2021-04-13 City Council - Full PSPP Agenda-2831O� LDIVO
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Edmonds City Council
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COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS.
1. CALL TO ORDER
2. COMMITTEE BUSINESS
1. Interlocal Agreement with the Housing Authority of Snohomish County (HASCO) (20 min)
2. Code Amendment to Restore Planning Board Appointment Schedule (15 min)
3. New Building Division Job Description (10 min)
4. Renewal of Interlocal Agreement with Edmonds School District for Issuance of keys to access
school buildings in emergencies (5 min)
5. Human Services Program Manager Job Description Revision (5 min)
6. PFML Policy Changes (10 min)
ADJOURN
Edmonds City Council Agenda
April 13, 2021
Page 1
2.1
City Council Agenda Item
Meeting Date: 04/13/2021
Interlocal Agreement with the Housing Authority of Snohomish County (HASCO)
Staff Lead: Shane Hope
Department: Citizens Housing Commission
Preparer: Debbie Rothfus
Background/History
Councilmembers Distelhorst and Olson served as Council liaisons to the Edmonds Citizens Housing
Commission from January 2020 through January 2021, and have participated in assembling the
information in this memo.
The Citizens' Housing Commission, after study and consideration, made 15 housing policy
recommendations that were submitted to the City Council on January 29, 2021. One of these
recommendations was for the City to execute an interlocal agreement with the Housing Authority of
Snohomish County. Note: An overview of the Housing Commission's recommendations, including the
one for an interlocal agreement with HASCO, was provided to the City Council on March 16, 2021 as
policy recommendation #11.
Meanwhile, Councilmembers Distelhorst and Olson, the Housing Commission liaisons, began exploring
options to create an Interlocal Agreement (ILA) with the Housing Authority of Snohomish County
(HASCO). An ILA would allow the housing authority the option of providing services to additional low-
income households in Edmonds, should HASCO identify a future building or property in which it could
operate, consistent with all city codes. No such locations are known at this time.
Staff Recommendation
Move forward to the full City Council for information and approval
Narrative
A presentation has been prepared (see attachment) that gives an overview about HASCO and a
proposed interlocal agreement.
HASCO currently owns and operates three properties within the City of Edmonds. Two properties serve
only seniors aged 62+ and persons with disabilities. Combined, these two properties total 88 units;
however there are more than 100 people on the waiting list.
The third property is general income -restricted, "Fair Market" housing, with a legal requirement to rent
at least half of the units to residents with an income below 80% of Area Median Income (AMI).
Currently, this property rents 113 of 120 units to residents at or below 80% AMI, with 60 of those units
rented to residents at or below 50% AMI.
An interlocal agreement (ILA) has been drafted to allow the housing authority the ability to provide
additional housing in Edmonds for low-income households, should an opportunity arise. (See attached
ILA.) This ILA does not change any City codes, zones, densities or other planning -related items. It would
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2.1
establish HASCO as the City's official housing authority and allow them to buy and operate affordable
housing properties in the City in accordance with other City requirements.
The ILA also outlines a partnership between the City and HASCO to promote:
Research on housing statistics relevant to the City and Snohomish County, as well as information
on best practices in affordable housing.
Coordination on possible regional partnerships with neighboring jurisdictions, non-profit
organizations, or other groups as the parties mutually deem appropriate.
Regular communications between appropriate HASCO and City staff to provide information on
existing housing programs available to City residents.
The concept of cooperating or partnering with HASCO has been identified in at least three local and
county -wide housing studies, as follows:
1. Edmonds Citizens' Housing Commission -January 2021: "Execute an interlocal agreement (ILA)
with the Housing Authority of Snohomish County (HASCO) allowing HASCO to operate within
Edmonds geographic boundaries."
Snohomish County Housing Affordability Regional Task Force (HART) - January 2020: "Encourage
cities to enter into cooperation agreements with the Housing Authority of Snohomish County
(HASCO) and Everett Housing Authority."
Edmonds Housing Needs Study - December 2018: "Institutional capacity for administering rental
assistance is limited. Although providing rental assistance may contribute needed resources to
these programs, administration by the City may be difficult given the current lack of local
capacity. Coordination with existing public housing agencies such as HASCO would be more
effective."
All three items listed above are available on the City website:
https://www.citizenshousingcommission.org/resources.
Attachments:
HASCO-Edmonds ILAv1
3-18-21 DRAFT Edmonds HASCO ILA
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2.1.a
City of Edmonds - HASCO
Interlocal Agreement
Councilmembers: V. Olson, L. Distelhorst
April 13, 2021
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Housing Authority of Snohomish County
Operating Area in Edmonds
0 0.75 1.5 Miles
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Legend
Proposed Operating Area
Current Operating Area
City Boundary
Roadway
HASCO Property
s'' I Olympic View
pr�esr and Sound View
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N Highlands
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HASCO in Edmonds
• Edmonds Highlands
Is 120 units, 1-36R, 1-26A apartments
Is Currently 113 of 120 units rented to
residents below 80% AMI (requirement
is 60 of 120 units)
• Olympic View
99
• 45 units, senior and persons with
disabilities only
• Sound View
• 43 units, senior and persons with
disabilities only
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What the draft ILA does not do...
• There are no preferences, incentives, or concessions
• No code, zoning or density changes
• Does not guarantee more HASCO properties
• No city financing for possible properties as part of this ILA
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CITY COMMIIIIII
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What is included in the draft ILA
• Establishes HASCO as the City's official housing authority
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• Allows HASCO to operate within the geographic limits of the City of
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• Creates partnership for:
• Research on housing statistics relevant to the City and Snohomish County, as o
well as information on best practices in affordable housing; W
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• Coordination on possible regional partnerships with neighboring jurisdictions,
non-profit organizations, or other groups as the parties deem appropriate;
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• Regular communications between appropriate HASCO and City staff to
provide information on existing housing programs available to City residents.
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Recommendations from recent studies
focused on housingdevelopment
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• Edmonds Citizens Housing Commission - January 2021:
Execute an interlocal agreement (ILA) with the Housing Authority of Snohomish County o
(HASCO) allowing HASCO to operate within Edmonds geographic boundaries. (14-1 vote) y
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• Snohomish County Housing Affordability Regional Task Force (HART) - January 2020:
Encourage cities to enter into cooperation agreements with the Housing Authority of
Snohomish County (HASCO) and Everett Housing Authority.
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• Edmonds Housing Needs Study - December 2018:
Institutional capacity for administering rental assistance is limited. Although providing
rental assistance may contribute needed resources to these programs, administration
by the City may be difficult given the current lack of local capacity. Coordination with Q
existing public housing agencies such as HASCO would be more effective. :-� ��Mo+6
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Conclusions
• Edmonds remains a challenging jurisdiction as real estate prices are
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• Edmonds-HASCO partnership could focus on collaboration with Cn
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existing resources and regional partnerships with other organizations
or neighboring cities
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• Creates opportunity to explore long-term solutions W
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• Recommendation: authorize Mayor to sign ILA with HASCO
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2.1.b
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HOUSING AUTHORITY OF SNOHOMISH COUNTY TO FUNCTION
WITHIN THE CITY OF EDMONDS
This interlocal agreement ("Agreement") is made and entered into effective on the
day of , (MONTH, YEAR), between the HOUSING AUTHORITY OF
SNOHOMISH COUNTY, hereinafter referred to as "HASCO", and the City of Edmonds, hereinafter
referred to as "the City", upon the following terms and conditions:
The City recognizes the need for a housing authority to function within the City and provides for
an Interlocal Agreement for such services with HASCO by City Resolution No. pursuant to
RCW 35A.11.040.
