2020-08-11 City Council - Full S Agenda-2644o Agenda
Edmonds City Council
SPECIAL MEETING - VIRTUAL/ONLINE
VIRTUAL ONLINE MEETING
EDMONDS CITY COUNCIL MEETINGS WEB PAGE,
HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA
98020
AUGUST 11, 2020, 8:30 PM
CALL TO ORDER
ACTION ITEM
1. Council Legislative/Executive Assistant Employment Agreement (20 min)
ADJOURN
Edmonds City Council Agenda
August 11, 2020
Page 1
2.1
City Council Agenda Item
Meeting Date: 08/11/2020
Council Legislative/Executive Assistant Employment Agreement
Staff Lead: Jessica Neill Hoyson
Department: Human Resources
Preparer: Scott Passey
Background/History
Maureen Judge serves as the City Council's Legislative/Executive Assistant under an Employment
Agreement dated March 2019, which was set to expire on January 22, 2020. This Agreement has been
extended three times, in January, February, and April 2020, to allow the Council President sufficient
time to undertake the annual review of the Employee's performance, the evaluation has been
completed at this time. The amendments to the Employment Agreement extended it through June 30,
2020, and Ms. Judge has been working under the terms of the expired Agreement since that date.
The three amendments attached for reference are not executed copies but are the documents that
were submitted to Council and approved. The 2019 -2020 employment agreement and the scope of
work are also provided.
Staff Recommendation
Review proposed contract terms
Narrative
Now that the employee evaluation has been completed, a new Employment Agreement is proposed
with Ms. Judge that will go through January 31, 2020. The new Agreement includes a 2.75% wage
increase, which is consistent with the increases other non -represented employees have received. This
wage increase would go into effect as of the effective date of the new Agreement, since the prohibition
against the gifting of public funds prevents retroactive wage increases. No other changes to the contract
terms are proposed.
Attachments:
2019 - 2020 Judge, Maureen Employment Contract
Amendment No. 1 to M. Judge Employment Agreement 1.15.2020.docx
Amendment No. 2 to M. Judge Employment Agreement 2.19.2020
Amendment No. 3 to M. Judge Employment Agreement 4.14.2020.docx
M. Judge - Employment Agreement - Legislative Executive Assistant to City Council 8.10.2020
Legislative Executive Assistant Job Description
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EMPLOYMENT AGREEMENT
LEGISLATIVE/EXECUTIVE ASSISTANT TO CITY COUNCIL
WHEREAS, the City Council of the City of Edmonds, Washington (hereinafter "City Council") utilizes
the services of a Legislative/Executive Assistant to perform a variety of confidential tasks related to its
legislative and research functions; and
WHEREAS, the Mayor of the City of Edmonds is by state statute the chief administrative officer of the
City, invested with the power to hire and fire employees and to direct their day-to-day activities; and
WHEREAS, in the interest of fostering an appropriate working relationship between the Executive
Assistant and the City Council, the Mayor has evidenced his wish to delegate the day-to-day responsibility
for the direction of said person to the City Council's President; and
WHEREAS, with the Mayor's consent, the City Council wishes to fill the position of
Legislative/Executive Assistant with an employee, specifically answerable to the Council, under specific,
limited terms and conditions governed by the provisions of this employment agreement and not subject to
the general personnel policies of this City;
NOW, THEREFORE, the City of Edmonds, Washington and Maureen Judge (hereinafter "Employee")
do hereby enter into this agreement for employment services ("Agreement"). The Employee's employment
shall be governed exclusively by the provisions of this Agreement unless otherwise provided herein.
1. Term of Employment: This Agreement wil I take effect January 23, 2019 and will expire on January
22, 2020 unless extended pursuant to its terms. Thereafter, this Agreement may be extended for an
unlimited number of terms of one (1) calendar year duration at the sole discretion of the City Council. The
purpose of this term is to permit an annual review of the performance of the Employee by the outgoing
City Council President in order that the City Council President may determine whether or not it is
appropriate to renew this Agreement for an additional term.
It is one of the basic understandings of this Agreement that the Employee will work closely with the City
Council President and the City Council. As such, this position shall be one in which the confidence of the
City Council President and City Council shall be essential to the proper performance of the Employee's
duties. Therefore, the City Council reserves the right not to renew this Agreement, or to terminate this
Agreement as herein provided in order to preserve that confidence and a feeling of confidentiality between
the City Council President, the City Council and the Employee as Legislative/Executive Assistant.
2. Duties: The Employee shall serve as the Legislative/Executive Assistant for the City Council,
complete legislative research when requested by Council, and serve as backup videographer as necessary.
The Employee shall be under the general day-to-day direction of the City Council President and shall
provide such assistance as may be necessary to individual members of the City Council. For project work
(requested by individual members of the City Council), authorization from the City Council President is
required. In the event of a conflict in such directions, the Employee shall rely upon the direction of the
City Council President. A generalized description of the duties of this position is attached hereto as Exhibit
A and incorporated herein by this reference. The listing of duties in Exhibit A is intended as a descriptive
tool only, and shall not limit the City Council President or City Council to make task assignments;
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provided, however, that such duties be linked to the City Council President's Office and the legislative
function of the City Council and shall, in all respects, be governed by statutory, constitutional and
ordinance limitations on the duties of public employees. The City Council President, by his signature
below, specifically represents that the Mayor has delegated his statutory authority to direct the day-to-day
duties of this Employee, and this Employee alone, to the City Council to be exercised by and through the
City Council President. This delegation is revocable by the Mayor and shall not be binding on the
subsequent elected or appointed mayors unless ratified by them.
3. Hours of Work: The Employee shall work office hours as assigned and directed by the City Council
through the City Council President. Such hours may normally be worked between 8:00 a.m. and 5:00 p.m.,
with one (1) hour off of work (unpaid) for a meal (rest) period no later than five hours after the start of the
work shift, Monday through Friday. The hours of work on Tuesdays may be adjusted to I pm — 10 pm
with one (1) hour off of work (unpaid) for a meal (rest) period no later than five hours after the start of the
work shift. In addition, the Employee may perform assigned work off site. Such hours shall be within
prescribed limits and approved by the City Council President. It is anticipated that the Employee shall
work up to 40 hours per week. NOTE: The level of the Employee's benefits is based upon a proration of
hours worked. This general description of working hours shall not limit the ability of the City Council
President to change the working schedule or adjust it from time to time.
4. Wages and Benefits: The wages set forth in this Section 4 hereby provide for a base rate of 3$ 3.00
per hour. The City will pay the applicable employer's portion of Medicare, PERS retirement, Municipal
Employee Benefit Trust (MEBT), Washington State Industrial Taxes, and such other payments or benefits
as may be required under the provisions of state and federal law based upon the number of hours worked.
MEBT benefits shall be provided as required by law or by the provisions of a plan document. "Plan
Document" shall mean for the purposes of this Agreement the MEBT or other contract, or policy
documents, which require, by their terms, the participation of all qualified employees.
The benefits to be paid to the Employee shall be governed solely by this Agreement. No benefit not
specifically addressed or listed herein shall be granted to the Employee. The provisions of this Agreement
shall control over any conflicting provision of the City ordinances, City Personnel Policy Manual, any
collective bargaining agreement or any other general grant of benefits to City employees. The benefits
which the Employee shall receive are limited to the following:
4.1 Insurance Benefits: The City will allow the Employee to participate in the City's group employee
insurance programs listed below. The City will pay the insurance premiums in accordance with the
following schedule:
INSURANCE BENEFIT/PREMIUM PAID
*Dental (WDS) family coverage / 90%
*Vision /90%
*Medical /90%
Medicare /As per Federal law
Industrial Accident /As per State law
Public Employees Retirement /As per State law
Unemployment Insurance /As per State law
MEBT /As per City ordinance
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*NOTE: The City pays 90% of the health insurance premium costs for a 100% full-time employee
(working 40 hours per week). This percentage would be adjusted, for example, if the hours of this position
consistently remained at 36 hours a week (90% of an FTE).
The City will allow the Employee to use payroll deduction (Premium Only Plan) to pay for the Employee's
cost of the above -listed insurance benefits. The City's payment is contingent on the Employee's
qualification for such insurance program in accordance with Plan Documents and does not constitute an
obligation to pay a sum in lieu of insurance or premium.
4.2 Vacation: Annual vacation is earned at the rate of 10 hours per month (to be otherwise pro -rated if the
employee works under 40 hours per week). Earned vacation can be carried over into the next calendar
year, provided the amount carried over does not exceed 176 hours total at the end of the duration of the
one year contract. Unused, accrued vacation shall be paid upon termination of employment.
4.3 Sick Leave: Sick leave is earned at the rate of 96 hours per year (to be otherwise prorated if the
employee works under 40 hours per week). Earned sick leave can be accumulated up to a maximum of
500 hours. Unused, accrued sick leave shall be forfeited upon termination of employment.
4.4 Holiday Pay: The employee shall receive pay for all holidays during which City offices are closed (to
be otherwise pro -rated if the employee works under 40 hours per week).
5. Confidentiality: One of the basic purposes of this Agreement is to provide an employee who serves
in a confidential capacity to the City Council and its City Council President. The Employee acknowledges
that she has been informed of the necessity for confidentiality and understands that she shall report directly
to the City Council President any matter which she feels would breach such confidence or confidentiality.
In the event of any apparent conflict between the needs of the City Council and that of the City in
general, the Employee shall report such matter to the City Council President and rely on his/her direction.
In keeping with this confidential relationship, the Legislative/Executive Assistant position shall not be a
part of a collective bargaining unit or subject to any collective bargaining agreement.
6. Termination of Agreement: The parties acknowledge that this employment agreement creates an
at -will employment relationship that may be terminated at any time, with or without cause, by either party.
This paragraph shall control and supersede any portion of this Agreement that might otherwise be
construed as in any way altering the Employee's at -will status.
7. Indemnification: As an employee of the City, the Employee shall have the right to indemnification
by and on behalf of the City for actions taken in the scope of her employment in accordance with the
provisions of Chapter 2.06 of the Edmonds City Code as same exists or is hereafter amended.
8. Entire Written Agreement: This document represents the entire agreement, written or oral, between
the parties. No representation or other oral agreement by either party shall survive the execution of this
document. This document shall be amended only upon the express written agreement of both parties. The
City Council President shall confer with the Mayor regarding any change.
9. Severability: The provisions of this Agreement shall be severable. In the event that any provision
hereof is held to be void, illegal, or unenforceable, the remaining provisions shall survive; PROVIDED,
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however, that in the event the provisions of paragraph 5, relating to the exclusion of this position from any
collective bargaining unit, or of paragraph 6, relating to this Agreement as one of at -will employment,
are/is held to be unenforceable, invalid, or void, this Agreement shall immediately be at an end.
DONE THIS , 1 day of March 2019.
