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2023-10-24 City Council Packet
2 of c�,y s Agenda Edmonds City Council REGULAR MEETING COUNCIL CHAMBERS 250 5TH AVE NORTH, EDMONDS, WA 98020 OCTOBER 24, 2023, 7:00 PM PERSONS WISHING TO JOIN THIS MEETING VIRTUALLY IN LIEU OF IN -PERSON ATTENDANCE FOR THE PURPOSE OF PROVIDING AUDIENCE COMMENTS CAN CLICK ON OR PASTE THE FOLLOWING ZOOM MEETING LINK INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM. US/J/95798484261 OR COMMENT BY PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 THOSE COMMENTING USING A COMPUTER OR SMART PHONE ARE INSTRUCTED TO RAISE A VIRTUAL HAND TO BE RECOGNIZED. PERSONS WISHING TO PROVIDE AUDIENCE COMMENTS BY DIAL -UP PHONE ARE INSTRUCTED TO PRESS *9 TO RAISE A HAND. WHEN PROMPTED, PRESS *6 TO UNMUTE. WHEN YOUR COMMENTS ARE CONCLUDED, PLEASE LEAVE THE ZOOM MEETING AND OBSERVE THE REMAINDER OF THE MEETING ON THE COUNCIL MEETINGS WEB PAGE. REGULAR COUNCIL MEETINGS BEGINNING AT 7:00 PM ARE STREAMED LIVE ON THE COUNCIL MEETING WEBPAGE, COMCAST CHANNEL 21, AND ZIPLY CHANNEL 39. "WE ACKNOWLEDGE THE ORIGINAL INHABITANTS OF THIS PLACE, THE SDOHOBSH (SNOHOMISH) PEOPLE AND THEIR SUCCESSORS THE TULALIP TRIBES, WHO SINCE TIME IMMEMORIAL HAVE HUNTED, FISHED, GATHERED, AND TAKEN CARE OF THESE LANDS. WE RESPECT THEIR SOVEREIGNTY, THEIR RIGHT TO SELF-DETERMINATION, AND WE HONOR THEIR SACRED SPIRITUAL CONNECTION WITH THE LAND AND WATER. - CITY COUNCIL LAND ACKNOWLEDGMENT CALL TO ORDER/FLAG SALUTE LAND ACKNOWLEDGEMENT 3. ROLL CALL 4 5. 6 PRESENTATIONS National Arts & Humanities Month Proclamation (5 min) Creative District Report (30 min) APPROVAL OF THE AGENDA AUDIENCE COMMENTS THIS IS AN OPPORTUNITY TO COMMENT REGARDING ANY MATTER NOT LISTED ON THE AGENDA AS CLOSED RECORD REVIEW OR AS A PUBLIC HEARING. SPEAKERS ARE LIMITED TO Edmonds City Council Agenda October 24, 2023 Page 1 THREE MINUTES. PLEASE STATE CLEARLY YOUR NAME AND CITY OF RESIDENCE. 7. RECEIVED FOR FILING 1. Claim for Damages for filing (0 min) 2. Parks, Recreation & Human Services Department - 2023 Q3 Accomplishments (0 min) 3. Written Public Comments (0 min) 4. Outside Boards and Committee Reports (0 min) 8. APPROVAL OF THE CONSENT AGENDA 1. Approval of Council Committee Meeting Minutes October 10, 2023 2. Approval of Regular Meeting Minutes October 17, 2023 3. Approval of payroll and benefit checks, direct deposit and wire payments. 4. Approval of claim checks and wire payments. 5. International District Permanent Banner Design Project 9. PUBLIC HEARINGS 1. Presentation and Public Hearing on Revenue Sources (30 min) 2. Presentation and Public Hearing on Property Taxes (60 min) 10. COUNCIL BUSINESS 1. Year in Review / Decision Package Presentation - Community, Culture & Economic Development (CCED) (15 min) 2. Resolution Concerning Structural Budget Deficit (20 min) 11. MAYOR'S COMMENTS 12. COUNCIL COMMENTS ADJOURNMENT 10:00 PM Edmonds City Council Agenda October 24, 2023 Page 2 4.1 City Council Agenda Item Meeting Date: 10/24/2023 National Arts & Humanities Month Proclamation Staff Lead: Frances Chapin Department: Mayor's Office Preparer: Carolyn LaFave Background/History National Arts & Humanities Month was established in 1993 and is celebrated every October in the United States. It was initiated to encourage Americans to explore new facets of the arts and humanities in their lives, and to begin a lifelong habit of participation in the arts and humanities. It has become the nation's largest collective annual celebration. Staff Recommendation Narrative Mayor Nelson will read a proclamation in recognition of National Arts and Humanities Month. Attachments: A&H Month Proclamation Packet Pg. 3 4.1.a prVIrlamat,10111 City of Edmonds •Office of the Mayor NATIONAL ARTS AND HUMANITIES MONTH - OCTOBER 2023 WHEREAS, cities and states - through their local and state arts agencies, which represent thousands of cultural organizations - have celebrated the value and importance of culture in the lives of Americans and the health of thriving communities during National Arts and Humanities Month for nearly 30 years, and WHEREAS, the arts and humanities help tell our stories, embodying much of the accumulated wisdom, intellect, and imagination of humankind, building bridges of understanding, sharing experiences across diverse communities, and envisioning possibilities for the future, and WHEREAS, the creative industries remain among the most vital sectors of the American economy - providing new opportunities, creating jobs and economic activity within their own industry and across sectors, and making communities attractive to business development, and WHEREAS, the nation's arts and culture sector, which includes nonprofit, commercial, and education, is just over a $1.0 trillion dollar industry that supports 4.9 million jobs representing 4.4% of the nation's economy, a larger share of GDP than sectors such as agriculture, transportation, and utilities, and WHEREAS, the nonprofit arts industry generates significant revenue and economic activity annually, making the arts a vital income source for local businesses, and WHEREAS, the Arts & Culture sector has significant positive impact on Edmonds, generating $50 million (2017) of economic activity in Edmonds, supporting over 50 arts and culture related nonprofit organizations and programs and over 50 arts related businesses, and celebrating the broader creative sector highlighted by the Downtown Edmonds Creative District certified as the State's first Creative District, NOW, THEREFORE, BE IT RESOLVED, that I Michael Nelson, Mayor, do hereby proclaim October as National Arts and Humanities Month in Edmonds WA, a city that prides itself on its long and rich history in the arts, and call upon our community members to celebrate and promote arts and culture throughout the year in our nation, and in our community of Edmonds, supporting our local artists, cultural organizations and State certified Creative District. Ole Mike Nelson, Mayor — October 24, 2023 Packet Pg. 4 4.2 City Council Agenda Item Meeting Date: 10/24/2023 Creative District Report Staff Lead: Todd Tatum Department: Community Services Preparer: Megan Luttrell Background/History On August 7, 2018, City Council adopted Resolution 1416 Declaring the intention of the City of Edmonds to submit an application to the Washington State Arts Commission for Creative District Designation. Edmonds was certified as the State's first Creative District at the end of 2018. The state creative district program requires recertification every 5 years. Staff Recommendation Report provided for information on Creative District accomplishments and recertification application. Narrative The presentation includes history of the Edmonds Creative District program and accomplishments and lessons learned. The next five year program priorities and the recertification process are outlined. Attachments include a draft of the recertification application and the presentation. Attachments: DRAFT Creative District Recertification Packet Presentation Packet Pg. 5 4.2.a CITY OF EDMONDS 121 5T" AVENUE NORTH • EDMONDS, WA 98020 • 425-775-7724 FAX 425-771-0252 Website: www.edmondswa.gov October 31, 2023 Annette Roth ArtsWA 711 Capitol Way S., Suite 600 Olympia, WA 98504 Creative District Recertification Application MIKE NELSON MAYOR W4 110 The City of Edmonds is pleased to submit its recertification application for the State's Creative District Program. Over the course of the past five years, this program has fostered increased coordination of the arts community, and has served as a catalyst to improve our marketing and promotion efforts. A testament to this is that over the course of the pandemic, we did not lose a single major arts organization in the city. Edmonds has evolved as an intersection of art and nature, taking advantage of its extraordinary waterfront setting and a dynamic array of arts activities. The traditional, small scale, walkable and clearly defined downtown core includes a rich array of arts, heritage and natural attractions and serves as a regional hub for arts of all kinds. For over 30 years citizens and government have been intentional in creating cultural and arts plans which have placed us in the fortunate position of attracting performers and artists from across the country, and often from around the world. We're proud of this legacy but realize the fragility of the position of arts in our society. It is for this reason that we are so excited to have been — and remain — a member of the state's Creative Districts. This program is essential in building awareness, visitation, and support for this critical sector of the state's economy, and for supporting the arts as a necessity for our collective quality of life. Packet Pg. 6 4.2.a We have appreciated your support over our first five years as a Creative District and are excited to be a part of this growing community over the next. Sincerely, Mike Nelson, Mayor City of Edmonds W4 110 Packet Pg. 7 4.2.a MAJOR ACCOMPLISHMENTS FROM OUR FIVE-YEAR WORK PLAN Area A — Strengthen and expand creative identity (brand, advertising, marketing/capital project - signage) Accomplishments 2018-2023: i A. 1. Established Edmonds Creative District (CD), administrative support, secured budget, and convened Creative District Advisory Committee, representing existing leadership entities, to oversee 5-year program. Regularly convened this committee to make recommendations and exchange information. A. 2. Assessed current marketing/tourism promotion activities and convened stakeholders. A. 3. Developed new brand identity related to the Edmonds creative sector with new logo A. 4. Created window stickers with new logo for CD businesses and distributed. A. 5. Business attraction advertising revised to include Creative District logo and new CD brand identity. A. 6. Evaluated brand use program and collaborative marketing efforts and implemented improvements in City tourism promotion. A. 7. Expanded brand use for the Creative District and marketing efforts in Snohomish and North King County working in cooperation across the sector. A. 8. Assessed needs, identified funding, and installed new Creative District wayfinding and related signage to support vehicular access and pedestrian flow. Completed basic WSDOT id signage on state highways. Installed Edmonds Creative District logo signage in key downtown locations and an informational sign about the Creative District on 41" & Main on the Cultural Corridor. Packet Pg. 8 4.2.a Area B — Leverage and connect creative experiences (inside and outside district/capital project — 4t" Ave Cultural Corridor placemaking) Accomplishments 2018-2023: B. 1. Completed initial inventory of existing art experiences in the public realm. B. 2. Identified potential for internships, initial conversations with WFC and potential link with Edmonds College Foundation program and high school programs for intern or mentorships with businesses in the CD. B. 3. Worked with consultant to implement City public process to identify preferred concept for 4t" Avenue roadway and City Council adoption of preferred concept for future design development. B. 4. Awarded grant from ArtsWA for 2023 planning/engineering to complete concept design for north end of 4t" Avenue Cultural Corridor and established partnership with Edmonds Center for the Arts for the grant process. B. 5. Completing next steps in grant funded concept development and implementation funding plan for 4t" Avenue Cultural Corridor. B. 6. Encouraged activation of the Corridor with cultural activities/events such as Porchfest. Area C — Retain and attract creative businesses and nonprofits Accomplishments 2018-2023 C. 1. Created 2020 draft directory of creative sector organizations and tourism assets within the Creative District which is periodically updated. C. 2. Explored potential for updating directory with ArtsWA tools for Creative Districts. C. 3. Supported short term City efforts to support local businesses during the pandemic. W4 110 Packet Pg. 9 4.2.a C. 4. Initial exploration of artist live/work space development. WW 110 Packet Pg. 10 4.2.a LESSONS LEARNED Our first five years as a Creative District were deeply impacted by the onset of the pandemic and staffing changes, both of which lead to multiple starts and stops in the flow of the program c development. It's impossible to talk about our foundational years without an acknowledgementCL of two important factors in the establishment of our program: it was initiated close to the beginning of the COVID-19 pandemic, and the state's program was in its infancy. Both factors N color the lessons we've learned. We'd like to highlight a few lessons learned from our internal o efforts, and about the state -level Creative District program, and offer recommendations to others (and ourselves) based on this experience. w a L U With respect to the lessons gleaned from the establishment and operation of Edmonds' Creative District program, a few items rise to the top. 1. The development of effective organizational structure and processes needed to implement the program, and simply to figure out how it all will work, takes a significant time commitment. 2. The creation of the program resulted in closer connectivity and collaboration within the Edmonds arts community, both with the networking at the advisory committee level and with growing awareness within the general arts and culture community, which led to more advocacy and ultimately more resiliency during the pandemic. It is notable that Edmonds didn't lose a single major arts organization and, in fact, saw the opening of a new organization, Graphite, during this time period. 3. Branding efforts were energetically developed at the start, but with the decline in activities due to the pandemic, we lost some momentum in building community buy -in over the next two years. Despite this, and because ongoing efforts to market the Creative District were robust, the Creative District brand has been embraced by a broad range of local businesses and organizations. Edmonds is now widely recognized not only for its arts community but also for its Creative District which has become a powerful brand. 4. Although confined by geographic boundaries the Creative District is a benefit to the whole city, to the creative sector, and to the region. The District benefits the city through tourism promotion and also as a workforce development tool. 5. The more we communicated with the other Creative Districts, the more we saw the value of this program —there is strength in numbers. The leaders of the Creative District program at the state level recognize the benefits of the Creative District program at the community level and have a key opportunity to engage local CD programs to help educate state leadership about these benefits. Packet Pg. 11 4.2.a 6. Funding from the state was instrumental in both building the brand and advancing placemaking projects in our community, providing local leadership with a sense of legitimacy of the program benefits. With respect to lessons learned from our experience as a member of the state's program: 1. As the program has grown, the Creative Districts highlight the diverse offerings of the state's creative economy. The value of the creative sector in Edmonds and statewide is increasingly embraced by both residents and legislators. However, efforts to make these creative assets accessible to all need to be ongoing. 2. Communication with other Creative Districts —whether through formal ArtsWA events or on our own — has increased awareness of the value of the Creative Districts to the state's economy and quality of life. 3. As the first Creative District, it was initially challenging to market the District effectively. With the program expanding across the state, the increased visibility strengthens the broad messaging appeal and builds context for the individual districts. Recommendations: 1. We believe that the organizational structure of the Creative District program offers an opportunity to advocate and communicate about the role of the creative sector in the state in terms that resonate with broader groups of legislators. We recommend that we — the Creative Districts collectively — hone our outreach efforts and encourage ArtsWA to continue to be a conduit for sharing and amplifying advocacy efforts. 2. We request that a marketing plan be created for the collective districts. This plan will allow each individual district to use the branding and tools to expand their messaging and be more effective at describing our value proposition to legislators, visitors, and members, as well as improve our ability to attract visitors. 3. Continue to emphasize at both state and local levels the importance of collaboration and the ways a Creative District program is a tool that can strengthen and support equity in the diverse creative sector across the state. 110 Packet Pg. 12 4.2.a LOOKING FORWARD 2024-2028 WORKPLAN Core values & Guiding concepts: Collaborative — City departments and local businesses/nonprofits Inclusive — Envisioned as a "hub and spoke" model, the CD is a central catalyst tied to other parts/neighborhoods of the city through connections with businesses and organizations Intentional Visibility of Arts & Culture —The community intentionally incorporates creativity as a priority in programs and projects Area A — Strengthen and expand creative identity (brand, advertising, marketing and identity of place, including signage) Initiatives 1. Improve coordinated messaging about Creative District and expand advocacy efforts with the community Year 1 (2024) Year 2 (2025) • Refine messaging around what the Creative District is and how it benefits Edmonds, incorporate this messaging on the CD website and provide information to CD organizations • Organize Creative Sector Summit public event in 2024 to provide a networking and educational opportunity for community citizens and creatives to highlight and promote the creative sector, and partner with the Community Cultural Plan update process to provide opportunities for community feedback • Present CD Annual Report to City Council (in early fall following annual report to ArtsWA) • Incorporate reference to the Creative District and Creative Sector in City planning documents including Community Cultural Plan, Economic Development Plan and Comprehensive Plan • Present Annual Report to City Council 110 Packet Pg. 13 4.2.a • Explore ideas for future Creative Sector gatherings based on evaluations and feedback from 2024 event Year 3 (2026) • Evaluate message efficacy for Creative District • Present Annual Report at City Council • Organize Creative Sector gathering(s) Year 4 (2027) • Present Annual Report at City Council • Explore potential CD signage needs for tourism and creative sector businesses promotion Year 5 (2028) • Present Annual Report at City Council • Organize Creative Sector gathering(s) 2. Create an asset map to identify creative resources/strengths/experiences in Edmonds, both public and private to enhance visibility of creative sector Year 1 Year 2 Year 3 • Draft more complete and visually creative asset map for the Creative District • Collaborate with other entities e.g. Schools, churches, cultural organizations, Chamber, etc to identify assets throughout the city which may link to CD • Distribute a visually creative asset map through the Chamber and other CD organizations • Implement use of asset map to help visitors understand creative offerings in Edmonds and create itineraries for marketing purposes by the City and other organizations • Collaborate with other Creative Districts to develop itineraries connecting Creative Districts • Conduct a gap analysis of creative assets Year 4-5 Packet Pg. 14 4.2.a • Use asset map and gap analysis to help prioritize City's efforts in planning for expanding creative infrastructure • Use asset map and gap analysis to assist in priorities for creative sector retention, attraction and support 3. Improve marketing of Edmonds as a creative destination (collaborate, make it visible, tie to "spokes") Year 1 Yaar 7 Year 3 • Gather feedback and implement improvements to the existing coordinated, visitor - focused, event calendar and website and provide training for use of calendar by creative entities • Initiate creation of a brand strategy which integrates arts and culture into Edmonds' destination marketing through Economic Development • Integrate Creative District messages with city-wide marketing strategies to highlight Creative District and the broader context of creatives in Edmonds • Continue to evaluate, update and implement marketing strategy • Evaluate calendar and make updates as needed Yaar a-S • Ongoing implementation of ideas and changes, evolving from evaluation of overall marketing strategy and calendar Area B — Leverage and connect creative experiences (inside and outside district) and implement capital project to highlight spaces for experiences Initiatives 1. Research and facilitate internship and mentorship opportunities to enhance visibility of CD outside downtown and connect learning opportunities to creative sector organizations within the CD. Year 1 WW 110 Packet Pg. 15 4.2.a Year 2 • Convene work group to identify local existing partnerships and matches for internships and mentorship and research successful models • Reach out to educational institutions and others to identify those seeking internship or mentorship partners for students and others • Identify specific Creative District entities and events, including the CD itself, with E creative experience opportunities for internships and mentorships C L rt+ • Create "self serve" informational tools from research in year 1 and distribute to creative sector businesses and nonprofits to support adoption or continuation of w CU creative experience internships • Develop a pilot program for an internship program for the CD �? Q Year 3 a • Identify ways to encourage existing programs for internships and mentorships and c identify gaps or needs for support M • Implement pilot program for intern with CD program y Year 4-5 • Evaluate and highlight successes of programs for internships and mentorships within the CD and explore new options as they arise 2. Improve and expand efforts in activating spaces for creative experiences Year 1 • Compile information on existing activation of space within the Creative District for creative experiences • Review new ideas and past proposals for citywide events to activate 4t" Avenue and other locations in the CD vPar ')-A Year 4 • Select two existing events in the CD to collectively invest in and expand activities in the public realm, such as Lunar New Year and Porchfest • Advocate for dedicated City staff to support Creative District place -making events Packet Pg. 16 4.2.a Year 5 • Evaluate placemaking events and activities in the public realm and present information to the community • Continue to encourage new or support existing creative sector events that expand activities in the public realm 3. Improve efforts to develop physical infrastructure for creative experiences Year 1 Year 2 • Complete the concept plan for the full 41h Ave Cultural Corridor • Continue to advocate for funding and completion of next level of design of the 41h Ave Cultural Corridor • Connect with creative sector regarding other opportunities for developing/using physical infrastructure in the CD for creative experiences Yaar I-S • Complete construction design for the Cultural Corridor and advocate for construction funding sources 4. Develop a fundraising strategy for efforts in infrastructure place -making Yaar 1 Year 2 Year 3 • Create a funding workgroup to explore options and identify new funding opportunities for 41h Avenue and other place -making projects • Write grant or other process for identified funding opportunity for 4th Ave and advocate for City funding and inclusion in Capital Improvements Program in City budget • Advocate for identified new funding opportunities in both private and public sectors Year 4 & 5 W4 110 Packet Pg. 17 4.2.a • Finalize funding strategy for construction phase of 41" Ave Corridor Area C — Retain and attract creative businesses and nonprofits Initiatives 1. Identify and address needs of creative businesses/nonprofits Yaar 1 • Identify stakeholders and convene a work group to explore workforce development, infrastructure (work and presentation space) and other needs with creative sector business and nonprofit partners Year 2 • Develop a survey to explore specific issues of space for creative work with potential partners and neighborhoods and identify key stakeholders with access to space Year 3 • Utilize data from the survey for work group to explore solutions for space, including funding opportunities and partnerships Yaar a P. S • Continue to facilitate work group to address ongoing challenges of work and presentation space for the creative sector • Review efficacy of CD governance model in addressing needs of creative sector businesses and nonprofits 2. Secure consistent funding and staff support for Creative District initiatives Year 1-2 Yaar • Advocate at state and city levels for dedicated and ongoing funding and staff for support of the creative sector • Identify public and private funding opportunities for support of creative sector Year 3-5 • Identify grant opportunities and submit applications if appropriate for CD programs Packet Pg. 18 4.2.a Year 1 Year 2 Year 3 • Continue advocacy for funding and staff support at state and city levels 3. Use City marketing strategies to help the creative sector thrive • Create a marketing coordination work group with creative sector businesses and nonprofits • Identify opportunities for joint marketing and improved coordination of marketing efforts at local and state tourism levels • Implement 3-4 collaborative marketing efforts including the creative sector • Implement collaborative marketing efforts to promote connections to neighborhoods Year 4-5 • Evaluate impact of marketing strategies on creative sector Packet Pg. 19 4.2.a Summary of major Work Plan tasks by years Year 1 (2024) — Organize and present Creative Sector Summit; implement messaging and website updates; develop asset map; review current and proposed activation of public spaces; research internship opportunities; complete concept plan and convene work group for funding strategy for 4th Avenue Cultural Corridor; convene work group on workforce development/infrastructure needs in creative sector; convene marketing coordination work group; advocate for funding and staff Year 2 (2025) — Ensure CD is incorporated in City Comprehensive Plan documents; implement use of updated asset map; collaborate on city-wide marketing strategies; develop collaborative marketing efforts for creative sector; develop and distribute informational tools on internship programs; develop pilot intern program for CD; work to expand creative experiences in public realm for two events in the CD; advocate to complete next level of design for 4th Avenue Corridor; implement a survey regarding issues of space for creative sector; identify public and private funding opportunities to support CD programs Year 3 (2026) — Organize Creative Sector Gathering(s); conduct gap analysis of assets; collaborate on marketing with other Creative Districts statewide; implement pilot program for CD intern; advocate for staff support for CD programs; promote completion of 4th Avenue Corridor plans and funding strategy; identify grant opportunities; work group explores solutions for creative sector work and presentation space; marketing work group implements efforts to promote connections to neighborhoods Year 4 (2027) — Analyze signage needs in CD for promotion of creative sector; support construction of 4th Avenue Corridor and partnership with ECA; utilize asset map and gap analysis to prioritize city planning efforts; update marketing strategies; identify grant opportunities; advocate for funding and staff support at city and state levels; continue to explore solutions for creative sector work space Year 5 (2028) — Organize Creative Sector Gathering(s); review efficacy of governance model for CD; finalize funding strategy and support construction of 4th Avenue Cultural Corridor; continue to support creative experiences and events that utilize the public realm; evaluate impact of CD marketing strategies on creative sector; evaluate internship program 110 Packet Pg. 20 Edmonds Creative District History and overview 10/24/23 This certification is granted to CITY OF EDMONDS for their commitment to arts, culture and growing the creative economy in their community Karen J. Hanan December 3, 2D18 Executive D rector ; rr ttt^ _ ra; na'o of K9J0 4N Packet Pg. 21 WA Creative Districts Established by the State in 2017 Coordinated by the Washington State Arts Commission (ArtsWA) - modeled after Colorado's Creative Districts program Goals to celebrate creative diversity and foster economic vitality ArtsWA provides technical assistance, professional support, and small grant opportunities for certified programs Creative District program is one tool in the tool box of EoAIo�o Packet Pg. 22 0 Defining the Creative Sector The Creative Economy's contribution to the state's GDP is 10.3% Creative Sector entities (businesses and not for profits) - defined to include broad range of creative activities, supplies for creation, technical support for creation, and lifelong learning • What is included? Galleries, art stores, makers, artists, design, software development, multi -media, retail featuring hand crafted, event venues, performance, event planning, arts education, learning, museums, craft food and beverage and more OF EDMO�O v Packet Pg. 23 History in Edmonds 2014 Community Cultural Plan update recommended economic impact study of arts & culture in Edmonds 2 017-8 Economic Impact Study recommended City apply for new State Creative District certification Edmonds certified as the State's first Creative District at the end of 2 018 a to Washington Creative Districts - Coupevilleo Port Townsend 0 0 Langley Edmonds Rainier Bainbridge Islands OValley Issaquah Bremerton OBurien 4 Vancouver Ellensburg Yakima Twisp 13 certified, 8 pending ® Moses Lake lone Chewelah Newport 19 Walla Walla/ Kennewick 19 College Place is Certified Creative District Active -Stage Planning y OF eU,M Al r J� 1. J. Packet Pg. 25 r• a ArtsWA Certification Criteria 0 u Identify contiguous area - include a mix of creative sector uses within its boundaries Walkable, distinguished by physical, artistic, and cultural resources Concentration of arts and cultural organizations, and creative enterprises Complementary non -arts businesses, such as restaurants • Vigorous arts and cultural activity, such as art walks, festivals, concerts, and community gathering places • Community generated 5 year Work Plan • Governance structure and budget OF ED4 Packet Pg. 26 c� U f6 a Edmonds Process and Five -Year Work Plan PROCESS O The process to complete the original application and work plan included •L extensive community outreach and participation. ,I The original Work Plan goals emerged from this participation. Once '-"' •`` �,; ; o certified, an Advisory Committee was created with representatives fro -w creative sector nonprofits and businesses who met monthly for the past i � a five years. E The process for reviewing work done and creating a new 5 year Work a Plan included a Creative District Advisory Committee retreat last spring. From this work the new plan was developed, building off of goals in the original plan and accomplishments in the first five years. oF E°Moro Packet Pg. 27 Creative District Focus Areas in Review WORK PLAN AREAS &ACCOMPLISHMENTS Area A. Strengthening and expanding the creative identity of Edmonds Established and convened Creative District Advisory Committee; developed new brand identity for use in advertising for