HASCO currently operates multiple properties within the City and is willing to, and is desirous of,
furthering this work and functioning within the boundaries of the City consistent with RCW
35.82.070(13).
Pursuant to RCW 39.34 RCW, the Interlocal Cooperation Act, the City and HASCO may enter
into an Interlocal Agreement.
In consideration of the foregoing and the mutual promises set forth below, the parties hereby agree
as follows:
1. Authority to Function. Upon passage of a resolution of the City declaring the need for
HASCO to operate within City boundaries, HASCO is authorized to function within the geographic
boundaries of the City as if created pursuant to RCW 35.82.030 and may exercise all powers set forth in
RCW 35.82.070.
2. Purpose of Agreement. The purpose and intent of this Agreement is to define the
responsibilities of HASCO and the City as they relate to housing authority projects within City
boundaries.
3. Effective Date and Duration. This Agreement shall not take effect unless and until it
has been duly executed by both parties and either filed with the County Auditor or posted on the County's
Interlocal Agreements website. This Agreement shall remain in effect until terminated pursuant to its
terms.
4. Independent Contractor. HASCO shall perform all obligations of a housing authority
as an independent contractor and not as an agent, employee, or servant of the City. HASCO shall be
solely responsible for control, supervision, direction and discipline of its personnel, who are employees
and agents of HASCO and not the City.
5. Planning, Zoning and Building Ordinances. All housing projects of HASCO shall be
subject to all planning, zoning, sanitary and building laws, ordinances and regulations of the City unless
otherwise waived in whole or part by resolution.
6. Coordination. HASCO shall keep the City informed as to contemplated projects and as
to the status of development and operations of projects located within the City. In the planning and
location of any housing project, HASCO shall take into consideration the relationship of such project to
the comprehensive plan and long-range planning programs enacted by the City. Nothing herein shall be
construed as authorizing the City to become involved in operation of housing projects by HASCO or
determination of rentals and tenant selection.
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To further HASCO's mission and the City's housing goals, both HASCO and the City shall
endeavorto:
A. Assist in data requests and research on housing statistics relevant to the City and Snohomish
County, as well as information on best practices in affordable housing development;
B. Coordinate on other possible regional partnerships with neighboring jurisdictions, non-profit
organizations, or other groups as the parties mutually deem appropriate;
C. Maintain regular communications between appropriate HASCO and City staff to provide
information on existing housing programs available to City residents.
7. Contract Administration. This Interlocal Agreement shall be administered by the
representative of each party specified below who is designated as that party's Administrator. Any written
notice required by terms of this Agreement shall be served or mailed as follows:
If to the City: Mayor
City of Edmonds
121 5th Ave N
Edmonds, WA 98020
If to the Authority: Executive Director
Housing Authority of Snohomish County
12711 4th Ave W
Everett, WA 98204
Either party may change its Adminstrator at any time by delivering written notice of such party's new
Administrator to the other party.
8. Financing. FIASCO is solely responsible for the financing of the housing authority
projects authorized by this Agreement. The City is providing no financial support to HASCO and is not
involved in any way in the financing or ownership of such projects unless it specifically provides for
such financial support or participation by separate agreement.
9. Insurance. FIASCO shall procure and maintain for the duration of this Agreement
insurance against claims for injuries to persons or damages to property which may arise from, or in
connection with, the exercise of the rights and privileges granted by this Agreement by HASCO, its
agents, representatives, employees, and subcontractors. The cost of such insurance shall be paid by
HASCO.
10. Indemnification. HASCO shall indemnify and hold harmless the City and its officers,
agents, and employees or any of them from any and all claims, actions, suits, liability, loss, costs,
expenses, and damages of any nature whatsoever, by any reason of or arising out of any act, negligent
act, or omission of HASCO, its officers, agents and employees, or any of them relating to or arising out
of the performance of this Interlocal Agreement; and if final judgment be rendered against the City, and
its officers, agents, and employees, or any of them, or jointly against HASCO and the City and their
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2.1.b
respective officers, agents, and employees, or any of them, the City shall satisfy the same to the extent
that such judgment was due to the City's negligent acts or omissions.
11. Default and Remedies. If either HASCO or the City fails to perform any act or
obligation required to be performed by it hereunder, the other party shall deliver written notice of such
failure to the non -performing party. The non -performing party shall have twenty (20) days after its receipt
of such notice in which to correct its failure to perform the act or obligation at issue, after which time it
shall be in default under this Agreement; provided, however, that if the non-performance is of a type that
could not reasonably be cured within said twenty (20) day period, then the non -performing party shall not
be in default if it commences cure within said twenty (20) day period and thereafter diligently pursues
cure to completion. In the event of a party's default under this Agreement, then after giving notice and an
opportunity to cure as set forth above, the non -defaulting party shall have the right to exercise any or all
rights and remedies available to it in law or equity.
12. Dispute Resolution. In the event differences between the parties should arise over the
terms and conditions or the performance of this Agreement, the parties shall use their best efforts to
resolve those differences on an informal basis. If those differences cannot be resolved informally, the
matter may be referred for mediation to a mediator mutually selected by the parties. The costs of
mediation shall be split equally between the parties. If mediation is not successful or if a party waives
mediation, either of the parties may institute legal action for specific performance of this Agreement or
for damages. In the event that a lawsuit is instituted to enforce any provision of this Agreement, the
substantially prevailing party shall be entitled to recover all costs of such lawsuit, including reasonable
attorneys' fees from the other party.
13. Termination of Contract. This Interlocal Agreement, and performance hereunder, may
be terminated by either party by the service or mailing of written notice of such termination, specifying
the extent and effective date thereof, but not sooner than sixty (60) days from date of such notice.
Notwithstanding the foregoing, however, termination of this Agreement shall not terminate the power of
HASCO to continue to operate existing housing projects and to complete new projects under development
pursuant to prior approval, until such time that the City or a separate housing authority assumes such
projects by agreement and pursuant to law.
14. Notices. All notices required to be given by any party to the other party under this
Agreement shall be in writing and shall be delivered either in person, by United States mail, or by
electronic mail (email) to the applicable Administrator or the Administrator's designee. Notice delivered
in person shall be deemed given when accepted by the recipient. Notice by United States mail shall be
deemed given as of the date the same is deposited in the United States mail, postage prepaid, and
addressed to the Administrator, or their designee, at the addresses set forth in Section 7 of this
Agreement. Notice delivered by email shall be deemed given as of the date and time received by the
recipient.
15. Miscellaneous.
a. Compliance with Laws. In the performance of its obligations under this Agreement,
each party shall comply with all applicable federal, state, and local laws, rules and
regulations.