�r CITY
1 (`
Adrienne Fraley-Mosiil s, Co ncil President
1_1l8I9r14YAMIS
Maureen Judge
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City of
FXHIRIT A
EDMONDS
Washington
Department:
Bargaining Unit:
Revised Date:
LEGISLATIVE /EXECUTIVE ASSISTANT
Council
None
October 2017
Scope of WorK/Position Duties
Pay Grade
$ per hour
Status: Contract position
Reports To: Council President
POSITION PURPOSE: Provides public contact and complex clerical/administrative and research support to
the Council. Plans and performs complex administrative office coordination to assure smooth, timely and
efficient office operations for the department or assigned office; researches, collects, analyzes and
compiles data and information for inclusion in reports; maintains records, files and budgets related to
departmental operations, programs and expenditures.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all
employees in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional,
position -specific duties.
• Researches, collects and analyzes background data on pending legislative matters as requested.
0 Schedules meetings for Council and individual Council members; prepares agenda memos for
Council.
• Attends Council meetings, prepares requested reports, minutes, agendas, correspondence and
other materials as appropriate and according to decisions and approved actions.
Assists Council President in drafting budget and planning of various Council events and functions including
coordinating arrangements for meeting facilities, equipment and refreshments as appropriate; coordinates
management of legislative priorities with Council President.
Coordinates and prepares press releases for Council as requested and/or various community
relations.
0 Plans and performs complex administrative office coordination; relieves the Council President of
technical clerical and administrative duties having Council -wide impact.
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Completes PSR's for the department, enters payroll into Eden software for the department and
processes Council accounts payables.
Performs various administrative duties including answering telephones and greeting visitors; provides
information in person or on the telephone or refers to appropriate department personnel; opens, screens
and routes mail.
i Maintains calendars relating to Council events as requested; schedules appointments and
conferences; assists with travel reservations and vehicle check -in and checkout for Council as
requested.
Composes, prepares and types a variety of correspondence, memos, reports and other materials
and proofreads materials to assure accuracy and completeness.
SCOPE OF WORK/POSITION DUTIES
Legislative/Executive Assistant
Organizes and coordinates office functions, activities and communications; assures efficient workflow and
office operations.
Must be able to work independently under direction of Council President to complete assignments.
Maintains accurate financial records and files pertaining to departmental expenditures, budget balances
and operations; prepares status reports, charts and other documents as requested; prepares and
coordinates purchase of office supplies, equipment and other expenditures.
i Manages and maintains all records as required by State and Federal law; including, but not limited
tn_ rprnrrdc rplatprd to City plprtinnc. anrd rprnrrdc pertaining to Statp audit rpnuirpmpntc.
Provides staff support and administrative assistance to various boards and committees; prepares
reports, agendas, correspondence and other materials as appropriate and according to decisions
and approved actions.
Manages and maintains website for Council and provide website support/administration for
Council and any Council -related assigned boards, committees, groups and/or events.
/ Manages and programs content as directed for the City's cable channels (21/39).
i Maintains files and records related to Council activities/business and retains and purges records
as needed under the Washington State records retention and archiving rules.
e Operates office machines including: computers, copiers, calculators, fax machines, use of
recording equipment for Tuesday night Council meetings and other equipment as assigned.
. Performs a variety of special duties, projects or activities of the Council Office
Required Knowledge of:
0 City organization, procedures, federal and state laws.
Administrative functions and operations of a City government.
Legislative processes, research methods, data collection and statistical analysis.
Accurate, lawful, and efficient record -keeping techniques.
Budget monitoring and control including proficient skills in mathematics.
Interpersonal skills using tact, patience and courtesy.
i Principles of customer service and public relations.
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/ Proper telephone etiquette.
/ Effective oral and written communication principles and practices.
• Modern office procedures, methods, and equipment including computers and computer applications and
software programs sufficient to perform assigned work.
/ English usage, spelling, grammar and punctuation. • Principles of business letter writing.
Required Skill in:
/ Computer applications to include Microsoft Office Suite (such as Word, Excel, Outlook,
PowerPoint, etc.),
/ Tracking and researching legislative bills.
• Assisting in the management of workload items for 7 Council members who may have, at times,
competing interests
• Performing technical clerical and administrative duties having department -wide impact.
• Planning and performing technical administrative office coordination duties.
* Maintaining records, files, and information in compliance with taws, policies and procedures.
• Interpreting, applying and explaining rules, regulations, policies, procedures and laws.. Must be able to
meet required deadlines for legislative/administrative duties/assignments.
• Successfully meeting schedules and time lines.
SCOPE OF WORK/POSITION DUTIES
Legislative/Executive Assistant
• Preparing a variety of reports, logs, records and files related to assigned activities.
• Maintaining confidentiality of sensitive information, including confidentiality between staff and Council
members; working confidentially with discretion.
• Being flexible and able to work with diverse personalities.
• Researching a variety of subjects and presenting information in an efficient, accurate manner.. Utilizing
personal computer software programs and other relevant software affecting assigned work.
• Working with diverse interest groups with potentially competing priorities.
• Establishing and maintaining effective working relationships with elected officials, staff (other
departments), management, vendors, outside agencies, community groups and the general
public.
/ Meeting schedules and time lines and ability to work independently.
/ Communicating effectively verbally and in writing including public relations and customer service.
MINIMUM QUALIFICATIONS:
Education and Experience:
Any combination equivalent to: graduation from high school including or supplemented by course work in political
science, business administration, office management, office administration or related field and three years of
increasingly responsible administrative office support experience including research work. Previous work experience
in a legislative environment and/or role preferred.
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Required Licenses or
Certifications:
Valid State of Washington Driver's License.
Must be able to successfully complete and pass a background check.
WORKING CONDITIONS:
Environment:
• Office environment.
• Constant interruptions.
• The employee may be required to work some evenings (Tuesday night Council meetings) and
occasional weekends for Council events as necessary
• Must be able to work in a solitary environment.
Physical Abilities:
• Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
• Reading and understanding a variety of materials.
• Operating/using a computer keyboard and other office equipment.
• Sitting, standing or otherwise remaining in a stationary position for extended periods of time.
• Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or
otherwise positioning oneself to accomplish tasks.
• Lifting/carrying or otherwise moving or transporting up to 20 lbs.
Hazards:
■ Contact with angry or potentially upset individuals.
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EDMONDS CITY COUNCIL APPROVED MINUTES
February 12, 2019
ELECTED OFFICIALS PRESENT
Dave Earling, Mayor
Adrienne Fraley-Monillas, Council President
Michael Nelson, Councilmember
Diane Buckshnis, Councilmember
Dave Teitzel, Councilmember
Neil Tibbott, Councilmember
ELECTED OFFICIALS ABSENT
Kristiana Johnson, Councilmember
Thomas Mesaros, Councilmember
CALL TO ORDERfFLAG SALUTE
STAFF PRESENT
Jason Robinson, Police Officer
Phil Williams, Public Works Director
Shane Hope, Development Services Director
Scott James, Finance Director
Kernen Lien, Environmental Program Mgr.
Jeanie McConnell Development Program Mgr.
Rob English, City Engineer
Mike Clugston, Planner
Jeff Taraday, City Attorney
Scott Passey, City Clerk
Jerrie Bevington, Camera Operator
Jeannie Dines, Recorder
The Edmonds City Council meeting was called to order at 7:00 p.m. by Mayor Earling in the Council
Chambers, 250 5' Avenue North, Edmonds. The meeting was opened with the flag salute.
2. ROLL CALL
City Clerk Scott Passey called the roll. All elected officials were present with the exception of
Councilmembers Mesaros and Johnson.
3. APPROVAL OF AGENDA
COUNCILMEMBER TEITZEL MOVED, SECONDED BY COUNCILMEMBER BUCKSHNIS, TO
APPROVE THE AGENDA IN CONTENT AND ORDER. MOTION CARRIED UNANIMOUSLY.
6. APPROVAL OF CONSENT AGENDA ITEMS
COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO
APPROVE THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. The agenda items
approved are as follows:
1. APPROVAL OF COUNCIL SPECIAL MEETING MINUTES OF JANUARY 22, 2019
2. APPROVAL OF COUNCIL MEETING MINUTES OF JANUARY 22, 2019
3. APPROVAL OF CLAIM CHECKS
4. APPROVAL OF CLAIM, PAYROLL AND BENEFIT CHECKS, DIRECT DEPOSIT AND
WIRE PAYMENT
Edmonds City Council Approved Minutes
February 12, 2019
Page 1
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5. ACKNOWLEDGE RECEIPT OF CLAIMS FOR AN UNDETERMINED AMOUNT
6. PROFESSIONAL SERVICES AGREEMENT - SUMMIT LAW
7. COUNCIL APPROVAL OF THE DEFENSE OF COURT ADMINISTRATOR SHARON
WHITTAKER PURSUANT TO CHAPTER 2.06 ECC
8. SURPLUS CITY COMPUTERS
5. PRESENTATION
2. SHORELINE MASTER PROGRAM PERIODIC REVIEW
Environmental Program Manager Kernen Lien explained
• Purpose of this agenda item:
o Reintroduction to SMP periodic review
o Scope of periodic review
o Proposed code amendments
• Comprehensive Update vs. Periodic Review
o Completed Comprehensive Update June 2017
■ State adopted comprehensive guidelines for Shoreline Master Programs in 2003 under
WAC 173- 26
• Jurisdictions across the state were required to update their SMP's
■ Edmonds' SMP adopted in June 2017 was a complete rewrite of the SMP to be consistent
with WAC 173-26
o Periodic Review
■ SMA requires each city and county to review, and, if necessary, revise their SMP at least
once every eight years. The City's periodic review is due June 30, 2019
■ State fled WAC 173-26-090 in August 2017, which became effective September 2017
■ Provides guidance on the periodic update
■ Periodic review ensures SMP stays current with changes in laws and rules, remains
consistent with other City of Edmonds Plans and regulations, and is responsive to changed
circumstances, new information and improved data.
• Periodic Review Checklist
o Summarizes amendments to state law, rules and applicable guidance between 2007 and 2017
that may trigger the need for SMP amendments during periodic reviews
o City's SMP comprehensive updated lasted from 2009 — 2017
o Completed checklist identifies items that should be updated in the City's SMP for consistency
with state laws and rules
o Identified amendments would not result in substantive changes to the SMP
• Other review elements
o Edmonds Marsh Study
■ Update Shoreline Inventory and Characterization
o ECDC 24.80.100 — Public Hearings
• Shoreline substantial development permit may begin as a Type I1 staff decision, and change
to a Type III decision before the hearing examiner by a written request during comment
period
• Clarification on this process should be added
■ Staff is recommending something similar to the Critical Area Contingent review process
detailed in ECDC 23.40.195
Critical Area Wetland Regulations
■ SMP Periodic Review
Edmonds City Council Approved Minutes
February 12, 2019
Page 2
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o May 2018 Council adopted Resolution No. 1411
■ Initiating Periodic Review
■ SMP Periodic Review Work Program
■ Public Participation Plan
o Planning Board Review and Recommendation
o Must be completed by June 30, 2019
Code changes in response to SMP Periodic Review Checklist
0 2017a. Cost Threshold for substantial development ($7,047)
■ Amended language in ECDC 24.80.010.13.1
0 2016a. Americans with Disabilities Act Permit Exemption
■ Added ECDC 24.80.010.13.16 —Exemptions
0 2017g. Nonconforming uses and development
■ Amended language in ECDC 24.70.020.D
• Amended language in ECDC 24.70.010.D.2 —Nonconforming Uses
■ Amended language in ECDC 24.70.020.G.2 — Nonconforming Structure
o Other Amendments
* ECDC 24.80.100 — public hearings
■ ECDC 24.40.020 — Critical Areas
• Edmonds Marsh Study
o Baseline of existing conditions of the Edmonds Marsh
o An addendum to the Shoreline Inventory and Characterization
o No recommendations regarding buffers/setbacks for the UMU IV shoreline environment
• Next steps
o Public hearing at City Council
■ City has not received any comments
o Once amendments approved by City Council, submit to Ecology for review
Councilmember Buckshnis expressed concern with removing the entire wetland section, acknowledging
that the code will refer to Ordinances 4106 and 4127. She asked if there was any disadvantage to leaving
the wetland section in the code so people did not have to refer to other documents. Mr. Lien said the wetland
section is not the most up-to-date guidance from the Department Ecology which is contained in Ordinance
4127. All the other critical area sections also refer to the CAO. From an administration standpoint, it is
more confusing to have two sets of regulations and it is clearer to rely on the CAO for wetlands.