both tourism and business attraction; expanded marketing activities; and implemented new wayfinding and related signage program for both vehicles and pedestrians Area B. Leveraging and connecting creative experiences in Edmonds Placemaking- inventoried art experiences in public realm; activation of public space; completing 4th Avenue Cultural Corridor concept design, and explored potential for internships/mentoring Area C. Retaining and attracting creative businesses and nonprofits in Edmonds Drafted directory of creative sector organizations and tourism assets Packet Pg. 28 Creative District - Facebook Sponsored Ads ent7( Ed`rond5 Governn` C\ty °munirl and \cep Jo\n the Goy to and \nsP Greatwe tocoect, gU�ir Eao he next\eve\\ Ready business oar crab creaC�ve d taKe y i edit SP \OP \n edmonds City o!E rnonds . G�ty m�� ty a d Govern ire' 10�° the ;r n►tY and Government d \V\ atNe Ready to conneccreatex District a business b'and inspire?. eamondswa 9ov Set Up ShOp in EQnnonds ect, creak , Edmon s t \eve\\ Tess pu11 'to the toxe your cta,. , dSwa g°v Xn P City of Ed COn'muni h1 pnds . tY and Go vern'nent )< Ready to con creative busin Districtnest: create and take bum 1n Ed d inspire? Joi Your craft to hens xt ie�ei a the Learn more learn more getup S so Y Edm°nd a Packet Pg. 29 Lessons Learned Over Past Five Years Internal lessons learned: • The CD program resulted in closer connectivity and collaboration within the Edmonds arts community. • The Creative District brand has been embraced by a broad range of local businesses and organizations. Edmonds is now widely recognized as an arts community but also as a Creative District which is becoming a powerful "brand'. • The more we communicated with the other Creative Districts, the more we saw the value of this program - there is strength in numbers. • Funding from the State was very important and enabled several projects to move forward. • The development of effective organizational structure takes a significant time commitment. Packet Pg. 30 Lessons Learned Over Past Five Years As a member of the state's program: • With the growth of the Creative District program, it has become clear that the Creative Districts offer a comprehensible, accessible picture of what the state's creative economy looks like in practice. • As the program has grown, communication with other Creative Districts has increased our awareness of our own value and the value of the Creative Districts to the state's economy and quality of life. • As the first Creative District, we struggled initially to market ourselves effectively, recognizing that the strength of the program lies in its distribution across the state and its broad messaging appeal. Packet Pg. 31 Lessons Learned Over Past Five Years Recommendations for the State's program: • The Creative Districts collectively hone our outreach efforts and encourage ArtsWA to continue to be a conduit for sharing and amplifying advocacy efforts. • The State CD program should work to create a marketing plan for the collective districts. • Continue to emphasize at both state and local levels the importance of collaboration and the ways a Creative District program is a tool that can strengthen the diverse creative sector within a District, within the broader community of that District, as well as regionally across the state. • Continue to advocate for funding streams specifically allocated for Creative Districts. Packet Pg. 32 The Next Five Years Core values & Guiding concepts: Collaborative - City departments and local businesses/nonprofits Inclusive - Envisioned as a "hub and spoke" model, the CD is a central catalyst tied to other parts/neighborhoods of the city through connections with businesses and organizations Intentional Visibility of Arts & Culture -The community intentionally incorporates creativity as a priority in programs and projects Packet Pg. 33 The Next Five Years Year 1 (2024) • Creative Sector Summit • Reengage the community - what is the CD and why is it important • Asset map of creative sector (organizations, creatives, events, venues) • Activation of public spaces • Connect CD to larger community - i.e. Internships • Work group for funding strategy for 41h Avenue Cultural Corridor • Work group for workforce development/infrastructure needs • Work group for marketing coordination • Advocate for funding and staff at both City and State levels Packet Pg. 34 The Next Five Years Year 2 (2025) • Incorporate CD in City Comprehensive Plan documents • Implement use of asset map • Collaborate on city-wide creative sector marketing strategies • Develop informational tools on internship programs • Develop pilot intern program for CD • Expand creative experiences in CD public realm • Advocate for next level of 4th Avenue Corridor design • Survey creative sector organizations about needs for space • Identify public and private funding opportunities to support CD programs Years 3-5 (2026-2028) - work plan builds on initiatives and programs listed for Years 1 & 2 Packet Pg. 35 Next Steps for Recertification 1. Finalize draft recertification package with stakeholder input 2. Meet with ArtsWA for application feedback in November 3. Submit final recertification application a Packet Pg. 36 Questions/Discussion r� a Packet Pg. 37 7.1 City Council Agenda Item Meeting Date: 10/24/2023 Claim for Damages for filing Staff Lead: NA Department: Administrative Services Preparer: Marissa Cain Background/History N/A Staff Recommendation Acknowledge receipt of Claims for Damages for filing. Narrative Glen Peifer 192nd St SW (TBD) Attachments: Claim for Damages - Peifer, Glen - for council Packet Pg. 38 05/25/2023 To: Mayor of city of Edmonds Chief of police, Edmonds Legal Dept of Edmonds Insurance carrier of Edmonds 1215 Ave N. Edmonds Wa 98020 Police address 2505th Ave N Edmonds, Wa 98020 From: Glen Peifer Edmonds, Wa 98026 4 ' OCT 0 2 2023 ©e of Enterprise gervice, ofirn of Risk MAnAgement RE: Liability Insurance claim against City of Edmonds and Chief of Police or Edmonds for dereliction of duty to protect tax payer of Edmonds. Dear Mayor of city of Edmonds please let this serve as an official insurance claim against the city because the cit failed to protect me, in my opinion is attempted murder of my life, continued life threating harassment against me. This has been going on for 4 to 6 months since called the city of Edmonds police and the officer said the voices were just all in mi head so I went to PhYSIER medical clinic in Everett for testing and also to Swedil" hosp in Edmonds for complete testing. I believe the threat against me is being done by using ULTRA SONIC WAVES AN[ HARMONIC FREQUENCY AND L.R.A.B FREQUENCY WAVES. In my opinion after I called the ednomds PD 5 or 6 times they should have contacted the Federal Communication Commission and had the FCC set up their equipment and Identified where these waves were coming from and just because the EPD didn't want to spend the money and or were too ignorant on how to proceed is no excuse. Also in my opinion the person responsible for this is "Chad -Allen Kumphrys" who has been arrested by Edmonds PD numerous times! - Sincerely Glen Piefer Washington state Attorney General Washington State Office of Insurance commissioner E c 4 Packet Pg. 39 7.2 City Council Agenda Item Meeting Date: 10/24/2023 Parks, Recreation & Human Services Department - 2023 Q3 Accomplishments Staff Lead: Angie Feser Department: Parks, Recreation & Human Services Preparer: Angie Feser Background/History Attached is the 2023 third quarter (Q3) accomplishments of the Parks, Recreation & Human Services (PRHS) Department for the months of July through September. Staff Recommendation This agenda item is for informational purposes, there is no need for a formal recommendation or action. Attachments: PRHS 2023 Q3 Accomplishments Packet Pg. 40 7.2.a Parks, Recreation & Human Services Department 2023 Quarter 3 Accomplishments July 1— September 30, 2023 Administration 1. Provided event support, contract management and coordination for the 4th of July Parade and 5K; Taste Edmonds, Oktoberfest, Classic Car Show, Birdfest and PorchFest. 2. Completed draft Park 2024-2029 Capital plan (CIP/CFP) and presentation. 3. Completed department's operating budget evaluation, data input and decision package submissions for all divisions to include: Human Services, Administration, Recreation, Athletics, Fitness, Day Camp, Preschool, Discovery Program, Gymnastics, Youth Scholarship Fund, Park Maintenance, Cemetery, Beautification Program and Gift Catalog. 4. Ongoing coordination and collaboration with Sno-Ile Library to ensure consistent services throughout remodel of the library facilities by housing their services in the Plaza Room. 5. Completed in -person de-escalation training for entire department on September 26, 2023. 6. Working with City of Lynnwood on their request for 50% funding of a $500,000 Meadowdale Playground replacement and upgrade. 7. Procured Council approval and fully executed an Interlocal Agreement between City of Mountlake Terrace and City of Edmonds providing $200,000 for Ballinger Park improvements creating improved access for Edmonds residents on the park's northwestern edge. Parks Planning & Projects 1. Parks Project Manager assumed the lead Project Management role in closing out the Civic Center Playfield Capital project (with Henry Schroeder's retirement) including the final pay request, change orders, reconciliation, and closeout with the State departments of Labor and Industries, Dept of Revenue, and the Employment Security. The final payment to the contractor has been submitted, starting the closeout process. Still working on some small park modifications to remedy a couple of unintended design implications. Overall, the park is easily sustaining heavy public usage during the summer months. 2. Mathay Ballinger Park —developing plans, specifications, and an estimate for park improvements. A permanent, pre -fabricated restroom was ordered (8-month lead time) and the necessary permit application was submitted. The project goals include installation of a permanent restroom, provide ADA accessible asphalt path connecting the parking lot and playground as well as a connection to the Interurban trail, a new park shelter and a total of seven parking spaces. 3. Oak Trees at 5th & Main Maintenance — completed a successful bid process and contractor is scheduled for work in mid -December. Project involves a significant amount of traffic and pedestrian control due to location downtown Edmonds and hours of operation by surrounding businesses. 4. Johnson Property — A successful bid process completed and demolition of the house, two outbuildings, removal of some invasive plant material and fence replacement work is expected to begin in mid - November of 2023. Brackett's Landing North — A new outdoor shower and foot wash station replacement project was completed which will significantly reduce the water usage and provide a higher level of service for swimmers, divers and beach users. Packet Pg. 41 7.2.a Park Maintenance 1. Recruited, hired and on -boarded seven (7) new full-time staff including the Parks Mechanic and Park Maintenance Worker positions. 2. Completed the Parks Maintenance Division restructuring including organizing into seven teams consisting of Gardening, Facilities, Grounds, Turf and Fields, Beautification, Mechanic, and Cemetery. 3. Implementation of a new organizational maintenance management approach for the newly developed divisional teams. 4. Flower basket and corner park flower season has ended. The flower baskets had the best summer season in recent memory. 5. The summer shelter rentals protocol was modified with park maintenance and recreation staff working together to provide a noticeable increase in efficiency due to much improved coordination and communication between the two department divisions. 6. Parks maintenance, due to increases in staff, vehicles and equipment exceeding the current parks shop capacity leased a small facility on 76th Ave. It required some effort to outfit and prepare for usage, but the Gardening and Turf and Field teams are running their daily operations from the southeast Edmonds location. 7. All large capital and small capital equipment were procured and the division accepted delivery of outfitted new vehicles including two Ford trucks and an electric utility van. These vehicles were approved by Council during the 2023 budget process and are necessary to support the six new additional full-time maintenance staff. 8. Completed the replacement of the out of compliance water service line for the park shop. Additionally, staff replaced the water service line to the greenhouse and completed a new irrigation mainline which feeds City Park irrigation system from the water meter. 9. In partnership with a donation from Edmonds in Bloom, completed two projects including City Park split rail fence in a restoration area and the xeriscaping project at 5th and Main corner parks. The donated funds were used to purchase supplies and materials and parks maintenance provided the labor. Recreation & Athletics Revenue, Customer Acquisition & Retention: a. Participation increase of 17% in Recreation Programs, Athletics and Rentals. Largest increase in Recreation programs with a 49% increase in participation largely due to additional sports and gymnastics summer camps. b. Published Fall 2023 CRAZE online August 1, 2023; distributed postcard to 20K Edmonds households. Current guide has over 14,000 impressions. c. Social Media Engagement: i. Facebook: 1862 followers, increase of 378 followers from Q1 2023. ii. Instagram: 1265 followers, increase of 268 followers from Q1 2023. d. Monthly emails continue to go out the first week of every month. Emails include registration information, new programs, special events, park updates, etc. Open rate has increased slightly by 5% to 57%. We continue to be above industry standards for open rate and click rate. e. Reached 500 shelter rentals for the year, new record resulting in $70,145 in revenue. 2. Recreation, Athletics & Events: a. Managed 20 contracted camps and direct offering of 10 weeks of the Edmonds Summer Day Camp. Summer Day camp served 279 campers entering grades 2 — 6. b. Multiple new courses offered in Fall 2023 to include Pre-K Creative Movement, Club Z tutoring, French/Music Courses, Cuties Art Camps and Therapeutic Watercolor Classes. Packet Pg. 42 7.2.a c. Held a Ukulele concert at the Edmonds Waterfront Center with an artist from Hawaii, Aldrine Guerrero with more than 45 attendees. d. Offered 23 varieties of fitness and wellness classes with 15 instructors and 415 participants enrolled. e. Held Movies in the Park at 4 different locations serving approximately 1,500 people. Movies included musical performances beforehand and food trucks. Movies generated $6,000 in sponsorship revenue. f. Athletic Leagues — 58 Adult Softball, 21 Pickleball and 10 Grass Volleyball teams and 106 participants attended our Pickleball Clinics. g. 530 drop -in users for the Frances Anderson Center gym and weight room. 3. Environmental Education & Stewardship: a. The Visitor Station was open every weekend afternoon through Labor Day welcomed 5,858 Visitors. Four new Volunteer Beach Docents added this year. b. Beach Rangers were on patrol every day through Labor Day for a total of 65 days. c. Hosted five week-long summer day camps, serving 68 kids; three Ranger led public beach walks and five private beach walks for camp groups, birthday parties, and families and Three Tots Outside programs ran at City Park, Marina Beach, and Civic Park serving 24 families. 106% increase classes offered. d. Hosted a new, free summer event: Storytime with Mermaid Madrigal drew 47 guests to Marina Beach and three pop-up interpretive table programs at City Park, Mathay-Ballinger Park, and Olympic Beach Park which drew 200 total visitors. e. Hosted the 19th annual Puget Sound Bird Fest and drew approximately 500 guests. Human Services 1. Social Work/Service Coordination: a. Compass Health Community Transitions Care Coordinator's 2023 to date caseload is 112 individuals (80 carried froward from previous quarter(s) and 32 new referrals in Q3. Most individuals served were white (58%) females (64%) ages 25-65 (70%) on Medicaid (43%). # Clients # engaged & Needs identified Closed loop referrals Individuals served in 2023 Q received from those (service provided and needing mental 1, 2 & 3 services receiving services confirmed participation) health or substance use treatment 112 84 (75%) 158 113 24 (29%) Human Services Program Manager coordinated resources for 68 people primarily needing help with housing costs (Household Support Grant coordination and utility assistance) and food/transportation (Edmonds Food Bank and/or pre -paid card distribution). c. Worked with County Senior Housing Stability team to secure permanent housing for a family previously staying in our Emergency Motel program. 2. Need based programming: a. Coordinated with Snohomish County to establish/promote cleaner air and cooling centers at the Waterfront Center and Library Plaza Room. Packet Pg. 43 7.2.a b. Established a monthly partnership with the Community Health Plan of Washington to assist uninsured individuals in obtaining medical insurance. The events take place on the first Wednesday of each month at the City Hall Neighborhood Office. c. Collaborated with the City Hall Neighborhood Office to provide outreach to individuals along the HWY 99 corridor to include a DSHS Mobile Unit on a monthly basis (first Wednesday of each month) to help people with benefits and re -certification reviews. 3. Administrative/Advancement: a. Submitted a $20,000 grant application to Verdant requesting funding support for the Human Services Division. b. Secured a $400,000 grant from the Department of Commerce for Emergency Motel Vouchers. c. Established strong working relationship with WSDOT for consistent cleanup of HWY 99 and SR 104. Commissions/Boards 1. Staff supporting Cemetery Board and Park & Planning Board. 2. Resumed Youth Commission meetings for the 2023-24 school year and recruitment efforts led to 10 eligible applications for 3 open seats. 4 Packet Pg. 44 7.3 City Council Agenda Item Meeting Date: 10/24/2023 Written Public Comments Staff Lead: City Council Department: City Council Preparer: Beckie Peterson Background/History N/A Staff Recommendation Acknowledge receipt of written public comments. Narrative Public comments submitted to the web form for public comments <https://www.edmondswa.gov/publiccomment> between October 12, 2023 and October 18, 2023. Attachments: Public Comments October 24, 2023 Packet Pg. 45 Edmonds City Council Public Comments — October 24, 2023 7.3.a Submitted on: 10/13/2023 11:30:22 AM Name: Elizabeth Anderson-Oei City of Residence: Edmonds Agenda Topic: The Horrible Buzz of Leaf Blowers Comments: Dear Members of the Edmonds City Council, My name is Elizabeth Anderson. I live on 4th Avenue South, a couple of blocks from Edmonds City Park. I work at home from a desk in my living room. Today, as with many days, I have stopped my work ---probably for 30-60 minutes, if near -daily experience serves me ---while the invasive buzz of a leaf blower fills my quiet home. There is absolutely no way I can do my writing while this terrible noise rattles my brain. Now Fall is here ... leaves are falling. Music, TV, ear -buds ... nothing blocks the buzz! PLEASE, please follow the wise communities throughout the USA who have already banned these awful machines. They are a menace to the peace and tranquility of our beautiful city, and frankly, they are damaging to one's (actually, MANY peoples') overall mental health. Thank you for your consideration. Thank you for your service. Sincerely, Elizabeth Anderson Submitted on: 10/17/2023 1:43:32 PM Name: Brandon Kleinwort City of Residence: Edmonds Agenda Topic: Purchase of Mee Property. Comments: I am in favor of this purchase . Submitted on: 10/17/2023 6:53:35 PM Name: Don Torrez City of Residence: Bucyrus Agenda Topic: Accessibility Comments: I could not access your list of agenda using your website. A screen reader would read the page, but I could not navigate to the list of documents using a screen reader. Please make this accessible to assistive technology. Submitted on: 10/18/2023 7:46:28 AM Name: Shanna Hobbs City of Residence: Edmonds Agenda Topic: Parkland Acquisition Purchase & Sale Agreement - Mee Property m E E 0 tU a a� Packet Pg. 46 7.3.a Edmonds City Council Public Comments — October 24, 2023 Comments: I am thrilled about this acquisition, especially as this section of Edmonds is consistently underserved. I am grateful to the Mee family for generously accepting the purchase at a lower than market value. While this is a huge boon and should be celebrated, I implore that the City's investment in this area of Edmonds and the park not stop with the acquisition. This includes a tall fence between the park and the adjacent private properties. The current fence is only 3-4 feet high in some areas. It would not be difficult, and the City has an obligation to ensure the safety of both the residents and park visitors. Again, I am grateful to the City and the Mee family for this acquisition, but I would like to see this be one of many investments towards this part of the City and the families that reside there. m E E 0 tU 3 a a� Packet Pg. 47 7.4 City Council Agenda Item Meeting Date: 10/24/2023 Outside Boards and Committee Reports Staff Lead: Council Department: City Council Preparer: Beckie Peterson Background/History Outside Boards and Committee Reports will be submitted to the Received for Filing portion of the agenda for last meeting of the month. Staff Recommendation N/A Narrative The Council is asked to review the attached committee reports/minutes from the following organizations: Snohomish County 911 Edmonds Public Facilities District Port of Edmonds Attachments: SNO911-Board-Agenda-20231019 pfd-board-meeting-minutes-08-24-2023 Port Of Edmonds _ Commission Meeting Minutes 8-28-23 Port Of Edmonds _ Commission Meeting Minutes 9-11-23 Port Of Edmonds _ Commission Meeting Minutes 9-25-23 Packet Pg. 48 7.4.a SNOHOMISH COUNTY SNOHOMISH COUNTY 911 BOARD OF DIRECTORS BOARD MEETING AGENDA s = October 19, 2023 at 8:30 a.m. 3FROJEJ Web Conference — Join Zoom Meeting https://us02web.zoom.us/j/86000466014?pwd=YWxBbE9HMIJuT2ZXMmtYVU8rSnBkUT09 Meeting ID: 860 0046 6014, Passcode: 195881 or dial +1 253 215 8782 Physical location: 1121 SE Everett Mall Way, Everett Police Department, South Precinct Please note that most Board members and staff attend the meeting remotely. However, pursuant to RCW 42.30, a physical location is also provided. 1. Call to Order A. Roll Call B. Announcements i. ECSF Vacancy 2. Public Comments (3 minute limit) 3. Approval of Agenda 4. Consent Agenda A. Minutes from the September 21, 2023 Regular Board Meeting B. September 2023 Blanket Voucher & Payroll Approval Form: i. Checks 1019-1020, and 17893-17983, for a total of $710,448.26 ii. Payroll Direct Deposit, in the amount of $1,214,150.56 C. Surplus Microwave Equipment D. Resolution Appointing Claims Agent 5. Old Business A. Nurse Navigator Program B. Future Facility Budget Review (Exec Session) 6. New Business A. Personnel Administrative Manual Revisions B. Deer Creek Site - Pano Al Lease Agreement C. Fleet Expansion Requests 7. Reports A. Agency Report B. Future Facility Project Update C. Radio Replacement Project (RRP) N O a� a� a� E E O U L O m a� .y w O Cn 0 M N O N c a� a M O m rn O z Cn c a� E a Packet Pg. 49 7.4.a D. Police TAC E. Fire TAC 8. Committee Reports A. Finance Committee B. Personnel Committee C. Future Facility Committee D. County EESCS Committee (formerly County E911 Office) E. County ECSF Program Advisory Board 9. Executive Session (if needed) 10. Good of the Order 11. Adjourn - The next meeting is scheduled for November 16, 2023 Packet Pg. 50 7.4.b Edmonds Public Facilities District Board of Directors Meeting August 24, 2023 The Edmonds Public Facilities District Board hybrid meeting convened at 7:35 a.m. in the Edmonds Center for the Arts Green Room, 410 4th Avenue North, Edmonds, and via Zoom. EPFD Board Members Present ECA Staff Present Bill Willcock Vice President Joseph Mclalwain, Executive Director Suzy Maloney Lori Meagher, Associate Executive Director David Brewster Wayne Grotheer Guests Will Chen, City Council Liaison EPFD Board Members Absent Ray Liaw, President 1. Call to Order Board VP Bill Willcock called the meeting to order. 2. Land Acknowledgement & Equity Statement Board Member Grotheer read the Land Acknowledgement Statement and Equity Statement 3. Board President's Comments • Agenda Review Board VP Willcock reviewed the agenda. 4. Public Comment There were no public comments. 5. Consent Aqenda • EPFD Board Meeting Minutes: July 27, 2023 • EPFD Board Special Meeting Minutes: August 9, 2023 • EPFD Disbursement Report: June & July 2023 BOARD MEMBER MALONEY MOVED TO APPROVE THE CONSENT AGENDA. BOARD MEMBER BREWSTER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 6. Old Business • Prior Action Items Review Ms. Meagher reviewed progress on action items from the previous meeting. Edmonds Public Facilities District Board Draft Minutes August 24, 2023 Page 1 Packet Pg. 51 7.4.b August Staff Report — Questions/Comments? Board VP Willcock recognized the level of accomplishments and strategic work being done in all departments, the work done by the transition team to ensure a smooth transition with the hiring of a new ED, progress on key hires, and Window to the Arts performances. 7. PFD Board Business • Open Public Meetings Act (OPMA) & Public Records Act (PRA) Training Ms. Meagher relayed as a public board, periodic OPMA and PRA training is required. She will send out OPMA and PRA training information and certification offered Municipal Resource Service Center (MRSC) to EPFD board members and staff will track when board member refresher training is required. • Employee Handbook Addendum Approval Ms. Meagher advised this addendum to the Employee Handbook was presented to the Admin & Finance Committee yesterday. The addendum covers succession planning and the ability for the EPFD Board to negotiate benefits for recruitment as well as a retainment tool. The addendum was recommended for approval by Admin & Finance with the deletion of the sentence, "All such offers shall be limited to and within the funds budgeted for the budget year in which the officer is made." The EPFD Board requested a further amendment in the Vacation & Sick Leave section, "The purpose of this authorization is to permit the EPFD/ECA to attract and/or retain persons with experience at comparable pub4e agencies. BOARD MEMBER MALONEY MOVED TO APPROVE THE ADDENDUM TO THE EMPLOYEE HANDBOOK AS AMENDED. BOARD MEMBER GROTHEER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 8. PFD Committee Reports • Association of WA State PFDs Board Member Brewster advised the Association is seeking an EPFD representative. He has been attending meetings via Zoom, but due to other commitments, he recommended another board member be designated to represent the EPFD on the Association. Mr. Mclalwain advised a conference will be held in Tri Cities at the end of September. Lynnwood, Edmonds and Everett will co -host the 2024 conference. The directors of Snohomish County PFDs have offered to assume oversight responsibility of the Association such as managing future conferences, organizing and managing communication between members, collecting dues and managing finances. It will be important to have a strong organization with an organized approach for further legislation and legislative opportunities such as extending the legislation (currently extended through 2041). The facilities owned by the PFDs will also have capital needs that the state may be able to assist with. Per the Association's bylaws, board members must be PFD board members. Board Member Brewster offered to attend the conference. An ECA staff member may also attend the conference. The EPFD Board will consider appointing a board member to the Association at Edmonds Public Facilities District Board Draft Minutes August 24, 2023 Page 2 Packet Pg. 52 7.4.b a future meeting. Due to the date of the conference, it was recommended the board consider rescheduling the September EPFD Board meeting. • Snohomish County PFD • Fourth Avenue Cultural Corridor Board Member Maloney reported the ECA is hosting Cookies on the Corridor this Saturday at 3 p.m. in the ECA lobby. The event will include tours of the area and an opportunity to provide feedback on potential changes for the 4th Avenue Cultural Corridor. 9. Finance & Operations Update • Finance Update o Mid -Year Budget vs Actuals Update Ms. Meagher reviewed the mid -year financials that are contained in the packet, highlighting mid- year revenues, operating expenses, payroll and employee benefits, operating surplus, and total surplus. o July Financials Ms. Meagher reviewed July financial, highlighting presented events; concession, rental and contribution revenues; expenses including payroll and employee benefits; operating surplus; and total surplus. She reviewed key balances on the balance sheet including total cash, total receivables, and accounts payable. Ms. Meagher and Board VP Willcock commended Sarah Mixon and Beck Cole for increasing rental revenue. Ms. Meagher reviewed the Cash Flow Projections by Month report. Questions and discussion followed regarding Debt Service Cash transfers, incorporating a development contingency in the cash flow statement, how cash is invested, and the interest rate and liquidity of LGIP investments. o FY23 Budget Adjustments Approval Ms. Meagher reviewed the proposed 2023 budget adjustment to increase payroll and benefits, facilities maintenance & utilities, and all other expenses, and the impact the adjustment has on operating surplus and non -operating net surplus. The Admin & Finance Committee reviewed and recommended approval of the amendment to the 2023 budget. BOARD MEMBER BREWSTER MOVED TO APPROVE THE FY23 BUDGET ADJUSTMENT AS DESCRIBED. BOARD MEMBER GROTHEER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. o Audit & FY2024 Budget Update Ms. Meagher reported the audit is underway and she is meeting with the auditors daily. There will be one adjustment to the financial statement per GASB 87 related to when revenue from leases is recognized. The audit is expected to be complete in early September. Ms. Meagher reviewed the FY2024 budget cycle and timeline for budget approval. Board VP Willcock relayed Admin & Finance's suggestion to also provide a revenue forecast by department. Edmonds Public Facilities District Board Draft Minutes August 24, 2023 Page 3 Packet Pg. 53 7.4.b • Human Resources o Hiring Update Ms. Meagher reported the ECA is almost fully staffed. An offer has been sent out for the marketing and communications assistant and interviews are being held for a part-time box office assistant position. • Facilities o Building Envelope & Conditions Assessment Update Ms. Meagher advised the contract was approved at the EPFD's special meeting. A kickoff meeting was held, the contractor has begun work, and subcontracting for items that are the owner's responsibility is underway. She will provide another update next month. 10. Executive Report / Steering Committee • Ticket Sales Update Mr. Mclalwain reviewed an updated 2023-2024 vs. 2022-2023 Presenting Season Statistics report highlighting the '22-23 season which is performing nearly as well as '21-22 season. He commended programming and marketing staff for their efforts, noting peer organizations are not performing as well. He offered to provide an analysis of ticket sales for '22-23 compared to '18- 19. • Executive Transition Update Mr. Mclalwain reported the Snohomish County Lodging Tax grant application was presented, he and Director of Major Gifts Amy Stango are meeting with key donors. He will send a letter to the 100 top donors expressing his appreciation for their past support and introducing Ms. Stango and Ms. Meagher and advising them that Ms. Stango, Ms. Meagher or the new ED will reach out to them within the next two months. The Board Governance Committee is finalizing a Committees Best Practices Guide. The intent is to have a follow-up meeting after the retreat to introduce the Guide. A task force created an agenda for the retreat. • Development Update See above. 