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2.1.b
b. Construction and Venue. This Interlocal Agreement shall be construed in accordance
with laws of the State of Washington. In event of any litigation regarding the
construction or effect of this Interlocal Agreement, or the rights of the parties pursuant
to this Interlocal Agreement, it is agreed that venue shall be Snohomish County,
Washington.
c. Merger and Amendment. This Interlocal Agreement contains the entire understanding
of the parties with respect to the matters set forth herein and any prior or
contemporaneous understandings are merged herein. This Interlocal Agreement shall
not be modified except by written instrument executed by all parties hereto with the
same formalities as required for this Agreement.
d. Severability. If any provision of this Agreement or the application thereof to any person
or circumstance shall, for any reason and to any extent, be found invalid or unenforceable,
the remainder of this Agreement and the application of that provision to other persons or
circumstances shall not be affected thereby, but shall instead continue in full force and
effect, to the extent permitted by law.
e. No Waiver. A party's forbearance or delay in exercising any right or remedy with respect
to a default by the other party under this Agreement shall not constitute a waiver of the
default at issue. Nor shall a waiver by either party of any particular default constitute a
waiver of any other default or any similar future default.
f. No Assignment. This Agreement shall not be assigned, either in whole or in part, by
either party without the express written consent of the other party, which may be granted
or withheld in such parry's sole discretion. Any attempt to assign this Agreement in
violation of the preceding sentence shall be null and void and shall constitute a default
under this Agreement.
g. Warranty of Authority. Each of the signatories hereto warrants and represents that he
or she is competent and authorized to enter into this Agreement on behalf of the party for
whom he or she purports to sign this Agreement.
h. No Joint Venture. Nothing contained in this Agreement shall be construed as creating
any type or manner of partnership, joint venture or other joint enterprise between the
parties.
i. No Separate Entity Necessary. The parties agree that no separate legal or administrative
entities are necessary to carry out this Agreement.
Ownership of Property. Except as expressly provided to the contrary in this Agreement,
any real or personal property used or acquired by either party in connection with its
performance under this Agreement will remain the sole property of such party, and the
other party shall have no interest therein.
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2.1.b
k. No Third Party Beneficiaries. This Agreement and each and every provision hereof is
for the sole benefit of HASCO and the City. No other persons or parties shall be deemed
to have any rights in, under or to this Agreement.
1. Execution in Counterparts. This Agreement may be executed in two or more
counterparts, each of which shall constitute an original and all of which shall constitute
one and the same agreement.
CITY OF EDMONDS HOUSING AUTHORITY OF SNOHOMISH
COUNTY
Mike Nelson, Mayor Duane Leonard, Executive Director
ATTEST/AUTHENTICATED:
Scott Passey, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
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2.2
City Council Agenda Item
Meeting Date: 04/13/2021
Code Amendment to Restore Planning Board Appointment Schedule
Staff Lead: {Type Name of Staff Lead}
Department: Development Services
Preparer: Jana Spellman
Background/History
The Planning Board is authorized under Title 10 of the Edmonds Municipal Code. Chapter 10.40 EMC
establishes a schedule with four-year terms for seven members and an alternate on a rotating basis so
that the terms are staggered and do not require new appointments all at once.
Over the years, the actual timing of some appointments has gotten out of synch with the original
schedule. This probably was a result of off -schedule member resignations and reappointments in past
years.
Staff Recommendation
Recommend that the full City Council adopt the draft code amendment (attached) for the Planning
Board's appointment schedule.
Narrative
Because the original appointment schedule had gotten off track, a new appointment schedule has been
incorporated into a draft code amendment (attached). The draft amendment provides for staggered
appointments, applicable to two positions per year.
Attachments:
2021-04-11 ordinance - REVISED
2021-04-11 Attachment A to ordinance re planning board revisions
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2.2.a
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, AMENDING CHAPTER 10.40 OF THE
EDMONDS CITY CODE RELATED TO THE CITY'S
PLANNING BOARD.
WHEREAS, the City's planning board was created with the 1980 adoption of Ordinance
2170, which took effect on January 1, 1981; and
WHEREAS, the original planning board appointments are reflected in the city council
meeting minutes of December 16, 1980; and
WHEREAS, the initial planning board terms were staggered such that two positions
would expire after eaeh of the first four- yof the planning boafaeach year; and
the �� yeaf length of all subsequent tei:ms; and
WHEREAS, it has come to the city's attention that, over time, the planning board terms
have through error or misunderstanding deviated from the design intended by Ordinance 2170,
where two seats would become vacant each year; and
WHEREAS, of the eight planningboard oard positions (seven numbered positions, plus one
alternate), only positions 5, 6, and 7 have expiration dates that would be consistent with the
originalppointments; and
WHEREAS, the city council would like to move toward returning to the originally
intended staggered expiration of two terms per year; and
WHEREAS, there may be more than one way to accomplish that objective; and
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WHEREAS, conforming all positions to expiration dates that would be consistent with
the December 16, 1980 original appointments would create five-year terms for positions 2, 3,
and 4; and
WHEREAS, if possible, the city council would like to return to staggered terms without
creating any five-year terms; and
WHEREAS, the city council would like to return to staggered terms in a manner that will
shorten terms of as few current board members as possible: and
WHEREAS, this ordinance is believed to be the best way to accomplish all of these
objectives; and
WHEREAS, te—aeeemplishthat goalunder this ordinance, an intermediate step is
necessary at the beginning of 2022, when four positions would expire; and
WHEREAS, adjustment of some current planning board terms is necessary to return to
the originally intended two per year expiration; and
WHEREAS, it may be easier to track term lengths going forward if the alternate position
no longer automatically fills a vacant position; and
WHEREAS, position 7 and the alternate position requires special treatment to return to
bein-g-a staggered in state; and
WHEREAS, at the time of this ordinance, position 5 is vacant due to expiration of term
has yet been appointed and, prior- to this or-dinanee, the eode pFovided that teFms Fan until the-
; and
WHEREAS, the planning board code has not been updated since 2009 and needs other
updating; and NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO ORDAIN
AS FOLLOWS:
Section 1. Chapter 10.40 of the Edmonds City Code, entitled "Planning Board," is
hereby amended to read as set forth in Attachment A, which is incorporated herein by this
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2.2.a
reference as if set forth in full (new text is shown in underline; deleted text is shown in strike
Section 2. Severability. If any section, subsection, clause, sentence, or phrase of this
ordinance should be held invalid or unconstitutional, such decision shall not affect the validity of
the remaining portions of this ordinance.
Section 3. Effective Date. This ordinance, being an exercise of a power specifically
delegated to the City legislative body, is not subject to referendum and shall take effect five (5)
days after passage and publication of an approved summary thereof consisting of the title.
APPROVED:
MAYOR MIKE NELSON
ATTEST/AUTHENTICATED:
CITY CLERK, SCOTT PASSEY
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
1'"'1
JEFF TARADAY
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
PUBLISHED:
EFFECTIVE DATE:
ORDINANCE NO.
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2.2.a
SUMMARY OF ORDINANCE NO.
of the City of Edmonds, Washington
On the day of , 2021, the City Council of the City of Edmonds, passed
Ordinance No. A summary of the content of said ordinance, consisting
of the title, provides as follows:
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, AMENDING CHAPTER 10.40 OF THE
EDMONDS CITY CODE RELATED TO THE CITY'S
PLANNING BOARD.
The full text of this Ordinance will be mailed upon request.
DATED this day of , 2021.