Councilmember Buckshnis suggested including the CAO in the packet next time.
Councilmember Buckshnis expressed concern with approving something that has draft written on it such
as Windward's description of the Edmonds Marsh. If the Council approves this tonight, she asked whether
that draft would be included. Mr. Lien said he is not seeking Council approval tonight; a public hearing
needs to be held first. It will say draft until the Council approves it. Once the Council holds a public hearing
and is agreeable to the update, when he presents a resolution of intent to adopt or an ordinance, the
indication of "draft" will be removed. Windward may update the marsh vegetation before City Council
adoption later this year. He summarized it is a draft until the Council adopts it.
Councilmember Buckshnis referred to the change to 18 months in ECDC 24.40.010.D.2 — Nonconforming
Uses and 24.0.020.G.2 — Nonconforming Structure, and asked why 18 months was selected instead of 2
years. Mr. Lien said the intent was for the code to be consistent with the SMP.
Councilmember Buckshnis referred to the new section, Special Procedures for WSDOT Projects 24.80.105.
Mr. Lien referred to 2015a. 90 day target for local review for WSDOT projects in the SMP Periodic Review
Checklist, explaining the legislature adopted a 90-day target for local review of WSDOT projects. The
proposed code language in 24.80.105 is the model language Ecology proposed.
Edmonds City Council Approved Minutes
February 12, 2019
Page 3
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Councilmember Teitzel posed a hypothetical; assuming after the Unocal property transitions to WSDOT
and at some point becomes owned by the City of Edmonds via a donation or sale, and asked what changes
to the SMP would be needed to reflect that. Mr. Lien answered none.
6. AUDIENCE COMMENTS
Mindy Woods, Edmonds, explained when leaving a Diversity Commission meeting at the senior center
last Wednesday about 8:20 p.m., two people who are experiencing homelessness approached the senior
center hoping to find the cold weather shelter. There was no sign on the door and both walked away. The
news announced this morning that four people passed away in King County over the pasts week during the
cold weather. It was 28 degrees last Wednesday night and she was not aware of the cold weather shelter in
Lynnwood. If she, a person with access to the internet and a working cell phone didn't know that, how was
an unhoused person supposed to know. It would also be challenging for a person on foot in the Edmonds
bowl to reach a shelter in Lynnwood.
Ahmed Amr, Edmonds, recalled about a year ago he expressed concern with the excessive expenditure of
a $30,000/month legal retainer for Mr. Taraday, and he has not responded to hundreds of emails he has sent
him. He referred to his case that went to court, his arrest for trespass that resulted in a trial by jury that was
shut down without a, 90 day trial. He alleged the police have come to his home and insulted him, calling
him mentally ill in front of his dying wife. The City has spent a lot of money putting him down, hurting
him and his wife. He referred to shredding of documents and a suit he filed in the U.S. District Court of
Western Washington and the City hiring a lawyer for the person. He explained when a clerk of the court
tampers with records, they should be arrested and reported to the FBI. He objected to the legal advice Mr.
Taraday has given officers and felt Judge Coburn was a judicial atrocity and that Mayor Earling was a
monster. He alleged harassment, abuse of police power, brutality, and the waste of resources financing the
defense of a court clerk shredding documents.
Laura Johnson, Edmonds, commented it had been a long week with three restless teens at home, but they
were lucky to have a warm home and a 4-wheel drive vehicle. Many are not so lucky; there are a number
of homeless residents in Snohomish County including some who live in Edmonds. Those individuals are
served by a team of incredible volunteers who dedicate their time to open an emergency cold weather shelter
when the temperatures drop. Edmonds used to be a location for a shelter at the senior center but she learned
that has closed. She was concerned some homeless individuals who relied on that service were left out in
the recent extreme cold. Some of them showed up last Wednesday only to find out that service was no
longer available. She questioned why at least a warming station was not opened, transportation provided
from the senior center to Lynnwood or at least a notice posted on the door that the senior center was no
longer an emergency shelter and how they could reach someone for transportation to the shelter in
Lynnwood. She summarized we can and should do better in Edmonds.
Mr. Amr continued his comments and Mayor Earling declared a brief recess.
7. PUBLIC HEARINGS
1. PUBLIC HEARING ON THE PLANNING BOARD'S RECOMMENDATION ON PROPOSED
AMENDMENTS TO THE EDMONDS COMMUNITY DEVELOPMENT CODE THAT WILL SET
A MINIMUM RESIDENTIAL PARKING STANDARD FOR SMALL -FOOTPRINT BUILDINGS
(4,800 SO, FT. OR LESS) LOCATED IN BD -ZONED PROPERTIES IN DOWNTOWN EDMONDS.
THESE SMALL -FOOTPRINT BUILDINGS HAVE PREVIOUSLY NOT HAD ANY PARKING
REQUIRED
Edmonds City Council Approved Minutes
February 12, 2019
Page 4
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• 2.1.a
Development Services Director Shane Hope recalled staff discovered a building permit was submitted and
approved that allowed for 9 units/3 stories to be built in a downtown zone with no onsite parking. The
building is adjacent to a bus stop and some bicycle parking was provided. The City code allowed for this
as long as the building footprint did not exceed 4800 square feet, a code that had been in place at least 10
years. That issue had not been raised before and no one else had submitted a permit utilizing that provision.
That building permit raised the issue and staff proposed a moratorium that was adopted by the City Council
to halt the development of any further residential units in that area without onsite parking while the issue
was studied. The Planning Board held two public meetings, the first in October and a public hearing in
December on a proposed code change to remedy the situation. The proposed code change eliminates the
4800 square foot footprint exemption, the existing commercial code applies to commercial buildings and
requires residential buildings to provide at least one onsite space per unit. The Planning Board discussed
alternatives and concluded this was the most reasonable approach. Other regulations apply in other areas.
Councilmember Buckshnis questioned why a staff person did not say wait when this application was
submitted, why the code did not differentiate between residential and commercial, and why this building
was approved. Ms. Hope said if a person applies for a building permit and the application meets code, it
cannot be denied based on what someone would rather the code said. She does not always hear about all
the permits that are submitted and staff did not approach her about this one. Even if she had learned about
it immediately, once an application is submitted, it is vested. Councilmember Buckshnis said the BD zone
is a business district and one would not expect a small residential building in a business district. Ms. Hope
assured this change would address the issue.
Mayor Earling opened the public participation portion of the public hearing. There was no one present who
wished to provide testimony and Mayor Earling closed the public participation portion of the public hearing.
Council President Fraley-Monillas asked where the tenants of this building were parking. Ms. Hope
answered she did not know. Some tenants may not have a car; those with a car will either have to find street
parking or someplace else to park. Council President Fraley-Monillas said with this provision, a developer
was not obligated to inform the City where tenants would park. Ms. Hope agreed, the proposed ordinance
would require one onsite parking space per unit.
Council President Fraley-Monillas asked if there were alternatives to this proposal. Ms. Hope said there
could have been alternatives such as a parking pass program, one space for every two units, exceptions due
to proximity to a bus stop, etc. The Planning Board preferred this proposal and possibly consider something
different in the future. This is a straightforward requirement and fits with the general market. Council
President Fraley-Monillas expressed concern with having additional cars parked downtown when there are
already issues with parking. Ms. Hope agreed downtown parking is at a premium.
COUNCIL PRESIDENT FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER
BUCKSHNIS, TO ADOPT ORDINANCE NO. 4140, AN ORDINANCE OF THE CITY OF
EDMONDS, WASHINGTON, RELATING TO RESIDENTIAL UNITS IN THE BD ZONES,
PERMANENTLY ELIMINATING AN EXEMPTION FROM PARKING REQUIREMENTS FOR
BUILDINGS WITH A FOOTPRINT OF LESS THAN 4800 SF. MOTION CARRIED
UNANIMOUSLY.
2. PUBLIC HEARING ON THE INTEGRATION OF SMALL CELL STANDARDS INTO
THE CITY'S WIRELESS CODE (ECDC 20.50) AND ADOPTION OF INTERIM
ORDINANCE
Mike Clugston explained staff has been working with City Attorney Jeff Taraday to develop regulations
for a new type of wireless facility, small cell wireless. The packet contains the draft interim ordinance.
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Mr. Taraday explained:
• Telecommunications Act of 1996 gives the FCC the authority to interpret the Act
• FCC Ruling (the "Order") released on September 27, 2018, titled Accelerating Wireless Broadband
Deployment by Removing Barriers to Infrastructure Investment
o The Order adopted new rules limiting how state and local governments may treat applications
for the installation of small wireless facilities
o January 14, 2019 — The Order goes into effect
o April 14, 2019 — Local jurisdiction to have aesthetic rules in place
o Packet contains interim ordinance. Reason for interim ordinance
1. Allow applications to be processed
2. Clarifies that City requires franchises prior to allowing applications to be processed
3. While expect permanent ordinance for consideration/action by April 14, unexpected things
happen.
Mr. Clugston reviewed:
• What are small cell deployments?
o Complementary to towers, adding much needed coverage and capacity to urban and residential
areas, venues, and anywhere large crowds gather
o Streetlights, utility poles and slimline poles
■ Antennas connected to nodes receive and transmit wireless signals to and from mobile
devices
■ Optical fiber connects to other nodes and carries data to and from communication hubs
operated by wireless carriers
■ The cabinet holds equipment that process wireless signal for multiple wireless carries
• Facility Types
o Macro Cell
o Small Cell
■ FCC defines small wireless facilities as meeting each of the following conditions:
1. Height — 50 feet +/-
2. Each antenna — 3 cubic feet
3. Equipment — 28 cubic feet
• Map of wireless facilities in Edmonds
o Current Macro sites: 24
o Future Macro sites: dozens more?
o Future small cell sites: 1000s?