11. New Business Board members and Mr. Mclalwain wished Ms. Meagher a Happy Birthday on August 19tn Board Member Grotheer advised his attendance at meetings will be limited between September 9 and October 31. • Acknowledgement of Joe Mclalwain Board Member Maloney thanked Joe Mclalwain for his leadership and wished him well in the future. Mr. Mclalwain commented on the expectations and challenges when he was hired and the opportunity to create something beautiful. He expressed his appreciation for the EPFD Board's oversight. He was excited for the season ahead and all that lies ahead for the organization. Edmonds Public Facilities District Board Draft Minutes August 24, 2023 Page 4 Packet Pg. 54 7.4.b Board Member Grotheer recognized Mr. Mclalwain for his leadership through difficult economic times, being a strong leader but also very humble. Mr. Mclalwain recognized Board Member Grotheer for his volunteerism. Board Member Brewster echoed the previous comments; as the longest serving ECA/EPFD Board member, he has watched Mr. Mclalwain from close to the beginning. His ability to unite people around a common goal and vision is as important as anything he brought to the organization. He agreed Mr. Mclalwain was humble and collaborative, never top -down, crack the whip management style. His leadership style was a breath of fresh air and exactly what the organization needed as it grew and developed, especially with the challenges of the recession and the pandemic. He was excited for Mr. Mclalwain's future and said he would always have a home at the ECA. Board VP Willcock expressed appreciation to Mr. Mclalwain and his amazing thumbprint on Edmonds and the ECA. As a volunteer, he appreciated what he has learned from the organization, staff and especially from Mr. Mclalwain. 12. Adjourn The meeting was adjourned at 8:42 a.m. Next EPFD Board Meeting: Thursday, September 28, 2023 - 7:30 AM ACTION ITEMS: 1. Ms. Meagher send OPMA and PRA training information and certification offered Municipal Resource Service Center (MRSC) to EPFD board members. Staff track when board member refresher training is required. 2. Develop a FY2024 revenue forecast by department 3. September EPFD Board meeting a. Consider rescheduling the September meeting due to the Association of WA State PFD conference b. Board member reports on EPFD committees c. Update on the Building Envelope & Conditions Assessment d. Mr. Mclalwain prepare analysis of ticket sales'22-23 compared to '18-19. 4. Appoint an EPFD board member to the Association of WA State PFDs at a future meeting Edmonds Public Facilities District Board Draft Minutes August 24, 2023 Page S Packet Pg. 55 PORT COMMISSION OF THE PORT OF EDMONDS MINUTES OF REGULAR MEETING 7.4.c (Via Zoom, Hybrid Meeting) August 28, 2023 Jim Orvis, Vice President Jay Grant, Secretary Janelle Cass David Preston to 0 0_ a� COMMISSIONERS ABSENT as Steve Johnston, President (excused) E E 0 U STAFF PRESENTCU Angela Harris, Executive Director Brandon Baker, Director of Marina Operations 0 m Brian Menard, Director of Facilities and Maintenance a� r Tina Drennan, Manager of Finance and Accounting p Brittany Williams, Manager of Properties and Economic Developmentco N OTHERS PRESENT Jordan Stephens, Port Attorney Dave Teitzel, Edmonds City Council John Brock, Woodway Town Council CALL TO ORDER Vice President Orvis called the meeting to order at 7:00 p.m. FLAG SALUTE All those in attendance participated in the Pledge of Allegiance to the American Flag. APPROVAL OF AGENDA COMMISSIONER CASS MOVED TO APPROVE THE AGENDAAS PRESENTED. COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. CONSENT AGENDA COMMISSIONER GRANT MOVED TO APPROVE THE CONSENT AGENDAAS PRESENTED T Packet Pg. 56 I AI!'`I I If1C TUC rlll I !l\A/I�l/'` IT CAC• I I WMA 1MJ WA 0111 ME I yr AN ELWAIAAILI►r>00N\/loll 7.4.c A. APPROVAL OF JULY 31, 2023 AND AUGUST 4, 2023 MEETING MINUTES AS SUBMITTED B. APPROVAL OF PAYMENTS IN THE AMOUNT OF $1,814,417.38 COMMISSIONER CASS SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. PUBLIC COMMENTS Joe Scordino, Edmonds Resident, reiterated his earlier ask for the Port of Edmonds to consider managing the Edmonds Fishing Pier. He discussed opportunities for education via the currently un- used signboard and other opportunities he feels the Port of Edmonds could leverage to make it a better experience. He also gave an overview of the Edmonds Marsh Restoration Project he is leading at Shellebarger Creek along SR-104, including extending an invitation to the Commissioners to join him for a tour of the work done so far. He explained how the beavers have built a dam that further complicates the situation, and said the Tulalip Tribes Beaver Program has been asked to provide advice on how to address the situation. Lastly, he asked the Port to consider offering a senior discount for the launcher fee. The Commissioners commended him and his group of volunteers for their efforts at the marsh. Reed Johnson, Marina Tenant, spoke about issues he and others have experienced with parking not being available in the permitted lots and seeing others without permits parking in those lots. He urged the Commission to consider some solutions given the Marina is the highest revenue driver for the Port. He also indicated there is an increase in security concerns with equipment being stolen and that people continue to clean their fish in the marina where it is not allowed. Dean Strong, Marina Tenant, sent a public comment through email discussing his experience this summer in July and August of not being able to find parking in the permitted parking areas, yet non - permitted cars were parked there. He would like the Port to consider posting "violators will be towed at owner's expense" signage and to consider proactively calling the tow company on busy days. Charles Malmgren, Dry Storage Tenant, sent a public comment through email asking the Commission to consider purchasing a lift with useable negative capacity given the age and vulnerability of the existing MinuteMan launchers. 2ND QUARTER FINANCIAL STATEMENTS Tina Drennan, Manager of Finance and Accounting, reviewed the 2nd Quarter 2023 Financial Statements (See Staff Report), and the Commissioners discussed the following: • Questions were raised about how much insurance premiums would increase for the upcomin packet Pg. 57 and Ms. Drennan answered about 20%. She was asked to verify whether earthquake insurance was 7 4.c included in the policies. • It was emphasized that the variances in the 2nd quarter are primarily due to a timing difference, as most revenues and expenses are divided equally over the 12 months, but most activity occurs between May and September. • It was reviewed that the Port invests annual increases in cash into a Capital Replacement Reserve in anticipation of having to replace capital items, and the long-range Cash Flow Model indicates that that w cost of maintaining the marina will likely continue to increase going forward. Ms. Drennan noted that, 0 CL historically, the Port adds between $2 and $3 million to the reserve each year, unless they are doing a a� a� large project. E E 0 tU 2ND QUARTER PORT OPERATIONS REPORT E Brandon Baker, Director of Marina Operations, reviewed the 2nd Quarter 2023 Port Operations Report (See Staff Report), and the Commissioners discussed the following: • It was suggested that the launcher open earlier when fishing is open. Mr. Baker responded that it is purely a function of staffing, and the earlier hours (6 a.m. start) ended a few weeks ago. Dry Storage and Marina Operations will open at 6 a.m. for launching and stay open an hour later on September 9th for the Coho fishing derby. • A question was asked about whether or not smaller boats could be launched in the marina, and Mr. Baker responded that canoes and other very small boats cannot be launched with the public launcher, but people are allowed to launch kayaks and small inflatables out of the central guest moorage area. • There was discussion about why travelift usage was down this year, and Mr. Baker explained that there was a significant increase in 2021 and 2022, as people deferred maintenance due to the pandemic. He referred to the 5-year summary, which gives a better picture. 2ND QUARTER HARBOR SQUARE REPORT Brittany Williams, Manager of Properties and Economic Development, reviewed the 2nd Quarter 2023 Harbor Square Report (See Staff Report). There was no Commission discussion. NEW ADMINISTRATION BUILDING CHANGE ORDER SUMMARY Executive Director Harris briefly reviewed the New Administration Building Change Order Summary (See Staff Report), and the following items were discussed: • It was noted that, with the change orders, the current construction costs are about $8.6 millio packet Pg. 58 asked about whether or not staff anticipates any other major change orders, Mr. Menard, Director of Facilities and Maintenance, answered that they had to remove additional trees to accommodate requirements of the Snohomish County Public Utility District, and mitigation will be required. The City is also requiring the Port to design a steel wall to hide the utility meters on the south side of the building. • At the request of the Commissioners, Mr. Menard provided clarification on the high cost of the flag pole and its installation. • Mr. Menard shared that they are currently working to obtain City permits for Ziply to install fiber w service to the building, and the goal is to occupy the building by the middle or end of September. CITY OF EDMONDS REPORT Dave Teitzel, Edmonds City Council, shared the following report: • The City maintains that it has the right to build an elevated structure in front of the Ebb Tide Condominiums to connect the two parts of the walkway. Last week, the King County Appeals Court ruled in the City's favor, and the owners' only remaining recourse is to appeal the decision to the State Supreme Court. • Once the Department of Ecology (DOE) has issued its findings on the Unocal/Chevron site cleanup, title to the property will transfer to the Washington State Department of Transportation (WSDOT). In response to a letter from the City Council, WSDOT has reaffirmed that it does not want to retain ownership of the property. The City Council can now un-table a letter to Governor Inslee asking that representatives from various State agencies, the City and Port meet to discuss the option of the State retaining ownership. • Volunteers are having great success clearing Shellebarger Creek and opening the channel. His hope is that winter rainwater will flow more readily from east to west and reduce the chance of flooding. • Last month, the City Council approved a contract with Via Architecture to be the lead contractor for the Comprehensive Plan Update. The City is now providing information to the contractor to build into the Comprehensive Plan, including the Waterfront Issues Study that was presented to the City Council but never approved. He invited the Port Commissioners to share their concerns and issues with the study. • The City is exploring the potential purchase of the Burlington Coat Factory Property (10 acres) for $37 million, and a $100,000 deposit was submitted to obtain right -of -first -purchase, which expires at the end of 2023. The deposit will be returned if the City backs away from the purchase. An earnest money payment of $1 million will be required to proceed with the next step. Some Councilmembers are uncomfortable with the proposal as the City's current expenses are greater than its revenues, and this is a fairly risky financial endeavor. Councilmembers were surprised when staff recommended hiring a consultant for $250,000 to help with master planning of the site. Packet Pg. 59 CV C!'`I ITI\/C fll f]C!'`T /lf]+C f]Cf7llf]T I WA\KW1W10\7y WA 1 IKI KA IMJ Iklb7 tl N MILWJ WE 7.4.c Executive Director Harris reported that she is working with Frank Chmelik and Jim Darling on a proposal to lead the Port's Strategic/Master Plan refresh, which will likely start at the end of 2023 or early 2024. They have done this work at several ports in the State. COMMISSIONER'S COMMENTS AND COMMITTEE REPORTS Commissioner Preston: • He suggested staff highlight the final Sea Notes events. • At his request, Commissioners and staff discussed how to address the problem of people cleaning fish in the marina, noting that announcements are made on a regular basis but are ignored by some. Mr. Baker advised that when staff sees it occurring, they remind people of the regulation. Currently, there are no fines for violations. • He noted there is no parking enforcement outside of notifying people of violations. Mr. Baker advised that staff logs all of the notices, and the third one comes with a letter letting people know their vehicles can be towed away. While the Port could legally issue fines, the cost of implementing this type of enforcement policy could be significant. The Commission agreed to take up the issue again this winter to identify some potential solutions. Commissioner Grant: • He commended the work of Mr. Scordino and his group of volunteers to improve the health of the marsh. He participated in a tour of the marsh with Representative Larsen. • He gave a presentation to the Edmonds Rotary Club sharing the Port's current and upcoming projects. • He reported on his attendance at a Woodway Town Council meeting, an Edmonds City Council meeting, an Economic Alliance of Snohomish County (EASC) event, and a small meeting with Congresswoman DelBene. • He participated in a Federal Emergency Management Agency (FEMA)/Department of Social and Health Services (DSHS) training program on issues related to cyber security. A number of technology experts were present to explain the potential problems and solutions. He brought back handouts to share with the Commission and staff. Commissioner Cass: a • She voiced concern that besides people parking with permits, a tenant voiced concern that friends of tenants are getting weekend guest passes. • She reported that there's a gentleman who has been parking and moving around downtown Edmonds in a van, and he was recently parked on the street next to the Port. • She reported that she attended a meeting of the City of Edmonds Disaster Preparedness Coaimittee. The nreat shakenut is scheduled fnr Ortnher 19th at 1n-19 a.m. While the tsunami sirens are I Packet Pg. 60 from outside, she suggested that perhaps the Port could provide each tenant with an affordable ($25 each) National Oceanic and Atmospheric Administration (NOAA) weather alert system. Lastly, she noted that Snohomish County offers Community Emergency Response Team (CERT) training every year, and the next one is in October. Mr. Baker advised that staff will be meeting with Chuck Wallace, Edmonds Safety and Disaster Coordinator, in the near future to discuss the Port's emergency plan and how it coordinates with the City's plans for the waterfront. For example, the Port plans to have their portable field radios programmed to the same frequency as those of the City's Public Works 0 Department. a • She serves on the Edmonds Tree Board, which is starting to recommend code changes relative to trees on private property. It has been noted that the Public Works Department and Snohomish County E E Public Utility District can use their best judgement when it comes to tree maintenance or removal, and it v would be a good idea for the Port, as a government agency, to seek a similar exemption. Commissioner Orvis: • He suggested the Commission and staff have a workshop discussion later in the year on potential solutions related to parking, security, fish cleaning, etc. • He reported on his attendance at the Washington Public Port Association (WPPA) Legislative Meeting, and it appears they will be meeting more often in an attempt to have more influence than in the past. Issues they are currently dealing with include: misuse of aviation gas tax revenue, doing away with 100 octane aviation fuel, taxation policies for publicly -owned broadband, reallocation of Model Toxic Control Act (MTCA) funds to compensate for overspending in the general fund, apprenticeship requirements for public works contracts, revised prevailing wage requirements for public works contracts, implications of and problems with the current public record requirements (Ms. Drennan briefly reviewed the Port's policies and processes for handling public records requests), and insufficient electrical supply to serve industrial and business uses and the increased demand for electric vehicles. ADJOURNMENT The Commission meeting was adjourned at 8:53 p.m. Respectfully submitted, Jay Grant Port Commission Secretary TAGS: 2nd Quarter Financial Statements (https://www.portofedmonds.org/tag/2nd- quarter-financial-statements/), 2nd Quarter Harbor Square 2023 Report (https://www.portofedmonds.org/tag/2nd-quarter-harbor-square-2023-report/), 2nd Quarter Port Operations 2023 Report (https://www.portofedmonds.org/tag/2nd-quarter- port-operations-2023-report/), New Administration and Maintenance Building Chan Packet Pg. 61 U[UCf SUIIIIIIdly k1lLLpb.//VVVVW.PUlLUIeuInunu5.UlYlLUY/nevv-au III III IbLlduun-dnu- 7.4.c maintenance -building -change -order -summary/) Packet Pg. 62 PORT COMMISSION OF THE PORT OF EDMONDS MINUTES OF COMMISSION MEETING (Via Zoom, Hybrid Meeting) September 11, 2023 COMMISSIONERS PRESENT Steve Johnston, President Jim Orvis, Vice President Jay Grant, Secretary Janelle Cass N 0 0_ a� David Preston d d E E 0 U STAFF PRESENTCU Angela Harris, Executive Director Brandon Baker, Director of Marina Operations 0 m Brittany Williams, Manager of Properties and Economic Development a� r O OTHERS PRESENT co Jordan Stephens, Port Attorney C6 Christine Svihus, Associate Attorney Dave Teitzel, Edmonds City Council c Andor Boeck, Edmonds Yacht Club a� CALL TO ORDER President Johnston called the meeting to order at 7:00 p.m. FLAG SALUTE All those in attendance participated in the Pledge of Allegiance to the American Flag. APPROVAL OF AGENDA COMMISSIONER GRANT MOVED TO APPROVE THE AGENDAAS PRESENTED. COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. APPROVAL OF CONSENT AGENDA COMMISSIONER ORVIS MOVED THAT THE CONSENT AGENDA BE APPROVED TO INCLUDE THE FOLLOWING ITEMS: Packet Pg. 63 A. APPROVAL OF AUGUST 28, 2023 MEETING MINUTES, AS SUBMITTED B. APPROVAL OF PAYMENTS C. APROVAL OF NEW ADMINISTRATION OFFICE POSITION COMMISSIONER GRANT SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. PUBLIC COMMENTS There were no public comments. INFORMATION A. Port Rebrand Update Shannon Palmer and Noah Bell from People-People.com presented three visual identity concept options based on the previous findings collected through workshops, discussions, and surveys. Each option included a color scheme, logo, and typeface. The internal branding team then shared their feedback and recommendation to proceed with exploring option one. During exploration, the logo will be reviewed in various formats including usage for Harbor Square. Staff will bring back periodic updates throughout the process. Commissioners provided their comments on the options, generally aligning to proceed with exploring option one, with careful thought given to how we approach the integration of Harbor Square into the logo. B. Budget Update — AWB & PNWA Executive Director Harris reviewed the consideration given to joining Association of Washington Business and Pacific Northwest Waterways Association and the decision to hold. CITY OF EDMONDS REPORT Councilmember Dave Teitzel gave an overview of the City of Edmonds Landmark property purchase option and an update on the marsh clean-up and discussions with representatives from the Brownfield program regarding the future of the Marsh. YACHT CLUB REPORT Andor Boeck requested assistance with parking issues, explaining that the Yacht Club parking spots in the gravel lot are being used by the public. Director of Marina Operations Baker shared discussions he has had with the Yacht Club on the issue and will follow up to include Andor in those discussio Packet Pg. 64 Executive Director Harris explained the Port is having internal discussions on parking in general. EXECUTIVE DIRECTOR'S REPORT • Executive Director Harris provided an update on the Seawall reconstruction project specific to the mitigation calculator and the changes to the cost of mitigation credits. • Tentatively planning a trip to Washington DC to meet with legislators and staff regarding support for our Seawall reconstruction project and upcoming grant opportunities. Executive Director Harris will send the dates once confirmed, and requests that two or more commissioners consider attending. COMMISSIONER'S COMMENTS AND COMMITTEE REPORTS • Commissioner Preston discussed his recent attendance at the Economic Alliance trustee meeting. • Commissioner Orvis walked the port during the Fishing Derby and mentioned it looked like a great event with many participants and public members at the marina over the weekend. • Commissioner Grant took a moment to recognize and speak about 9/11. Commission President Johnston presented and walked through the draft of the Rules Governing the Transaction of Port Commission Business that was drafted by our port attorney with his input as well as input from Executive Director Harris. The commissioners discussed and made several comments regarding potential changes or questions they had. The changes will be addressed, and the updated document brought to the next meeting for final review and adoption via a resolution. ADJOURNMENT The Commission meeting was adjourned at 9:19 p.m. Respectfully submitted, Jay Grant Port Commission Secretary TAGS: 2023 Port of Edmonds Commission Meeting Minutes (https://www.portofedmonds.org/tag/2023-port-of-edmonds-commission-meeting- minutes/), Budget Updates (https://www.portofedmonds.org/tag/budget-updates/), Port Rehrand Undate (https-//www.nortnfedmnnds.nrn/tan/nort-rehranrl-update/l. wnrk. Packet Pg. 65 .-_._. __.. _. _r_____ x..__r_...------'r_'-_.__.--- _.. _._._. J, ___J. r_._ ._._.__.._. _.r_____I I, --_..-_. -r -- 7.4.d Discuss Rules Governing the Transaction of Port Commission Business (https://www.portofedmonds.org/tag/workshop-to-discuss-rules-governing-the- transaction-of-port-commission-business/) Packet Pg. 66 PORT COMMISSION OF THE PORT OF EDMONDS MINUTES OF COMMISSION MEETING (Via Zoom, Hybrid Meeting) September 25, 2023 7.4.e COMMISSIONERS PRESENT Steve Johnston, President Jim Orvis, Vice President Jay Grant, Secretary Janelle Cass David Preston STAFF PRESENT Angela Harris, Executive Director Brandon Baker, Director of Marina Operations Brittany Williams, Manager of Properties and Economic Development OTHERS PRESENT Jordan Stephens, Port Attorney Dave Teitzel, Edmonds City Council CALL TO ORDER President Johnston called the meeting to order at 7:00 p.m. FLAG SALUTE All those in attendance participated in the Pledge of Allegiance to the American Flag. APPROVAL OF AGENDA COMMISSIONER GRANT MOVED TO APPROVE THE AGENDAAS PRESENTED. COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. PUBLIC COMMENTS Executive Director Harris explained that a public comment was received from Darrol Haug regarding economic development and revenue generating opportunities. That public comment has been circulated to each Commissioner. APPROVAL OF CONSENT AGENDA I Packet Pg. 67 7.4.e COMMISSIONER PRESTON MOVED THAT THE CONSENT AGENDA BE APPROVED TO INCLUDE THE FOLLOWING ITEMS: A. APPROVAL OF SEPTEMBER 11, 2023 MEETING MINUTES, AS SUBMITTED B. APPROVAL OF PAYMENTS C. APROVAL OF DIRECTOR OF FINANCE AND ADMINISTRATION POSITION COMMISSIONER JOHNSTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. PRESENTATIONS A. City of Edmonds Comprehensive Plan EIS Scoping Comment Summary & Process Overview Susan McLaughlin, Director of the Planning & Development Department for the City of Edmonds presented an overview of the comprehensive plan process and timeline. Director McLaughlin then reviewed a high-level overview of the -8500 comments received from the public on the environmental impact statement (EIS) scope and reviewed the next steps. B. Sea Notes at the Marina Recap Brittany Williams, Manager of Properties and Economic Development provided a recap of the popular and successful Sea Notes at the Marina Summer 2023 season. Recognition and gratitude's were shared to all Sea Notes musicians, Pete Bennett (Program Coordinator for Sea Notes), Rachel Gardner (coordinating and managing Songwriter's Sundays), and Anthony's Restaurants for their sponsorship. POSSIBLE ACTION A. Accepting Harbor Square Asphalt Repair No. 2023-458 Contract as Complete COMMISSIONER GRANT MOVED THAT THE COMMISSION ACCEPT THE CONTRACT 2023-458 WITH QUILCEDA PAVING & CONSTRUCTION, IN THE AMOUNT OF $63,300 PLUS TAX FOR THE HARBOR SQUARE ASPHALT REPAIR 2023 CONTRACT AS COMPLETE. COMMISSIONER JOHNSTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. B. Resolution No. 23-05 to Adopt the Rules Governing the Transaction of Port Commission Business COMMISSIONER JOHNSTON MOVED THAT THE COMMISSION ADOPT RESOLUTION NUM ---Packet Pg. 68 05, A RESOLUTION ADOPTING THE RULES GOVERNING THE TRANSACTION OF PORT 7.4.e COMMISSION BUSINESS. COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIE UNANIMOUSLY. C. Resolution No. 23-06 Designating the Treasurer and Auditor for the Port of Edmonds COMMISSIONER PRESTON MOVED THAT THE COMMISSION ADOPT RESOLUTION NUMBER 23- 06, DESIGNATING THE TREASUER AND AUDITOR FOR THE PORT OF EDMONDS. COMMISSIONER JOHNSTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. D. Resolution No. 23-07 Appointing Agent to Receive Claims for Damages COMMISSIONER GRANT MOVED THAT THE COMMISSION ADOPT RESOLUTION NUMBER 23-07, APPOINTING AGENT TO RECEIVE CLAIMS FOR DAMAGES FOR THE PORT OF EDMONDS. COMMISSIONER JOHNSTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. :qk 91L172 7►�i[�7►1�����I1�7:� Councilmember Dave Teitzel gave an overview of the continuing volunteer efforts at the Edmonds Marsh as well as the letter to the governor from City Councilmembers that will be sent this week regarding discussions of Edmonds Marsh future ownership. He also provided an overview of an upcoming council topic on the future of South County Fire, and a timeline for City of Edmonds budget EXECUTIVE DIRECTOR'S REPORT • Executive Director Harris provided an update on the Administration / Maintenance building move -in New tentative move dates are October 16-17, which will be confirmed as the final tasks come together over the next week. COMMISSIONER'S COMMENTS AND COMMITTEE REPORTS E • Commissioner Cass mentioned the upcoming Building Bridges conference and commented on her a attendance at the WPPA Environmental Conference, particularly the impressive stormwater technology at the Port of Tacoma. • Commissioner Preston attended a bi-partisan County Council meeting with members Mead and Nehring at Lynnwood Library. Commissioner Preston also mentioned staff may want to connect with the Port of Walla Walla regarding grant funding. Packet Pg. 69 • Commissioner Grant discussed his recent attendance at the WPPA Environmental Conference, of particular interest was the different projects Ports are working on. • Commissioner Johnston also spoke about his recent attendance at the WPPA Environmental Conference, providing an overview of key points from the various segments he attended. ADJOURNMENT The Commission meeting was adjourned at 8:44 p.m. Respectfully submitted, Jay Grant Port Commission Secretary TAGS: 2023 Port of Edmonds Commission Meeting Minutes (https://www.portofedmonds.org/tag/2023-port-of-edmonds-commission-meeting- minutes/), Accepting Harbor Square Asphalt Repair No. 2023-458 Contract as Complete (https://www.portofedmonds.org/tag/accepting-harbor-square-asphalt-repair-no-2023- 458-contract-as-complete/), Approval of Finance and Administration Position (https://www.portofedmonds.org/tag/approval-of-finance-and-administration-position/), Presentation - City of Edmonds Comprehensive Plan EIS Scoping Comment Summary & Process Overview (https://www.portofedmonds.org/tag/presentation-city-of-edmonds- comprehensive-plan-eis-scoping-comment-summary-process-overview/), Resolution No. 23-05 to Adopt the Rules Governing the Transaction of Port Commission Business (https://www.portofedmonds.org/tag/resolution-no-23-05-to-adopt-the-rules-governing- the-transaction-of-port-commission-business/), Resolution No. 23-06 Designating the Treasurer and Auditor for the Port of Edmonds (https://www.portofedmonds.org/tag/resolution-no-23-06-designating-the-treasurer-and- auditor-for-the-port-of-edmonds/), Resolution No. 23-07 Appointing Agent to Receive Claims for Damages (https://www.portofedmonds.org/tag/resolution-no-23-07-appointing- agent-to-receive-claims-for-damages/), Sea Notes at the Marina Recap (https://www.portofedmonds.org/tag/sea-notes-at-the-marina-recap/) Packet Pg. 70 8.1 City Council Agenda Item Meeting Date: 10/24/2023 Approval of Council Committee Meeting Minutes October 10, 2023 Staff Lead: Council Department: City Clerk's Office Preparer: Scott Passey Background/History N/A Recommendation Approval of Council Committee Meeting minutes as part of the Consent Agenda. Narrative The Council Committee meeting minutes are attached. Attachments: 20231010 PSPHSP Committee 20231010 PPW Committee Packet Pg. 71 8.1.a PUBLIC SAFETY, PLANNING, HUMAN SERVICES & PERSONNEL COMMITTEE MEETING October 10, 2023 Elected Officials Present Staff Present Councilmember Vivian Olson (Chair) Shane Hawley, Police Commander Councilmember Jenna Nand Scott Passey, City Clerk Council President Neil Tibbott (ex-officio) 1. CALL TO ORDER The Edmonds City Council PSPHSP Committee meeting was called to order virtually and in the City Council Conference Room, 121 — 5t" Avenue North, Edmonds, at 3:31 p.m. by Councilmember Olson. 2. COMMITTEE BUSINESS 1. Amending ECC 5.05.122 F.1-Ammending the Dangerous Dog Statute Commander Hawley relayed the police department handles the dangerous dog process which is codified in ECC. However, the ECC currently directs people seeking to register their dog to City Hall to make a payment. The police department has agreed to take over the process of accepting payments and the language in the code has been revised to reflect that change. Committee recommendation: Consent Agenda. 2. Amending ECC 5.01.010-Adoption of RCW 9.94A.835 (Special Allegation -Sexual Motivation) Commander Hawley explained the RCW with enhanced penalties for those who commit crimes based on sexually motivated criteria has existed for some time; the prosecutor pointed out it had not been adopted in the ECC. The RCW allows a felony level crime to have the sexual motivation tag added; this applies to misdemeanor level crimes. Discussion followed regarding kudos to the new prosecuting attorney for noting this was not in the Edmonds code. Committee recommendation: Consent Agenda. 