4840-7251-8158,v. 1
4
CITY CLERK, SCOTT PASSEY
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2.2.b
Attnrhmant A
10.40.010 Purpose.
The purpose of this chapter is to provide for the creation of a planning board pursuant to
Chapter 35A.63 RCW, and provide for its membership, organization, operation, and expenses.
The planning board shall generally serve in an advisory capacity to the city in regional and local
planning and specifically assist in the development of the comprehensive plan and g
G4 dinanc.PcIevelopment regulations and their successive review and amendment from time to
time. The board shall have the additional duties specifically set forth in this chapter and such ad
hoc duties as the city council may from time to time assign to it. [Ord. 2342, 1983; Ord. 2170 §
2, 1980j.
10.40.020 Planning board.
A. Appointment. There is created the planning board, consisting of seven members. Each
member shall be appointed by the mayor, subject to confirmation by the city council.
1. Members of the board must be residents of the city of Edmonds.
2. Although the city of Edmonds is not divided into political or geographical wards, it is the
intent of this section that said board membership shall maintain a reasonable balance of
geographical distribution throughout the city of Edmonds.
3. It is the intent of this section to maintain a diversified representation of occupations and
experience on the planning board. To this end each appointee shall be considered for board
membership according to his/her field of experience, among other factors.
4. An alternative member shall be appointed to serve in the event any regular member is
absent or disqualified for any reason. In the event a regular member is absent or disqualified
for any reason, the alternate shall have all the powers of a regular member, including the right
to vote on board decisions. The alternate shall be subject to the same attendance requirements
as regular board members. In the eveRt that " Fegulaic ^ "t'^n on th^ heard `hall hp &clarLa
vaGaRt, the alternate shall be dee.m.ed te fill Srudh vaGanry fer the remainder of the unexpired
ter„^...
B. Term. In order to provide for continuity of membership, members shall be assigned a
position number. Except as provided below, two positions shall expire each year. The initial
term of each position shall expire as sot forth below, with subsequent terms �I`be four
years , PROVIDED THAT, the current
three-year term expiring at the commencement of 2025:
Position One - 39822022 Position Five - 4QR42024
Position Two - 39822022 Position Six - 19842024
Position Three - I QRR2023 Position Seven - 1QR52022 and 2025
Position Four - ISC32023 Alternate - 1995NEW2025
1. The board shall advise on all amendments to the comprehensive plan ^^ta;^^,l ; Prnr
Title , c (^),Gent fees). This includes reviewing all elements of the plan on a periodic basis and
reporting to the mayor and city council on the need for changes in the plan. It also includes
Formatted: Highlight
Formatted: Highlight
Formatted: Highlight
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2.2.b
Attnrhmant A
holding public hearings and making recommendations to the mayor and city council on
proposed changes to the plan, to the text of the zeniRg development regulations, and also to
the zoning map in the case of rezones, as provided in ECDC Title 20. Review of and
recommendations for the plan may be prepared as a whole or in successive parts.
2. The board shall advise the mayor and city council on all parking matters that involve an
amendment or other modification to any city ordinance or code section within the jurisdiction
of the board.
3. The board shall serve as an ongoing park board and advise the mayor and city council on all
matters relating to the acquisition and development of all city parks and recreation facilities.
4. The board shall do research and investigation on specific projects assigned to it by the mayor
and city council. The board will analyze data collected, arrange for public participation, and
organize its findings. The board will then present its findings to the mayor and city council
detailing a summary of pertinent data, public contribution, alternatives available, and may, if
appropriate, recommend a course of action, giving reasons for such recommendation.
5. The board shall have such other powers and duties as contained in Chapter 35A.63 RCW, as
may be amended from time to time, that are not otherwise specifically delegated to the
hearing examiner or other specific staff or agency of the city.
D. Operation.
1. The city planning division shall provide regular staff services to the planning board. Other city
departments shall provide staff services as requested by the planning board.
2. The city council shall establish an annual budget for planning board operations for services in
addition to regular staff services. Should the planning board and planning staff determine that a
particular project requires services in addition to those normally provided by the city staff, then
an estimate of needs detailing the type of assistance and funding required shall be presented to
the city council for approval before that project is undertaken.
3. Four members of the board shall be the minimum number necessary to constitute a quorum
for the transaction of business; provided, that the vote of not less than three members shall be
necessary to take action on any particular item before it.
4. The board shall hold regular meetings on the second and{er fourth Wednesdays of each
month at 7:00 p.m. at the Edmonds city council chambers. Cancellation of a regular meeting, or
a different location for a regular meeting, shall be announced at the last regular meeting
preceding the affected meeting, if possible, otherwise the change will be advertised in the
regular manner.
5. The city council shall meet periodically with the planning board at a city council meeting in
order to review and update planning board agendas. The intent of this section is to stimulate
continuing communication between mayor, city council and the planning board in an effort to
identify and solve the problems facing the city of Edmonds. Nothing herein shal I be construed
to limit the manner in which items are placed on a planning board agenda nor the topics that
may be considered by the planning board.
6. The board shall adopt rules of procedure and rules governing election and duties of officers
of the board; provided, however, said rules shall pertain only to the internal procedures of the
members and said rules and procedures may be questioned only by members of the board and
do not give standing to question said procedures to nonmembers or other parties. [Ord. 3421
Packet Pg. 21
2.2.b
Attachment A
§ 1, 2002; Ord. 3094 § 1, 1996; Ord. 2659, 1988; Ord. 2656 § 4, 1988; Ord. 2433, 1984; Ord.
2342, 1983; Ord. 2196 § 1, 1981; Ord. 2170 § 3, 19801.
10.40.030 }[reservedIR te its etheF duties, the pl@RRing board shall reviev.; and ceRsider Strategies fE)F
SuGh stFategies shall be designed to improve eommeFeW viability, t9WFiSFR d eVe'E)PFReRt and
FdiR . 4S ; Rt rppApAPAPRdatiARS. ThiS a„+., shall Sl IRI;Pt AR n,.,.,.. beF 31, 2010 [Ord. 3735
§ 2, 2009].
Packet Pg. 22
2.3
City Council Agenda Item
Meeting Date: 04/13/2021
New Building Division Job Description
Staff Lead: Leif Bjorback
Department: Development Services
Preparer: Jana Spellman
Background/History
The City of Edmonds has encouraged staff development and promotional opportunities when they make
sense and resources allow. Currently, the Building Division in the Development Services Department
recognizes that a supervisor (or other advanced level) position is needed due to the increased
procedural and technological demands on permit staffing. This also relates to recent upgrades in permit
software and online systems. The Department is requesting Council approval of the creation of one new
job description, that of Permitting Supervisor.
Staff Recommendation
We recommend forwarding this request for City Council approval as part of the next Consent agenda.
Narrative
The position of Permitting Supervisor is proposed to be created as a non -represented supervisory
position. The position is expected to be posted as an internal promotional opportunity, and no increase
in FTEs is proposed. The necessity for this position is been driven by:
The increasing procedural and technological demands on permit staffing, due in large part to
increasing technology skills required for permit software and online systems.
The need for a position with advanced technological skills to act as a liaison between the
Development Services staff and the IT department to help identify needed permitting systems
and programs, as well as to oversee development and maintenance of these programs.
The increased need for additional administrative and technical support for document
management programs and website maintenance, as well as to provide training and related
assistance to permit system users throughout the department.