Ms. McConnell reviewed a hierarchy of location preferences for small cell antennas, noting locations
outside of the right-of-way are preferred over locations within the right-of-way:
Locate Outside the Right -of -Way
1. Existing building
2. Freestanding small cell pole located
Locate Within the Right -of -Way
3. Existing street light pole or utility pole (hollow poles)
4. New freestanding small cell pole or street light
5. Existing PUD single-phase pole (installation on top of pole)
6. Existing PUD transmission pole (installation in communication space)
7. Strand -mounted (installation in communication space)
She displayed photographic examples of the proposed location preferences:
Installations Outside of the Right -of -Way
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1. Locate on existing structures (example at 4" & Main)
2. Zoned property
■ Freestanding small cell pole within 5 feet of street and side property lines;
o Locate on same side of street as power lines;
o Height limit 30 feet
Right -of Way Installations
3. Existing hollow streetlight pole or traffic signal light
4. New freestanding cell pole or new street light
• Custom designs — Sternberg model streetlights currently used in downtown Edmonds do not
have sufficient space
• Sternberg makes a model specific for wireless facilities
5. Installation on single phase power pole
• Cantenna in line with pole
• External conduit — color matched to pole
■ External equipment — color matched to pole
6. Installation on transmission pole
• Antenna in communications space
• External conduit
■. External equipment
7. Strand -mounted facilities
• Installation on an existing pole
• Antenna in the communication space
+ External equipment
• Considerations in Developing code:
o Equipment and Wires: Internal vs. External
o Clutter on existing wood poles
Mr. Clugston reviewed
• Changes to ECDC 20.50
o Small cell location preferences and design standards —NEW
o Eligible facility requests — Codify existing reference
o Permit and review timelines (`Shot Clocks') — Update
o New macro monopoles — Update
o Clean up
■ Project timeline:
o January 8: Introduction to Council PPW Committee
o January 9: Introduction to Planning Board
o January 14: FCC Order goes into effect
o January 15: Introduction to full Council
o February 12: Public hearing and adoption of interim ordinance
o February -March: Discussions at Planning Board, review interim ordinance and discuss
refinements for small cell aesthetic regulations and bring back to Council
o April 2 or sooner: Hearing before City Council
o April 14: Local jurisdictions to have aesthetic rules in place
Mr. Taraday relayed staff is hoping to meet with industry representatives later this week. He anticipated
they would provide testimony during the public hearing as well as at that meeting regarding changes they
would like. Staff will be open minded to their input but will also be looking out for the City's best interests.
Councilmember Tibbott referred to the photograph in Preference 6 and asked whether that would be a
typical installation. Mr. Clugston answered it was difficult to say which was the reason for a range of
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preferences. From an industry standpoint, he anticipated Preference 6 would be the easiest to attach and to
get permitted. Through the preferences, the goal is to have antennas moved out of right-of-way onto zoned
property on buildings or freestanding poles near the right-of-way that do not impact other utilities. Staff
does not have a perfect understanding so are providing a range of options to work with the City's
preferences for aesthetic appearance and technology feasibility for the industry.
Councilmember Tibbott said he was interested in hearing from the public, but personally would rather see
installations on existing poles rather than new poles. The top two preferences are outside the right-of-way,
which in some cases will be on new poles. If there were a perfectly good wood pole 10 feet away, he asked
whether that location would be encouraged. Mr. Taraday said Preference 6 does not illustrate the conduit
which is of considerable concern to staff. One of the problems with wood utility poles is that everything is
mounted on the outside of the pole. He referred to another photograph illustrating several conduits on the
exterior of the pole and several antennas which he noted begins to look unsightly. He acknowledged staff
is somewhat guessing what the industry will install; the industry has a better sense of what they will be
installing. Councilmember Tibbott referred to a photograph with exterior conduit mounted close to the pole
and that matched the pole color, noting he preferred that to additional poles.
With regard to Sternberg poles, Councilmember Tibbott preferred to have an exact replica versus an
approximate match. He was uncertain how that could be required via the code, noting he found it
unacceptable to have a row of Sternberg poles and one that was a different style. Ms. McConnell said she
will be checking with the Sternberg representative to see what options are available. Her understanding was
it would not be an exact replica of what currently exists because those are not designed for small cell
installations. She assumed the new Sternberg pole would have a similar look.
Councilmember Tibbott inquired about staff time to process permits, relaying his understanding there may
be an opportunity to batch installations. Mr. Clugston offered to research. Councilmember Tibbott assumed
permit fees would be collected and asked if the fees would cover the cost of the review process. Mr.
Clugston advised it would cover the review time.
Councilmember Tibbott referred to the desire to remove clutter from poles and assumed some equipment
would be obsolete by the time new equipment is installed. He asked if obsolete equipment, conduit, wires,
etc. could be required to be removed before installation of new equipment. Mr. Taraday said staff is also
working on a companion piece of legislation that includes revisions to another chapter of the code related
to other overhead utilities, but that applies more broadly than just to small cell installations.
Councilmember Tibbott said he was referring to 3G versus 5G equipment and whether the older equipment
on a building could be removed. Ms. McConnell said the code requires obsolete equipment be removed.
Councilmember Tibbott asked if that has been discussed with industry representatives. Ms. McConnell said
a meeting is scheduled later this week to discuss the interim ordinance with industry representatives and
assumed that would be discussed if it was a concern to the industry.
Councilmember Tibbott asked if macro towers were becoming obsolete and would go away and be replaced
with 5G equipment or would the macro towers remain and more installed. Mr. Clugston said it was his
understanding that macro towers will still be used but he was unsure if more macro sites would be required.
Councilmember Tibbott recognized this technology would citizens to enjoy better cell service. However, it
was also an opportunity to clean up clutter from previous installation and improve aesthetics. Ms.
McConnell referred to Section 20.50.140 that addresses abandonment and discontinuation of use.
Councilmember Nelson commented there is nothing small about 1000 cell towers in the city. It was his
understanding there was a distance of 150 feet between towers. Ms. McConnell answered the code proposes
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300 feet between freestanding small cell facilities but if a specific location on private property does not
work, the carrier is asked to talk to adjacent property owners within 150 feet about locating. Councilmember
Nelson asked if there was a maximum distance between towers to limit the number. Mr. Taraday said one
of the reasons they are referred to as small cell is because the range is small. They are not very powerful
antennas and do not cover a large area which is why there need to be so many. Trying to balance the
dispersion requirement prompted a great deal of discussion between staff and he anticipated that discussion
would continue both with the Council and the industry. The goal is to strike the right balance where there
is not too much impact in one place and yet recognize the need to provide working technology and the
industry's need to deploy in a functional manner. He was uncertain that 300 feet, the minimum spacing in
the interim ordinance, was the right number and whether that would be in the final draft.
Councilmember Nelson commented this is an FCC regulation written by the wireless communication
industry, federal law that severely limits what the City can do. He asked about the existing fee charged to
a wireless company for a macro tower. Mr. Clugston offered to research, noting no new macro towers have
recently been permitted on zoned property or in the right-of-way. Councilmember Nelson said the proposed
fee is standard fee throughout the country. Mr. Clugston said the fees in the Order are acceptable fees from
the FCC's viewpoint; jurisdictions can charge different fees if they can be justified. Councilmember Nelson
said a lot of cities are frustrated by the lack of flexibility in fees due to the FCC's nationwide
standardization.
Councilmember Nelson said public rights -of -way are one of the most valuable public assets and these low
fee rules deprive jurisdictions from potential revenue -generating opportunities on City -owned infrastructure
that would benefit and improve citizens' lives. He was frustrated with the limitations the FCC imposed,
independent of the fact that health implications are not on the table. He was also frustrated with holding a
public hearing following the worst snow storm in 70 years. He was concern with the FCC's shot clock to
fast track the process when it has profound implications for the City. He was interested in slowing down
the process not speeding it up.
Councilmember Teitzel recalled one of main comment from the wireless industry is the requirements in the
proposed ordinance are more onerous than they would like and they increase the cost and time to obtain
permits. He asked how Edmonds' requirements compared with other cities. Mr. Clugston said other
jurisdictions who have recently adopted regulations have concealment/camouflage requirements but do not
have the requirement to look on private property first. The industry is asked to do that research as part of
their siting process before submitting an application and to describe on the application how the location
was determined. He was uncertain if other jurisdictions have required that, but staff felt it was a reasonable
request in siting deliberations. t
Councilmember Buckshnis feared there would be more than 1000 small cell facilities. She agreed with
Councilmember Nelson's comment that the right-of-way is very important. She asked the cost of a master
permit agreement, commenting if 1000 small cell facilities are allowed, the City should get some money.
Mr. Taraday said the state legislature does not allow jurisdictions to charge for use of right-of-way if the
user is a telecommunications company. Councilmember Buckshnis asked if there was a fee for the master
permit agreement if it was located in the public right-of-way. Mr. Taraday answered the City can charge
direct reasonable costs for processing an application such as staff time to review the application, but use of
the public right-of-way is free.
For Councilmember Buckshnis, Mr. Taraday explained the state legislature made a distinction between pole
owners and right-of-way owners. Pole owner can charge a small amount for pole rental space but the City
as the owner of the right-of-way is not allowed to charge for right-of-way rental.
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Council President Fraley-Monillas asked if the City had to allow poles in the right-of-way. Mr. Taraday
said the City has to allow them to deploy. The FCC has stated thou shalt allow small cell deployment in
your jurisdiction. Ultimately the City needs to allow the industry to create a feasible pathway for small cell
deployment. The FCC's guidance is not so specific as to state exactly what the City can and cannot do
which is the reason there is some disagreement, and he expected industry representatives to state during the
public hearing that some of the things in the ordinance are illegal. Staff is looking out for the City's best
interest given the guidance policy makers have provided but it is not clear exactly what the City can and
cannot do so there will be differences of opinion.
Council President Fraley-Monillas asked if the Council could make a decision that there could be no more
than X number of small cell towers total in the right-of-way. Mr. Taraday did not think so, anticipating that
would be considered an impermissible prohibition of their right to deploy. Council President Fraley-
Monillas said it would not hold up their right to deploy as they could deploy on private property and
negotiate the cost. Mr. Taraday did not disagree from a policy standpoint, but he was predicting the outcome
if it were challenged. He acknowledged he could be wrong and the courts could be more generous than he
expected but he was not optimistic.
Council President Fraley-Monillas understood better cell reception was important to a lot of people, but she
was not happy that they can install in the right-of-way and do not have provide compensation for using City
property. She suggested the City could assist the industry with contracting with private property owners to
use their property. She envisioned these facilities would be located on new buildings in the future which
would require compensating the private property owner.
Council President Fraley-Monillas asked if there was an existing requirement to remove old equipment.
Mr. Taraday said that is in the existing code. Mr. Clugston agreed. Mr. Taraday did not think there had been
a major problem with the wireless industry leaving old equipment. The clutter concern is bigger than the
wireless industry which is why it is being addressed more broadly. The code is designed to allow the
wireless industry to easily take down an old antenna and replace it with a new antenna in exactly the same
place.
Council President Fraley-Monillas asked about the shot clock. Mr. Clugston said the FCC allows a specific
amount of time to review these permits, for example an eligible facilities request, if it is not reviewed within
60 days, it is automatically deemed approved and the industry could challenge that in court. For small cell,
the shot clock is also 60 days and if the City misses that deadline, it is not automatically deemed approved
yet, but the industry could challenge to have the review done. A shot clock is the amount of time given by
the FCC to review permits.