3. Amending ECC 5.36.045-Creation of the Crime of Vehicle Trespass Commander Hawley relayed this is a new ordinance/law for the City. It exists in other jurisdictions; the draft language is identical to Federal Way and Burien. The new prosecutor brought this to his attention as something beneficial for curbing vehicle prowls; on average there are about 200 vehicle prowling reports per year in Edmonds. The crime of vehicle prowling currently exists, but the charging standards require either a theft or the intent to commit a theft which is a difficult charging standard to meet. He noted where there is one vehicle prowl, there are typically 20. Committee recommendation: Consent Agenda. Councilmember Nand relayed a young community member and her mother asked about a meet and greet with the Edmonds Police Department geared toward young people, similar to one they attended in Lynnwood. Commander Hawley offered to confer with the community engagement coordinator, noting the police department does a lot of things with/for kids. Councilmember Nand suggested an event with the police K9. Discussion followed regarding National Night Out, department tours, etc. Packet Pg. 72 8.1.a 10/10/23 PSPHSP Committee Minutes, Page 2 4. Proposed Change to City Council Student Representative Councilmember Olson read from the agenda memo, "Since 2021, the interest and demand for the Council Student Representative has decreased significantly. The pandemic, which became impactful in Washington State in 2020, was likely an initial factor. Since then, the popularity of the Youth Commission, launched in 2018, may be contributing to lessened demand, as it is another way to have a voice in the City, and one that is more social and less time intensive." The recommendation is a proposed code change to ECC 2.03A to establish if there is no competition or interest in the position, there will not be an appointment process. The position would continue to advertised annually. Discussion followed regarding whether there needs to be a competitive process, preference to change the proposed language from three to one qualifying applications, ability for a council vote to override the code, option to eliminate the position, opportunity to elevate the importance of the role with a requirement for three applicants, three candidates allowing the council to select the best candidate, preference to change language to read, "If at least one qualifying application is submitted...", possibility the Youth Commission is more appealing to students, preference to provide flexibility, and who is responsible for recruiting applicants. Committee recommendation: Full council 3. ADJOURN The meeting was adjourned at 3:58 p.m. Packet Pg. 73 8.1.b PARKS & PUBLIC WORKS COMMITTEE MEETING October 10, 2023 Elected Officials Present Councilmember Dave Teitzel (Chair) Councilmember Diane Buckshnis Council President Neil Tibbott (ex-officio) Councilmember Vivian Olson Councilmember Jenna Nand CALL TO ORDER Staff Present Oscar Antillon, Public Works Director Rob English, City Engineer Angie Feser, Parks, Rec. & Human Serv. Dir. Francis Chapin, Arts & Culture Mgr. Mike De Lilla, Senior Utilities Engineer Scott Passey, City Clerk Sharon Cates, Lighthouse Law Group Guests Present Lynn Sordel, Lynnwood Director of Parks & Rec. The Edmonds City Council PPW Committee meeting was called to order virtually and in the City Council Conference Room, 121 — 5t" Avenue North, Edmonds, at 4:30 p.m. by Councilmember Teitzel. The agenda was amended to move Items 2.6 and 2.7 to follow Item 2.3. 2. COMMITTEE BUSINESS 1. International District Permanent Banner Design Protect Ms. Chapin described the original artwork installation on Highway 99, red lanterns on the light poles in the International District installed in 2013. Temporary fabric banners were also installed but did not hold up well and were removed. Replacing the banners was delayed due to improvements on Highway 99. Funding for replacement banners is still available in Fund 332. The Arts Commission was interested in a visible art project on Highway 99 and enthusiastically supported using public art funds to supplement the $39,000 available in Fund 332. The project will create permanent cut -metal banners to be mounted on the poles. A bracket design will be engineered before the call for artists goes out. The call for artists is a request for qualifications; up to 8 artists will be selected to create designs for 11 poles using specifications provided by the City; the theme is Welcome to the International District and images should reflect the culture and nature of the neighborhood. Artists will be paid a $2,000 design fee; the City will fabricate the metal banners using the artists' designs and install them on the poles in the International District. Discussion followed regarding who would install the banners, sign companies that manufacture and install signs, whether the banners would conflict with the horizontal Welcome to International District signs, cutouts in the metal signs to allow for wind flow, artists providing a letter of interest, and the banners reflecting the full array of cultures in the International District. Committee recommendation: Consent Agenda on 10/24/23 2. Presentation of PSA Amendment with Consor North America, Inc for Yost and Seaview Reservoir Repairs and Upgrades Protect Mr. English explained in June 2022 the city council approved a contract with Murray Smith & Associates (now Consor North America) to do the preliminary design work for both the Seaview and Yost reservoirs. Packet Pg. 74 8.1.b 10/10/23 PPW Committee Minutes, Page 2 The Yost reservoir was built in 1973 and Seaview was built in 1975/76; both reservoirs are concrete reinforced structures and have a 1.5M gallon capacity. The preliminary design identified structural and non-structural upgrades primarily related to structural seismic load issues. Non-structural issues in the Yost reservoir include failing joint sealant that is causing leaks, pipes in both reservoirs lack flexibility which could be problematic in a seismic event, the gate valves at Yost need to be replaced, and pipe maintenance internal to the structures needs to be addressed. The Seaview reservoir has similar seismic issues that need to be addressed, minor cracking, a vault ladder that is not up to code, and corroded hatch hardware that needs to be replaced. The main structural fix is a fiberglass reinforced polymer (RFP) strip that provides rigidity in the structure to address lateral movement that would occur in a seismic event. The fee for final design is approximately $422,000 which includes a $40,000 management reserve. The funding source is the water utility fund. The first reservoir would be upgraded in 2025 and the second in 2026. Questions and discussion followed regarding underground reservoirs, design cost for the Five Corners reservoir, whether the dollar amounts are in the CIP/CFP, and the start date for design to accommodate spring construction. Committee recommendation: Full council. 3. Presentation of Supplemental Agreement with WSP for Construction Management Services on the 76th Ave Overlay Protect Mr. English advised this is a time extension of the agreement with no increase in budget. The construction work is complete and final close-out will continue into 2024. The current expiration is the end of 2023 and there is the potential WSP services will be required for a WSDOT audit so the request is to extend the contract to June 2024. He responded to a question regarding Lynnwood paying for approximately 50% of the project as the east side of 76th is in Lynnwood. Committee recommendation: Consent Agenda 6. Presentation of Supplemental Agreement with WSP for Highway 99 Revitalization & Gateway Project Mr. English advised this is a time extension of the agreement with no increase in budget. WSP was hired to provide construction management and inspection services. The project is currently in the landscape maintenance phase which will continue into late summer 2024. The request is to extend the agreement end date to December 2024 to provide support services to close out the project when plant establishment is complete. Committee recommendation: Consent Agenda 7. Supplemental Agreement with SCJ for Highwav 99 Stage 2 Mr. English explained this is to extend the agreement end date to December 2024 as SCJ's services will be needed to do as -built drawings during 2024. There is no additional fee, only extending the date of the agreement. Committee recommendation: Consent Agenda. 4. City of Lynnwood/Meadowdale Playground Expenditure Request Ms. Feser introduced Lynn Sordel, Lynnwood Director of Parks & Recreation. She explained this agenda item is related to the Interlocal Agreement for Meadowdale Playfields and a project to replace Packet Pg. 75 8.1.b 10/10/23 PPW Committee Minutes, Page 3 the playground. The playground was originally designed to be an ADA level replacement, but based on community input, Lynnwood decided to upgrade it to an inclusive level. Edmonds has an existing ILA with Lynnwood and the Edmonds School District (who owns the underlying park property) for a past park improvement project as well as an ongoing maintenance and operations agreement whereby Edmonds and Lynnwood share O&M costs. Edmonds also gets priority scheduling for the softball fields; Edmonds run a significant softball program for Edmonds and Lynnwood. Ms. Feser explained Lynnwood has requested reimbursement for the playground expenditure. In early 2022 Edmonds was informed the ADA level playground would be $200,000 which was included in the capital program. Lynnwood subsequently upgraded the playground to inclusive level which increased the project cost to about $500,000. The question became whether Edmonds was willing to pay $248,000 for the playground instead of $111,000. There is some interpretation in the ILA about new improvements to the facility and approval by other entities and cost sharing. Staff feels that happened at the ADA level but may not have happened at the inclusive level. There is also some question whether this improvement is classified as maintenance or capital. Edmonds staff does not necessarily agree it is maintenance which the City would fund 50%. The council has the prerogative to fund the playground at whatever level they feel appropriate. Savings from Civic Park could be used to cover the $111,0000. In 2024 the cities need to renegotiate the ILA which ends in 2025, but she recommended focusing on the playground expenditure now. Mr. Sordel relayed Lynnwood and ESD's interest in extending the ILA beyond 2025, and described initiation of the 2017 ILA due to loss of the former Lynnwood High School site, benefits of the playground to the park, survey of elementary students on the playground design, reasons for the increased cost of the playground (parking, ADA path, concrete pad and inclusive playground), $10,000 Snohomish County grant that mandated substantial progress on the playground in 2022, Lynnwood's view of the playground as maintenance because it replaces the existing playground and language in the existing ILA regarding if Edmonds ceases its use (currently anticipated to occur in 2025). Questions and discussion followed regarding not wanting to undermine Edmonds' great relationship with Lynnwood, the $137,000 difference between $111,000 and $248,000, interest by the parties to extend the relationship in the ILA beyond 2025, difference of opinion whether Edmonds was formally notified and whether Edmonds Council took action to authorize the additional cost, policy nuance, whether the upgrade to inclusive is considered maintenance, concern with making a significant investment at the end of the ILA, intent to extend the ILA in the future, assuring the ILA will be extended before providing an increased level of funding, memorandum of understanding identifying the intent of parties to continue the relationship, payment of $111,000 with an agreement to an MOU and payment of additional $137,000 when the extension of the ILA is approved, Lynnwood's contribution to the playfield renovation, making a $111,000 payment now and meeting with Lynnwood leadership regarding an MOU later this year, and interest in continuing the relationship with Lynnwood and ESD. Councilmember Teitzel offered to contact Lynnwood City Council President Shannon Sessions to discuss policy issues and following their conversation, bring this to full council. Mr. Sordel offered to update Lynnwood City Council President Sessions. Committee recommendation: Full council 5. Longbay Enterprises Contract Amendment No. 6 Ms. Feser explained this amendment will extend the scope of work with Longbay Enterprises, the City's real estate consultant. For example, the council will consider approval of a purchase and sale agreement for a parkland acquisition next week. The amendment requests an additional $50,000 to complete work on the current parkland acquisition. She would typically have done this in 2024 but the contract is reaching the end of the $150,000 allocation. Packet Pg. 76 8.1.b 10/10/23 PPW Committee Minutes, Page 4 Questions and discussion followed regarding the funding source, work in the contract related to the Landmark/Highway 99 property, the need to make hard decisions due to the 2024 budget, concern with spending money on consultants for a project that may not continue, concern a sole source contract morphed into a contract over $150,000 without an RFP/RFQ process, and ability to fund due diligence from parkland acquisition. Committee recommendation: Full council. 3. ADJOURN The meeting was adjourned at 5:38 p.m. Packet Pg. 77 8.2 City Council Agenda Item Meeting Date: 10/24/2023 Approval of Regular Meeting Minutes October 17, 2023 Staff Lead: Council Department: City Clerk's Office Preparer: Scott Passey Background/History N/A Recommendation Approval of Council Meeting minutes as part of the Consent Agenda. Narrative Council meeting minutes are attached. Attachments: 20231017 Regular Meeting Packet Pg. 78 8.2.a EDMONDS CITY COUNCIL MEETING DRAFT MINUTES October 17, 2023 ELECTED OFFICIALS PRESENT Mike Nelson, Mayor Neil Tibbott, Council President Vivian Olson, Councilmember Will Chen, Councilmember Diane Buckshnis, Councilmember Susan Paine, Councilmember Dave Teitzel, Councilmember Jenna Nand, Councilmember 1. CALL TO ORDER/FLAG SALUTE STAFF PRESENT Dave Turley, Administrative Services Director Oscar Antillon, Public Works Director Angie Feser, Parks, Rec., & Human Serv. Dir. Jessica Neill Hoyson, HR Director Rob English, City Engineer Shannon Burley, Deputy Parks, Rec., & Human Serv. Dir. Mike Clugston, Senior Planner Amber Brokenshire, Associate Planner Jeff Taraday, City Attorney Scott Passey, City Clerk Jerrie Bevington, Camera Operator The Edmonds City Council meeting was called to order at 7 p.m. by Mayor Nelson in the Council Chambers, 250 5th Avenue North, Edmonds, and virtually. The meeting was opened with the flag salute. 2. LAND ACKNOWLEDGEMENT Councilmember Chen read the City Council Land Acknowledge Statement: "We acknowledge the original inhabitants of this place, the Sdohobsh (Snohomish) people and their successors the Tulalip Tribes, who since time immemorial have hunted, fished, gathered, and taken care of these lands. We respect their sovereignty, their right to self-determination, and we honor their sacred spiritual connection with the land and water." 3. ROLL CALL City Clerk Scott Passey called the roll. All elected officials were present. 4. APPROVAL OF AGENDA COUNCILMEMBER TEITZEL MOVED, SECONDED BY COUNCILMEMBER PAINE, TO APPROVE THE AGENDA IN CONTENT AND ORDER. COUNCILMEMBER OLSON MOVED, SECONDED BY COUNCILMEMBER BUCKSHNIS, TO POSTPONE ITEM 10.1, PARKLAND ACQUISITION PURCHASE & SALE AGREEMENT - MEE PROPERTY, TO A FUTURE MEETING SO IT CAN GO TO THE PLANNING BOARD FIRST PER CODE. Edmonds City Council Draft Minutes October 17, 2023 Page 1 Packet Pg. 79 8.2.a Councilmember Buckshnis acknowledged this was part of the code, but in the 13 years she has been on council, parkland acquisition has never gone to the planning board. She was unsure the code was archaic or if Councilmember Olson felt this was necessary. Councilmember Olson responded the director has been consulted and all parties are excited about this going forward and that there is no risk in it going to the planning board. Since the code says it should, the code needs to be revisited and changed if that is not how the council wants to operate. AMENDMENT CARRIED UNANIMOUSLY. MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY. 5. AUDIENCE COMMENTS Dean Olson read comments from Don Torrez who is out of town; tonight we're here to ask for ADA budget help. The Americas with Disabilities Act is 33 years old. Edmonds still has several lagging ADA challenges to fix, some date back to 1990. I am a late deafened Washington resident, born in Washington State and a UW graduate. To understand words at events like city council meetings, I need captions and assistive technology. Some ask me, why not simply stay home, turn on the TV captions or Netflix captions? I prefer to attend events at public spaces and participate. Lack of accommodations is why I skip many public events. Asking for accommodations and navigating public spaces with a disability is work. When we request an accommodation, and the response is, 1) a knee jerk no, or 2) silence, we become demoralized and disrespected AND makes us less likely to put ourselves out there next time. Looking back 25 years, if the 1998 Edmonds city council had set a budget to work on the ADA for 25 years, we'd have an Edmonds Kind of Day for all today. Additionally, many ADA challenges are inexpensive, but unfixed. That's a cultural challenge. Edmonds city council culture has not been proactive. In 1993 ADA Transition Plans were required. In 2017, it appears the first and only Edmonds ADA Transition Plan was completed. The plan's goals were largely unfunded and are incomplete. For over 25 years and multiple city councils, Edmonds sadly kicked the accessibility can down the road. We are asking Edmonds to create an aggressive multi -year ADA budget. I look forward to saying the 2023 city council was visionary and worked for the next generation. If we act this year, we will begin 2024 with major ADA work. In conclusion, please create a budget to resolve our ADA budget challenges by 2030. Please lead with a positive attitude toward the ADA, treat ADA input with respect, work collegially in a bipartisan way, and listen to our better angels. Thank you for serving Edmonds as elected officials, working 40 to 60 hours per week. Your work to keep our city safe and beautiful is appreciated. Jeanne Slonaker relayed she has a master's degree in counseling and psychology and has been a mental health therapist for a good portion of her adult life as well as an advocate for people with illness and disability. She has a good handle on navigating life with disability as well as helping others navigate life with disability. A member of society for over 50 years, born and raised in Washington State, she has lived with a mobility challenged disability her entire life as well as a metabolic condition for about 4/5ths of her life. She is well versed in what she needs and what it takes to navigate life with disability and illness. The ADA has been helpful, but there is far to go until the world truly becomes accessible with a universal design concept. Where navigating public spaces is concerned, while her colleague used language such as I prefer, she believed it was her right and the City's responsibility to ensure her ability to attend public events, public spaces and all the things her able-bodied friends, colleagues and family members are able to participate in. Putting accessible entrances and parking spaces at opposite sides of the building or event space is not accessible; for example, she did not park in the accessible parking spaces for this building because she would have had to walk up a hill and the spaces were not close to the entrance. That is not accessible. Having ramps instead of stairs is a universal design concept; there need to be electric doors at all entrances, curb ramps on all curbs at all intersections, accessible parking spaces in all neighborhoods especially the Edmonds City Council Draft Minutes October 17, 2023 Page 2 Packet Pg. 80 8.2.a downtown corridor where most events are held, and public spaces like parks need to be accessible with paved ramps or paved areas for people with mobility challenges. Alan Bine referred to his letter to the editor of the Edmonds Beacon regarding the Edmonds Driftwood Players, one of the longest running playhouses in the State of Washington, operating continuously for 65 years. Blind people like himself want to support those productions and need "audio description." He did not know a great deal about audio description, but had been told it was relatively inexpensive and the Driftwood Players community engagement director said they would love to have a request for information so a grant can be submitted. Several years ago Edmonds spent nearly $500,000 on new public restrooms which were very needed. Audio description would be a good thing to add to the Driftwood Players theater, the same kind of technology used on television and in some movie theaters so people who cannot see wear headsets and the action is described for them. He hoped the council would take action on this in the near future. Conrad Reynoldson relayed he has a law degree from the UW after graduating summa cum laude from Seattle Pacific. He founded a 501(c)(3) nonprofit disabilities rights law firm in Seattle, Washington Civil & Disability Advocate, in 2017 to advocate for the disability community in Washington state and beyond through systemic litigation, education, and legislative advocacy. He also serves as a commissioner on the Washington Advisory Committee to the US Commission on Civil Rights and is an at large board member of the Washington Attorneys with Disabilities Association. Title II of the ADA applies to all State and local governments and all departments, agencies, special purpose districts, and other instrumentalities of State and local government. It applies to all programs, services or activities of public entities, from adoption services to zoning regulations and also includes contractors the City works with who the City has an obligation to ensure they do not discriminate against people with disabilities. He was told that the city is planning on a new ADA Transition Plan in the next couple years. The city should be aware that the USDOT has sidewalk funds that it is dispersing to municipalities across the country. The sidewalk funds depend on prerequisites such as an up-to-date ADA plan and a grant application that follows the proper format. The USDOT will only give funds with matching funds and proper grant paperwork. He joined with Dean Olson and others gathered here tonight to speak in support of a formal ADA budget and to request a budget of $5,000,000 annually for ten years to catch up and pay off the backlog and fix ADA challenges. This funding is long overdue as the ADA has been the law of the land for over 30 years. That said, many of the changes that still need to be made could be considered low hanging fruit and would come at low or no cost. Accessibility is not a luxury, it is a fundamental right. It is both a legal and moral imperative that we maintain the integrity of the ADA and ensure that Edmonds remains a safe and inclusive space for all residents. Emily Riggle, Edmonds, accompanied by other five members of the Environmental Service Club at Edmonds-Woodway High School, relayed their belief that the mayor needs to create a climate action manager position essential for the implementation of climate policy and public advocacy. They requested additional funding be added to this position's budget so they can implement policies more effectively. This position will ensure that when coordinating with other department, the environment is factored into every decision. Ultimately, they want to see change and progress toward reaching the goals stated in the climate action plan. Over the past week, they gathered signatures throughout the community and their school to raise awareness about this position. At least 260 people agreed the city should fund a climate action manager. When this is approved, the youth of Edmonds will have more faith in the city's ability to pass legislation and policies regarding the protection of our environment. They hoped the adoption of this position helps inspire similar action in cities and counties across Washington State. This ensures that our city can promote environmental equity and justice for all residents. As high schoolers, they urge the city council to commit to safeguarding their futures. Without funding for this position, they risk not having a livable future at all. Edmonds City Council Draft Minutes October 17, 2023 Page 3 Packet Pg. 81 8.2.a Jim Ogonowski, Edmonds, acknowledged the citizens advocating for ADA, explaining his dad became disabled later in life so he knew secondhand the challenges they experience. He applauded their contributions tonight. With regard to utility rates, he appreciated the nice presentation and packet of information provided at the council's special meeting preceding this meeting. One thing that stood out to him was that there are no physical policies for utilities. That is very important and is indicative of the financial situation the council will discuss later. Darrol Haug, Edmonds, commented federal COVID funds helped many families and the ARPA funds are helping the city. The city council has done a good job of identified plans for using those funds. Approximately $8 million in ARPA funds remain and the federal government has loosened the rules on how those funds can be used for one-time projects. The council has already funded additions for the Edmonds School District, and possibly ARPA funds could be used to fund the Meadowdale Preschool. ARPA funds are beginning to show up in the CIP and other areas of the budget. Given this new freedom regarding the use of ARPA funds on a one-time basis, he suggested the council hold a public meeting to help the public understand how the funds were originally planned to be used, how they are currently being used, what remains, and what categories of expenses are being funded. The public may have some new, helpful ideas for using the ARPA funds more effectively. It appears the council will be asked to use ARPA funds as a type of bandaid to support some of the CIP shortfalls. In fact, CIP shortfalls are so great, a bandaid won't work, and probably a tourniquet will be needed. The council will be asked to approve changes to the timing of certain CIP projects; last year's CIP scheduled the repair of the leak in the library roof in 2028. There has been knowledge of the leak since 2003, it was investigated by outside consultants and a plan was outlined for the repair in 2018 with repairs occurring in 2028. The CIP now extends that into 2029. He urged the council to find a way to move that project up in the CIP so the library roof leak can be fixed. Larry Watkinson, Olympia, explained his wife grew up and attended school in Edmonds, was a resident of Edmonds for a number of years and they have looked at Edmonds as a retirement area. They are both blind, she is low vision and he is totally blind. When they visited relatives in Edmonds, there is unmanaged vegetation growing over residential sidewalks that are technically in the city's right-of-way. When he tried to review the ADA Transition Plan and other areas of the website that address ADA issues, he realized the city's website lacks ADA compliance; PDF documents are completely inaccessible to him as a blind user using Job Access with Windows Speech. If the city updates its ADA Transition Plan, that talks about what the city plans to do. He sometimes tells people you admit your sins and the way you get absolution is to fix them. He suggested absolution only comes through resolution. He recommended the city not just plan to fix their website, but instead send staff to training and have them learn how to develop accessible websites and develop accessible documents and everyone becomes equal in the process. He questioned what the citizens of Edmonds would say if there were segments of the community not allowed to participate because of race, sex or gender, but yet those in the disability world face that rejection every single day, perhaps not intentional, but kicking the can down the road serves nobody and raises the level of expense overall to address the concerns. He wanted to consider Edmonds for retirement and with the council's help, they would likely be attracted back to Edmonds where his wife enjoyed her childhood. He thanked the council for their public service, recognizing it was not easy to be a councilmember. Natalie Seitz, Edmonds, expressed her enthusiastic support for the Mee property purchase. She thanked the Mee family for selling the property to the City for below appraisal and Director Feser and Parks staff for pursuing this opportunity and the grant funding and thanked the administration and council for considering this opportunity. The Parks staff have been incredible resourceful with limited infrastructure in this underserved area for a long time. She hoped this purchase would help fill some of the gaps and fuel further investment in the SR 99 communities. She also encouraged further investment in this area and the west side of SR 99 which currently has no safe, walkable access to park resources. She pointed out that even with this investment, Mathay Ballinger Park will still be below the neighborhood park minimum of three acres identified in Edmonds code. This will not accommodate sports field type recreation for older Edmonds City Council Draft Minutes October 17, 2023 Page 4 Packet Pg. 82 8.2.a youth and with this purchase, the area in south Edmonds will still trail far behind north Edmonds and Five Corners and far, far behind downtown in per capita park resources. She reflected on a sentiment many have shared with her over the years since she became active in local politics and began advocating for park resources, that the City would not be able to get grant funding for this area, shouldn't invest near SR 99, and cannot prioritize sites that are developed, yet the City is getting 75% grant funding for the Mee site and recently got 2/3 grant funding for a future stormwater site on Lake Ballinger. This is a testament to Director Feser's efforts as well as many grant funding streams shifting to consider equity. She contrasted this with her understanding that the city secured approximately $3.5M in grant funding for Civic Playfield, also a testament to Parks staff. She did not know the full cost for that project, but from what she understood, it represented about 25% of the cost. The Mee property is 75% grant funded and the stormwater property is 66% grant funded. She envisioned the possibilities and how far local money could be extended if investments were sited in the SR 99 corridor. Lu Loree, Edmonds, brought attention to a matter very important to her and to the future of Edmonds, the proposal to hire a climate action manager. One has only to watch the evening news to hear about the effects of climate change that are being experienced around the world including floods in New York City, stronger hurricanes in Florida, and wildfires in California and British Columbia. Climate change is real and it is here now. If it can happen in those places, it can also happen in Edmonds. She referred to the heat dome of a couple years ago, the flooding downtown when the city's stormwater system couldn't keep up, the smokey skies from surrounding wildfires, commenting that is what has already happened and will continue to happen if climate change is not tackled. It will take time to stop and reverse what's happen. Part of a climate action manager's job will be to implement adaptation plans to make Edmonds resilient to the inevitable disasters that lie ahead. A climate action manager must do much more than shore up defenses; the undeniable fact is the atmosphere is being filled with more and more greenhouse gases every year and if there is a chance of survival, that needs to stop. Almost everything we do involves energy directly or indirectly, drive a car, heat your home, cook your food, it all takes energy and the source of that energy in the majority of cases is the burning of fossil fuels including coal, oil, natural gas, and petroleum. The answer is transitioning away from fossil fuel as a source of energy, a huge job that will not happen automatically, transitions never do. It will take everyone participating and sacrificing. For example spending money to convert gas burning appliances and devices to clean energy alternatives. This too will be part of a climate action manager's job, to educate and inspire the public to make these hard choices. Councilmembers also have a role to play such as using their public position to encourage the people of Edmonds to get serious about climate change by being the example that others can follow. By the council's words and actions, they can show the public what needs to be done. She urged the council to first hire the climate action manager. 