The need for additional supervisory capacity in the Building Division in order to reduce the span
of supervisory role of the Building Official, and provide more direct hands on supervision on a
daily basis to the permitting team.
The Building Division has worked with Human Resources on the development of the new job
description. Salary increases are anticipated to be offset by continued high levels of revenue from
building permits.
Attachments:
PERMITTING SUPERVISOR JD 4.6.21 Final
Packet Pg. 23
2.3.a
City of
EDMONDS
Washington
Permitting Supervisor
Department:
Development Services - Building
Pay Grade
NR-9
Bargaining Unit:
Non -represented
FLSA Status:
Exempt
Created Date:
April 2021
Reports To:
Building Official
POSITION PURPOSE: Under general direction, plans, prioritizes, assigns, and supervises the public
permit processing center activities and staff, emphasizing consistency in service delivery and excellent
customer service. Provides supervision and support to permit services provided by the Department;
provides information regarding development regulations, procedures, ordinances and codes to owners,
contractors, architects, engineers, developers and the general public; assists customers with resolution
of questions, complaints, or application problems; coordinates with other staff to develop and improve
the permitting process. Performs technical development and maintenance functions for the department.
Provides supervisory oversight, guidance and training to permit coordinators.
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.
• Manages large, complex construction projects acting as the liaison between the developer,
contractor, permit coordinator, reviewers and inspectors from Pre -Application through C of O for
quality control.
• Oversees the processing of building permit applications that are within the ESLHA (Earth Subsidence
and Landslide Hazard Area) designation.
• Programs backend application configurations, fees, and instructions for online and internal permit
systems.
• Provides backup to telephone inquiries and email inquiries from the public at large and from City
departments.
• Monitors and provides oversight for public records requests from the City Clerk's office.
• Assists Permit Coordinators with complex address assignments and corrections with City
departments and other agencies.
• Develops and maintains department procedures and forms for permitting, archiving, and other permit
related processes.
• Reviews and keeps current with changes in technology and regulations. Provides administrative and
technical support to permitting and software programs, document management, website
maintenance, and issue resolution.
Permitting Supervisor Last Reviewed: 04/2021
Last Revised: 04/2021
Packet Pg. 24
2.3.a
2 of 4
JOB DESCRIPTION
Permitting Supervisor
• Supervises Permit Coordinators, including: scheduling and assigning work; coaching and training;
fostering analytical thinking and creativity in methods of delivering City services, developing work
plans, and evaluating performance.
• Provides performance feedback to employees through oral and written performance evaluations.
• Assists in the preparation and monitoring of the Building Division budget.
c
• Represents the department and City on various technical and procedural committees.
0
a
• Investigates, authorizes and processes payment error corrections and refunds.
U
• Resolves permitting issues, sometimes outside standard procedures. Provides assistance and
N
o
advocacy to internal and external customers, contractor working with City departments and other
c
regulatory agencies.
• Conducts and assists in special projects as assigned by the Building Official or Director. Projects may
o
involve extensive research and comparisons, administrative follow-up, liaison with community groups,
T
other agencies and City staff.
o
• Investigates customer service complaints and recommends corrective action, as necessary, to
resolve those complaints.
• Develops customer service surveys and provides data to management for analysis.
m
• Assists other staff in the performance of their duties as assigned.
Performs other related duties within the scope of the classification.
z
Required Knowledge of:
c
c
• Development services permitting processes, current regulations and City codes.
• Building construction concepts and technology.
u
• Maps, building codes, code books and related processes.
• Principles of customer service.
T
• Research methods and advanced report creation and record keeping processes.
• Structure, organization and inter -relationships of city departments, agencies and related
governmental agencies and offices affecting assigned functions.
• Effective oral and written communication principles and practices to include customer service.
p
Modern office procedures, methods and equipment including computers and computer applications.
• English usage, spelling, grammar, and punctuation.
w
• Principles of business letter writing.
7?
Required Skill in:
• Reading a variety of plans, specifications, and other materials related to the permitting processes.
• Monitoring and organizing work to meet schedules and timelines.
• Performing basic mathematical calculations sufficient to perform assigned responsibilities.
• Maintaining required records and producing a variety of routine and advanced reports.
• Interpreting and applying federal, state and local policies, laws and regulations related to area of
responsibility.
• Utilizing personal computer software programs and other relevant software affecting assigned work.
• Establishing and maintaining effective working relationships with staff, management, vendors,
outside agencies, community groups and the general public
• Excellent customer service skills.
Permitting Supervisor
Last Reviewed: 04/2021
Last Revised: 04/2021
Packet Pg. 25
2.3.a
3 of 4
JOB DESCRIPTION
Permitting Supervisor
• Independent work and decision making skills consistent with department objectives with minimal
supervision, adapt to changing work priorities, manage multiple tasks concurrently, communicate
with staff and the public on a variety of issues, multi -task by handling several high priority issues
and projects at the same time.
MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma/GED Certificate and five years of experience in land use or building construction
permitting with customer service/public contact that includes permit/application review; the five years
should include two years of supervisory/ managerial experience OR an equivalent combination of
education, training and experience which allows the incumbent to successfully perform the essential
functions of the position.
Required Licenses or Certifications:
Valid State of Washington Driver's License.
Possession of an ICC Permit Technician certification, or ability to obtain within one year.
Must be able to successfully complete and pass a background check.
WORKING CONDITIONS:
c
Environment: c
.N
• Office and construction site environments.
u
Physical Abilities:
• Hearing, speaking or otherwise communicating to exchange information in person and on the
r
telephone. N
v;
• Operating a computer keyboard and various tools. 'i
• Reading and understanding a variety of materials.
• Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or otherwise
positioning oneself to accomplish tasks.
Hazards:
• Contact with dissatisfied or potentially abusive individuals.
Incumbent Signature:
Permitting Supervisor
Date:
Last Reviewed: 04/2021
Last Revised: 04/2021
Packet Pg. 26
2.3.a
4 of 4
JOB DESCRIPTION
Permitting Supervisor
Department Head:
Permitting Supervisor
Date:
Last Reviewed: 04/2021
Last Revised: 04/2021
Packet Pg. 27
2.4
City Council Agenda Item
Meeting Date: 04/13/2021
Renewal of Interlocal Agreement with Edmonds School District for Issuance of keys to access school
buildings in emergencies
Staff Lead: Michelle Bennett
Department: Police Services
Preparer: Michelle Bennett
Background/History
This is a renewal of an Inter -local Agreement that has been in place for 5+ years.
Staff Recommendation
Staff recommends and requests that this ILA be carried forward to the April 27, 2021 Council Business
Meeting for approval and authorization of the Mayor's signature by full Council via Consent Agenda.
Narrative
This is the renewal of an Inter -local Agreement (ILA) between the Edmonds Police Department and the
Edmonds School District, which allows for the issuance of keys for officers to access school buildings in
emergencies. This agreement will commence May 1, 2021 and shall expire on May 12026, and covers
the terms and responsibilities of police officers related to issuance of keys to access buildings in
emergencies.
This ILA has been approved as to form by the City Attorney.