Council President Fraley-Monillas commented additional staff may be required if there were 1000+
requests, recalling it was difficult in a good economy to get permitting done quickly. She was concerned
there may not be adequate staff to handle the permits and that the fees would not be adequate for staff time,
benefits, etc. without hiring additional staff.
Mayor Earling opened the public participation portion of the public hearing.
Gregory Bush, Wireless Policy Group, consultant representing AT&T, expressed AT&T's support for
the City's efforts to update its code and reiterated AT&T commitment to working with staff to develop
workable policies for all carriers to provide high quality service as technology continues to evolve. AT&T
has significant concerns with the current draft of the wireless code update. The seven step hierarchy requires
carriers to locate small cells on private property unless the applicant can demonstrate justification for
locating in the right-of-way. The main issue with this is it is complex, not in line with what other
jurisdictions in Washington are doing, it will lead to more poles and clutter in the right-of-way due to the
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requirement to put a new pole within 5 feet of an existing pole, and it makes it more difficult to comply
with shot clocks because of the two week period to check with other private landowners. They prefer to
locate on utility poles because they have only one pole owner to talk to and it prevents long, extended
negotiation for each pole. He was concerned the draft code may conflict with the recent FCC order, both
the shot clock deadlines and imposing burdens not applied to other types of infrastructure deployments.
The FCC requires jurisdictions' aesthetic regulations be reasonable, technically feasible, objective, no more
burdensome than other applied to other types of infrastructure deployments, and to be published in advance.
If the City requires carriers talk to private property owners, a step not required for power, utilities, Comcast,
internet, etc., it does not comply with the FCC order. AT&T strongly urges the City to work with the
wireless industry to develop reasonable standards and work with other stakeholders such as Snohomish
County PUD to reach a workable policy.
Kari Marino, Bellevue, representing Verizon Wireless, referred to the letter submitted last week by Kim
Allen, Wireless Policy Group representing Verizon, that states the urgency and the reason to deploy,
outlining the FCC requirements and asking the City to delay adopting this emergency ordinance until there
is an opportunity to ensure it is feasible. There needs to be a path forward for wireless providers that protects
the City's best interests especially aesthetic standards. She highlighted the four main issues in the letter:
1. Seven -step preference hierarchy. Small cell technology is designed to radiate RF out; a location on
a building does not serve the building well. A property owner has to pull a separate power feed and
fiber optic connection which makes it unworkable for the property owner. Another concern is
proving they have checked with all property owners within 150 feet.
2. Requesting proprietary coverage maps. She assured they would not provide their strategy plan. The
City will know what they want when they submit a permit.
3. Concern the shot clock timeframe will not be met
4. Size restrictions are too limiting.
A meeting is scheduled on Thursday with staff, AT&T and Verizon and possibly other carriers. She looked
forward to continuing to work with the City to ensure the end product serves everyone.
Hearing no further comment, Mayor Earling closed the public participation portion of the public hearing.
Councilmember Teitzel commented if a small cell wireless facility is mounted to the side of an apartment
building, it could be close to a bedroom. He asked if there were any health issues with radiation, cell
transmissions, etc. that have been studied at a national level and if so, what were the findings. Mr. Clugston
said the FCC provides guidance for RF emissions exposure. It was his understanding that if the industry
states they meet those standards, there is assumed there will no health impacts. Small cell are smaller
antennas and less powerful; what may have been a larger concern with macro antennas may be less with
these smaller antennas. If the industry can meet the RF criteria provided by the FCC, the City cannot not
further regulate health impacts.
Councilmember Teitzel observed two of the major carriers were represented at the public hearing. He asked
how many carriers could potentially put up small cell facilities in Edmonds. Mr. Clugston anticipated
Verizon AT&T and T-Mobile and Sprint.
If a carrier puts up a standalone wireless only pole, Councilmember Teitzel asked if the carrier was obligated
to share the pole with other carriers to co -locate equipment. Mr. Clugston answered co -location is
encouraged but it is not required.
Council President Fraley-Monillas referred to the AT&T's representatives statement that the City's
regulations would require more work and asked if any study had been done regarding the amount of time it
would take a wireless company to talk to private property owners and the cost. Mr. Clugston answered not
that he was aware of. Carriers have sited macro towers on the sides of buildings so there may be a precedent
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for small cell. Council President Fraley-Monillas said she was concerned about the cost to citizens versus
the cost to a private company as her obligation was to the City's 42,000 citizens, not the wireless companies.
Councilmember Buckshnis said the master permit agreement refers to maps, yet the Verizon representative
stated their maps are proprietary. She asked how the City could determine how many small cell facilities
there would be without those maps. Mr. Taraday said propriety maps will be discussed with the industry.
He was not yet convinced that the City could not require that as part of its franchising authority.
Councilmember Buckshnis observed if 4-5 carriers are going to put up freestanding poles, as many as
possible should be located on each pole. Mr. Taraday said one of the reasons the City is asking for that
information is to see areas in the City where there are gaps and direct deployment into areas that are
underserved, get more than one provider to coordinate if there is a need in an area, etc. There is a good
public interest basis for seeking those propriety maps.
COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO
APPROVE ORDINANCE NO. 4141, AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, ADOPTING AN INTERIM ZONING ORDINANCE TO AMEND CHAPTER 20.50
OF THE EDMONDS COMMUNITY DEVELOPMENT CODE, ENTITLED "WIRELESS
COMMUNICATIONS FACILITIES." UPON ROLL CALL, MOTION CARRIED (3-2),
COUNCILMEMBERS BUCKSHNIS, TEITZEL AND TIBBOTT VOTING YES; COUNCIL
PRESIDENT FRALEY-MONILLAS AND COUNCILMEMBER NELSON VOTING NO.
Mr. Taraday said the emergency clause in the ordinance will not be effective due to the 3-2 vote; a majority
plus one was required for the emergency clause to be effective. Therefore, the ordinance will not be
effective until five days after publication.
8. ACTION ITEMS
CRUMB RUBBER MORATORIUM EXTENSION
Council President Fraley-Monillas explained the moratorium will expire soon and she requested the
moratorium be continued through August 31, 2019 pending a response from the EPA and other entities
regarding crumb rubber.
COUNCIL PRESIDENT FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER
BUCKSHNIS TO APPROVE ORDINANCE NO. 4142, AN ORDINANCE OF THE CITY OF
EDMONDS, WASHINGTON, EXTENDING THE PROHIBITION OF THE INSTALLATION OF
STYRENE-BUTADIENE RUBBER (ALSO KNOWN AS SBR OR "CRUMB RUBBER" ON
PUBLICLY -OWNED ATHLETIC FIELDS WITHIN THE CITY OF EDMONDS FOR AN
ADDITIONAL SIX MONTHS.
Councilmember Teitzel commented the moratorium has been extended a number of times and asked
whether there was any legal limit on the number of extensions. City Attorney Jeff Taraday answered no, 1)
this is not within the framework of GMA, and 2) there are good reasons for continuing the moratorium as
ongoing human health impact studies are still occurring at the federal level and in California. Both studies
are making progress and there will eventually be a conclusion reached at which time there may be a more
permanent ordinance. He summarized he was not aware of any limitation to continuing the moratorium
until the studies were completed.
MOTION CARRIED UNANIMOUSLY.
2. ORDINANCE VACATING A PORTION OF EXCELSIOR PLACE STREET
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Environmental Programs Manager Kernen Lien advised the City Council held a public hearing on October
2, 2018 and adopted a resolution of intent to vacate a portion of Excelsior Place north of the property
addressed 19511 9411 Place West. The resolution of intent contained four conditions:
1. The retention of a public utilities easement
2. Construction of a utility access and emergency vehicle turnaround
3. A private access easement for all properties with frontage on the vacated portion of Excelsior Place
and;
4. A utility and emergency vehicle access easement and covenant requiring construction of additional
access road width to meet South County Fire lane standards with future single family development
The applicant had 90 days to meet those conditions and staff feels have the applicant has met the conditions.
With regard to construction of the turnaround, given that the winter months are not construction season, the
applicant has submitted a bond that would ensure construct of the turnaround by June.
COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER TIBBOTT TO
APPROVE ORDINANCE NO. 4143, AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, VACATING A PORTION OF EXCELSIOR PLACE ABUT AND LIES NORTH
OF THE PROPERTY ADDRESSED AT 19511 94TH PLACE WEST AS SET FORTH IN THE
RESOLUTION OF INTENT NO.141, AND FIXING A TIME WHEN THE SAME SHALL BECOME
EFFECTIVE. MOTION CARRIED UNANIMOUSLY.
3. RENEWAL OF CITY COUNCIL EMPLOYEE CONTRACTS
Councilmember Nelson said this item is employment agreements for Jerrie Bevington and Maureen Judge,
both of which have expired. Ms. Judge's previous employment agreement was for one year, $31/hour for
the first 6 months and $32 hours for the second 6 months. She also receives City benefits. Ms. Bevington's
employment agreement was for 2 years at $33/hour and is not eligible for employee benefits. Ms. Judge's
agreement includes a 3% COLA increase or $34/hour and a request for an increase in vacation from 7.33
hours/month to 10 hours/month. HR Director Mary Ann Hardie indicated the City's current policy is 11
days of vacation/year for employees with 2-5 years of service. Ms. Judge received six days for the first six
months and five days for the second six months. Ms. Judge's request also includes some comparables.
Councilmember Teitzel did not recall completing a performance evaluation for Ms. Judge and asked why
that was not done or discussed in executive session versus discussion in an open meeting. Mr. Taraday
answered the Council is entitled to review performance of an employee in executive session and could do
that now if the Council wished. The Council cannot take action regarding the employee's contract in
executive session.
Councilmember Teitzel suggested recessing to executive session to have a brief discussion about
performance before making a decision. Although he personally had no concern about her performance, he
was unaware if other Councilmembers did. He was concerned with increasing the vacation accrual from
7.33 hours/month to 10 hours/month, a 36% increase that he found excessive. He supported having a frank
discussion about performance before making a final decision. Councilmember Nelson said a survey was
distributed to all Councilmembers regarding Ms. Judge's performance.
Council President Fraley-Monillas said in most years, the Council President has evaluated the
administrative staff with input from the City Council; it had never been a joint process where the Council
met in executive session unless there were performance issues.
Councilmember Buckshnis said she completed the survey and Ms. Judge requested an evaluation. She
agreed with recessing to executive session because she had no idea what others have said. The Council had
the same administrative assistance for many years and the update was status quo. Ms. Judge is asking for a
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36% increase in vacation and she would like to talk about that in executive session. Mr. Taraday said the
Council can discuss performance of an employee in executive session, but not the terms of compensation.
COUNCILMEMBER TEITZEL MOVED, SECONDED BY COUNCILMEMBER BUCKSHNIS, TO
MOVE INTO AN EXECUTIVE SESSION FOR NO MORE THAN 10 MINUTES FOR A BRIEF
DISCUSSION ABOUT MAUREEN JUDGE'S PERFORMANCE AND RECONVENE TO DISCUSS
THE SPECIFICS OF THE COMPENSATION PACKAGE. MOTION CARRIED UNANIMOUSLY.