6. RECEIVED FOR FILING 1. CLAIM FOR DAMAGES FOR FILING 2. MAYOR YOUTH COMMISSION APPOINTMENT 3. COUNCIL APPOINTMENT TO A BOARD/COMMISSION 4. WRITTEN PUBLIC COMMENTS 7. APPROVAL OF CONSENT AGENDA ITEMS COUNCILMEMBER PAINE MOVED, SECONDED BY COUNCILMEMBER CHEN, TO APPROVE THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. The agenda items approved are as follows: 1. APPROVAL OF SPECIAL MEETING MINUTES OCTOBER 3, 2023 2. APPROVAL OF REGULAR MEETING MINUTES OCTOBER 3, 2023 3. APPROVAL OF SPECIAL MEETING MINUTES OCTOBER 10, 2023 4. APPROVAL OF PAYROLL AND BENEFIT CHECKS, DIRECT DEPOSIT AND WIRE PAYMENTS Edmonds City Council Draft Minutes October 17, 2023 Page 5 Packet Pg. 83 8.2.a 5. APPROVAL OF CLAIM CHECKS AND WIRE PAYMENTS 6. APPROVAL OF SUPPLEMENTAL AGREEMENT WITH WSP FOR CONSTRUCTION MANAGEMENT SERVICES ON THE 76TH AVE OVERLAY PROJECT 7. APPROVAL OF SUPPLEMENTAL AGREEMENT WITH SCJ FOR HIGHWAY 99 STAGE 2 8. APPROVAL OF SUPPLEMENTAL AGREEMENT WITH WSP FOR HIGHWAY 99 REVITALIZATION & GATEWAY PROJECT 9. AMENDING ECC 5.05.122 FA-AMMENDING THE DANGEROUS DOG STATUTE 10. AMENDING ECC 5.01.010-ADOPTION OF RCW 9.94A.835 (SPECIAL ALLEGATION - SEXUAL MOTIVATION) 11. AMENDING ECC 5.36.045-CREATION OF THE CRIME OF VEHICLE TRESPASS 12. VERDANT GRANT ACCEPTANCE 8. CLOSED RECORD REVIEW 1. PLN2023-0024 REZONE AT 9530 & 9620 EDMONDS WAY [Due to technical difficulties, staff s PowerPoint was not displayed. The PowerPoint was provided in the council packet.] Mayor Nelson read the procedures for the Closed Record Review. The closed record hearing is on the planning board's recommendation to approve a rezone for two parcels located at 9530 and 9620 Edmonds Way from Multiple Residential Edmonds Way (RM-EW) and Multiple Residential (RM-1.5) to Community Business Edmonds Way (BC-EW), He opened the hearing on file number PLN2023-0024. Mayor Nelson continued, an open record public hearing has already been held before the planning board. This hearing is a closed record hearing which means the council's consideration is limited to the record created before the planning board. Only those who participated at the planning board hearing will be given an opportunity to be heard during this closed record hearing. Anyone who participated at the open record hearing who wishes to speak again during the closed record hearing may not introduce new facts that were not presented to the planning board. The city council will be acting in a quasi-judicial capacity on this agenda item. In other words, for this item, the councilmembers will be acting like judges, not legislators. Because councilmembers will be acting like judges, the hearing must be fair in form and substance as well as appearance. In order to assure the hearing is both fair and appears to be fair, he will ask all councilmembers to make certain disclosures if applicable in response to a series of questions. With regard to bias, Mayor Nelson asked if any councilmember had interest in this property or issue. Councilmembers Nand, Buckshnis, Olson, Chen, Paine and Teitzel and Council President Tibbott answered they did not. Mayor Nelson asked if any councilmember stands to gain or lose any financial benefit as a result of the outcome of this hearing. Councilmembers Nand, Buckshnis, Olson, Chen, Paine and Teitzel and Council President Tibbott answered no. Mayor Nelson asked if each councilmember could hear and consider this in a fair and objective manner. Councilmembers Nand, Buckshnis, Olson, Chen, Paine and Teitzel and Council President Tibbott answered they could. With regard to ex parte contact, Mayor Nelson asked if any member of the council had engaged in communication outside the public hearing with opponents or proponents on the issue to be heard. If so, the member must place on the record the substance of any such communication so other interested parties may have the right to rebut the substance of the communication. Councilmembers Nand, Buckshnis, Olson, Chen, Paine and Teitzel and Council President Tibbott answered they had not. Edmonds City Council Draft Minutes October 17, 2023 Page 6 Packet Pg. 84 Mayor Nelson asked if any councilmember would be recusing themselves for any reason and if so, the recusing councilmember should state the reason for their recusal. No councilmembers recused themselves. Mayor Nelson asked if any audience member objected to his or any councilmembers' participation in the hearing. If objection exists, the objector must state the reason for the objection. There was no one in the audience that objected to the mayor or council's participation. Associate Planner Amber Brokenshire reviewed: Overview o Applicant requested rezone from Multiple Residential — Edmonds Way (RM-EW) to Community Business — Edmonds Way (BC-EW) for property at 9530 Edmonds Way ■ Addition of adjacent PUD substation (zoned RM-1.5) at 9620 Edmonds Way ■ The adjacent parcel, the PUD substation at 9620 Edmonds Way was added to the proposal o Recommendation ■ Following a public hearing on August 23 and September 13, the planning board recommended approval of the rezone of both parcels. Senior Planner Mike Clugston advised packet pages 153 and 154 contain a zoning map of the area and an aerial photo for orientation. Ms. Brokenshire continued: Addition of PUD Substation at 9620 Edmonds Way o Parcel was not originally part of the applicant's proposal o During the July 26 introduction to the proposal, planning board members inquired about adding the adjacent PUD substation to provide a consistent zoning in this portion of Edmonds Way o City staff reached out to PUD on July 27 asking about including the property as part of the rezone proposal o PUD confirmed in an August 7 email (Attachment 9) that they had no objections to the proposed zoning change o Proposal boundaries have been expanded to include both properties Site Context o The proposal includes two parcels fronting Edmonds Way o Both parcels are largely level toward Edmonds Way o The eastern site, 9530 Edmonds Way, has remained undeveloped after being rezoned from RM-1.5 to RM-EW in 2022 Rezone Review Criteria o Per ECDC 20.40.010, the planning board review shall at least consider the following factors in reviewing a proposed rezone ■ Comprehensive Plan ■ Zoning Ordinance ■ Surrounding Area ■ Changes ■ Suitability ■ Value Mr. Clugston advised the rezone review criteria is summarized on packet pages 115 and 116. The packet includes the planning board's minutes with their analysis. Their final decision is on packet page 197. Ms. Brokenshire continued her presentation: • Comprehensive plan and compatible zoning Edmonds City Council Draft Minutes October 17, 2023 Page 7 Packet Pg. 85 8.2.a o Comprehensive Plan Designation - Edmonds Way Corridor o Compatible Zoning - BP, BN, BC, or similar commercial zone and RM zones o A rezone to BC-EW for both parcels would be consistent with the Comprehensive Plan designation and would not require SEPA review for the rezone ■ SEPA review required at project stage • Zoning Analysis o A rezone to BC-EW would allow for increased densities, reduced setbacks, a smaller floor area ratio, and an increased height allowance with additional site development standards for buildings fronting Edmonds Way. o The rezone request is consistent with the purposes of the zoning ordinance and would be consistent with the comp plan while helping to achieve a variety of housing types. • Surrounding Area o Western lot is developed with a PUD substation o Eastern lot is undeveloped o Design review is underway for the lot included in last year's rezone (not included in this rezone) o Multi -family zoning east and west of the subject properties o Properties to east could be developed with a mix of MF & SF, could develop to MF with the current RM designation. o Edmonds Way north of sites. o Single family residential south (approx. 26' change in elevation) o BC-EW allows buildings fronting Edmonds Way to increase height to 40 feet with additional development requirements. (ECDC 16.30.020) o Sites north of Edmonds Way have already been rezoned to BC-EW • Rezone is consistent with the six criteria in ECDC 20.40.010. • Design standards and development regulations will ensure the public health, safety and welfare are protected • Planning board recommended council approve the zone from RM-EW and RM- 1.5 to BC-EW. Applicant Shawn Leiser, Shoreline, explained he grew up in Edmonds attended Edmonds schools, is invested in the Edmonds community, and spends many evenings with his family in Edmonds. He applied for a rezone in 2022 which was approved. At that time, comments were positive and had a similar outcome. One of the comments made by council in 2022 was an interest in increased density, a goal this rezone will achieve by adding density which is lacking in Edmonds. The property is in the Edmonds Way Corridor and meets all the comprehensive plan goals. Public Comments There were no participants in the open record hearing who wished to provide comment. Mayor Nelson relayed the council may ask clarifying questions but may not ask for information outside the record. Councilmember Buckshnis observed the planning board was concerned about traffic and ingress and egress as a result of this new density and she did not see a resolution to that. She asked whether a traffic impact study would be done. Mr. Leiser answered his parcel and the abutting parcel to the east plan to co -develop in the future and the current plan is to have shared driveway access so multiple parcels share a single ingress/egress which will help with the impact to Edmonds Way. Ms. Brokenshire answered any transportation impacts will be addressed during the development phase, not during the rezone phase. A traffic study will be required with the development. Councilmember Teitzel referred to the parcel at 9620 Edmonds Way, the PUD parcel adjacent to 9530 Edmonds Way and asked why staff decided to rezone the PUD site at the same time. He asked if it was Edmonds City Council Draft Minutes October 17, 2023 Page 8 Packet Pg. 86 envisioned the substation would be eliminated and the property developed at some point in the future. He asked the logic for rezoning the PUD site. Ms. Brokenshire answered the planning board asked whether that parcel could be included in the proposal to create consistent zoning to the corner. There are no development proposals for the PUD substation and there is no intent to sell or redevelop the parcel, it was just to create consistent zoning. Councilmember Paine assumed part of requirements for the development are public benefits and she recognized that would be addressed in the development phase. Council President Tibbott asked how building heights in that area affect neighbors, especially those on top of the hill and how that has been addressed. Mr. Leiser answered there is an approximately 26 foot height difference between the top of hill and his parcel so there is already a large gradient between the two which helps with abutting land and zones. With regard to Councilmember Teitzel's question about zoning, he commented it is helpful to have similar zones next to each other so there are consistent setbacks. There is a large grade difference between the parcel and the back half of the property is treed. The goal would be to retain trees to create additional buffer. Ms. Brokenshire referred to specific site development standards for the zone on packet page 141. While it states the height limit may be increased to 40 feet, there are several site development standards they have the option to opt into and a few that are required. The setbacks of any proposed building shall be 15 feet in depth from the street. The property abuts a RS zoned property so there should be modulation of the design. There would need to be a 15-foot setback from rear property line, however, the site is sloped toward the back of the property so if development on or near the slope was proposed, a geotechnical report would be required. She summarized there would be additional requirements to develop to that height. Mr. Clugston advised the maximum height for the BC-EW zone can be up to 40 feet with those other design standards. The maximum height for the current zone, RM-EW, is a base of 25 feet which can be increased to 35 feet with additional design standards. Council President Tibbott asked if the top of the hill was 26 feet higher than the building or were the buildings 26 feet higher than the hill. Ms. Brokenshire answered the hill is 26 feet higher at the top. Councilmember Buckshnis observed there appears to be a pocket forest on the site and asked if he planned to retain as many trees as possible. Mr. Leiser answered that is the plan. Mayor Nelson closed the public hearing, advising the council may now deliberate and take action. Councilmember Olson advised during the opportunity for public comment, Mayor Nelson checked and there was no one on Zoom who wished to participate, but that had not been stated for the record. Mayor Nelson agreed no one on Zoom wished to speak during the public hearing. COUNCIL PRESIDENT TIBBOTT MOVED, SECONDED BY COUNCILMEMBER PAINE, TO APPROVE THE RECOMMENDATION BY THE PLANNING BOARD AND APPROVE THE REZONE FOR THIS PARCEL. Councilmember Teitzel questioned whether the council could approve the application tonight and suggested the council could direct staff to create a resolution to approve at a future meeting. Mr. Taraday advised Councilmember Teitzel was correct, if the council concurs with the planning board, the recommended action is to direct staff to prepare an ordinance for adoption on a future consent agenda. Council President Tibbott restated the motion: DIRECT STAFF TO PREPARE AN ORDINANCE FOR ADOPTION ON A FUTURE CONSENT AGENDA Edmonds City Council Draft Minutes October 17, 2023 Page 9 Packet Pg. 87 8.2.a MOTION CARRIED UNANIMOUSLY. 9. PUBLIC HEARING 2024 BUDGET PUBLIC HEARING #1 Administrative Services Director Dave Turley advised the proposed budget was delivered to council a little over two weeks ago so it is early in the process. Three public hearings are required for the budget process. This year, in the interest of transparency and providing additional opportunity for the public to provide comment and to have direct interaction with the council, there will be four public hearings. Although the budget has only been out two weeks, that is enough time for citizens to look through it and begin to form opinions to share with council. This public hearing is on the entire City budget including utilities, CIP, etc., not just the General Fund. Mayor Nelson opened the public hearing. Jay Grant, Edmonds, advised the 2024 budget had $53,000 for the restrooms at the fishing pier which are not in good condition; $20,000 was delayed to 2025 and $30,000 to 2026 with no increase. He suggested if the project was delayed, which he hoped it would not be, it would likely cost more than $53,000. The budget is proposing a reduction in property taxes assuming the City will join South County Fire (SCF) which would alleviate money paid by the City. He urged caution, advising that is a tax tradeoff to the consumer. He was not opposed to the Regional Fire Authority (RFA), but everything needs to be considered including losing the ability for the council to have direct impact on what SCF does, giving up the City's voice with regard to fire and EMS. With regard to the enforcement cameras, he observed $24 million was budgeted for enforcement. Lynnwood has 11 cameras, 2 for schools, and 8 for intersection, and they issue 36,000 red light citations and project $12.5 million in revenue. He urged the council to look carefully at the revenue projections. Jim Ogonowski, Edmonds, suggested the budget discussions start with an understanding of the beginning fund balance which is less than what the reserve policy requires; the City is already in the hole which the council needs to recognize and acknowledge. It was his understanding only the council can approve the administration spending emergency reserves to cover General Fund expenditures. After that starting point, he recommended the council ensure they understood the imbedded assumptions in the budget such as a property tax increase that uses banked capacity to supplement budget. The budget also assumes payments for fire and EMS services will be eliminated starting in 2025; there is no decision package related to that assumption. The budget also assumes revenue from red light cameras. There is no basis for the inflationary factors imbedded in the budget and inflationary factors have a pronounced effect as they compound year over year. The budget also uses ARPA funds to bail out the General Fund. Assumptions should be part of the decision packages and the council should determine whether they agree with those assumptions, and if not, determine alternate assumptions and have the budget rerun based on the assumptions the council agrees to. He personally did not consider the 2024 budget barebones; it was tailored to scare the council into making decisions in a non -transparent manner and he believed there were reasonable alternatives to the budget as proposed. Grant Gladow, Edmonds, expressed his appreciation to the council for their dedication to serving the needs of the community. He extended his thanks to the council for their unanimous approval of the City's 2023 climate action plan. Good intentions 13 years led to the adoption of Edmonds' first climate action plan in 2010. Unfortunately, due to the lack of an implementation plan, none of the goals in the private sector of the plan were met. Now it is imperative that the same good intentions initiated by this council last March with approval of the 2023 CAP be enacted. To do so, the City needs to hire a climate action manager and a grants manager as proposed in the 2024 budget. Volunteers including the climate protection Edmonds City Council Draft Minutes October 17, 2023 Page 10 Packet Pg. 88 8.2.a committee should be commended for their efforts, but dedicated staff is paramount to effective coordination and implementation of Edmonds climate action goals. He did not want the attention via unanimous approval of the 2023 climate plan to dissipate or to allow the plan to languish on City office shelves. Instead, he supported hiring accountable personnel to lead and propel the City to walk the talk. Darrol Haug, Edmonds, expressed concern with having only three minutes to digest the budget and offer questions and ideas. He hoped the council would find a way to include public input for Thursday's meeting when further discussion on the budget will occur. He offered key observations following a quick glance at the budget: there are six more years on the fire contact with SCF and the City pays the full cost including a contribution to their overhead. The vast majority of costs are for labor. The budget shows a $2.5 million increase in 2024; the good news is the recently released SCF budget shows only a $627,000 increase in costs this year, a 5.7% increase compared with the 25% estimate in the budget. Taxpayers pay $10 million of direct taxes, about $0.70/$1000 AV to support fire. The Edmonds budget shows taxpayers will pay an additional $14 million based on the current data in the SCF budget sheets, about $1.26/$1000 AV. The total tax bill will grow from $10 million to $20 million. A better solution may be not to tamper with the fire contract, but advance a levy to the public related to the cost of labor in the City budget. Adding 20 people to the staff in 2023 and paying the labor contracts and associated non -represented employees contracts truly adds to labor costs and the City has yet to settle the police contract which likely will add to labor costs. A labor levy could be in the range of $4-6 million and possibly more, but substantially less than $12-14 million in the budget calculations for fire service. He thanked Councilmember Buckshnis for starting this conversation and helping the public understand the budget in her earlier discussions with the public. Many other councilmembers have had public discussions in and around the City which was also useful for the public to begin to learn how difficult it is to manage all aspects of the budget. Joe Scordino, Edmonds, commented it was obvious to him that the City has a budget crisis this year, not just a problem, due to overspending in 2023 and projected overspending in the future. There are things that will get the City over the hump now, but that will affect the future which troubled him with regard to what steps are taken. It is time to take new steps and new approaches. This year community volunteers put in over 650 hours restoring the Edmonds Marsh, not one cent of City money went into that. It was a huge contribution to the City, to City property, to resources for the community. He suggested thinking outside the box with regard to doing things as a community and not burdening taxpayers. With regard to the budget, given the current situation, instead of acknowledging the budget spends into reserves, this should be the year that reserves are increased, banking for the future when it is clear problems are coming. He suggested the council not just look at decision packages, but do a budget scrub. For example, travel costs; why are there travel costs in the budget? Staff should travel within the City not outside. He suggested looking at the discretionary funds for each department, how much is budgeted, how much they really need and how are they using it. Instead of only looking at new expenses, he suggested looking at current expenses. Given the budget situation, there should be a hiring freeze and say no to the new positions requested in the budget. He agreed with the need to oversee implementation of the climate action plan but there is also a need to oversee implementation of the urban forest management plan, the shoreline master plan, and other plans that are not being implemented. He suggested instead of new positions, the council assign a percentage of each department's budget to overseeing one of those plans and make them accountable. There doesn't need to be new people hired to make department heads accountable; the council can do it via the budget. The council has a tough job ahead and he hoped they worked with the public to come up with new and creative ways to address the budget crisis. With no further public comment, Mayor Nelson closed the public hearing. COUNCILMEMBER PAINE MOVED, SECONDED BY COUNCIL PRESIDENT TIBBOTT, TO ACCEPT THE COMMENTS FROM PEOPLE EARLIER THIS EVENING SUCH AS THE GROUP REGARDING ADA DECISIONS AND THE STUDENTS PRESENTING ABOUT THE CLIMATE ACTION MANAGER POSITION AS PART OF THE PUBLIC HEARING. Edmonds City Council Draft Minutes October 17, 2023 Page 11 Packet Pg. 89 8.2.a Councilmember Buckshnis recalled this issue occurred in 2021 when the public was not given sufficient time to provide public comment at a particular meeting. She asked if the council was allowed to take regular public comment and add it to the public hearing. City Attorney Jeff Taraday explained there is a difference between a quasi-judicial hearing like the one the council had on the rezone tonight and a legislative hearing like what is being held regarding the budget. With a legislative hearing, the council gets its information whenever/wherever it wants and the public hearing is one of those opportunities to inform the council. Distinguishing between public comment and the budget public hearing is not quite as critical when deciding on a legislative matter versus a quasi-judicial matter. Councilmember Buckshnis said for that reason she will not support the motion because it was already public comment. UPON ROLL CALL, MOTION CARRIED (6-1), COUNCILMEMBERS TEITZEL, CHEN, OLSON, PAINE AND NAND AND COUNCIL PRESIDENT TIBBOTT VOTING YES; COUNCILMEMBER BUCKSHNIS VOTING NO. 10. COUNCIL BUSINESS 1. PARKLAND ACQUISITION PURCHASE & SALE AGREEMENT - MEE PROPERTY This item was removed from the agenda and referred to the planning board via action taken under Agenda Item 4. 2. YEAR IN REVIEW / DECISION PACKAGE PRESENTATION Parks, Recreation and Human Services Parks, Recreation and Human Services Director Feser reviewed Department Overview/YTD 2023 Accomplishments and 2024 Operating & Capital Budget decision packages: • Department Staff/Resources Parks. aerrearbn. one unman yarvkn Fngle Fast' Executive Aaistant Parks Wry I Parks Planner and M.Jn tananc. IPerks Dlncto, Capital Pro).ct Manager Manager Park Muman Services youth Comm+ssion Cemetery Paraintenance R.creagon program Manager Manenance k Mcoordinator Sexton LeaA Worker M.chanic SUDwlaor (.S) *Senior Parks eRecseatbn Seasonal SmN Maintenance Coordinator •Lentrac[ors i Contractors Works (6) C oor Park Maintenance epg.. Worker (9) Aepf[a^t •Senior OffKe Specially[ a Enrironmentel Field Arbonst Education a. Susti inatiddy Coordinator •Interpretive Specialist (.5) ♦Seawnal S[atl .Ptecreagon ♦Volunteers Leader (1.2) *Contracttim apt Staff ♦Instructors ♦Contractors ♦Volunteers o Staff: ■ 31 Full time - 6 Part-time - 25 hourly - 6 LTE (9 months) Edmonds City Council Draft Minutes October 17, 2023 Page 12 Packet Pg. 90 8.2.a o Operating budget $7,500,000 o Capital Budget $2,900,000 o Divisions: 4 o Advisory Groups: 3 (Youth Commission, Cemetery Board and Parks & Planning Board) Administration/Park Development Division o Direction of department/divisions o Planning and Capital projects o Land Acquisition o Operating and capital budget o Highlights ■ Civic Center Playfield Grand Opening & Project Closeout ■ Boys & Girls Club Ground Lease ■ Ballinger Park ILA with MLT ■ Park Maintenance Satellite Shop ■ Land Acquisition ■ Agreements — Concessionaire, Special Events and Lease ■ Library Flood / Plaza Room support ■ Memorial Benches/Picnic Tables ■ Operating Budget, CIP/CFP ■ De-escalation & Required NIMS Training Department Wide Capital projects o Capital Projects ■ Civic Center Playfield (Project Mgmt transfer) ■ Johnson Property Demolition ■ Mathay Ballinger Park Improvements o Major Maintenance Projects ■ Bracketts Landing North outdoor shower ■ Cemetery gate repair ■ Restroom doors/locks • Parks Maintenance Division 0 20 full time and 6 LTE o Routine maintenance ■ All parks/facilities ■ Outdoor public spaces ■ City street landscape and trees ■ Public restrooms (6) o Small capital projects o Volunteer project support o Highlights ■ Park Maintenance Manager and Parks Lead Worker (internal promotions) ■ Recruited/Hired/Onboarded 6 FTEs, 6 LTEs and Mechanic ■ Trash/Litter: 128,000 lbs (64 tons) ■ Vandalism response: 24 instances ■ Beautification: 100 Hanging Baskets, 186 Flower Beds, and 75 Containers ■ Trees: 120 planted and 116 structurally pruned ■ Turf. 16,000 miles mowed ■ Holiday Lights ■ Cemetery Burials and Inurnments Parks Maintenance projects ■ 5"' and Dayton Xeriscape project ■ 5 Corners Roundabout beautification project ■ McAleer Boat Launch rehab ■ City Park Restoration project/fence ■ Occupied satellite park maintenance shop Edmonds City Council Draft Minutes October 17, 2023 Page 13 Packet Pg. 91 8.2.a ■ Support special events (record number) — Re -imagine Streets/City initiatives — Winter and Summer Market, Arts Festival, 4' of July, Taste Edmonds, Car Show, Oktoberfest, Halloween, Tree Lighting ■ Interurban Trail Vegetation Maintenance LOS increase • Recreation Division o Staff. 7 FTEs o Frances Anderson Center o Waterfront Center (limited) o Rentals — shelters, fields, facilities o Programs — Direct/indirect — Special events o Environmental education o Advertising/marketing/social o Recreation Programming ■ Athletic Field Use & Reservation Policy ■ Published fee schedule ■ 39% increase in FB followers ■ 46% increase in Instagram followers ■ 115% increase in email database ■ Reservations — 11% increase infield rentals — 500 shelter rentals — new record Shelter Rentals 156 255 89 500 Athletic Fields (hrs) 58 2,187 1,989 4,234 Gym Rental (hrs) 1 11ei 140 171 427 ■ Adult athletics/Leagues Softball 102 1,224 Basketball 11 66 Pickleball 89 178 Pickleball Clinics 106 Volleyball --- Total Participants 2,122 ■ Registration — 25% increase — 76% increase in gymnastic participation — 70 fitness/wellness classes — 150% increase — 36 new programs — 69% increase ■ Sumer Day Camp — 2nd — 6d' grades, 10 weeks, 279 participants — 33 full scholarships awarded ■ Contracted camps (45) — 46% increase ■ Meadowdale Preschool ■ Environmental education — Visitor Station — 5,858 visitors — K-6 Spring marine education — 2,550 kids Edmonds City Council Draft Minutes October 17, 2023 Page 14 Packet Pg. 92 8.2.a - Discovery camps - 5 weeks - Discovery interpretative tables City, Mathay-Ballinger and Olympic Beach Parks - (4) Beach Ranger Naturalists patrolled beaches (Memorial Day - Labor Day) - 65 day - Edmonds Stewards - 480 volunteer service hours o Recreation Events ■ Starlight Beach Walk - 1/18 ■ Sweetheart Dance - 2/25 ■ Earth Day in our Parks - 4/22 ■ Health and Fitness Expo - 5/13 ■ Watershed Fun Fair - 5/13 ■ Civic Park Grand Opening - 6/29 ■ Outdoor Movies - 7/14, 21, 28 & 8/4 ■ Storytime With Mermaid Madrigal - 8/5 ■ Puget Sound Bird Fest - 9/10-11 ■ Staff also supports citywide events including those such as the Arts Festival, Taste Edmonds, Oktoberfest, Summer Markets, 4th of July, Car Show and more. Human Services Division o Staff. 