Attachments:
ILA with ESD
Packet Pg. 28
Facilities Operations Matt Fit
Edmonds 20420 68th Ave. W., Lynnwood, WA 98036 Dire(
SCHOOL DISTRICT 425-431-7334 Office 425-431-7089 Fax
Each student learning, every day! www.edmonds.wednet.edu
Serving the communities and students of Brier, Edmonds, Lynnwood, Mountlake Terrace, Woodway, and portions of Snohomish County
November 4, 2020
Donald F. Anderson
Assistant Chief of Police, Support Services
Edmonds Police Department
250 5th Ave N
Edmonds, WA 98020
Dear Don
Per our earlier discussion, enclosed are two copies of the Interlocal Cooperation Agreement (ILA)
for issuance of keys to access school buildings in emergencies, between the City of Edmonds and
the Edmonds School District. The ILA was approved by the school board on October 27, 2020.
Please present the agreements for signature per the City's protocol and return one copy to my
attention.
To facilitate the actual key check-out, please ask the command officer or patrol sergeant to contact
me for an appointment to meet at the District office to account for the keys currently checked out
and to re-sign Attachment A, Key Issuance Agreement Form.
Sincerely,
Carrie H. Kandoll
Facilities Operations Support Specialist
20420 68th Ave W I Lynnwood, WA 98037
kandollcAed mands. wed net. ed LI
425.431.7332
cc: Layne Erdman, Safety, Security, & Emergency Preparedness Specialist
Packet Pg. 29
2.4.a
INTERLOCAL COOPERATION AGREEMENT
Between
Edmonds School District #15
and
City of Edmonds
for
Issuing Keys/Fobs to Access School Buildings in Emergencies
THIS INTERLOCAL AGREEMENT ("Agreement") is made this day of
2020, by and between the Edmonds School District #15 and the
City of Edmonds, both municipal corporations under the laws of the State of Washington,
hereinafter referred to as "District" and "City" respectively.
WHEREAS, the Interlocal Cooperation Act, as amended and codified in Chapter 39.34RCW
provides for interlocal cooperation between government agencies, and;
WHEREAS, the City is requesting, and the District agrees to, the issuance of keys and
electronic access fobs that would provide the Police Department with an emergency
response kit to access District schools in the event of an emergency.
NOW THEREFORE, the parties agree as follows:
1. GENERAL CONDITIONS
1.1 The Police Department will acknowledge assignment and receipt of the Keys and
Fobs by completing the District Key Issuance Form (Attachment A).
1.2 The Police Department shall have responsibility for the Keys and Fobs, which
will be maintained in an emergency response kit at all times, or secured in the police
department or in a locked single -access location/compartment.
1.3 The Police Department shall not duplicate the District -issued Keys and Fobs.
1.4 The Police Department shall not lend or otherwise permit the Keys and Fobs to be
used by any other person unless exigent circumstances exist.
1.5 Keys and Fobs shall be used by the Police Department or its members to access
school buildings in the event of a real emergency or lockdown. Access to the school
buildings during non -emergencies shall be requested through the District Facility Use
Coordinator. Drills, simulations or walk-throughs shall only be conducted with District
written approval.
1.6 The Police Department shall immediately notify the District Safety Officer in the
event the Keys and/or Fobs are lost.
1.7 There shall be an annual inventory of Keys and Fobs in June of each year. The
Police Department, shall present their assigned Keys and Fobs to the District Safety
Packet Pg. 30
2.4.a
Officer, and the Safety Officer shall confirm they are still assigned and in possession of
the Keys and Fobs issued.
1.8 Keys and Fobs are property of the District. The Police Department shall
immediately return the Keys and Fobs upon request by the District.
1.9 The Police Department, or its representatives, shall hand -deliver Keys and Fobs
being returned and will not send Keys and Fobs through the U.S. mail or inter -District
mail.
1.10 The City acknowledges that it may be liable for any damages that are incurred as
a result of misuse of the Keys and Fobs that have been issued to the Police Department,
which may include the cost of re -keying all affected locks within the school, or any cost
arising from losses, damages or destruction resulting from the misuse of Keys and Fobs
lost or misplaced while in the City employee's possession.
2. TERM. This Agreement shall commence upon execution by the parties and shall
expire on August 31, 2025, unless earlier terminated as provided herein.
WITHDRAWAL. Withdrawal of this Agreement by the either party may be
accomplished by providing thirty (30) days advance written notice.
4. AMENDMENTS. This Agreement may be amended only upon written
agreement of the parties, executed in the same manner as provided by law for the
execution of this Agreement. This Agreement shall constitute the full and
complete agreement between the parties.
5. DISPUTE. In the event of a dispute between the District and the City arising
under this Agreement, the Superintendent of the District and the Mayor of the
City shall meet to attempt to resolve the dispute within thirty (30) days' notice
from either party of the existence of a dispute. In the event the Superintendent
and the Mayor are unable to resolve the dispute within sixty (60) days' notice
from either party of the existence of a dispute, the parties shall submit the dispute
to a mutually agreed upon private arbitrator for a binding resolution. In the event
the parties cannot agree on an arbitrator, one will be appointed by the Presiding
Judge of the Snohomish County Superior Court, with costs of arbitration borne
equally. The prevailing party shall be entitled to recover reasonable attorneys'
fees and costs related to said arbitration.
6. INDEMNIFICATION. The City, its employees, contractors or subcontractors,
shall indemnify, hold hannless and defend (including reasonable attorney's fee)
the District, its officers and employees (hereinafter "Indemnified Party"), from
and against all claims of and liability to third parties (other than liability solely
and entirely the fault of the Indemnified Party) for personal or property damage
arising from or in connection with the acts, errors, or omissions of City or its
officers, employees or subcontractors, in performing the work required by this
Agreement. The District and the City will adequately provide through insurance
or participation in insurance pooling for loss reserves to provide for their
Packet Pg. 31
2.4.a
respective liability that could arise in connection with this Agreement. Evidence
of coverage will promptly be provided upon request by either party.
7. RELATIONSHIP OF PARTIES. The City and the District are independent
contracting parties. City employees, contractors or subcontractors shall not be
considered agents or employees of the District for any purpose. City shall be
solely and entirely responsible for its employees, contractors or subcontractors
during the performance of services under this Agreement. Likewise, the District
shall be solely responsible for its employees during the performance of its
services under this Agreement.
8. GOVERNING LAW AND STIPULATION OF VENUE. This Agreement shall
be governed by the laws of the State of Washington and the parties stipulate that
any lawsuit regarding this Agreement must be brought in Snohomish County,
Washington.
9. CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND
INELIGIBILITY. If federal funds are the basis for this Agreement, the City
certifies that neither it nor its principals are presently debarred, declared ineligible
or voluntarily excluded from participation in transactions by any federal
department or agency.
EXECUTED this day of , 2020
Edmonds School District #15 City of Edmonds
Dr. Gustavo Balderas Name
Superintendent
Title
Packet Pg. 32
2.4.a
KEY/FOB ISSUANCE AGREEMENT FORM - ATTACHMENT A
EDMONDS SCHOOL DISTRICT #15
By signing this agreement form, I and the organization I represent agree to the following:
1. I will have responsibility for the Keys(s) and or Key Fob(s) issued to me, shall have the
Key/Fob(s) in my possession at all times, or secured in a locked compartment in the police
department/vehicle.
2. I will not duplicate the District -issued Key/Fob(s).
3. I will not lend or otherwise permit Key/Fobs(s) to be used by any other person.
4. I will only use Key/Fob(s) to access school buildings in the event of a real emergency or
lockdown. Access to the school buildings during non -emergencies shall be requested through
the District school staff. Drills, simulations or walk-throughs shall only be conducted with
District written approval through the Community Use Office.