Convene in Executive Session Re2arciing Performance of a Pllll[ie Foinlovee ]lei- IZC'W 42.30.1 1
At 8:54 p.m., Mayor Earling announced that the City Council would meet in executive session to discuss
performance of a public employee per RCW 42.30.110(g). He stated the executive session was scheduled
to last approximately 10 minutes and would be held in the .fury Meeting Roorn, located in the Public Safety
Complex. No action was anticipated to occur as a result of meeting in executive session. Elected officials
present at the executive session were: Mayor Earling, and Councilmembers Fraley-Monillas, Buckshnis,
Teitzel, Tibbott and Nelson. City Attorney Jeff Taraday was also present. The executive session concluded
at 8:59 p.m.
Mayor Earling reconvened the regular City Council meeting at 9:04 p.m.
COUNCIL PRESIDENT FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER
BUCKSHNIS, TO APPROVE JERRIE BEVINGTON'S EMPLOYMENT AGREEMENT WITH
THE ADJUSTED SALARY AND CONTRACT DATE.
Councilmember Buckshnis inquired about Ms. Bevington's rate. Councilmember Nelson advised it was
$33/hour.
MOTION CARRIED UNANIMOUSLY.
Councilmember Teitzel observed Ms. Judge's current contract expired January 22, 2019. Mr. Taraday
suggested the contract be retroactive to the day after it expired.
COUNCILMEMBER TEITZEL MOVED, SECONDED BY COUNCILMEMBER BUCKSHNIS,
APPROVE MAUREEN JUDGE'S EMPLOYMENT AGREEMENT THAT REFLECTS AN
EFFECTIVE DATE OF JANUARY 23, 2019 AND EXPIRES JANUARY 22, 2020 AND INCREASE
THE SALARY TO REFLECT 3% COLA OR $33/HOUR AND INCREASE THE VACATION
ACCR ROM 7.33/MONTH TO 8.331MON H, A IMG NCREASE I THE ACCRIIAL
RATE.
Mr. Taraday said the 7.33 hours/month was intended to match the table in City code, 11 days/year of
vacation. He asked if the intent was to provide more than 11 day/year of vacation. Councilmember Teitzel
said based on the Council's assessment of her performance, this is an appropriate level, appropriately 100
hours/year. Mr. Taraday said the existing language in the contract is consistent with City code.
Councilmember Teitzel said this is a contract employee.
Council President Fraley-Monillas encouraged Council not to support 8.33 hours/month for Ms. Judge
which equals 94 hours/year and she requested 10 hours/month. Her duties as a contract employee are at a
higher level than most other similar jobs and although she is paid by the City, she is the Council's contract
employee. Directors all receive a higher level of vacation and she supported a higher level for Ms. Judge
who has many years of experience. She noted the majority of Ms. Judge's work is legislative research and
only 25% administrative. Her request for 10 hour/month is only 3 weeks/year which she felt was not too
much to provide for an employee of her ability.
Edmonds City Council Approved Minutes
February 12, 2019
Page 14
Packet Pg. 24
2.1.a
COUNCIL PRESIDENT FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER
NELSON, TO AMEND THE MOTION TO CHANGE 8.33 10 HOURS/MONTH TO 10
HOURS/MONTH.
Councilmember Tibbott agreed with Council President Fraley-Monillas. Ms. Judge has a higher level of
responsibility than an entry level employee and certainly demonstrates efficiency in her role. He supported
the amendment to 10 hours/month of vacation accrual.
Council President Fraley-Monillas said 8.33 hours/month equates to100 hours/year, slightly over 2 weeks;
10 hours month is 3 weeks/year, a difference of only 20 hours.
Councilmember Buckshnis agreed Ms. Judge is doing a very good job. She preferred an increase from 7.33
to 8.33 or 9 rather than 10.
AMENDMENT CARRIED (4-1), COUNCILMEMBER TEITZEL VOTING NO.
MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY.
4. 2019 CARRYFORWARD BUDGET AMENDMENT
Finance Director Scott James reviewed:
• The 2019 Carryforward Budget Amendment begins on Page 642 in the Council Packet
• 2019 Carryforward Budget Amendment is for Items Not Completed in 2018
• There are 57 Carryforward Requests
All Items were Previously Approved by Council
■ The Carryforward Budget Amendment Will Roll the Unexpended 2018 Budget into the 2019
Budget
• Exhibit D (Change n Fund Balance)
o Summary:
• Proposed Amendment Change in Beginning Fund Balance: $3,963,174
■ Proposed Amendment Change in Revenue: $384,166
■ Proposed Amendment Change in Expense: $4,347,340
■ Proposed Amendment Change in Ending Fund Balance: $0
Exhibit A (packet page 649)
o Illustrates each fund's Beginning Fund Balances, Anticipated Revenues, Budgeted
Expenditures and Ending Fund Balance
■ Summary of the 2019 Carryforward Budget Amendment
o Beginning Fund Balance is Increased by $3,963,174
o Expenditures are Increased by $4,347,340
o Revenues are Increased by $384,166
o Ending Fund Will Remain Unchanged
Councilmember Buckshnis referred to the completion of the UFMP with Davies Tree Resource Group,
relaying her understanding the City no longer planned to utilize this consultant due to the poor document
produced, yet the carryforward includes $5,644. Ms. Hope answered the intent is for them to fold in the
new information and other corrections; they will not do any new work. Councilmember Buckshnis hoped
to give them a poor report card, noting some people will be very upset to know the City paid $130,000 for
that document.
Councilmember Buckshnis asked about the $200,000 carryforward for the community garden, recalling the
carryforward was $100,000 and there was $100,000 in this year's budget. Mr. James said $200,000 is for
land acquisition. The 2019 budget includes $155,000 for the community garden.
Edmonds City Council Approved Minutes
February 12, 2019
Page 15
Packet Pg. 25
2.1.a
COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO
APPROVE THE 2019 CARRYFORWARD BUDGET AMENDMENT AS PRESENTED AT THE
CITY COUNCIL MEETING ON FEBRUARY 12, 2019 ORDINANCE NO. 4144. MOTION
CARRIED UNANIMOUSLY.
5. PRESENTATION OF PUBLIC UTILITY EASEMENT WITHIN THE PROPERTY
FRONTAGE OF EDMONDS RECOVERY CENTER AT 7416 212TH ST SW
City Engineer Rob English relayed the building is currently undergoing tenant improvements and a change
of occupancy. One of the permitting requirements is a fire sprinkler system in the remodeled building which
required a water connection and new meter. The proposal is authorization to approve a 10' by 10' water
utility easement on the property for that connection. Staff recommends approval.
COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO
AUTHORIZE THE MAYOR TO APPROVE RECORDING OF A PUBLIC UTILITY EASEMENT
WITHIN THE PROPERTY FRONTAGE OF THE EDMONDS RECOVERY CENTER AT 7416
212TH ST SW.
Councilmember Tibbott asked if there was any expense associated with the easement. Mr. English answered
they are dedicating the easement to the City.
MOTION CARRIED UNANIMOUSLY.
9. MAYOR'S COMMENTS
Mayor Earling commended Public Works, Parks and Police Department staff for their extraordinary work
during the recent snow storm. They have been working 12 hour shifts which continue tonight and likely for
days. He offered special thanks for the quality work they have done.
Mayor Earling said City Hall and other facilities have been open Monday and Tuesday, opening at 10 a.m.
and closing yesterday at 3:00 p.m. and at 5:00 p.m. today. The City has been staffed with enough people to
operate both days. City Hall will open at 9 a.m. tomorrow and likely be back to 8 a.m. by Friday.
10. COUNCIL COMMENTS
Councilmember Teitzel echoed the comments about the great work Public Works has done keeping streets
safe. He recognized not all streets could be plowed but all the major thoroughfares have been passable and
sanded. He reported on the Port of Edmonds Commission meeting, recalling the boat shed collapse in 1996
under the weight of heavy snow. The Commission reported the boat sheds weathered the snow well and
there were no collapses.
Councilmember Buckshnis thanked the Public Works crew who finally sanded her street. She urged
everyone to be careful and stay in if possible, commenting a woman fell on her street and broke her femur.
Council President Fraley-Monillas thanked everyone for the flexibility to cancel last week's City Council
meeting and reschedule items, noting the priority should always be staff and citizens' safety and she
believed it was not safe last Tuesday night.
Council President Fraley-Monillas gave a shout out to WSDOT who have been working 12-16 hour days
to keep the freeways fairly clear which allows staff to reach the City. She still has 2 feet of snow in yard
and driveway and will be glad when the snow goes away.
Edmonds City Council Approved Minutes
February 12, 2019
Page 16
Packet Pg. 26
2.1.a
Councilmember Tibbott gave a shout out to the Police Department, especially Officer Wang, who helped
his son who skidded out on 196' on Friday and totaled his car. He echoed Councilmember Buckshnis'
suggestion for people to drive carefully and to stay off the roads if possible. Mayor Earling added although
Councilmember Tibbott's son was in a car accident, he was okay.
11. CONVENE IN EXECUTIVE SESSION REGARDING PENDING OR POTENTIAL LITIGATION
PER RCW 42.30.1100)(i)
This item was not needed.
12. RECONVENE IN OPEN SESSION. POTENTIAL ACTION AS A RESULT OF MEETING IN
EXECUTIVE SESSION
This item was not needed.
13. ADJOURN
With no further business, the Council meeting was adjourned at 9:27 p.m.
Edmonds City Council Approved Minutes
February 12, 2019
Page 17
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2.1.b
AMENDMENT NO.3 TO EMPLOYMENT AGREEMENT
LEGISLATIVE/EXECUTIVE ASSISTANT TO CITY COUNCIL
WHEREAS, the City of Edmonds, a Washington municipal corporation (hereinafter
referred to as the "City"), and Maureen Judge (hereinafter referred to as the "Employee") entered
into an underlying employment agreement for the Employee to serve as the Legislative/ Executive
Assistant to the City Council, dated March 8, 2019, (hereinafter referred to as the "Underlying
Agreement"); and
WHEREAS, the Underlying Agreement, at Section 1 ("Term of Employment") provides
that the Underlying Agreement will take effect January 23, 2019 and expire on January 22, 2020;
and
WHEREAS, Section 1 of the Underlying Agreement also provides that the purpose of the
one year term "is to permit an annual review of the performance of the Employee by the outgoing
City Council President in order that the City Council President may determine whether or not it is
appropriate to renew this Agreement for an additional term"; and
WHEREAS, the parties executed Amendment No. 1 to the Underlying Agreement on
January 23, 2020, to extend it for one (1) month, and Amendment No. 2 on February 25, 2020, to
extend it for an additional five (5) weeks, both to allow the City Council President additional time
to undertake the annual review of the Employee's performance, as well as submit new contract
terms to the Personnel Committee for review; and
WHEREAS, while the annual review of the Employee's performance has been completed,
due to the extenuating circumstances created by the COVID-19 pandemic, including the
limitations on the City Council's ability to hold an Executive Session to address City business that
is not both routine and necessary, which has been imposed on the Open Public Meetings Act during
Governor Inslee's "Stay Home — Stay Safe" order ("Order"), the City Council requires additional
time to undertake an Executive Session to discuss the Employee's performance and any new
contract terms before determining next steps; and
WHEREAS, the Governor's Order is currently in effect until May 4, 2020, and based on
currently available information, is likely to be extended for another month beyond that date; and
WHEREAS, the parties have agreed to an additional three (3) month extension of the
Underlying Agreement on the same terms to allow additional time for the City Council's Executive
Session to take place;
NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by
and between the parties thereto as follows:
1. The Underlying Agreement, which is incorporated by this reference as if fully set
forth herein, as amended by its Amendments Nos. 1 and 2, is further amended in, but only in, the
following respect:
Packet Pg. 29
2.1.b
A. Term of Employment. The first sentence of Section 1 of the Underlying
Agreement shall be amended to read as follows: "This Agreement will take
effect January 23, 2019 and will expire on June 30, 2020 unless extended
pursuant to its terms."