1 FTE + 1 contracted social worker o Collaboration with Edmonds Police Department o Resource "hub" for community, provide touchpoint to put people in contract with services o Urgent needs program o Motel vouchers o ARPA distribution o Highlights ■ Coordinated services for 303 individuals 2023 Q1-Q3 (115% increase). Often individuals present with multiple needs ■ Compass Health Social Worker embedded with PD - Participates in community court - Current client list of 45 + people ■ WSDOT relationship for ROW clean-ups ■ 211, DSHS out -stationing at neighborhood office on Highway 99 ■ Free cell phone events ■ Snohomish County motel acquisition support ■ Household Support Grant support ■ State Department of Commerce Motel Voucher Program - continuation with new funds 2024 Operating Budget Decision Packages (2) o Sound Salmon Solutions (DP #16) ongoing ■ Edmonds Stewards Volunteer Program ■ Covers staff time, tools and native plant materials ■ Supports habitat restoration, increase in tree canopy and control of invasive weeds ■ Expenditure: $6,000 increase for a new total of $16,000/year ■ Funding source: General Fund o Park Maintenance Yard Lease (DP #17) ■ Council approved lease in 2023 ■ Renews annually in August ■ Decision package for first 7 months of 2024 ■ Expenditures: $49,000 ■ Funding source: General Fund 2024 Capital Budget Decision Packages (5) o Yost Park: Trails, Bridges, Tennis Court (DP #82) ■ Deferred maintenance Edmonds City Council Draft Minutes October 17, 2023 Page 15 Packet Pg. 93 8.2.a - Resurfacing tennis/pickleball courts ($74,300) - Trail, bridge and boardwalk repairs/replacement ($80,000) ■ Expenditure: $154,3000 ■ Funding Source: REET Fund 125 o Park Signage & Wayfinding Enhancements (DP #84) ■ Trail identification, orientation markers, safety and regulatory messaging, park hours, park rules, and etiquette, interpretive information and warning signs ■ Expenditure: $75,000 ■ Funding Source: REET Fund 125 o Mathay Ballinger Upgrade Completion (DP #86) carryforward ■ Permanent restroom ■ ADA parking and paved pathway to Interurban Trail ■ Shelter with picnic tables ■ Estimated 2024 cost: $271,300 ■ Total project cost: $499,300 ■ Funding source: REET Fund 125 o Ballinger Park ILA with Mountlake Terrace (DP #85) carryforward ■ Interlocal agreement with City of Mountlake Terrace to contribute to the Ballinger Lake Park Phase 3 construction which provides improved access for Edmonds residents ■ Expenditure: $200,000 ■ Funding Source: REET Fund 125 o Land Acquisition Support (DP #87) ongoing ■ Activities related to potential land acquisition - Due diligence - appraisals, surveys, environment assessments - Negotiations - Research - Writing and reviewing legal documents - Consultant services (eliminates broker fees) ■ Estimated expenditure: $50,000 ■ Funding source: REET Fund 126 2023 Q4 Upcoming 0 2024 budget o Civic Park closeout o Johnson property structure demolition o Tree maintenance 5' & Main St o Mathay Ballinger Park improvements o Restroom locks/new doors o Street tree lights in downtown o Fall/winter recreation programs Councilmember Paine expressed interest in information regarding the broad demographic that is served via human services. She recognized there are a lot of different needs in the community and it would be helpful to understand the demographic that the program is serving. Councilmember Nand congratulated Parks, Recreation & Human Services on the incredible work they are doing. She wished the statistics included how much pet waste was removed from public parks, recalling former Director Shane Hope indicating staff removed 200 pounds/week from the dog park during the summer. Due to recent controversy regarding dog ownership and where dogs are allowed, that would be an interesting statistic to highlight for the public. With regard to the Mathay Ballinger Upgrade/Completion, she asked whether the ADA parking included adding surface area to the parking lot. Ms. Feser answered it is resurfacing and restriping, new pavement in the area of the parking lot that is torn up to install utilities Edmonds City Council Draft Minutes October 17, 2023 Page 16 Packet Pg. 94 8.2.a for the restroom, and identifying ADA spaces as well as redoing a curb around the parking lot to provide ADA access from the parking lot to the path. Councilmember Nand asked if there was budget and/or space for a bike rack. Ms. Feser said if there isn't a bike rack, there will be one, but she recalled there was one in the design. Councilmember Nand asked for clarification on the signage from Merdian to 76t1i for the Interurban Trail, noting bicyclists often get lost trying to find the connection between Shoreline and Edmonds. Councilmember Buckshnis expressed appreciation for the work the department does, and was glad funding was being added to Sound Salmon Solutions because they do a great job. She advised through WRIA 8 grants, King County provides grants for beach rangers. She asked if Snohomish County had any grants to supplement the beach ranger programs. Ms. Feser answered not that she was aware of but staff could look into that. With regard to the dog park, Councilmember Buckshnis recalled reports that five tons of pet waste was removed 5-10 years ago and she was certain the amount had increased since then due to the popularity of the park. Councilmember Buckshnis referred to park signage and wayfinding enhancement and asked if all the signs would be redone, agreeing they needed to be updated. Ms. Feser answered the first priority was the waterfront from Bracketts Landing North to the dog park where there are conflicting signs and too much signage which tends to make people ignore them. Councilmember Buckshnis commented people ignore the signs because they look so bad and some are unreadable. Councilmember Buckshnis asked if DP #87 was Longbay. Ms. Feser answered it is an allocation of $50,000 to continue that work and she preferred to continue using Longbay Enterprises. Councilmember Buckshnis said she has already stated her opinion about using Longbay so she won't give it again. Councilmember Teitzel referred to the level of service increase in vegetation maintenance on the Interurban Trail. He asked how crews doing maintenance handle drug paraphernalia they encounter. Ms. Feser answered staff are trained in blood borne pathogens, handling sharps, etc. They encounter a lot of biohazard waste in park settings and are trained in how to protect themselves and appropriately dispose of that waste. Councilmember Teitzel referred to DP #82, Yost Park: Trails, Bridges, Tennis Court, observing the photo accompanying the decision package shows erosion under the footings of bridge that has been closed. He asked if the erosion issue in the stream should be addressed before fixing the bridge, fearing the footings may wash out again if that was not done. Ms. Feser said in her professional opinion, the entire length of Shell Creek and problems with the erosion on that steam from property line to property line should be studied as a whole including the trails, bridges, boardwalks, weirs, concrete fixtures, etc. to determine what is causing the erosion, how to prioritize work moving forward, and the best fixes. It is not a one item fix, a holistic approach is needed to be effective. Councilmember Chen commented it was incredible how much work Parks does, noting he was one of the 500 rentals. He referred to DP #86, $271,000 for the existing Mathay Ballinger Park improvements. Ms. Feser answered that is for work proposed to be done in 2024. The balance of the $499,000 was spent this year. The project in its entirety will be about $500,000, some spent in 2023 and some in 2024. Assuming the planning board recommends purchasing the Mee property and the city council agrees, Councilmember Chen anticipated there would need to be a budget amendment in 2024. Ms. Feser answered it depends on when/if the City takes possession of the property during the year and what needs to be done to secure it. Funds are set aside for land acquisition and related expenses that are used on a project by project basis. She envisioned a budget amendment in early 2024 for the Mee property once what needs to be done to secure the property is established such as securing the house, fencing, outbuildings, etc. The owner stipulated they may want to take some of the fencing which may need to be replaced. Staff will return with a recommendation using land acquisition funds. The grant that was preliminarily awarded pays for 75% of Edmonds City Council Draft Minutes October 17, 2023 Page 17 Packet Pg. 95 securing the site as well, so the City will only pay 25% of those expenses. Councilmember Chen commented that was awesome news and thanked staff for their work on that. Councilmember Chen referred to DP #87, observing staff has been using this contractor for park land acquisition. He recalled Ms. Feser expressed her professional opinion about using a contractor versus a traditional realtor. He questioned whether the City needed an ongoing park acquisition contractor or could a traditional realtor be used to represent the City. For example with the Mee property, the property owner is a willing seller who approached the City, the contractor did not identify that property. Ms. Feser answered the contractor does not spend much time finding properties; it is the work that happens after the property is found. For example, with the Mee property, there was a lot of work done on the purchase and sale agreement which the consultant develops working with the owner and Mr. Taraday, research such as reviewing documents that she does not necessarily have the skill set to review, etc. Using the contracted services also allows her to ask for services to be secured and conducted such as survey work, phase 1 ESA, appraisals, etc. If Longbay does not manage that, staff would need to follow purchasing policy procedures to secure each of those services which requires bidding for each service or developing an on -call service. Councilmember Chen commented that was similar to what a realtor would do for a client. Ms. Feser commented depending on the price of a property, a realtor takes a percentage of the price. There is a lot of information on this subject, and she suggested the conversation be continued at another time. Mayor Nelson declared a brief recess. Public Works & Utilities Public Works Director Oscar Antillon highlighted 2023 accomplishments including the Fix It Edmonds app and the Quarterly Public Works reports that are available on the City's website. With regard to the comments about ADA improvements, he agreed there is room for improvement; the quarterly report metrics show there has been some progress on the ADA transition plan. With regard to the climate action plan, a lot of progress is being made in facilities and fleet, and utilities. There has also been progress made related to traffic calming and pedestrian safety. He reviewed: • Public Works Overview o Who are we? ■ The Public Works Department provides care and maintenance to the City's physical infrastructure. We strive to enhance reliability and performance of these systems while maintaining a safe, clean, and healthy environment. ■ Our goal is to serve the community and to enhance the quality of life in the city. We achieve this through a department that is community and customer focused. We embrace leadership in environmental and energy design concepts & principles and leverage technology & management principles to achieve operational effectiveness. ■ The theme this year is "Connecting the World Through Public Works," which highlights the way public works professionals connect us physically, through infrastructure, and inspirationally, through service to our community as first responders or workers carrying out their daily responsibilities with pride. o Public Works 2024 Proposed Budget $65M Edmonds City Council Draft Minutes October 17, 2023 Page 18 Packet Pg. 96 8.2.a n Building FEET, $3,824,300, Maintenance, $2, 805, 000 , 4 % Equipment Rental, $1,977,007 , 3% 2024 Decision Packa es $29.9M) $ 210, 700.00 Tint; ■ ~P Rmd $1,148,250. General, $7,322,656, • Street Fund " Water Fund $70,000.00 Street, $2,662,976, 4% 330,959.00 Storm Fund ■ Sewer Fund ■ Equipment Rental ■ Building Maintenance ■ Street Capital Projects Rob English reviewed: • Engineering accomplishments o Capital projects ■ 2023 Overlay - Completed by end of year ■ 76' Ave Overlay - Complete — 1h mile bike lane added ■ Seaview Infiltration Facility - Complete ■ Highway 99 - Stage 2 - Complete - Gateway signs installed - Landscaped medians - HAWK signal installed ■ 2023 Utility replacement - Complete by end of year ■ Citywide bicycle - Started ■ Elm Way Walkway - Started 2023 ■ Civic Playfield - Complete ■ Contracts - 24 PSA agreements and supplements - 16 on -call PSA renewals Edmonds City Council Draft Minutes October 17, 2023 Page 19 Packet Pg. 97 8.2.a - 7 consultant LAG agreement and supplements - 3 new construction contracts - 1 small works construction contract - 1 emergency construction contract ■ Work in Place - $10,116,300 total paid to contractors (as of August) - 25 contractor progress payments processed - $1.9M paid to consultants to date ■ Apprentice Hours - 4,002 hours on City projects (as of Q2) ■ Grants - $7.3M billed to date (grants and partnerships) - 2 WSDOT grant project closeouts Citywide pedestrian improvements • 84' Avenue Overlay o Transportation ■ Traffic Calming - 3 new radar feedback signs - 2023 - changes to program eligibility and screening criteria - 18 stretches evaluated - Speed limit reduction along entire Highway 99 corridor from45 mph to 40 mph (soon to be completed) ■ Pedestrian safety/ADA - 5 RRFBs installed at existing crosswalks - Curb ramps • 17 installed (capital projects) • 6 installed (private development) ■ Planning - 2024-2029 TIP completed - 2024 transportation plan update started - Citywide lighting study (completed in 2023) - 5 year BIL grant strategy report - Submitted SS4A grant application with PSRC (safety Action Plan Grant) ■ Other - CRT incentives program for employees - Extension of ORCA cars available for all FTEs - Tree trimming along certain Community Transit bus routes completed o Utilities ■ Water - Replaced 1,870 feet pipe - Updated drinking water network model - 31 Water Availability Certificates issues ■ Sewer - Replaced 960 feet pipe - Rehabilitate 1,183 ft pipe (CIPP) - 31 sewer availability certificates issued ■ Storm - Replaced 750 feet pipe - 19 new catch basins - Completed Emergency OVD Storm Abandonment Project ■ All Utilities - General Facilities Charges updated Edmonds City Council Draft Minutes October 17, 2023 Page 20 Packet Pg. 98 8.2.a - Utilities rate analysis in progress o Stormwater ■ Grants - $469,200 DOE grant for Perrinville Basin Flow Reduction Study Update - $205,000 DOE grant for citywide Nonpoint discharge - $200,000 State appropriation for SR104/Marsh Catch Basin Replacement ■ Outreach/Ed - Vinyl wrapped streetsweeper to provide environmental awareness - Conducted Rain Garden tour to education public on its benefits - Provided 10-12 businesses with free spill kits and accident training - Implemented new campaign, "Dumpster/Trash Compactor maintenance" ■ SMAP/SCP - Completed analysis of Stormwater Management Action Plan (SMAP) • Result: Perrinville Creek Watershed identified as priority - Stormwater Comp Plan (SCP) Update in progress ■ Inspections - 19 illicit discharge complaints or notifications investigated - 52 NPDES permit required facility inspections completed - 12 stream/creek sites tested for water quality issues - 20% of all potential pollution generating businesses will be inspected per year (new source control program) o Private Development ■ Permits Issued - 345 permits - ROW, sewer installs, street use, encroachments - 26 SFR, 4 apt/condo - new construction - 91 SFR, 16 apt, 35 commercial - additions/alterations ■ Inspections - 2700 engineering inspections performed - 6 large development projects ■ Fees - $158,206 transportation impact fees to date - $129,103 water meter and water general facility - $31,451 stormwater general facility - $47,425 sewer general facility ■ Other - Permit fee and bars number update completed - 45 DRC and pre-app meetings held - -700 business licenses reviewed - -34 special event permits - Permit related reference materials updated o Document Updates ■ Code - Revised City Code for General Facility Charges - Stormwater City Code and Addendum updates underway Polices - Stormwater pumping policy - Enforcement of conditions of ROW Permits Franchises - PSE negotiations to update franchise - PUD discussion son permitting procedures - Cable franchise financial audit underway Edmonds City Council Draft Minutes October 17, 2023 Page 21 Packet Pg. 99 8.2.a - Monitoring of wireless communication contracts and rental fee coordination with finance Standard details - Completed annual update of standard details and published to City website Engineering - Operation decision packages #19 #20 #28 Public Works Armadillo Tracker— Drinking Water Records Traffic Data System Model Administrator Collector Update #29 #48 #98 Records Sanitary Sewer Reallocate Budget Management & Model Update Authority to Travel Scanning Services BARS # Mr. Antillon reviewed: Street & Storm o Street centerline miles: 145.9 o Stormwater pipe miles: 149.3 o Stormwater catch basin: 7,294 o Stormwater manholes: 1,897 o Responsible for the maintenance and operation of the city owned infrastructure in the right-of- way. ■ Storm drain system - Street sweeping - Drain structures maintenance and inspection ■ Roadways ■ City owned sidewalks ■ Street signs ■ Streetlights/signals ■ Street/roadways markings ■ Emergency response ■ Snow removal 2023 Accomplishments Emergency Response 48 Pavement Repairs 2887 crew hours 256 Signal Maintenance (665 crew hours) 44 Centerline/Fog line 1607 crew hours Full City Crosswalks striping/New tape (660 crew hours) 85 Arrows striping/New toe 38 crew hours 4 DA Rams 1 Sidewalk repairs 21 Hazard trees 16 Snow and Ice crew hours 604 Snow Response Gallons of CMA 4100 Community events support crew hours 3107 Storm System Maintenance basins 6947 Storm System Maintenance Manholes 293 Storm System new pipe linear feet 118 Storm video inspection (pipe segments) 313 New basins 11 Rehab storm surface structures 8 Street Sweeping crew hours 139 Edmonds City Council Draft Minutes October 17, 2023 Page 22 Packet Pg. 100 8.2.a o Materials ■ Asphalt (Tons) 68 ■ Paint (Gal) 2500 ■ Concrete (CY) 49 ■ Sand for snow removal (CY) 300 ■ Salt (CY) 36 ■ CMA (Gal) 4900 ■ Waste from storm drain system (Tons) 749 ■ Waste from street sweeping (Tons) 368 o Street & Storm future improvements required to meet stormwater requirements ■ Cover for salt and construction materials ■ Currently our setup does not comply with best practices for storing of salt and construction materials ■ Uncovered materials can contaminate the storm drain system o DP#68-24002 - $70,000 Brine Machine ■ The request to add a brine machine will improve our ability to respond to winter snow and ice events that the Pacific Northwest has been experiencing. ■ The trend has demonstrated longer, colder events that have challenged the historic policies and practices of the city's snow response. This equipment will help to maintain open, safe, navigable roadways for the traveling public. Water o Water main miles: 135.4 o Water domestic and fireline main miles: 1 o Water valves: 3,129 Water hydrants: 1,205 "' 1. Source: ' a �- i= o Primary - Alderwood Water and Wastewater District/City of Everett Sultan River. Original agreement in 1978, Current agreement 2010- °ma_ 2055. (24") o Secondary/Emergency - Seattle Public Utilities/Tolt River. 2011-2061 agreement for G'•rwrrn. w.w.... _ • Y "�� ' long-term standby supply for emergencies. (12") o Emergency intertie connections ■ 3. City of Lynwood ■ 4. Olympic View Water and Sewer District S°.r°.. _ _ `J;^x, _ "' 2. Storage Capacity: 7.5 MG (4 Reservoirs) o Five Corners Reservoirs: 3 MG and 1.5 MG o Seaview Reservoir 1.5 MG / ' - o Yost Reservoir 1.5 MG Capacity .a�ifv i. -- 2014 2034 •Peak Day Demand •Surplus o Operations & Maintenance (Fund 421) ■ Last 12 month the water department performed or responded to: Edmonds City Council Draft Minutes October 17, 2023 Page 23 Packet Pg. 101 8.2.a - 2398 utility locate requests completed. - 396 resident calls for service - Repaired or replaced 46 water services - Flushed 153 dead end blow offs - Inspected and operated 516 valves - Installed 17 new water services - Replaced 367 Water meters - Rebuilt 8 control valve stations o 2023 Decision Packages 1123 Water Main Tapping Equipment Replacement $ 8,960 #33 Water Operations & Capital Increase $ 245,500 #34 Phase 12 Waterline Replacement $ 10,000 #35 Phase 14 Waterline Replacement (2024) $ 506,128 #36 2023 Waterline Replacement Overlays $ 50,000 #37 Yost & Seaview Reservoirs Repairs & Upgrades $ 805,000 #38 Phase 13 Waterline Replacement (2023) $ 1,700,000 Sewer o The City owns and operates the collection and treatment systems. Approximately 80% of the city sewer is treated at the City plant, the rest is treated at the Lynwood treatment plant. o Collection system ■ 186 Miles of sewer pipe ■ 14 sewer lift stations ■ 29 Residential grinder pumps ■ Manholes and clean outs: 3425 ■ 9800 accounts, City of Edmonds o Treatment Service area ■ City of Edmonds approximately 50% ■ City of Mountlake Terrace ■ Olympic View Water Sewer District ■ Portions of City of Shoreline o Operations & Maintenance (Fund 423) ■ The Sewer Department performed or responded to: - 19 Lift Station motors and pump pulled and repaired due to lugs / blockages. Edmonds City Council Draft Minutes October 17, 2023 Page 24 Packet Pg. 102 8.2.a - Preformed 13 sewer main repairs with Sewer Department crews. - Emergency replacement of LS #10 pump and motor due to equipment failure. - Camera inspection and jetted 161,898 ft of sewer pipe. - Cut root intrusions out of 10,033 feet of sewer main. - 6 Grease blockages cleared. o Sewer Fund (422) ■ 2023 decision packajes #44 Additional Shoring Boxes and Equipment $ 30,000 Add one Senior Sewer Maintenance/GIS #45 Worker $ 140,459 Wastewater Treatment Plan o Plant statistics ■ Year built: 1957, upgraded in 1967 & 1986 ($35M) ■ Capacity: - Max Design Flow 11.8 MGD - Peak Daily Design Flow 21.5 MGD - Avg Summer Flow 4 MGD - Avg Winter Flow 6.5 MGD o The Carbon Recovery Project is substantially complete and currently in the commissioning process. Full operation is expected during the first quarter of 2024. o FOG Program ■ In 2023 the City of Edmonds Pretreatment Tech conducted over 700 inspections at restaurants, schools, hospitals, retirement homes, and other food producing facilities in Edmonds, Olympic View and Mountlake Terrace. He has also been instrumental in responding to odor complaints and helping to mitigate odor issues along the sewer lines and around the WWTP o WWTP Fund (760) ■ 2023 decision packages for 2024 funding Purpose.. 02 Asset/Project Management Specialist -convert limited term position to FTE $ 87,459 04 WWTP Primary Clarifier 2 Rehab $ 304,740 05 Gasification Bypass (Class A Solids Production) $ 152,370 06 Carbon Recovery Project (Close-out/Hauling) $ 253,950 07 Asset Criticality Ranking and Condition Assessment $ 76,185 08 VFD Upgrades/Replacements $ 126,975 09 Nutrient Removal Project $ 1,015,800 L10 Position Upgrade-WWTP OIT to WWTP Operator $20,316 o 2023 WWTP Achievements ■ On pace to treat approximately 1800 MG of wastewater ■ On pace to process over 10,700 wet tons of biosolids (including screenings) ■ 891 Work Orders completed ■ Laboratory Testing - Total Annual NPDES Compliance Tests: 540 - Total Annual PSNGP Compliance Tests: 652 - Total In-house Analyses: 10361 - Total Outsourced Analyses: 166 - Total Annual Biosolids Tests: 168 - Total Annual BioAir Tests: 401 - Total Annual BOD/cBOD: 2144 Edmonds City Council Draft Minutes October 17, 2023 Page 25 Packet Pg. 103 8.2.a - Total Annual TSS: 2652 ■ Odor Control - Insert Carbon filters in 6 manholes along the Lake Ballinger sewer line and work with King County Metro to adjust pumping strategy to lower peak flows which contribute to odors. Also worked with vendor to maximize odor treatment at City Park odor scrubber. ■ Staffing - WWTP Plant Manager and WWTP Plant Supervisor positions were filled - Hired 3 new WWTP Operator III's - Hired new Instrumentation and Electrical Technician - 4 Operators passed certification exams to become WWTP Operator III's - OIT passed certification exam to become WWTP Operator I ■ Rebuild Schwing Hydraulic Pump ■ Plant maintenance staff made modifications to the scum collectors on all three secondary clarifiers resulting in better solids capture and a cleaner effluent. ■ Mixed liquor valve actuator to secondary clarifier 3 replaced allowing better flow control and secondary clarifier performance. ■ Aeration blower 304 was removed, rebuilt and reinstalled due to bearing failure. ■ Non -pot water pump 431 VFD replacement after failure. ■ Disinfection (Sodium Hypochlorite) pump controls were replaced after failure. ■ Conditioning Tank 603 VFD replaced after failure ■ Rebuilt primary clarifier 1 rake arm and all internal steel structures due to extreme corrosion ■ Equipment purchased - CEM moisture analyzer was purchased for doing solids analyses necessary in operating the new gasification system - Microscope was rebuilt. This is used in the analysis of the activated sludge (6) microbiology. Microscope is 25 years old and some of the compound lenses and eye piece were failing. Facilities Maintenance and Operations o Responsible for the Maintenance and operation of the City's buildings ■ 7 Day support ■ 40 restrooms cleaned 2X day ■ 6 Locker -rooms & 2 Laundry facilities - Janitorial - HVAC - Plumbing - Electrical - Building envelope - Elevators ■ Maintain 21 Buildings totaling 450,000 sf o Notable accomplishments ■ 100% staff retention ■ Promotion of one custodian to Maintenance Custodian ■ Two staff receive BOC 2 certification ■ Safety Committee participation ■ Climate Protection Committee participation ■ Replaced five of the Facilities crew vehicles with one hybrid, three electric and one regular o Projects (Planned) Edmonds City Council Draft Minutes October 17, 2023 Page 26 Packet Pg. 104 8.2.a Public Safety Solar Plant In Progress Public Safety Card reader replacements complete Expansion of Public EV charging network Complete Painting Exterior Fire Station 16 Complete Interior Painting at six buildings In Progress (95%) Library Lobby painting Complete Library book drop demo Complete Library parking lot insulation repair Complete Electrical Service completed at City Park building Complete Fleet EV chargers added at two locations In Progress Anderson Center Fire Panel Replacement om lete nderson Center Gym floor refinishing icheduled for Dec Break nderson Center transom window replacement In Progress nderson Center Elevator machine upgrade (code forced) om lete I ndersonCenter Elevator and lobby(Flooring)om lete nderson Center Investment grade audit for HVAC In Progress nderson Center drinkingfountains upgraded with bottle fillers In Progress ire Station 17 Garage ceiling refurbishment Complete IAlarm radio updates at 4 locations Complete ity Park gazebo roof replacement Complete ity Park building parking lot repair/overlay om lete Meadowdale Club House flooring and stair coverings at pre-school omplete Works fleet electrical drops Icomplete o Projects (Unplanned) Anderson Center boiler tube replacement Complete Boys and Girls Club flooring repairs om lete Police pedestrian fence In Progress Neighborhood City Office hallway door/wall Complete Public Safety Lobby ADA door updates In Progress ublic Safety office remodels, Detectives, Patrol, and Sargent's In Progress upport 4th of July, Porch Fest and Palozza events Complete Nty Hall water pressure reductin valve rebuild thanks Water Division Complete City Hall Emergency sewer pipe replacement omplete City Hall Fire Marshal office relocation omplete Library remodel construction support In Progress Library emergency window frame replacement omplete Library fire alarm system replacement om lete Library security system omplete Library HVAC control upgrade In Progress City Park emergency water supply line replacement (thanks Water Division) Complete Beach Ranger Station entry door replacement In Progress th Ave sidewalk project In Progress Fleet o Maintenance and operation of the City owned fleet o Current inventory: 223 vehicles and equipment ■ Passenger vehicles ■ Maintenance vehicles ■ Police vehicles ■ Civil engineering support equipment ■ Backup Power Generators ■ Trailers ■ Construction Equipment ■ Hybrid, EV, and alternative fueled vehicles o Fleet Fund (511) ■ 2023 decision packages Edmonds City Council Draft Minutes October 17, 2023 Page 27 Packet Pg. 105 8.2.a #61 2023 Pre -Scheduled Vehicle Replacement $ 475,000 #62 Increases to Fleet Operations Expenditures $ 13,250 MECHANIC WORKLOAD TREND ■ Vehi cles/Equi pment per mechanic ■ Increase ■ 1 1 1 2008/3 2009/2 2022/2 20. YEAR, # DF MECHANICS With one more mechanic the load mechanic changed from 102 to Fund 511 o Operations & Maintenance DP #61 (511 `B' Fund) ■ 284-POL 2016 Ford Explorer (Patrol) Replaced with 2024 similar vehicle ■ 286-Pol 2016 Ford Explorer (Patrol) Replaced with 2024 similar vehicle ■ 310-POL 2015 Ford Explorer (Traffic) Replaced with 2024 similar vehicle ■ 904-POL 2016 Harley Davidson (Traffic) Replaced with 2024 Harley Davidson ■ 928-POL 2016 Harley Davidson (Traffic) Replaced with 2024 Harley Davidson ■ 960-POL 2016 Harley Davidson (Traffic) Replaced with 2024 Harley Davidson ■ 24-WTR 2008 Ford F-450 Replaced with 2024 F-450 ■ 105-ENG 2008 Ford Escape Replaced with 2024 Ford Escape o "Similar Vehicle" selection is dependent on market availability. o The automotive industry remains to be unpredictable and the impacts of the UAW strike is yet to be seen. o Expenditures by year ■ 2018 - $636,000 ■ 2019 - $1,750,000 ■ 2020 - $628,000 ■ 2021 - $262,000 ■ 2022 - $485,000 ■ 2023 - $633,000 ■ 2024 - $475,000 o Edmonds Green Fleet ■ 2023 Green Fleet Improvements - 7 Fully Electric Vehicles - 2 Hybrid Vehicles - Downsized Utility Vehicles providing better fuel economy and compatibility for future propane conversions ■ Total Fleet Improvements - 12 Fully Electric Vehicles - 15 Hybrid Vehicles - 36 Propane Converted Vehicles ■ 157 on the road vehicles - 40% are running on electric, hybrid, or alternative fuels - Exceeding future Federal and State goals by 2030 - Fleet is dedicated to the reduction of its environmental impacts by continuing the purchases of EV, hybrid, and alternative fueled vehicles where there is an available EV replacement option. Edmonds City Council Draft Minutes October 17, 2023 Page 28 Packet Pg. 106 o 2023 Fleet accomplishments ■ Asset Management software updates improving work processes for repair requests, work order flow, and costs analysis. ■ Fuel Site Management software updates to accurately track fuel usage. ■ 18 new vehicles put into service ■ 22 additional new vehicles will be in service by the end of 2023 ■ Sourced 17 vehicles that were otherwise unavailable to us through conventional sources ■ Hired a new Fleet Mechanic to support the fleet growth ■ Implemented a new Take Home Vehicle Policy Councilmember Nand commented it was awesome the amount of work Public Works does. She referred to engineering accomplishments capital projects and 4,000 apprentice hours and asked if that was apprentice hours within the department or union apprentices. Mr. English answered construction contracts over $1 million require 15% labor hours assigned to apprentices working for the contractor. Due to interest at city council meetings, Councilmember Nand asked staff to describe the City's policy on using union labor and prevailing wage on City projects. Mr. English answered contractors must comply with State of Washington prevailing wage. There is no requirement from a union standpoint but a lot of contractors the City employs use union labor; it depends on the project and the contractor performing the work. Councilmember Nand asked if the amount of union labor on Public Works and capital projects was a metric that could be tracked in 2024. Mr. English answered that could be tracked. With regard to EV chargers, Councilmember Nand relayed Lynnwood seems to take advantage of sponsorship opportunity for local businesses to provide free EV chargers. She asked whether that was a model Edmonds could pursue rather than pay -per -use that is utilized in Edmonds. Mr. Antillon answered that hasn't been explored yet. The EV chargers that have been installed are pay -per -use; several more have been added this year although a couple have not been energized because the software has not been updated. That could be a conversation to have with the economic development team and businesses about having commercial EV chargers at gas stations, hotels, etc. Councilmember Nand observed a company in Lynnwood, Volta, offers advertising space to subsidize the EV chargers. It is often not economical to pay per charge versus charging at your residence although people with range -anxiety are forced to. If the EV chargers could be subsidized, she anticipated there would be a proliferation of usage. Councilmember Paine said she loves what Public Works has proposed. She asked whether Public Works staff reads water meters or is that contracted out. Mr. Antillon answered Public Works staff read the water