOARD AND COMMITTEE MEETINGS Councilmember Johnson reported on her participation on the review of arts and cultural aspects of the Parks, Recreation and Open Space Plan. She described efforts to gather input from the public including a survey at the recent concert in the park. There is also an online survey available. Councilmember Bloom reported the Tree Board discussed definitions in the Tree Code including hazardous trees, nuisance trees and trees. Councilmember Bloom reported the Council interviewed a new member for the Lodging Tax Advisory Committee tonight. Councilmember Bloom reported on her first meeting as the Council liaison to the Port of Edmonds liaison. The Commission discussed budget issues and promotional efforts. The Commission was also provided a project update including expansion of Anthony’s Beach Café as well as the roof on Harbor Square building 2 which is $30,000 under budget and will last 20-30 years. Packet Page 177 of 177