2. In all other respects, the Underlying Agreement between the parties, as amended
by Amendments Nos. 1 and 2, shall remain in full force and effect, further amended as set forth
herein, but only as set forth herein.
DATED this day of April 2020.
CITY OF EDMONDS EMPLOYEE
Adrienne Fraley-Monillas, Council President Maureen Judge
Packet Pg. 30
2.1.c
AMENDMENT NO.2 TO EMPLOYMENT AGREEMENT
LEGISLATIVE/EXECUTIVE ASSISTANT TO CITY COUNCIL
WHEREAS, the City of Edmonds, a Washington municipal corporation (hereinafter
referred to as the "City"), and Maureen Judge (hereinafter referred to as the "Employee") entered
into an underlying employment agreement for the Employee to serve as the Legislative/ Executive
Assistant to the City Council, dated March 8, 2019, (hereinafter referred to as the "Underlying
Agreement"); and
WHEREAS, the Underlying Agreement, at Section 1 ("Term of Employment") provides
that the Underlying Agreement will take effect January 23, 2019 and expire on January 22, 2020;
and
WHEREAS, Section 1 of the Underlying Agreement also provides that the purpose of the
one year term "is to permit an annual review of the performance of the Employee by the outgoing
City Council President in order that the City Council President may determine whether or not it is
appropriate to renew this Agreement for an additional term"; and
WHEREAS, the parties executed Amendment No. 1 to the Underlying Agreement on
January 23, 2020, to extend it for one month to allow the City Council President additional time
to undertake the annual review of the Employee's performance, as well as submit new contract
terms to the Personnel Committee for review; and
WHEREAS, the City Council President requires additional time to undertake the annual
review of the Employee's performance, as well as to submit new contract terms to the Personnel
Committee for review; and
WHEREAS, the parties have agreed to an additional five -week extension of the
Underlying Agreement on the same terms to allow additional time for the annual performance
review to take place and for the submission of new contract terms to the Personnel Committee for
review;
NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by
and between the parties thereto as follows:
1. The Underlying Agreement, which is incorporated by this reference as if fully set
forth herein, as amended by its Amendment No. 1, is further amended in, but only in, the following
respect:
A. Term of Employment. The first sentence of Section 1 of the Underlying
Agreement shall be amended to read as follows: "This Agreement will take
effect January 23, 2019 and will expire on March 27, 2020 unless extended
pursuant to its terms."
Packet Pg. 31
2.1.c
2. In all other respects, the Underlying Agreement between the parties, as amended
by Amendment No. 1, shall remain in full force and effect, further amended as set forth herein, but
only as set forth herein.
DATED this day of February 2020.
CITY OF EDMONDS EMPLOYEE
Adrienne Fraley-Monillas, Council President Maureen Judge
Packet Pg. 32
2.1.d
AMENDMENT NO.3 TO EMPLOYMENT AGREEMENT
LEGISLATIVE/EXECUTIVE ASSISTANT TO CITY COUNCIL
WHEREAS, the City of Edmonds, a Washington municipal corporation (hereinafter
referred to as the "City"), and Maureen Judge (hereinafter referred to as the "Employee") entered
into an underlying employment agreement for the Employee to serve as the Legislative/ Executive
Assistant to the City Council, dated March 8, 2019, (hereinafter referred to as the "Underlying
Agreement"); and
WHEREAS, the Underlying Agreement, at Section 1 ("Term of Employment") provides
that the Underlying Agreement will take effect January 23, 2019 and expire on January 22, 2020;
and
WHEREAS, Section 1 of the Underlying Agreement also provides that the purpose of the
one year term "is to permit an annual review of the performance of the Employee by the outgoing
City Council President in order that the City Council President may determine whether or not it is
appropriate to renew this Agreement for an additional term"; and
WHEREAS, the parties executed Amendment No. 1 to the Underlying Agreement on
January 23, 2020, to extend it for one (1) month, and Amendment No. 2 on February 25, 2020, to
extend it for an additional five (5) weeks, both to allow the City Council President additional time
to undertake the annual review of the Employee's performance, as well as submit new contract
terms to the Personnel Committee for review; and
WHEREAS, while the annual review of the Employee's performance has been completed,
due to the extenuating circumstances created by the COVID-19 pandemic, including the
limitations on the City Council's ability to hold an Executive Session to address City business that
is not both routine and necessary, which has been imposed on the Open Public Meetings Act during
Governor Inslee's "Stay Home — Stay Safe" order ("Order"), the City Council requires additional
time to undertake an Executive Session to discuss the Employee's performance and any new
contract terms before determining next steps; and
WHEREAS, the Governor's Order is currently in effect until May 4, 2020, and based on
currently available information, is likely to be extended for another month beyond that date; and
WHEREAS, the parties have agreed to an additional three (3) month extension of the
Underlying Agreement on the same terms to allow additional time for the City Council's Executive
Session to take place;
NOW, THEREFORE, in consideration of the mutual benefits accruing, it is agreed by
and between the parties thereto as follows:
1. The Underlying Agreement, which is incorporated by this reference as if fully set
forth herein, as amended by its Amendments Nos. 1 and 2, is further amended in, but only in, the
following respect:
Packet Pg. 33
2.1.d
A. Term of Employment. The first sentence of Section 1 of the Underlying
Agreement shall be amended to read as follows: "This Agreement will take
effect January 23, 2019 and will expire on June 30, 2020 unless extended
pursuant to its terms."
2. In all other respects, the Underlying Agreement between the parties, as amended
by Amendments Nos. 1 and 2, shall remain in full force and effect, further amended as set forth
herein, but only as set forth herein.
DATED this day of April 2020.
CITY OF EDMONDS EMPLOYEE
Adrienne Fraley-Monillas, Council President Maureen Judge
Packet Pg. 34
2.1.e
EMPLOYMENT AGREEMENT
LEGISLATIVE/EXECUTIVE ASSISTANT TO CITY COUNCIL
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WHEREAS, the City Council of the City of Edmonds, Washington (hereinafter "City 'o
Council") utilizes the services of a Legislative/Executive Assistant to perform a variety of v
confidential tasks related to its legislative and research functions; and r
WHEREAS, the Mayor of the City of Edmonds is by state statute the chief
administrative officer of the City, invested with the power to hire and fire employees and
to direct their day-to-day activities; and
WHEREAS, in the interest of fostering an appropriate working relationship between the
Executive Assistant and the City Council, the Mayor has evidenced his wish to delegate
the day-to-day responsibility for the direction of said person to the City Council's
President; and
WHEREAS, with the Mayor's consent, the City Council wishes to fill the position of
Legislative/Executive Assistant with an employee, specifically answerable to the
Council, under specific, limited terms and conditions governed by the provisions of this
employment agreement and not subject to the general personnel policies of this City;
NOW, THEREFORE, the City of Edmonds, Washington and Maureen Judge
(hereinafter "Employee") do hereby enter into this agreement for employment services
("Agreement"). The Employee's employment shall be governed exclusively by the
provisions of this Agreement unless otherwise provided herein.
1. Term of Employment: This Agreement will take effect as of the effective date set
forth below and will expire on January 31, 2021 unless extended pursuant to its terms.
Thereafter, this Agreement may be extended for an unlimited number of terms of one (1)
calendar year duration at the sole discretion of the City Council. The purpose of this term
is to permit an annual review of the performance of the Employee by the outgoing City
Council President in order that the City Council President may determine whether or not
it is appropriate to renew this Agreement for an additional term.
It is one of the basic understandings of this Agreement that the Employee will work E
closely with the City Council President and the City Council. As such, this position shall 'o
be one in which the confidence of the City Council President and City Council shall be a
essential to the proper performance of the Employee's duties. Therefore, the City Council w
reserves the right not to renew this Agreement, or to terminate this Agreement as herein
provided in order to preserve that confidence and a feeling of confidentiality between the
City Council President, the City Council and the Employee as Legislative/Executive
Assistant. M
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2. Duties: The Employee shall serve as the Legislative/Executive Assistant for the E
City Council, complete legislative research when requested by Council, and serve as
backup videographer as necessary. The Employee shall be under the general day-to-day a
direction of the City Council President and shall provide such assistance as may be
Packet Pg. 35
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2.1.e
2020 Employment Agreement
Legislative/Executive Assistant to City Council
necessary to individual members of the City Council. For project work (requested by
individual members of the City Council), authorization from the City Council President is
required. In the event of a conflict in such directions, the Employee shall rely upon the
direction of the City Council President. A generalized description of the duties of this 0
position is attached hereto as Exhibit A and incorporated herein by this reference. The --
listing of duties in Exhibit A is intended as a descriptive tool only, and shall not limit the r
City Council President or City Council to make task assignments; provided, however, o
that such duties be linked to the City Council President's Office and the legislative
function of the City Council and shall, in all respects, be governed by statutory,
constitutional and ordinance limitations on the duties of public employees. The City N
Council President, by her signature below, specifically represents that the Mayor has N
delegated his statutory authority to direct the day-to-day duties of this Employee, and this
Employee alone, to the City Council to be exercised by and through the City Council 00
President. This delegation is revocable by the Mayor and shall not be binding on the
subsequent elected or appointed mayors unless ratified by them. 'o
3. Hours of Work: The Employee shall work office hours as assigned and directed by
the City Council through the City Council President. Such hours may normally be
worked between 8:00 a.m. and 5:00 p.m., with one (1) hour off of work (unpaid) for a
meal (rest) period no later than five hours after the start of the work shift, Monday
through Friday. The hours of work on Tuesdays may be adjusted to I pm — 10 pm with
one (1) hour off of work (unpaid) for a meal (rest) period no later than five hours after the
start of the work shift. In addition, the Employee may perform assigned work off site.
Such hours shall be within prescribed limits and approved by the City Council President.
It is anticipated that the Employee shall work up to 40 hours per week. NOTE: The level
of the Employee's benefits is based upon a proration of hours worked. This general
description of working hours shall not limit the ability of the City Council President to
change the working schedule or adjust it from time to time.