meters. Councilmember Paine asked if an automated water meter reading system similar to PUD's had been considered. The technology exists and it would be a way to free up staff time. Mr. Antillon answered it has been considered; in discussions with PUD, the City may be able to utilize their towers for advanced meter infrastructure. The payback is not quite there yet; it is expensive to transition and the meters are usually 10- year meters. Councilmember Olson said she loved the disclosure about the quality management improvement with marking utilities and she appreciated that staff was always on the lookout for things like that. With regard to the brine machine, she asked if that was a new decision package, recalling there was a decision package related to snow removal last year. Mr. Antillon agreed it was a new decision package. A smaller dump truck was added last year that allows staff to access smaller roads. The brine machine replaces spreading sand and salt; brine is more efficient and a lower concentration than putting salt on the road. Councilmember Olson asked about decision packages that are grouped together like pedestrian improvements, noting she did not see the HAWK crosswalk at Firdale. She asked if that could be installed as traffic calming if the neighborhood submitted an application or would that need to be a separate decision package. Mr. English answered that would need to be a separate decision package as a HAWK signal would Edmonds City Council Draft Minutes October 17, 2023 Page 29 Packet Pg. 107 8.2.a be too expensive for the traffic calming program. Councilmember Olson asked how much a HAWK signal cost. Mr. English offered to research and respond to her. Councilmember Olson asked about lighting on the Interurban Trail where there is graffiti and vandalism which was not proposed in the budget. Mr. English answered a lighting study approved as part of a decision package is being done that will identify darker spots in the City and opportunities for improvement. Councilmember Olson observed the budget only included a study and not any action. Mr. English agreed. Councilmember Teitzel referred to the street and stormwater map, observing the stormwater map includes a shaded area identified as Esperance; it was not clear how the Esperance stormwater system connects to Edmonds' system. He asked what standards Snohomish County has to meet when they interconnect with Edmonds stormwater system to ensure heavily polluted stormwater is not entering Edmonds' system. Mr. Antillon answered the NPDES permit has strict regulations; Snohomish County has to follow all the state, county and clean water act requirements. Councilmember Teitzel referred to the decision package for the brine machine and asked about the environmental safety of brine, whether it was safe for salmon. Mr. Antillon answered the concentration in brine is less than putting salt on the road. Councilmember Teitzel concluded it was the best option for the environment. COUNCILMEMBER OLSON MOVED, SECONDED BY COUNCILMEMBER CHEN, TO EXTEND FOR 20 MINUTES. MOTION CARRIED UNANIMOUSLY. Councilmember Chen commented it was wonderful to see all Public Works's accomplishments. He used the Fix It Edmonds app himself, it really works and is a great addition. He observed building maintenance was not being done this year and asked the plan for the future. Mr. Antillon answered quite a bit has been done, the facilities project list shows many of the projects that facilities has been working on and projects that have been contracted out, projects include painting, repairs, lighting upgrades, elevator repairs, boiler replacement, etc. Councilmember Chen commented all the work is not reflected in Fund 016, the funds are still there. Councilmember Buckshnis commented the City has spent a lot of money on cars, trucks and motorcycles, and motorcycles that are less than 5 years old are being given away. She asked whether the purchase of patrol cars and traffic motorcycles could be postponed, a cost of approximately $500,000, in view of efforts to be conscientious of the 2024 budget. Mr. Antillon said that would be a question for the police department, the vehicles are purchased via 511 `B' Fund. Councilmember Buckshnis referred to the $280,000 in merchant fees and asked if that was correct. Mr. Antillon answered that was correct, credit card fees for using the system. Councilmember Buckshnis asked if those fees were passed onto the user. Mr. Antillon answered in theory they are; all the costs of running the enterprise funds are built into the fees. Council President Tibbott referred to the WWTP decision packages and asked how many were related to completing the new project and how many were related to new systems. Mr. Antillon answered two are related to the new project; DP #05, gasification bypass (class A solids production); the system is comprised of two parts, the dryer and production of biochar. DP #06, Carbon Recovery Project (close-out/hauling) is the second related to the new project. The other remaining decision packages are ongoing. There is typically $1 million in general maintenance and major repairs at the WWTP to keep up with the aging equipment. Council President Tibbott referred to DP #06 to close out the carbon recovery project and asked that had been intended to be included in the contract to install the plant or was it anticipated. Mr. Antillon answered the hauling costs were not anticipated because the project took longer than anticipated. Once the contract negotiations are concluded, those costs will be shared with the WWTP partners. Council President Tibbott Edmonds City Council Draft Minutes October 17, 2023 Page 30 Packet Pg. 108 8.2.a observed the list of decision packages for the WWTP states CofE portion for the amounts. Mr. Antillon advised he would check on that. Council President Tibbott commented it was great to see the amount of work that Public Works does. Mayor Nelson advised due to the late hour, Item 10.4, Proposed 2024-2029 Capital Facilities Plan & Capital Improvement Program, would be postponed to a future meeting. Human Resources HR Director Jessica Neill Hoyson advised she did not have any decision packages. She reviewed: • 2023 Department Overview o Functions of the HR Department (High-level overview) ■ HR Planning: Aligning HR functions with the goals of the City ■ Recruitment/Hiring - HR assists with the full spectrum of recruitment which includes: • Job description review • Building job postings • Conducting minimum qualification reviews Supporting departments with interview processes as needed • Background checks • Review of job offers for compliance with policy or collective bargaining agreements • Production of offer letters Onboarding new employees (benefits, personnel policy review, initial required training) ■ Compensation & Benefits - Administers the City's benefit programs • Processes all benefit paperwork • Reviews benefit offerings to ensure the City continues to be competitive Currently manages 13 benefit lines ■ Health and Safety - Responsible for all employee safety issues - Manages all on the job injury claims - Works with claims manager to return the employee to work ■ Labor Law Compliance - Responsible for the City's compliance with all federal and state labor laws - Establish policies and bargaining agreements that ensure compliance • Areas include working hours/conditions, harassment protections, equal employment opportunity, compensation, leave laws ■ Employee Relations - Assisting departments with employee and performance management issues - Addressing employee complaints and concerns - Conducting investigations ■ Labor Relations - Conduct bargaining for all 5 represented employee groups - Conduct all bargaining for issue that arise outside of the contract - Manage the City's responses to union grievances, unfair labor practice filings, and PERC hearings ■ Administrative Duties - Responsible for maintaining all personnel records • Employee personnel files Investigatory files • Benefit policies and information Edmonds City Council Draft Minutes October 17, 2023 Page 31 Packet Pg. 109 8.2.a ■ Risk Management - HR is also responsible for the Risk Management function of the City - Acts as the delegate to WCIA - Contact for claims and some litigation - Manages all outside insurance purchases - Provides risk advisement as requested by departments o HR metrics from January 2023 through September 2023 ■ Leaves managed: 36 - This category includes FMLA, ADA Accommodations, Military Leave, and Bereavement Leave ■ L&I Claims Managed: 17 ■ Emergency Sick Leave Requests processed: 40+ ■ Jobs posted: 52 ■ Employees Hired: 67 ■ Employee Separations: 20 ■ Collective Bargaining Contracts Completed: 3 ■ Collective Bargaining Retroactive Pay implementations: 2 - This was a very large project that took up much of the HR Department's time Councilmember Nand thanked HR for all the work they do. She relayed when she logs into LinkedIn, she is asked if she wants to claim ten unclaimed jobs for the City of Edmonds. Councilmember Paine asked Ms. Neill Hoyson to comment on the WCIA insurance rates which increased this year. Ms. Neill Hoyson explained Edmonds is not alone in having its insurance rates increase. It is difficult for municipalities to purchase insurance in Washington State and insurance companies have increased their rates. There is a very large group in the WCIA pool and the risk is shared among all members. Early in the year, she schedules a presentation to review the City's claim history and present the WCIA audit review to show the source of claims, types of claims, and how that is being addressed. The risk pool is functioning well, they do a good j ob of marketing the pool to get the best prices for the members. The biggest issues are the claims environment in Washington State and an across the board uptick in personnel claims post COVID with employees returning to work. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER CHEN, TO EXTEND TO 10:30. MOTION CARRIED UNANIMOUSLY. Councilmember Buckshnis observed the risk management policy needs to be approved. With regard to claims, she anticipated a large claim would be coming due to the Pruitt lawsuit. She asked if the budget anticipated that cost, recalling rates increased substantially after the Cooper/Humane litigation. Ms. Neill Hoyson explained WCIA looks at a five year period so it depends on when a claim gets settled or adjudicated. During that five year period, new claims come in and old claims drop off. Councilmember Chen referred to the number of employee separations, asking if that include retirements. Ms. Neill Hoyson answered it includes retirements, resignation for other employment, and employee separation. Councilmember Chen observed City staff has grown by 47 people. Ms. Neill Hoyson answered some of the employees are seasonal Parks; not all the positions are full time regular employees. 3. 2024 COLA FOR NON -REPRESENTED EMPLOYEES HR Director Neill Hoyson reviewed the proposed 2024 wage adjustment for non -represented employees: • Personnel Policies - Chapter 5 o Compensation ■ Annual Salary Adjustments Edmonds City Council Draft Minutes October 17, 2023 Page 32 Packet Pg. 110 8.2.a ■ Personnel Policy 5.10 Non -Represented Employees' Annual Salary Adjustments ■ The Mayor will recommend the adjustment of salary schedule for non -represented employees to the City Council for approval as part of the budget process 2024 Wage Adjustments for Represented Groups o Currently the AFSCME , Teamsters, and EPOA Law Support collective bargaining agreements are settled for 2024 ■ AFSCME 4.6% ■ Teamsters 4.6% ■ Law Support 4% ■ The EPOA Commissioned contract is not settled for 2024 but as this is a represented group that has binding arbitration, taking this group's wage adjustments into consideration for the non -represented employees would not be appropriate. Other Data points o Using "comparator" organizations is often the standard in establishing compensation and has been used by Edmonds for both represented and non -represented employees o Using the Consumer Price Index for Urban wage earners in the Seattle/Tacoma/Bellevue area is also used as data point to establish compensation levels. Com arator Organization proposed non -re adjustments for 2024 City COLA Bothell 3.4% Shoreline TBD SeaTac TBD Olympia TBD Lacey No Information Issaquah 4% Tentative Puyallup TBD Burien 4.5% Tentative CPI-U based Lynwood No information Mukilteo Not yet established o Given that so many of Edmond's comparators have not yet established the non -rep wage adjustment for 2024 it is advised not to use the median of the comparators for 2024 Using the CPI-U to determine wage adjustments o In order to determine the cost of inflation from one year to the next the year a period is established be setting a base month between two years. The June to June period is the most commonly used. o The 2023 CPI-U, which is used to establish 2024 wages, was 4.6% Year June 2018 3.3 2019 2.3 2020 0.9 2021 5.5 2022 10.1 2023 4.6 Washington State Minimum Wage Increase for 2024. o Washington State minimum wage will increase to $16.28 per hour in 2024 o State law requires an automatic annual inflation adjustment based on the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) for the August to August period. What was proposed in the preliminary budget o The preliminary budget includes a proposal of a 4.6% wage adjustment for non -represented employees 2024 COLA Recommendation Edmonds City Council Draft Minutes October 17, 2023 Page 33 Packet Pg. 111 o Based on the wage adjustments being provided to represented groups which range between 4.6% and 4%; and o The CPI-U for 2023 June to June being 4.6% o It is recommended that the non -rep employees receive a 4% wage adjustment for 2024 Recommendation Budget Impact o Current proposed COLA in the 2023 budget is for a 4.6% wage adjustment. ■ This will cost $176,832 in wages and $37,154 in benefits for 2024 o The recommended wage adjustment of 4% would have the following budget impact: ■ $175,818 in wages and $37,123 in benefits Ms. Neill Hoyson advised she provided some additional information to council at the request of Councilmember Paine regarding the wage adjustments provided over the last three years and the CPI-U for last three years. In 2021, single year contract extensions were done for the unions because the City was still dealing with the pandemic and was unsure what was happening with revenues, and union employees received a 2% wage adjustment. The exception was law support whose wage schedule was not consistent with the City's wage schedule which has a 5% progression between ranges and 5% between steps. Law support's wage schedule was corrected in 2021 to be consistent with the City's other wage schedules and there was some internal alignment to similar positions in the administrative services. The result was an average adjustment of 4%, but the adjustments varied for every position. Ms. Neill Hoyson continued, in 2022, the council -approved wage study was implemented for all group except law support. In 2023, the wage study was implemented for law support because their contract was being bargained. Also in 2023, she proposed and council approved a larger COLA for non -represented employees to catch them up with the implementation of the wage study and the internal equity between positions. If the council approves the proposed 4% wage adjustment for non -represented employees, they will have received a 16% wage increase over 4 years, other unions groups have received 17.6% and the rate of inflation over that time period has been 21.1%. COUNCILMEMBER OLSON MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO APPROVE THE 4% 2024 COLA FOR NON -REPRESENTED EMPLOYEES. Councilmember Olson commented this is a year where everyone will be making sacrifices. She has not ruled out a freeze for vacant positions, but felt a 4% COLA was reasonable because things have gotten more expensive. MOTION CARRIED UNANIMOUSLY. COUNCILMEMBER OLSON MOVED, SECONDED BY COUNCILMEMBER TEITZEL, TO EXTEND FOR 15 MINUTES FOR EVERYONE'S COMMENTS. UPON ROLL CALL, MOTION FAILED (4-3) DUE TO LACK OF A SUPER MAJORITY, COUNCILMEMBERS TEITZEL, CHEN, OLSON AND NAND VOTING YES; COUNCIL PRESIDENT TIBBOTT AND COUNCILMEMBERS BUCKSHNIS, AND PAINE VOTING NO. 4. PROPOSED 2024-2029 CAPITAL FACILITIES PLAN & CAPITAL IMPROVEMENT PROGRAM This item was postponed to a future meeting. 11. MAYOR'S COMMENTS 12. COUNCIL COMMENTS 13. ADJOURN The Council meeting was adjourned at 10:29 p.m. Edmonds City Council Draft Minutes October 17, 2023 Page 34 Packet Pg. 112 8.3 City Council Agenda Item Meeting Date: 10/24/2023 Approval of payroll and benefit checks, direct deposit and wire payments. Staff Lead: Kimberly Dunscombe Department: Administrative Services Preparer: Lori Palmer Background/History Approval of payroll checks for Kelly Days Buy Back #65827 through #65844 dated October 18, 2023 for $28423.88, payroll checks #65845 through #65850 dated October 20, 2023 for $13,507.82, payroll direct deposit for $823,115.90, benefit checks #65851 through #65857 and wire payments for $796,986.00 for the pay period of October 1, 2023 to October 15, 2023. Staff Recommendation Approval of payroll and benefit checks, direct deposit and wire payments. Narrative In accordance with the State statutes, City payments must be approved by the City Council. Ordinance #2896 delegates this approval to the Council President who reviews and recommends either approval or non -approval of payments. Attachments: Benefit Checks Summary 10-20-2023 payroll earnings summary 10-20-2023 payroll earnings summary 10-18-2023 kelly buy back Packet Pg. 113 Benefit Checks Summary Report City of Edmonds Pay Period: 1,105 - 10/01/2023 to 10/15/2023 Bank: usbank - US Bank Check # Date Payee # Name Check Amt Direct Deposit 65851 10/20/2023 bpas BPAS 6,013.63 0.00 65852 10/20/2023 chap1 CHAPTER 13 TRUSTEE 175.00 0.00 65853 10/20/2023 epoa2 EPOA-POLICE 6,831.00 0.00 65854 10/20/2023 epoa3 EPOA-POLICE SUPPORT 764.76 0.00 65855 10/20/2023 icma MISSIONSQUARE PLAN SERVICES 6,157.81 0.00 65856 10/20/2023 flex NAVIA BENEFIT SOLUTIONS 4,263.50 0.00 65857 10/20/2023 teams TEAMSTERS LOCAL 763 6,522.00 0.00 30,727.70 0.00 Bank: wire - US BANK Check # Date Payee # Name Check Amt Direct Deposit 3582 10/20/2023 awc AWC 426,943.83 0.00 3588 10/20/2023 us US BANK 159,030.72 0.00 3589 10/20/2023 mebt WTRISC FBO #N3177B1 140,646.41 0.00 3591 10/20/2023 pb NATIONWIDE RETIREMENT SOLUTION 5,185.00 0.00 3592 10/20/2023 wadc WASHINGTON STATE TREASURER 33,747.34 0.00 3594 10/20/2023 oe OFFICE OF SUPPORT ENFORCEMENT 705.00 0.00 766,258.30 0.00 Grand Totals: 796,986.00 0.00 8.3.a 0 0 a a) r 0 a> L vi Y a� s c d c co 0 L M CL W. 0 �a 0 0- a Q M N 0 N 0 N O c�a E E n co 0 Y C� d t U r d c 0 m w c 0 E s 0 ca r r Q 10/18/2023 Packet Pg. 114 Payroll Earnings Summary Report City of Edmonds Pay Period: 1,105 (10/01/2023 to 10/15/2023) Hour Type Hour Class Description Hours Amount 111 ABSENT NO PAY LEAVE 7.00 0.00 112 ABSENT NO PAY NON HIRED 132.00 0.00 120 SICK SICK LEAVE - L & 1 80.00 3,606.50 121 SICK SICK LEAVE 460.00 25,595.57 122 VACATION VACATION 852.50 47,068.60 123 HOLIDAY HOLIDAY HOURS 124.00 6,015.58 124 HOLIDAY FLOATER HOLIDAY 29.00 1,549.16 125 COMP HOURS COMPENSATORY TIME 242.50 12,653.17 128 HOLIDAY Holiday Bank WWTP 35.00 1,730.08 129 SICK Police Sick Leave L & 1 6.00 287.66 131 MILITARY MILITARY LEAVE 12.00 684.44 132 JURY DUTY JURY DUTY 4.00 117.28 135 SICK WASHINGTON STATE SICK LEAVE 6.00 133.50 141 BEREAVEMENT BEREAVEMENT 40.00 2,576.97 150 REGULAR HOURS Kelly Day Used 108.00 5,382.91 154 HOLIDAY FLOATER HOLIDAY BUY BACK 16.00 679.49 155 COMP HOURS COMPTIME AUTO PAY 103.52 5,559.58 157 SICK SICK LEAVE PAYOFF 14.95 756.75 158 VACATION VACATION PAYOFF 42.36 2,188.87 160 VACATION MANAGEMENT LEAVE 126.00 11,795.48 190 REGULAR HOURS REGULAR HOURS 18,617.00 995,068.12 193 REGULAR HOURS LIGHT DUTY 30.00 1,643.82 194 SICK Emerqency Sick Leave 147.50 7,767.72 195 REGULAR HOURS ADMINISTRATIVE LEAVE 8.00 464.50 210 OVERTIME HOURS OVERTIME -STRAIGHT 9.25 398.50 215 OVERTIME HOURS WATER WATCH STANDBY 48.00 3,268.01 216 MISCELLANEOUS STANDBY TREATMENT PLANT 5.00 625.56 220 OVERTIME HOURS OVERTIME 1.5 331.25 28,011.89 225 OVERTIME HOURS OVERTIME -DOUBLE 7.50 758.68 400 MISCELLANEOUS MISC PAY 0.00 2,100.00 410 MISCELLANEOUS WORKING OUT OF CLASS 0.00 963.18 411 SHIFT DIFFERENTIAL SHIFT DIFFERENTIAL 0.00 2,702.43 600 RETROACTIVE PAY RETROACTIVE PAY 0.00 1,283.86 602 COMP HOURS ACCRUED COMP 1.0 72.75 0.00 604 COMP HOURS ACCRUED COMP TIME 1.5 110.25 0.00 10/18/2023 Packet Pg. 115 Payroll Earnings Summary Report City of Edmonds Pay Period: 1,105 (10/01/2023 to 10/15/2023) Hour Type Hour Class Description Hours Amount 606 COMP HOURS ACCRUED COMP 2.0 3.00 0.00 acc MISCELLANEOUS ACCREDITATION PAY 0.00 198.72 acs MISCELLANEOUS ACCRED/POLICE SUPPORT 0.00 245.87 colre MISCELLANEOUS Collision Reconstruction ist 0.00 54.76 cpl MISCELLANEOUS TRAINING CORPORAL 0.00 201.58 crt MISCELLANEOUS CERTIFICATION III PAY 0.00 113.61 ctr MISCELLANEOUS CTR INCENTIVES PROGRAM 0.00 240.00 deftat MISCELLANEOUS DEFENSE TATICS INSTRUCTOR 0.00 94.36 det MISCELLANEOUS DETECTIVE PAY 0.00 138.08 det4 MISCELLANEOUS Detective 4% 0.00 964.64 ed1 EDUCATION PAY EDUCATION PAY 2% 0.00 859.16 ed2 EDUCATION PAY EDUCATION PAY 4% 0.00 420.60 ed3 EDUCATION PAY EDUCATION PAY 6% 0.00 10,288.72 firear MISCELLANEOUS FIREARMS INSTRUCTOR 0.00 487.05 fmis SICK FAMILY MEDICAL/SICK 112.00 5,350.80 k9 MISCELLANEOUS K-9 PAY 0.00 269.53 less MISCELLANEOUS LESS LETHAL INSTRUCTOR 0.00 98.73 Iq1 LONGEVITY LONGEVITY PAY 2% 0.00 879.94 Ig11 LONGEVITY LONGEVITY PAY 2.5% 0.00 1,477.09 Ig12 LONGEVITY Longevity 9% 0.00 1,422.60 Ig13 LONGEVITY Longevity 7% 0.00 1,349.83 Ig14 LONGEVITY Longevity 5% 0.00 777.69 Iq2 LONGEVITY PAY LONGEVITY PAY 4% 0.00 346.28 Iq4 LONGEVITY Longevity 1% 0.00 1,270.08 Iq5 LONGEVITY Longevity 3% 0.00 2,792.30 Iq7 LONGEVITY Longevity 1.5% 0.00 562.08 mtc MISCELLANEOUS MOTORCYCLE PAY 0.00 138.08 ooc MISCELLANEOUS OUT OF CLASS 0.00 146.66 pfmp ABSENT Paid Family Medical Unpaid/Sup 19.00 0.00 pfmv VACATION Paid Family Medical Vacation 15.00 821.88 phv MISCELLANEOUS PHYSICAL FITNESS PAY 0.00 2,126.15 sqt MISCELLANEOUS ADMINISTRATIVE SERGEANT 0.00 219.02 st REGULAR HOURS Serqeant Pay 0.00 164.27 str MISCELLANEOUS STREET CRIMES 0.00 219.02 traf MISCELLANEOUS TRAFFIC 0.00 262.90 10/18/2023 Packet Pg. 116 Hour Type Hour Class vap VACATION Payroll Earnings Summary Report City of Edmonds Pay Period: 1,105 (10101/2023 to 10/15/2023) Description Vacation Premium Hours 16.00 21,992.33 Total Net Pay: Amount 834.98 $1,209,274.92 $835,974.42 8.3.b 10/18/2023 Packet Pg. 117 Hour Type Hour Class 149 KELLY DAY Payroll Earnings Summary Report City of Edmonds Pay Period: 1,165 (10/13/2023 to 10/13/2023) Description KELLY DAYS BUY BACK Hours Amount 600.00 37,343.88 600.00 $37,343.88 Total Net Pay: $28,423.88 8.3.c 10/18/2023 Packet Pg. 118 8.4 City Council Agenda Item Meeting Date: 10/24/2023 Approval of claim checks and wire payments. Staff Lead: Dave Turley Department: Administrative Services Preparer: Nori Jacobson Background/History Approval of claim checks #259702 through #259815 dated October 19, 2023 for $447,964.03 and wire payments of $1,115.42 & $27,724.16. Staff Recommendation Approval of claim checks and wire payments. Narrative The Council President shall be designated as the auditing committee for the city council. The council president shall review the documentation supporting claims paid and review for approval by the city council at its next regular public meeting all checks or warrants issued in payment of any claim, demand or voucher. A list of each claim, demand or voucher approved and each check or warrant issued indicating the check or warrant number, the amount paid and the vendor or payee shall be filed in the city council office for review by individual councilmembers prior to each regularly scheduled public meeting. Attachments: Claims 10-19-23 Agenda copy Packet Pg. 119 8.4.a apPosPay Positive Pay Listing Page: 1 10/19/2023 12:39:19PM City of Edmonds Document group: jacobson Vendor Code & Name Check # Check Date Amount 079413 31BOOKS 259702 10/19/2023 574.00 076040 911 SUPPLY INC 259703 10/19/2023 2,132.10 073947 A WORKSAFE SERVICE INC 259704 10/19/2023 499.00 070322 A&A LANGUAGE SERVICES INC 259705 10/19/2023 1,744.89 078745 A-1 LANDSCAPING & CONSTRUCTION 259706 10/19/2023 56,136.92 000135 ABSCO ALARMS INC 259707 10/19/2023 612.44 061029 ABSOLUTE GRAPHIX 259708 10/19/2023 1,843.00 064088 ADT COMMERCIAL 259709 10/19/2023 254.31 079440 ADVANCED INSTALLATION 259710 10/19/2023 136.00 078469 AGUIRRE, RAUL 259711 10/19/2023 260.00 074306 AMWINS GROUP BENEFITS INC 259712 10/19/2023 8,591.80 073573 ANIXTER 259713 10/19/2023 1,989.45 069751 ARAMARK UNIFORM SERVICES 259714 10/19/2023 443.10 064807 ATS AUTOMATION INC 259715 10/19/2023 19,524.25 070305 AUTOMATIC FUNDS TRANSFER 259716 10/19/2023 3,231.60 001835 AWARDS SERVICE INC 259717 10/19/2023 118.13 076260 BELAIR, ROGER 259718 10/19/2023 595.00 028050 BILL PIERRE FORD INC 259719 10/19/2023 768.87 074307 BLUE STAR GAS 259720 10/19/2023 2,695.73 077166 CADENA, MICHAEL 259721 10/19/2023 130.00 073029 CANON FINANCIAL SERVICES 259722 10/19/2023 696.63 075092 CASCADE BICYCLE CLUB ED FNDN 259723 10/19/2023 5,000.00 079436 CASEY BUI 259724 10/19/2023 125.00 069813 CDW GOVERNMENT INC 259725 10/19/2023 7,300.23 067446 CEM CORPORATION 259726 10/19/2023 162.72 075384 CONOM LAW FIRM PLLC 259727 10/19/2023 1,822.92 075648 COVICH-WILLIAMS CO INC 259728 10/19/2023 347.23 073823 DAVID EVANS & ASSOC INC 259729 10/19/2023 19,046.36 078912 DAWKINS, LOI 259730 10/19/2023 1,163.50 076043 DEERE & COMPANY 259731 10/19/2023 37,788.48 068903 DEPT OF NATURAL RESOURCES 259732 10/19/2023 199.15 076172 DK SYSTEMS 259733 10/19/2023 11,319.27 075153 DOPPS, MARIA 259734 10/19/2023 130.00 065739 DTG RECYCLE 259735 10/19/2023 98.56 007675 EDMONDS AUTO PARTS 259736 10/19/2023 181.76 076610 EDMONDS HERO HARDWARE 259737 10/19/2023 858.66 008705 EDMONDS WATER DIVISION 259738 10/19/2023 2,550.75 075200 EDUARDO ZALDIBAR 259739 10/19/2023 195.00 008812 ELECTRONIC BUSINESS MACHINES 259740 10/19/2023 883.95 072136 EPTURA INC 259741 10/19/2023 1,643.64 009350 EVERETT DAILY HERALD 259742 10/19/2023 190.92 079437 EVYDANI BOOKS LLC 259743 10/19/2023 574.00 009815 FERGUSON ENTERPRISES INC 259744 10/19/2023 8,305.26 072493 FIRSTLINE COMMUNICATIONS INC 259745 10/19/2023 3,861.98 076340 FIRSTTWO INC 259746 10/19/2023 2,652.00 079184 FORMA CONSTRUCTION COMPANY 259747 10/19/2023 26,208.31 071845 GENERAL PACIFIC INC 259748 10/19/2023 663.00 012199 GRAINGER 259749 10/19/2023 1,573.36 074722 GUARDIAN SECURITY SYSTEMS 259750 10/19/2023 69.53 012560 HACH COMPANY 259751 10/19/2023 344.86 079012 HARLOWE & FALK LLP 259752 10/19/2023 560.00 013500 HINGSON, ROBERT 259753 10/19/2023 3,331.60 076240 HM PACIFIC NORTHWEST INC 259754 10/19/2023 1,166.36 Page: 1 Packet Pg. 120 8.4.a apPosPay Positive Pay Listing 10/19/2023 12:39:19PM City of Edmonds Document group: jacobson Vendor Code & Name Check # Check Date Amount 067862 HOME DEPOT CREDIT SERVICES 259755 10/19/2023 2,477.36 072041 IBS INCORPORATED 259756 10/19/2023 422.34 014940 INTERSTATE BATTERY SYSTEMS 259757 10/19/2023 223.10 070120 L E A D S.ONLINE INC 259758 10/19/2023 3,085.00 075016 LEMAY MOBILE SHREDDING 259759 10/19/2023 16.92 074263 LYNNWOOD WINSUPPLY CO 259760 10/19/2023 1,056.63 064478 LYON, ELIZABETH C 259761 10/19/2023 133.00 075716 MALLORY PAINT STORE INC 259762 10/19/2023 181.84 066878 METAL SUPERMARKETS 259763 10/19/2023 607.33 020900 MILLERS EQUIP & RENT ALL INC 259764 10/19/2023 476.12 072939 MULTI -CRAFT PLASTICS 259765 10/19/2023 51.94 024001 NC MACHINERY 259766 10/19/2023 101.07 024302 NELSON PETROLEUM 259767 10/19/2023 385.35 075520 NOBLE, LINDA 259768 10/19/2023 130.00 075542 NORTHWEST LANDSCAPE SUPPLY 259769 10/19/2023 27.65 064215 NORTHWEST PUMP & EQUIP CO 259770 10/19/2023 2,982.95 072739 O'REILLYAUTO PARTS 259772 10/19/2023 87.23 076902 OCCUPATIONAL HEALTH CTR OF WA 259771 10/19/2023 194.00 075735 PACIFIC SECURITY 259773 10/19/2023 4,337.02 027060 PACIFIC TOPSOILS 259774 10/19/2023 1,511.25 078895 PADILLA, TRACIE 259775 10/19/2023 83.84 072507 PEACE OF MIND OFFICE SUPPORT 259776 10/19/2023 236.00 079375 PLANTS NORTHWEST INC 259777 10/19/2023 2,486.93 028860 PLATT ELECTRIC SUPPLY 259778 10/19/2023 837.38 064167 POLLARD WATER 259779 10/19/2023 190.11 029117 PORT OF EDMONDS 259780 10/19/2023 4,567.65 079020 PRECISION LANGUAGE SERVICES 259781 10/19/2023 130.00 068697 PUBLIC SAFETY TESTING INC 259782 10/19/2023 882.00 066786 RELIABLE SECURITY SOUND & DATA 259783 10/19/2023 670.19 061540 REPUBLIC SERVICES #197 259784 10/19/2023 1,720.33 068657 ROBERT HALF 259785 10/19/2023 5,387.57 075737 ROBINSON, HUA 259786 10/19/2023 130.00 064769 ROMAINE ELECTRIC 259787 10/19/2023 420.84 079387 SAYBR CONTRACTORS INC 259788 10/19/2023 14,727.19 066964 SEATTLE AUTOMOTIVE DIST INC 259789 10/19/2023 1,132.87 079438 SEATTLE DANCE FITNESS LLC 259790 10/19/2023 100.00 070495 SEPULVEDA, PABLO 259791 10/19/2023 130.00 060889 SNAP -ON INDUSTRIAL 259792 10/19/2023 34.80 037375 SNO CO PUD NO 1 259793 10/19/2023 5,931.78 006630 SNOHOMISH COUNTY 259794 10/19/2023 887.00 079383 SOUTHERN CARLSON INC 259795 10/19/2023 63.60 079439 STOWE DEVELOPMENT & STRATEGIES 259796 10/19/2023 11,825.00 040916 TC SPAN AMERICA 259797 10/19/2023 531.96 027269 THE PART WORKS INC 259798 10/19/2023 145.72 066056 THE SEATTLE TIMES 259799 10/19/2023 2,000.00 072649 THE WIDE FORMAT COMPANY 259800 10/19/2023 232.05 079435 TIMM & ASHLEY BISCHOFF 259801 10/19/2023 100.00 076946 TSERENDAVAA, ARIUNTULGA 259802 10/19/2023 130.00 044960 UTILITIES UNDERGROUND LOC CTR 259803 10/19/2023 811.41 067216 VIKING AUTOMATIC SPRINKLER CO 259804 10/19/2023 2,824.96 047200 WA RECREATION & PARK ASSOC 259805 10/19/2023 249.00 068259 WA ST CRIMINAL JUSTICE 259806 10/19/2023 10,194.00 075155 WALKER MACY LLC 259807 10/19/2023 1,805.00 067917 WALLY'STOWING INC 259808 10/19/2023 280.92 Page: 2 Packet Pg. 121 8.4.a apPosPay Positive Pay Listing 10/19/2023 12:39:19PM City of Edmonds Document group: jacobson Vendor Code & Name Check # Check Date Amount 075635 WCP SOLUTIONS 259809 10/19/2023 4,090.18 073552 WELCO SALES LLC 259810 10/19/2023 252.93 079419 WILLOW BENCH BOOKS 259811 10/19/2023 524.00 077286 WSP USA INC 259812 10/19/2023 97,863.94 071634 ZAYO GROUP LLC 259813 10/19/2023 1,839.02 078389 ZENNER USA 259814 10/19/2023 9,021.32 011900 ZIPLY FIBER 259815 10/19/2023 708.86 GrandTotal: 447,964.03 Total count: 114 N _ m E ca a d L �3 c� a� s E 4- 0 0 L Q Q Q Q 0 0 M M _ CD Q M N Q> O N E M U _ d E M 0 ca Q Page: 3 Packet Pg. 122 8.5 City Council Agenda Item Meeting Date: 10/24/2023 International District Permanent Banner Design Project Staff Lead: Frances Chapin Department: Community Services Preparer: Megan Luttrell Background/History In 2004, the City funded an enhancement study and accompanying market analysis of the SR 99 area. One primary recommendation was to build on the identity of a growing cluster of international businesses on Hwy 99. This International District in Edmonds is located approximately between 238th and 224t" Streets SW on SR99 In 2005, Economic Development, Engineering and Cultural Services worked together to apply for a federal Transportation Enhancements grant, receiving the first of three awards in 2006. The project goals were to strengthen the International District identity through improving visual identity/aesthetics and pedestrian comfort with new gateway elements including new artist made pedestrian level lighting, new district identification signage on custom light poles, resurfacing of the island at 76th and the addition of a solar lit sculptural piece on the island as part of the gateway. Additional funding was awarded in 2008 and in 2011 the project was expanded to 13 custom light poles with 7 artist enhanced pedestrian lights, for a total capital project construction budget of $662,000 in Federal funds. Of that total, $100,000 was for artwork. The artist, Pam Beyette, was selected through a competitive process and approved by City Council in 2008. The intent of her design of pedestrian level lighting lanterns called "Eight Paths of Light" was to utilize an international icon, the lantern, to evoke the shared cultural symbols of light, celebration, harmony and joy and create a welcoming landmark to Edmonds' International District. In addition to the custom red poles, and artwork lanterns, the project included a graphic district identification used on signage and banners that were added to the light poles. The project was completed and dedicated in early 2014. The temporary fiber banners, approximately 18" x 120", did not hold up well and were taken down about a year later. The current project is to replace those banners with permanent artist designed cut metal banners. Public art projects with a significant budget are generally brought to City Council to provide information and for approval of the call for artists. Staff Recommendation Approve RFQ Call for Artists - Edmonds International District Permanent Banner Design Project. Narrative The original project intended to replace the fiber banners when worn, but it became evident that replacement with standard temporary banner materials was impractical and hazardous because of the wear from windy conditions. The remaining budget of $39,535 currently in the 332 fund for the banner project is for replacements. The Arts Commission has been looking at opportunities to add public art in Packet Pg. 123 8.5 the Hwy 99 corridor. They proposed and approved using additional funds from the municipal arts fund to increase the budget and make it possible to install artist designed permanent cut metal banners on the red light poles in the International District. To ensure consistency of fabrication and installation meeting City defined standards the banners will be designed by artists but fabrication and installation will be contracted out by the City. The funding has been identified and the next step is to advertise a call for artists to design images for the banners. The call for artists is a Request for Qualifications and from the pool of applicants up to 8 will be selected to create original designs for the banners per City provided specifications. The attached draft call for artists was approved by the Arts Commission on Oct 2, 2023. Up to 8 artists will be selected to create two final designs for a stipend of $2,000, a total design fee budget of $16,000. Designs to be fabricated in cut metal will be viewable from both sides and the required theme includes reflecting the cultural context of the Edmonds International District and reinforcing visual welcoming and placemaking. Additional project costs including engineering, bracket design, graphic design oversight, fabrication and installation will be contracted out. The total proposed budget for the project is $78,000 for the 13 installed permanent art banners. $39,535 is from the original capital project funds held in fund 332 and $38,465 is from the 117 Municipal Arts Fund approved by the Arts Commission. Attachments: RFQ for Banner Project Call Proposed Banner Original Banner Packet Pg. 124 8.5.a RFQ Call for Artists - Edmonds International District Permanent Banner Design Project The City of Edmonds Arts Commission is seeking to commission artists/graphic designers to create designs for permanent cut metal banners to be attached to light poles in the Edmonds International District on Hwy 99. Up to 8 artists will be selected based on qualifications and compensated to create design proposals. Eligibility: This opportunity is open to artists and creatives including graphic designers and other artists who work in 2-dimensional media who reside in the NW. It is open to established and emerging artists including students, and applicants will be asked to provide a statement about why they are interested in creating designs for this neighborhood. Purpose: Create designs for cut metal permanent banners to be attached to 13 red light poles in Edmonds International District (approx. 