5. I will immediately notify the District Safety Officer in the event Key/Fob(s) is/are lost.
6. There shall be an annual inventory of Key/Fob(s).
7. I will return the Key/Fob(s) to the Safety Officer if there is any change to the agency's
programs.
8. Key/Fob(s) are the property of the District. I will immediately return the Key/Fob(s) upon
request by the District.
9. I will hand -deliver Key/Fob(s) being returned and will not send Key/Fob(s) through the U.S.
Mail or inter -District mail.
10. I and the City acknowledge that we may be liable for any damages that are incurred as a result
of misuse of the Key/Fob(s) that have been issued to me. Liability may include the cost of re -
keying all affected locks within the school, or any cost arising from losses, damages, or
destruction resulting from the misuse of Key/Fob(s) lost or misplaced while in my possession
or City's possession.
Key/Fob Number(s): Keys: GGM-178, ZGGM-178, GMKD-54, M1
Keys: GGM-179, ZGGM-179, GMKD-55, M1
Fobs:
For access to: All Edmonds Schools/Properties
Received by (signature):
Received by (print name):
Date Received:
Organization Represented: City of Edmonds,
Phone Number:
Key/Fob(s) Return Date:
Received by:
Packet Pg. 33
2.5
City Council Agenda Item
Meeting Date: 04/13/2021
Human Services Program Manager Job Description Revision
Staff Lead: Angie Feser
Department: Parks, Recreation & Cultural Services
Preparer: Angie Feser
Background/History
Effective April 1, 2021 the Human Services Division was relocated to the Parks, Recreation & Cultural
Services Department. As such, the Human Services Program Manager now reports the Director of that
department. The proposed revision to the job description, shown in the attachment, reflects this change
in staff reporting.
Staff Recommendation
Staff recommends the Planning, Public Safety and Personnel Committee approve the revision and
advances this agenda item to the April 13, 2021 Regular Council Meeting consent agenda.
Narrative
<Type or insert text here>
Attachments:
Human Services Program Manager - JD Revision
Packet Pg. 34
2.5.a
City of
EDMONDS
Washington
Human Services Program Manager
Department: Community Services Pay Grade: NR-10
OF EDAf
�'1� lg90
Bargaining Unit: Non -represented FLSA Status: Non-exempt
Community con 6 D;FeGtG Parks,
Recreation & Cultural Services
Revised Date: 01/08/2020 Reports To: Director
POSITION PURPOSE:
The Human Services Program Manager is a key City position that is responsible for assisting citizens by connecting
to currently available human services programs, assisting in the navigation of processes required to receive
services, and advocating for human and civil rights. The incumbent will be key in developing relationships with
human services program providers, evaluating currently available services and programs, and advocating for new
services and programs to improve the lives of the citizens of Edmonds.
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.
• Develop the City's Human Services Program to include analysis of current human services offerings,
development of internal City processes to connect citizens to human services support programs, and
establishing relationships with program providers, professional organizations, and groups that impact the
human services available in the City of Edmonds
• Plan, organize and manage the Human Services Program for the City.
• Develop and administer an annual work plan to include the City's human service, priorities, establishing
and updating of policies and identification of external programs that meet priorities or that will need to be
established in order to meet priorities.
• Originate and develop innovative programs and projects in addressing critical and emergent human
Service needs in the community;
• Understand, measure, analyze and respond to community needs on an ongoing basis. Advocate for and
support a systems approach to meeting the community needs.
• Assist citizens and community agencies in developing programs to respond to community needs;
coordinate with local agencies to provide assistance to citizens in need.
• Foster the development of community collaborations and partnerships to provide human services to
Edmonds residents. Provide networking opportunities for human service providers and facilitate
relationship development among them.
• Present reports to the Director, Mayor, City Council, and citizens groups.
• Oversee and develop resource and referral information and brochures to assist citizens in need or
citizens seeking to help others in need;
• Represent the City of Edmonds on regional and sub -regional human services bodies, boards and
committees;
Human Services Program Manager Last Reviewed: 01/08/2020
Last Revised: 01/08/2020
Packet Pg. 35
2.5.a
2 of 4
JOB DESCRIPTION
Human Services Program Manager
• Establish and maintain cooperative and effective working relationships with other jurisdiction's Human
Services offices including state, county and city, and other community agencies and organizations
concerned with addressing human services issues and needs in the community.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (continued)
• Provide technical and policy information to the public, and meet with public to resolve Human Service
problems within the community and maintain positive relations.
• Communicate community needs to stakeholders, and promote available resources and solutions.
• Ensure that the community and other city departments are aware of resources and providers within the
city, and can make appropriate referrals.
• Collaborate with other city divisions and departments to address changing needs and demographics.
• Participate in local, Snohomish County -wide, and region -wide conversations around human services to
align city and regional priorities.
• Coordinate programs, systems, and activities with local and regional human service providers and with
other jurisdictions. Assist in the development of regional responses to local needs.
• Serve as the city's representative to committees and organizations, communicate and meet City officials
and administrators, public and private organizations, agencies, residents; serve on various committees as
required.
• Seek grant funding on behalf of the City to address human services needs and/or develop greater
capacity to address needs by City staff and/or resources.
• Ensure effective customer service, and efficient productivity,
• Remain current with relevant advancements related to field.
• Maintain regular, reliable, and punctual attendance, work evening and/or weekend hours as assigned,
and travel as required.
Required Knowledge of:
• Principles and practices of planning, development, and execution of municipal human services programs
• Local and regional human services issues
• Snohomish County human service providers/systems.
• Community demographics.
• Policies and objectives of assigned programs and activities.
• Laws, rules and regulations related to assigned activities.
• Budget preparation practices.
• Grant application processes, grant availabilities and eligibility.
Required Skill in:
• Interpersonal skills using tact, patience, and courtesy, including diverse community groups
• Effective, professional, and positive interactions with difficult individuals.
• Meet schedules and deadlines.
• Report preparation and distribution skills.
• Budget development and control skills.
• Research and analytical skills.
• Decision -making skills.
• Conflict resolution and problem -solving skills.
• Leadership skills.
• Detail -oriented organizational skills.
• Ability to:
o Compose, proofread, and edit correspondence, ensuring correct grammar, spelling, punctuation
and vocabulary.
o Work independently.
o Negotiate viable solutions under a variety of circumstances.
o Analyze situations accurately and adopt an effective course of action.
o Generate complex reports.
Human Services Program Manager
Last Reviewed: 01/08/2020
Last Revised: 01/08/2020
Packet Pg. 36
2.5.a
3of4
JOB DESCRIPTION
Human Services Program Manager
o Oral communication and public presentation skills.
• Working with diverse community groups.
• Grant application writing, researching grant opportunities.
MINIMUM QUALIFICATIONS:
Education and Experience:
Bachelor's degree in Public Administration, one of the social sciences or other related field directly related to
Human Services or Social Work. Four (4) years of increasingly responsible experience in program
management with at least two (2) of those years specifically in the management of Human Services programs
and/or services. Experience in public sector program management is preferred. An equivalent combination of
education, training and experience that will allow the incumbent to successfully perform the essential
functions of the position will be considered.