4. Wages and Benefits: The wages set forth in this Section 4 hereby provide for a
base rate of $33.91 per hour, which represents a 2.75% increase over the wage rate
provided in the Employee's previous employment agreement. The City will pay the
applicable employer's portion of Medicare, PERS retirement, Municipal Employee
Benefit Trust (MEBT), Washington State Industrial Taxes, and such other payments or
benefits as may be required under the provisions of state and federal law based upon the
number of hours worked. MEBT benefits shall be provided as required by law or by the
provisions of a plan document. "Plan Document" shall mean for the purposes of this
Agreement the MEBT or other contract, or policy documents, which require, by their
terms, the participation of all qualified employees.
The benefits to be paid to the Employee shall be governed solely by this Agreement. No
benefit not specifically addressed or listed herein shall be granted to the Employee. The
provisions of this Agreement shall control over any conflicting provision of the City
ordinances, City Personnel Policy Manual, any collective bargaining agreement or any z
other general grant of benefits to City employees. The benefits which the Employee shall
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receive are limited to the following: a
Packet Pg. 36
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2.1.e
2020 Employment Agreement
Legislative/Executive Assistant to City Council
4.1 Insurance Benefits: The City will allow the Employee to participate in the City's
group employee insurance programs listed below. The City will pay the insurance
premiums in accordance with the following schedule: 0
INSURANCE BENEFIT/PREMIUM PAID
*Dental (WDS) family coverage / 90%
*Vision / 90%
*Medical / 90%
Medicare /As per Federal law
Industrial Accident /As per State law
Public Employees Retirement /As per State law
Unemployment Insurance /As per State law
MEBT /As per City ordinance
*NOTE: The City pays 90% of the health insurance premium costs for a 100% full-time employee
(working 40 hours per week). This percentage would be adjusted, for example, if the hours of this
position consistently remained at 36 hours a week (90% of an FTE).
The City will allow the Employee to use payroll deduction (Premium Only Plan) to pay
for the Employee's cost of the above -listed insurance benefits. The City's payment is
contingent on the Employee's qualification for such insurance program in accordance
with Plan Documents and does not constitute an obligation to pay a sum in lieu of
insurance or premium.
4.2 Vacation: Annual vacation is earned at the rate of 10 hours per month (to be
otherwise pro -rated if the employee works under 40 hours per week). Earned vacation
can be carried over into the next calendar year, provided the amount carried over does not
exceed 176 hours total at the end of the duration of the contract. Unused, accrued
vacation shall be paid upon termination of employment.
4.3 Sick Leave: Sick leave is earned at the rate of 96 hours per year which his 8 hours
per month and will be loaded to the employee's sick leave bank in the amount of 4 hours
per pay period (to be otherwise pro -rated if the employee works under 40 hours per
week). Earned sick leave can be accumulated up to a maximum of 500 hours. Unused,
accrued sick leave shall be forfeited upon termination of employment.
4.4 Holiday Pay: The employee shall receive pay for all holidays during which City
offices are closed (to be otherwise pro -rated if the employee works under 40 hours per
week).
5. Confidentiality: One of the basic purposes of this Agreement is to provide an
employee who serves in a confidential capacity to the City Council and its City Council
President. The Employee acknowledges that she has been informed of the necessity for E
confidentiality and understands that she shall report directly to the City Council President
any matter which she feels would breach such confidence or confidentiality. In the event r
of any apparent conflict between the needs of the City Council and that of the City in a
Packet Pg. 37
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2.1.e
2020 Employment Agreement
Legislative/Executive Assistant to City Council
general, the Employee shall report such matter to the City Council President and rely on
his/her direction. In keeping with this confidential relationship, the Legislative/Executive
Assistant position shall not be a part of a collective bargaining unit or subject to any
collective bargaining agreement.
6. Termination of Agreement: The parties acknowledge that this employment
agreement creates an at -will employment relationship that may be terminated at any time,
with or without cause, by either party. This paragraph shall control and supersede any
portion of this Agreement that might otherwise be construed as in any way altering the
Employee's at -will status.
7. Indemnification: As an employee of the City, the Employee shall have the right to
indemnification by and on behalf of the City for actions taken in the scope of her
employment in accordance with the provisions of Chapter 2.06 of the Edmonds City
Code as same exists or is hereafter amended.
8. Entire Written Agreement: This document represents the entire agreement,
written or oral, between the parties. No representation or other oral agreement by either
party shall survive the execution of this document. This document shall be amended only
upon the express written agreement of both parties. The City Council President shall
confer with the Mayor regarding any change.
9. Severability: The provisions of this Agreement shall be severable. In the event that
any provision hereof is held to be void, illegal, or unenforceable, the remaining
provisions shall survive; PROVIDED, however, that in the event the provisions of
paragraph 5, relating to the exclusion of this position from any collective bargaining unit,
or of paragraph 6, relating to this Agreement as one of at -will employment, are/is held to
be unenforceable, invalid, or void, this Agreement shall immediately be at an end.
10. Effective Date: The effective date of this Agreement shall be the date set forth
below.
DONE THIS day of August 2020.
CITY OF EDMONDS:
Adrienne Fraley-Monillas,
City Council President
EMPLOYEE:
Maureen Judge
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2.1.f
FXHIRIT A
City of
EDMONDS
Washington
LEGISLATIVE /EXECUTIVE ASSISTANT
Department: Council
Bargaining Unit: None
Revised Date: October 2017
Scope of WorK/Position Duties
Pay Grade: $ per hour
Status: Contract position
Reports To: Council President
POSITION PURPOSE: Provides public contact and complex clerical/administrative and research support to
the Council. Plans and performs complex administrative office coordination to assure smooth, timely and
efficient office operations for the department or assigned office; researches, collects, analyzes and
compiles data and information for inclusion in reports; maintains records, files and budgets related to
departmental operations, programs and expenditures.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all
employees in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional,
position -specific duties.
• Researches, collects and analyzes background data on pending legislative matters as requested.
0 Schedules meetings for Council and individual Council members; prepares agenda memos for
Council.
• Attends Council meetings, prepares requested reports, minutes, agendas, correspondence and
other materials as appropriate and according to decisions and approved actions.
Assists Council President in drafting budget and planning of various Council events and functions including
coordinating arrangements for meeting facilities, equipment and refreshments as appropriate; coordinates
management of legislative priorities with Council President.
Coordinates and prepares press releases for Council as requested and/or various community
relations.
0 Plans and performs complex administrative office coordination; relieves the Council President of
technical clerical and administrative duties having Council -wide impact.
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Completes PSR's for the department, enters payroll into Eden software for the department and
processes Council accounts payables.
Performs various administrative duties including answering telephones and greeting visitors; provides
information in person or on the telephone or refers to appropriate department personnel; opens, screens
and routes mail.
i Maintains calendars relating to Council events as requested; schedules appointments and
conferences; assists with travel reservations and vehicle check -in and checkout for Council as
requested.
Composes, prepares and types a variety of correspondence, memos, reports and other materials
and proofreads materials to assure accuracy and completeness.
SCOPE OF WORK/POSITION DUTIES
Legislative/Executive Assistant
Organizes and coordinates office functions, activities and communications; assures efficient workflow and
office operations.
Must be able to work independently under direction of Council President to complete assignments.
Maintains accurate financial records and files pertaining to departmental expenditures, budget balances
and operations; prepares status reports, charts and other documents as requested; prepares and
coordinates purchase of office supplies, equipment and other expenditures.
i Manages and maintains all records as required by State and Federal law; including, but not limited
tn_ rprnrrdc rplatprd to City plprtinnc. anrd rprnrrdc pertaining to Statp audit rpnuirpmpntc.
Provides staff support and administrative assistance to various boards and committees; prepares
reports, agendas, correspondence and other materials as appropriate and according to decisions
and approved actions.
Manages and maintains website for Council and provide website support/administration for
Council and any Council -related assigned boards, committees, groups and/or events.
/ Manages and programs content as directed for the City's cable channels (21/39).
i Maintains files and records related to Council activities/business and retains and purges records
as needed under the Washington State records retention and archiving rules.
e Operates office machines including: computers, copiers, calculators, fax machines, use of
recording equipment for Tuesday night Council meetings and other equipment as assigned.
. Performs a variety of special duties, projects or activities of the Council Office
Required Knowledge of:
0 City organization, procedures, federal and state laws.
Administrative functions and operations of a City government.
Legislative processes, research methods, data collection and statistical analysis.
Accurate, lawful, and efficient record -keeping techniques.
Budget monitoring and control including proficient skills in mathematics.
Interpersonal skills using tact, patience and courtesy.
i Principles of customer service and public relations.
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2.1.f
/ Proper telephone etiquette.
/ Effective oral and written communication principles and practices.
• Modern office procedures, methods, and equipment including computers and computer applications and
software programs sufficient to perform assigned work.
/ English usage, spelling, grammar and punctuation. • Principles of business letter writing.
Required Skill in:
/ Computer applications to include Microsoft Office Suite (such as Word, Excel, Outlook,
PowerPoint, etc.),
/ Tracking and researching legislative bills.
• Assisting in the management of workload items for 7 Council members who may have, at times,
competing interests
• Performing technical clerical and administrative duties having department -wide impact.
• Planning and performing technical administrative office coordination duties.
* Maintaining records, files, and information in compliance with taws, policies and procedures.
• Interpreting, applying and explaining rules, regulations, policies, procedures and laws.. Must be able to
meet required deadlines for legislative/administrative duties/assignments.
• Successfully meeting schedules and time lines.
SCOPE OF WORK/POSITION DUTIES
Legislative/Executive Assistant
• Preparing a variety of reports, logs, records and files related to assigned activities.
• Maintaining confidentiality of sensitive information, including confidentiality between staff and Council
members; working confidentially with discretion.
• Being flexible and able to work with diverse personalities.
• Researching a variety of subjects and presenting information in an efficient, accurate manner.. Utilizing
personal computer software programs and other relevant software affecting assigned work.
• Working with diverse interest groups with potentially competing priorities.
• Establishing and maintaining effective working relationships with elected officials, staff (other
departments), management, vendors, outside agencies, community groups and the general
public.
/ Meeting schedules and time lines and ability to work independently.
/ Communicating effectively verbally and in writing including public relations and customer service.
MINIMUM QUALIFICATIONS:
Education and Experience:
Any combination equivalent to: graduation from high school including or supplemented by course work in political
science, business administration, office management, office administration or related field and three years of
increasingly responsible administrative office support experience including research work. Previous work experience
in a legislative environment and/or role preferred.
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2.1.f
Required Licenses or
Certifications:
Valid State of Washington Driver's License.
Must be able to successfully complete and pass a background check.
WORKING CONDITIONS:
Environment:
• Office environment.
• Constant interruptions.
• The employee may be required to work some evenings (Tuesday night Council meetings) and
occasional weekends for Council events as necessary
• Must be able to work in a solitary environment.
Physical Abilities:
• Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
• Reading and understanding a variety of materials.
• Operating/using a computer keyboard and other office equipment.
• Sitting, standing or otherwise remaining in a stationary position for extended periods of time.
• Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or
otherwise positioning oneself to accomplish tasks.
• Lifting/carrying or otherwise moving or transporting up to 20 lbs.
Hazards:
■ Contact with angry or potentially upset individuals.
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