Must be able to successfully complete and pass a background check.
Required Licenses or Certifications:
Valid Driver's license required at time of hire. State of Washington Driver's License required within 30 days of
hire.
WORKING CONDITIONS:
Environment:
• Office environment
• Constant interruptions
• Travel to conduct work may be necessary at times, mostly locally
• Some evening and weekend hours may be required for meetings
Physical Abilities
• Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
• Operating a computer keyboard or other office equipment.
• Reading and understanding a variety of materials.
• Sitting or otherwise remaining stationary for extended periods of time.
• Bending at the waist, reaching above shoulders and horizontally or otherwise positioning oneself to
accomplish tasks.
Hazards:
• Contact with angry and/or dissatisfied customers.
• Prolonged exposure to glare from computer monitors.
• Exposure to heavy dust in some work areas
• Occasional exposure to toxic or caustic chemicals, i.e. copier toner
Incumbent Signature:
Date:
Human Services Program Manager
Last Reviewed: 01/08/2020
Last Revised: 01/08/2020
Packet Pg. 37
2.5.a
4of4
JOB DESCRIPTION
Human Services Program Manager
Department Head:
Date:
Human Services Program Manager
Last Reviewed: 01/08/2020
Last Revised: 01/08/2020
Packet Pg. 38
2.6
City Council Agenda Item
Meeting Date: 04/13/2021
PFML Policy Changes
Staff Lead: Emily Wagener
Department: Human Resources
Preparer: Emily Wagener
Background/History
The City developed a Paid Family & Medical Leave (PFML) policy in response to the WA State's voter
approved Paid Family and Medical Leave Program. The City's policy allows employees to supplement
their PFML payments with their available paid leave as long as the combined total of payments does not
to exceed 100% of the employee's gross wages. After one year of administering this program, we have
noticed that, because of how PFML calculates leave payments, this 100% maximum negatively impacts
part time and lower wage employees. This effect is that part time and lower wage employees subject to
the 100% maximum do not receive enough in supplemental payments to continue to pay their benefit
premiums while on leave.
Staff Recommendation
We ask the Committee to recommend moving the included policy changes to full Council for approval on
consent at the next meeting.
Narrative
Staff requests to revise the current PFML policy to allow supplementation for a combined payment
maximum of 150% for those who are not able to cover their benefit payments while on leave at the
100% maximum. This will not only increase the benefit to the employee and allow them to continue to
pay for benefits while on leave, it will reduce the City's liability and need to collect premiums from
employees either while they are on leave or after they return. The administering PFML agency does not
identify a maximum employers can pay in supplemental wages only that they are categorized as
supplemental wages instead of regular wages.
Also included are general verbiage changes to clarify the policy with regards to maximum state benefits
and how HR calculates supplemental leave.
Please see the attached PFML Policy document with proposed changes in redline.
Attachments:
WPFML Revision 21-04
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2.6.a
Appendix E
Washington State Paid Family & Medical Leave
Overview
Paid Family and Medical Leave is a mandatory statewide insurance program that will provide almost
every Washington employee with paid time off to give or receive care. If you qualify, this program will
allow you to take up to 12 weeks, as needed, if you:
• Welcome a child into your family (through birth, adoption or foster placement)
• Experience a serious illness or injury
• Need to care for a seriously ill or injured relative
• Need time to prepare for a family member's pre- and post -deployment activities, as well as time for
N
childcare issues related to a family member's military deployment. For specifics on military -connected
paid leave, visit www.dol.gov/whd/regs/compliance/whdfs28mc.pdf
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U
v
If you face multiple events in a year, you might be eligible to receive up to 16 weeks, and up to 18 weeks o
if you experience a serious health condition during pregnancy that results in incapacity. a-
J
Payment of Premiums a
This program is funded by premiums paid by both the employee and employer. It is administered by the
state Employment Security Department.
Premium amounts for both the medical and family coverage are set by the state. Premium costs may be
shared between employer and employee but employers must pay a minimum of 33% of the total premium
for both family and medical coverage. Premium sharing for represented employees will be as agreed to
in their respective collective bargaining agreements. Premium cost sharing for non -represented
employees will be recommended by the Mayor as part of the annual budget process.
Any employee portion of the premiums will be deducted from the employee's paycheck on each pay
cycle. Supplemental wages as defined in this policy are not subject to premiums.
Applying for benefits
Starting January 1, 2020, employees who have worked 820 hours in the qualifying period (equal to 16
hours a week for a year) will be able to apply to take paid medical leave or paid family leave. The 820
hours are cumulative, regardless of the number of employers or jobs someone has during a year. All paid
work over the course of the year counts toward the 820 hours, including part-time, seasonal and
temporary work. While on leave, you are entitled to partial wage replacement. That means you will
receive a portion of your average weekly pay. The benefit is generally up to 90 percent of your weekly
wage, with a minimum of $100 per week and a maximum of $1,000 per week in 2020. Future maximum
benefits will be adiusted by the commissioner annuallv by September 30t" to be effective the followina
January 111. You will be paid by and must apply for benefits through the Employment Security Department
rather than by the City. For information on applying for benefits please go to paidleave.wa.gov.
Supplementing Washington Paid Family & Medical Leave with other accrued leave
The City allows the supplementing of paid leave with an employee's available accrued leave. Employees
who choose to supplement their paid family or medical leave payments must first use sick leave and then
may use other accrued leave once sick leave is exhausted.
Packet Pg. 40
2.6.a
HR will calculate the Employee's supplemental benefit amount by using the WA PFML online calculator. If
the employee disagrees with the calculation, they can provide their official benefit application approval
notice from the Employment Security Department for recalculation.
Employees may not normally use supplemental benefits to receive more than 100% of their gross regular
compensation (PFML benefit plus supplemental benefit). However, if an employee's calculated
supplemental benefit amount does not fully cover their regular pay -period deductions (such as medical,
dental, vision, FSA, etc.) the employee may use additional supplemental benefits, not to exceed 150% of
their gross regular compensation (PFML benefit plus supplemental benefit).
Employees must follow normal payroll procedures in order to use accrued leave as supplemental leave
while on Paid Family & Medical Leave.
Coordination with Shared Leave
Employees who wish to receive shared leave must also apply for paid family & medical leave benefits
through Employment Security. If approved for shared leave, the amount of leave awarded will be based
en the appreved payments from empleyment seGUFity Se that the empleyee will net FeGeiVe greater than
100 „f their regular GE)r~,peRsatiGR. calculated the same as if an employee used their own accrued leave
t
to supplement. V
Leave Protections o
a
Employees who return from leave under this law will be restored to a same or equivalent job if they meet 2
the following requirements: 1
a
• have worked for the City for at least 12 months, and
• have worked 1,250 hours in the 12 months before taking leave (about 24 hours per week, on
average).
You may remain on your City provided health insurance while on leave. If you contribute to the cost of
your health insurance you will continue to be responsible for that portion. The City will pay the full
premium for your health coverage while on you are on leave and you will be required to make
arrangements to repay this when you return to work. Should you fail to return to work, any amount paid
for your health care premiums on your behalf by the City will be deducted from your final paycheck.
No Discrimination or Retaliation
The City of Edmonds is prohibited from discriminating or retaliating against you for requesting or taking
paid leave under this law.
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