2241" to 2381" SW) on east side of Hwy 99. The permanent banners replace original temporary banners approximately 18" x 120" attached above the lanterns as well as on the additional light poles. The permanent banners should add visual identity to the District in keeping with existing artwork and cultural context of the neighborhood. Banners will be viewable from both directions so the cut metal design must be visually effective from both sides. The project is for design only, the fabrication and installation of the banners will be contracted out by the City of Edmonds. Theme: The intent of the original enhancements project was to create a distinctive and welcoming landmark to the Edmonds' International District. Artist Pam Beyette's public art installation of 7 pedestrian level lighting lanterns, "Eight Paths of Light", plus one stand alone lantern, installed in 2013, utilizes an international icon, the lantern, to evoke the shared cultural symbols of light, celebration, harmony and joy to create a welcoming visual for the District. The District is home to a vibrant mix of distinctive international businesses. Designs for the permanent banners should work effectively with the existing lantern artwork and reflect the cultural context of the International District neighborhood. Artist Selection: Submissions through the City of Edmonds Arts Commission Submittable portal should include the following: 5-10 sample images of previously completed projects that represent your body of work. Information about each work sample image including title, year, location, medium and dimensions. Describe your interest in the project and general ideas you would like to explore. Describe why you are interested in creating designs for this neighborhood. Resume or bio, 3 page limit. Packet Pg. 125 8.5.a Please do not send specific designs or proposals at this time. Only finalists will be compensated to create design proposals. Submittal Review: The Edmonds Arts Commission and a selection panel will review artist submittals and select up to eight (8) finalists to create designs. Review will be based on the following criteria: • Quality and originality of work in the samples provided • Style or approach and opportunity for impact in a busy built environment • Interest and experience in creating work that responds to the place and community • Connection to the Edmonds International District The selected artists will be provided with specifications and additional information for the designs, including: size (approx. 18" x 120"), materials, bracket system, black color, percent of negative space, static (not kinetic), timeless design, stand alone and viewable from both sides, not specifically lit, and no guarantee on specific location. Final Design Review: Finalists will be paid a stipend of $2,000 to create 3 design concepts and to finalize and provide final design files for two concepts. Selection will be based on: • Interpretation and clarity of the theme to the viewer Creativity and originality of the depicted theme Quality of artistic composition and overall design based on the theme Overall impression of the art in the built environment e.g. is it visually compelling and legible in the busy highway setting Application Deadline: December 1, 2023, by 5 pm Applications must be submitted on Submittable. (link) For questions contact eac@edmondswa.gov Estimated Project Timeline: October 2023 — Call for Artists RFQ advertised December 2023 — Artist Selection Process, Contract with up to 8 artists January 2024 — Final Design Selection February — April 2024— Fabrication and Installation The City of Edmonds reserves the right to request additional information, select fewer applicants or no applicants if none of the applications are deemed acceptable, or revise or extend the call to artists. Packet Pg. 126 8.5.a Sample locations for artwork banners: w U d O L a T .N a� 0 L d _ Cu m T _ d _ E L a •L N 0 f� C O r Cu C L d _ U c� 2 O L a L d _ _ Cu m L O C �ry - W _ E U O a Packet Pg. 127 8.5.a a Packet Pg. 128 8.5.a �. 129 8.5.a a Packet Pg. 130 8.5.b a Packet Pg. 131 8.5.c Packet Pg. 132 9.1 City Council Agenda Item Meeting Date: 10/24/2023 Presentation and Public Hearing on Revenue Sources Staff Lead: Dave Turley Department: Administrative Services Preparer: Dave Turley Background/History Tonight's presentation is an opportunity to present information related to the City's revenues, in order to provide context useful in making budget decisions for the city's 2024 annual budget. We will also hold a Public Hearing on this subject, the second of three required Public Hearings. Staff Recommendation No recommendation; presentation and public hearing only. Narrative N/A Packet Pg. 133 9.2 City Council Agenda Item Meeting Date: 10/24/2023 Presentation and Public Hearing on Property Taxes Staff Lead: Dave Turley Department: Administrative Services Preparer: Dave Turley Background/History Tonight's presentation is an opportunity to present information related to the City's property taxes, in order to provide context useful in making budget decisions for the city's 2024 annual budget. We will also hold a Public Hearing on this subject, the third of three required Public Hearings. We will present information that should be helpful to Council as they decide whether to approve the use of the banked property tax capacity on the Regular Levy, as well as whether to increase property taxes by the allowable 1%. We will have draft Ordinances/Resolutions available reflecting the decisions arrived at, which we will plan to place on next week's consent agenda. Staff Recommendation Staff recommends that Council vote tonight to approve adding the banked capacity back into the 2024 Regular Levy, as well as approving the 1% allowable increase to both the Regular Levy and the EMS Levy. Narrative N/A Packet Pg. 134 10.1 City Council Agenda Item Meeting Date: 10/24/2023 Year in Review / Decision Package Presentation - Community, Culture & Economic Development (CCED) Staff Lead: Todd Tatum Department: Community Services Preparer: Scott Passey Background/History Year in Review for the Community, Culture and Economic Development (CCED) department. Staff Recommendation Presentation only, no recommendation. For information and brief discussion purposes. Narrative N/A Attachments: CSED Budget Presentation Packet Pg. 135 10.1.a Community, Culture, and Economic Development Budget brief 10/17/23 Todd Tatum, Director Community/Culture/Economic Development Packet Pg. 136 Organization Administrative Assistant (PT) Community Services Program Coordinator Economic Development & Community Services Todd Tatum Arts & Cultural Services Program Manager Cultural Arts Program Specialist Communications Strategist/Public Diversity Commission Information Officer Coordinator (PT) �y OF EL)4 Q G v N Packet Pg. 137 Neighborhood City Hall Front Desk Community Services Communications Rent Intergovernmen Relations Construction Special Projects Space use and interdepartmental coordination DEIA Commission Community/Culture/Economic Develop,__ Economic Development LTAC Tourism ME Economic Development Commission Creative District Cultural Services Arts Commissioi WOTS Concerts Public Art Exhibits Tourism Promotion Creative District Neighborhood City Hall s The Neighborhood City Hall office continues to improve and evolve • Community Court is key component, using space for court and classes Human Services hold events in the space often, and draw people from across many demographics Space is used even when doors aren't open to the public for meetings with residents in need of Presence is appreciated by residents and businesses Community/Culture/Economic Develop,__ 2022 2023 2024 Moving in Implementing Investigating alternate improvements spaces Modifying space Improving connections Working with Police on Getting to know the la future staffing of the land Expanding the Human Services programming Improving the Human Meeting people Services programming Expanding the Courts offered onsite Planning for the future programming Working with Court on programming 9 Communications Press releases Newsletter Social Media Events Community/Culture/Economic Develop,__ Special Projects Relations obbyist MM[ ARPA Other governments Neighborhood City Hall and agencies: Lynnwood, Comm DEIA Commission Transit, WSDOT, SnoCo Community Events Community Services - Communications dmonds 'Ityofe 107 w. 40 1061 Following posts Followers 0,10 City of Edmonds hotos of our beautiful Community pfficiallnsta9ram Edmonds and P City °f E fnews events, Follow or us shin9ton city Pve N, Edmonds. Wa 12, L•) www.edm0r% g°v professional now das'..' de a ..... the L nN0 W, • Launched Instagram account City of Edmonds - Common. © r.a q Posts • 95 press releases as of 10/10/23 About Videos More . City Of • • Translated 11 board recruitment Community and Se;'• • Human Services Program e • ZOSee notices into three languages (Spanish, EOMO Manager Mind //// � � � � NDS CIiY COM mo of Edmonds Employee of the YearWo0ds l I�IL1111y1 / MUNITy UPOATES! PAII/E Korean, Chinese) ARLy WINTER 2023 EDMONDS'NUMgN Program SERVICES • Reach 21K households via print Mono ROCKS! Awarded Em 9er Mindy W beYo�aeD„sloe°ftheyads ver Y Provi 6 ve �md ro�d°r4 newsletter • Produced in person State of the City, WO.R0MIMAYQRMIK Y J� ELCQME T ` herommisomeod^,' naaN,,,."Y .� E � "roa I�ea QEDMQ w`n,hri Nauowre r el,,,,,r°nm oroa ""wn NDS! `^Inhav<our tAy simulcast online and TV leem'r;wneuwm arlaVan rd )'ear �� nacre%xeu "'9 ,"r °rry lawn a<r r. rkne: rrom - "eba°° "--.:` ; 9Wrryy°cirµy' `Nr and lh�`Pa�1n IViI„In<Nardy°M"e � 'lill H leads 11-Oersan rARer.p� marryw T^'<Ligndng cei<er and I' an •�1 Ilonaflhe mbe,aln. rN+u later • Produced promotional video for new ralmare„nW trrr� ax ud"e9d1io°rro'0m4 For andyn°mY <h that month, h„r°8 nle ma ",lal L :bm h.lnx Ym<n�m< adn nmh qu'a a� hold ` --- 'Marbecand M kollp j�,me nearoY/a 5mi ten ror < aional - rbebgnter nainln Museumhyolsil "ne Pyre dk noronkbY'odln8'hos<w{,�m nandlav<dWl' Wbll<arlln0 9(enpr. IAe rZ ayh_�° Fix It app arp nal ilY: orsimdwj�banw vey�tivilie wr"arero "e'siv<loalo a"'"a'�anlnwn(dn Pan°`°'arl"` �`"�°nPruhrraa"m°a" m µlmn;° Ilawnr bar ee ^xw"sla ^onmr°oanmn, nmmins m ' xallo rM'be0a1 ePNlp( mondrarea M'e 'llw Increased local and regional news rat ve ln[ lh< ' aw`Mn, wlipdivla urea kO:mly °Ms, andoura<g e°I war to 1u^edin lhixa".winkr °° As a'<conM h'<s We Pnur n<igh 'Our tore tobIn, AeeO�l ^9sllq'i Bed�W "°"Sm re°du �m mnrue° d wAereMur Downtown Fa rpn 6ngh <ne mow' ronamwianaro reelouryN,° mono coverage online, in print, radio, and TV n 'lltli°.ne1� m'Yo.yoso•w wN rours.[w s<ommnnl. aM aR l'0u it asY Fro Y mil hrc 'nePr�.� maa rod O pa ,1 1\ .taua�s \ f`�","l,'y/a�sn[m 1^\o a 0 .y 0 Q C t4 t4 d R C N d a d M� W ,LU^ v/ U C c.> Q Community Services T MATTER A MO\JIV —ES IES pCCESSIBILITV COMMISSION EE r, J.LM INCLUSION & FRpIVERSITY E4UITV _ BV THE EDMONpS 1 '40 �,,001 ApR c� r 20 23 ondslheate� Noon at Edm VIGIGLIO OCTNO .TRACE NOV )A8: LEA MISEID LAND 0 2 pp,0 ]AN - MOONLIGHT FEg 117' KV�Ru HINA NIAF'AMEF.ICAIV FACTOF'V ApF' • Staff Diversity, Equity, Inclusion & Accessibility Commission • Continue the Diversity Film CnriAc • DEIA Commission grant program - $2000 Increased community outreach and support activities such as Lunar New Year; Pride Event; Community Fair; Juneteenth M (L r- 0 .y U d ca d m a M w C a m m w U) U c d w Q Economic Development _ d E 0 w r OF EDMO� Q Packet Pg. 144 Economic Development ARPA funding: • Account "B" shall be the "Edmonds Rescue Plan Household Support" account • On track to grant the entirety of the $920,000 allocated to household grants this year • Account "C" shall be the "Edmonds Rescue Plan Business Support" account • No funds were disbursed from this account • Account "D" shall be the "Edmonds Rescue Plan Nonprofit Organization Support" • Disbursed final $79,000 of grants • Account "E" shall be the "Edmonds Rescue Plan Job Retraining Program" • Disbursed additional $108,300 to Edmonds College • Additional ARPA distributions • $210,000 to Edmonds School District for SINC positions OF ED""0 Q Packet Pg. 145 Economic Development .,W, ,, % t Edmonds Tourism Marketing • Consolidated a talented local team of marketing professionals • Focused on improving the branding and delivery of tourism �e- messages �� E D M O N D S Increased organic social media • Continued to build web presence and work with regional publications such as 425 and The Seattle Times r a Packet Pg. 146 Community/Culture/Economic Develop,__ edamonay fatr Camunity C, &,NFo Sp f0oQ' MV5,_3:oC)pm F,ESchool 6th20231 s-W°°dwayw go e nd rnon EdoO2tIn St.Swf Ealteaf sf stevarFFtEE 602 tm1 offered 00 'Enl°Yasyen�e rnF,�dan°PP°��zHoesvnvolved twttn tne��tas omsofine rde mdwConnect E^�°y fo. listen to some on. Est r vend om Wt ne�erRidPant svitny artns.Parwn�q endo{fer tnls°P Kes, V vs.P e aye excae u� W°9romknowkd9e °��tee�s°PP°ttunf Edm ndsres�hets. volun w,�mnge ostanootn°^ 1tn �'���_ wM1ha p\ease aPbPage and ee an tutt�ell at ¢vent we . anY Quesi 7�40f me9an.lutttell@ ge15775]swa 9nv. ,� 0:.. Vol adddi d to aPP�Y details a QF code. scan the Decision Package #610-24001 Business Improvement District FISCAL DETAILS Operating Expenditures 140.000.61.558.70.31.00 SUPPLIES 140.000.61.558.70.41.00 PROFESSIONAL SERVICES 140.000.61.558.70.41.40 ADVERTISING 140.000.61.558.70.49.00 MISCELLANEOUS Total Operating Expenditures Revenues 140.000.321.99.000.00 ED! ASSESSMENT FEE Total Expenditures 2024 10,650.00 67,500.00 19,975.00 4,370.00 102,495.00 102,495.00 -110,626.00 Total Revenues-110,626.00 Net Budget-8,131.00 This decision package was developed by the BID and approved by the BID board in August 2023 Packet Pg. 148 Decision Package #610-24002 Lodging Tax Fund Budget - Tourism Promotion FISCAL DETAILS 2024 Operating Expenditures 120.000.31.575.42.41.00 PROFESSIONAL SERVICES 72,400.00 120.000.31.575.42.41.40 ADVERTISING 55,000.00 120.000.31.597.73.55.17 TRANSFER TO FUND 117 4,000.00 Total Operating Expenditures 131,400.00 Total Expenditures 131,400.00 Revenues 117.100.397.73.120.00 TRANSFER FROM FUND 120-4,000.00 120.000.313.31.000.00 HOTEL/MOTEL EXCISE TAX-120,941.00 Total Revenues-124,941.00 Net Budget 6,459.00 This decision package allocates Lodging Tax funds. The LTAC approved the allocation of funds on June 15th, 2023 Packet Pg. 149 Decision Package #610-24004 Grant Specialist FISCAL DETAILS Operating Expenditures 001.000.61.557.20.11.00 SALARIES/WAGES 001.000.61.557.20.23.00 BENEFITS 001.000.61.557.20.31.00 SUPPLIES 512.000.31.518.88.35.00 SMALL EQUIPMENT Total Operating Expenditures Total Expenditures Net Budget 2024 142,450.00 32,550.00 5,000.00 3,000.00 183,000.00 183,000.00 183.000.00 This decision package requests a new position for a grant specialist. This specialist's work will focus on bringing new money in to the city, specifically from the Inflation Reduction Act and the Bipartisan Infrastructure Law. This position will focus initially on preparing grants for multi -modal infrastructure and on preparing a cross -department grant -writing work plan to support the city's most strategic initiatives. Packet Pg. 150 Decision Package #610-24008 Household Support Grants FISCAL DETAILS Operating Expenditures 142.000.39.518.63.41.00 COMMUNITY RELIEF FUNDS Total Operating Expenditures Total Expenditures Revenues 142.000.333.21.019.00 CORONAVIRUS RELIEF FUND 2024 300,000.00 300.000.00 300,000.00 -300,000.00 Total Revenues-300,000.00 Net Budget 0.00 Household Support Grants have used the Edmonds Rescue Plan Funds to supplement Edmonds resident's income during the COVID pandemic recovery. Households who meet strict criteria are eligible for a $2,500 grant that can help pay for household expenses that they are struggling to pay. Packet Pg. 151 Cultural Services a� a� M a _ 0 .y U d C c6 3 a� a� a_ •L 0 m _ 0 w _ L (L m a� 0 m w U) U _ d E t v w r Q Packet Pg. 152 Cultural Services - WOTS nationally known conference Edmonds Arts Commission Y s 70 edmonds writeonthesound.com Complete schedule, workshop descriptions and link to registration a _ 0 .y .0 • Three day Writers' Conference - o 197 people attended 2023 in - person conference, 47 attended the Online Preconference _ • Attendees from 11 states = and Canadian provinces m a� L • Presenters from 13 states across the at country m 0 W • Keynote by Jamie Ford, featured Cn presentation by Rick Steves 40V ED4f • 30+ overnight stays "(P Q Packet Pg. 153 1 Cultural Services - Public Art Acquisition/ M Edmonds Arts Commission - Permanent Public Art 2023 Civic Park art by Clark Wiegman completed, Hwy 99 permanent replacement banner project inlie progress, 2024 Library art project (approved by City Council in 2020) l N l — a Lf � Edmonds Ubrury Sor 1_-- ^` E Ennunce E•w a °fir s "",�^ _'. 650 MAIN 5T / � L a Front view of existing site at 650 Main 6t. a+ EDMONDS LIBRARY PROJECT CALL -TO -ARTISTS City of Edmonds, WA Request for Proposals [RFP] 3 m The City of Edmonds Arts Commission is seeking an artist or artist -led team to create a site -specific commis W for the Main Street entry area outside the City owned Edmonds Sno-Isle Library building, Edmonds WA. The U artist for this commission will be selected through an open call process review of qualifications, with the fin , artwork decided on the basis of paid, competitive proposals. C N E s t� ca Decision Package #610-24005 Municipal Arts Fund Budget — Increase $100,000 for Library project from ending cash, $39,535 from 332 Fund FISCAL DETAILS Operating Expenditures 117.100.64.573.20.41.00 PROFESSIONAL SERVICE Total Operating Expenditures Capital Expenditures 332.000.64.594.76.65.00 CONSTRUCTION -PARK FACILITIES 2024 100,000.00 100,000.00 39,535.00 Total Capital Expenditures 39,535.00 Total Expenditures 139,535.00 Net Budget 139,535.00 The proposed public art includes two projects: one on Hwy 99 for permanent metal banners in the International District, and one in the Creative District for the Library site. Both are near term implementation as one -time expenditures. Packet Pg. 155 Cultural Services - Temporary Public Art Edmonds Arts Commission - On the Fence installations, Poet's Perspective poetry, Mika's Playground performance at Civic r a TINYURL.COM/POETSPERSPECTIVE 1425.771.0228 Cultural Services - Summer Concerts in the Parks Edmonds Arts Commission - expanded to 7 concerts at City Park, 1 at Hickman,14 at Hazel Miller Plaza a M U Thank ;�; ... you spy 3 sa Lynn% d -t Hond Carte ?at Hazel Ilei y Founi o for m LU o Mo vAl Packet Pg. 157 Cultural Services - Tourism Promotion Awards Edmonds Arts Commission - $20,000 Lodging Tax funds allocated in 2023, $32,000 proposed 2024 Supports nonprofit arts organizations to promote events that attract tourists OF EDiLjQ�cn O Packet Pg. 158 `lac. 13N0 Decision Package #610-24011 Lodging Tax Fund Budget - Arts Promotion - Increase to $43,400, use ending cash FISCAL DETAILS 2024 Operating Expenditures 123.000.64.573.20.41.40 ADVERTISING Revenues 43,400.00 Total Operating Expenditures 43,400.00 Total Expenditures 43,400.00 123.000.313.31.000.00 25% HOTEL/MOTEL TOURISM TAX Total Revenues Net Budget -40,313.00 -40,313.00 3,087.00 $31,400 LTAC approved budget on June 15, 2023. Additional $12,000 for tourism promotion grants pending approval by LTAC due to higher than forecasted ending balance and increased need to attract audience as local arts organizations continue to recover from impacts of pandemic. Packet Pg. 159 Cultural Services & Economic Development Washington State Creative Economy - Industry Snapshot -The Creative Economy's contribution to the state's GDP is 10.3%. •Washington's creative sector is #1 in the nation in share of state GDP. California is a distant second at 7.5%. •The sector contributes $119.2 billion to the state's economy. •The Creative Economy employs more than 180,000 workers. Washington State Dept of Commerce - 2023 Packet Pg. 160 Cultural Services & Economic Development EDMONDS CREATIVE DISTRICT 2024-2028: 11 Recertification Application December 2023 Develop continuing work plan areas • Area A. Strengthening and expanding the creative identity of Edmonds • Area B. Leveraging and connecting creative experiences in Edmonds • Area C. Retaining and attracting creative businesses and nonprofits in Edmonds in a U m 0 ca MLU W Packet Pg. 161 Neighborhoo��� Community City Hall Services Improve Engagement connection with community 11 torytelling Improve Leadership in programming MMI tate's creative Community/Culture/Economic Develop,__ Economic development Supporting all residents Strategic marketing Cultural Services In person WOTS Public Art Creative District recertification economy 9MI �Placemaking 11LF-- 4t" Ave project discussion Econ. Dev. Plan Cultural Plan Community, Culture and Economic Development QUESTIONS? _ d E w r �y OF EDAI Q � v O � N Packet Pg. 163 10.2 City Council Agenda Item Meeting Date: 10/24/2023 Resolution Concerning Structural Budget Deficit Staff Lead: City Council Department: City Council Preparer: Beckie Peterson Background/History The 2024 Proposed Budget estimates the Fund Balance for 2023 will be $2,204,692 below the minimum required reserves. The Fund Balance Reserve Policy provides procedures and guidelines for the establishment, use and replenishment of fund balances/reserves. The Council will discuss the 2023 estimates of the General Fund Revenues, Expenditures and Fund Balance during the Special Meeting on October 19, 2023. Recommendation Consider the draft resolution, sponsored by Councilmember Diane Buckshnis. Narrative The discussion during the October 19, 2023 meeting will be an important consideration for the final draft of the resolution. For this reason, the draft resolution will be submitted to the City Clerk on Monday, October 23. The Agenda Packet for the October 24th meeting will be republished, along with notification of an updated agenda. Attachments: Pages from 2024Proposed Budget--10-3-2023 Fund_Balance_Reserve_Policy_July_2019 Packet Pg. 164 2024 Proposed Budget 10.2.a City of Edmonds, Washington Beginning Fund Balance Revenue Property Taxes Retail Sales Taxes Other Sales Taxes Utility Taxes Other Taxes Licenses/Permits/Franchise Construction Permits State Revenues Charges for Goods & Services Interfund Service Charges Fines & Forfeitures Miscellaneous Revenues Transfers Total Revenues Revenue % Change YOY Expenditures Labor Benefits Supplies Services Capital Debt Service Transfers Total Expenses Expense % Change YOY Change in Ending Fund Balance Anticipated Under -Expenditure Ending Fund Balance STRATEGIC OUTLOOK CITY OF EDMONDS GENERAL FUND REVENUES, EXPENDITURES, AND FUND BALANCES 2021 - 2028 ANALYSIS 2021 2022 2023 2024 2025 2026 2027 2028 Actual Actual Estimate Budget Outlook Outlook Outlook Outlook 13,843,806 15,915,319 119902,933 6,664,594 12,105,000 15,905,000 19,121,000 21,960,000 14,654,572 14,843,369 15,905,100 15,905,500 11,480,000 11,606,000 11,734,000 11,863,000 10,508,460 11,313,760 12,100,000 12,300,000 13,03 8,000 13,690,000 14,375,000 14,950000 977,315 1,041,146 1,150,000 1,150,000 1,242,000 1,304,000 1,369,000 1,437:000 6,463,896 6,599,936 7,314,500 7,473,652 8,072,000 8,476,000 8,900,000 9,345,000 375,461 410,894 421,550 416,150 441,000 463,000 486,000 510,000 1,761,282 1,790,243 1,869,102 1,833,750 1,925,000 2,021,000 2,122,000 2,228,000 691,905 769,928 390,000 160,000 168,000 176,000 185,000 194,000 368,376 259,347 1,960,929 6,541,100 200,000 200,000 200,000 200,000 1,240,271 1,107,943 1,188,610 1,163,610 1,187,000 1,211,000 1,235,000 1,260,000 2,792,824 3,020,628 3,903,302 4,093,512 3,216,000 3,312,000 3,411,000 3,513,000 3,120,735 - 3,427,765 4,032,314 4,194,000 4,404,000 4,624,000 4,855,000 272,303 182,884 302,350 4,402,350 4,946,000 4,995,000 5,045,000 5,095,000 469,739 1,074,351 1,582,518 1,009,132 1,029,000 1,050,000 1,071,000 1,092,000 413,547 26,300 97,726 2,011,701 40,000 40,000 40,000 40,000 44,110,686 42,440,729 51,613,452 62,492,771 51,178,000 52,948,000 54,797,000 56,582,000 4% -4% 22% 21% -18% 3% 7% 7% 17,919,401 17,498,086 22,675,683 24,086,455 25,773,000 27,319,000 28,685,000 30,119,000 6,278,943 6,076,441 7,615,630 8,151,355 8,722,000 9,245,000 9,800,000 10,388,000 708,590 837,672 1,062,576 1,031,516 1,062,000 1,094,000 1,127,000 1,161,000 16,145,255 18,736,558 22,701,765 24,703,508 13,445,000 13,848,000 14,263,000 14,691,000 268,886 1,597,773 1,130,565 - - - - - 60,228 391,523 323,590 801,400 800,000 800,000 800,000 800,000 657,870 1,315,062 1,341,982 655,000 600,000 600,000 600,000 600,000 42,039,173 46,453,115 56,851,791 59,429,234 50,402,000 52,906,000 55,275,000 57,759,000 -5% 10% 22% 5% -15% 5% 4% 4% 2,071,513 (4,012,386) (5,238,339) 3,063,537 776,000 42,000 (478,000) (1,177,000) - - - 2,376,869 3,024,000 3,174,000 3,317,000 3,466,000 15,915,319 11,902,933 6,664,594 12,1059000 15,905,000 19,121,000 21,960,000 24,249,000 For additional information regarding the fund balance calculations, see the City's Fund Balance Reserve Policy, adopted via Resolution 1433 16 Packet Pg. 165 2024 Proposed Budget City of Edmonds, Washington 10.2.a STRATEGIC OUTLOOK CITY OF EDMONDS GENERAL FUND FUND BALANCES 2021- 2028 ANALYSIS 2021 2022 2023 2024 2025 2026 2027 2028 .. Ending Fund Balances: Actual Actual Estimate Budget Outlook I Outlook I Outlook 1 Outlook rr v General Fund (00 1) $ 15,915,319 $ 11,902,933 $ 6,664,594 $ 9,830,928 $ 13,888,920 $ 17,004,760 $ 19,749,000 $ 21,938,640 d Contingency Fund (0 12) 1,782,149 1,782,149 2,274,072 2,274,072 2,016,080 2,116,240 2,211,000 2,310,360 G rr d Total $ 17,697,468 $ 13,685,082 $ 8,938,666 $ 12,105,000 $ 15,905,000 $ 19,121,000 $ 21,960,000 $ 24,249,000 M m R L 2021 2022 2023 2024 2025 2026 2027 2028 v Actual Actual Estimate Budget Outlook Outlook I Outlook Outlook 3 Fund Balance Policy Analysis L }' co General Fund (16%) $ 7,253,745 $ 8,067,161 $ 8,914,686 $ 9,611,775 $ 8,064,320 $ 8,464,960 $ 8,844,000 $ 9,241,440 0) Contingency Fund (4%) 1,782,149 1,782,149 2,228,672 2,274,072 2,016,080 2,116,240 2,211,000 2,310,360 C Total Fund Balance L Required Per Policy (20%) 9,035,894 9,849,310 11,143,358 11,885,847 10,080,400 10,581,200 11,055,000 11,551,800 V C O Total GF & Contingency C) Fund Balances 17,697,468 13,685,082 8,938,666 12,105,000 15,905,000 19,121,000 21,960,000 24,249,000 = O 'rr Unreserved Fund Balance - in Excess of Minimum Required Amount $ 8,661,574 $ 3,835,772 $ (2,204,692) $ 219,153 $ 5,824,600 S 8,539,800 $ 10,905,000 $ 12,697,200 UOl O w 2021 2022 2023 2024 2025 2026 2027 2028 Other GF Fund Balances Actual Actual Estimate Budget Outlook I Outlook I Outlook F Outlook LEOFF Medical Insurance (009) $ 255,218 $ 216,864 $ 130,224 $ 13,084 $ 75,000 $ 75,000 $ 75,000 $ 75,000 Risk Management (0 11) 25,000 25,000 - - - - - - Historic Preservation (014) 16,422 11,701 11,701 - - Building Maintenance (016) 4,400,000 4,296,604 3,239,084 546,374 200,000 - - - Marsh Restoration & Pres. (017) 848,617 849,766 849,766 849,766 849,766 849,766 849,766 849,766 Homelessness Response (018) - 200,000 200,000 200,000 200,000 200,000 200,000 200,000 Opioid Response (019) - - 60,000 110,000 - - - - Total GF Sub -Funds $ 5,545,257 $ 5,599,935 $ 4,490,775 $ 1,719,224 $ 1,324,766 $ 1,124,766 $ 1,1249766 $ 1,124,766 17 Packet Pg. 166 10.2.b RESOLUTION NO. 1433 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, ADOPTING THE FUND BALANCE / RESERVE POLICY AS ATTACHED HERTO. WHEREAS, the City Council heard a detailed introduction to the City's Fund Balance / Reserve Policy at the May 7, 2019 council meeting; and WHEREAS, the May 7, 2019 introduction focused on amending the Fund Balance / Reserve Policy to incorporate the Governmental Accounting Standards Board Pronouncement No. 54 Fund Balance Reporting and Governmental Fund Type Definitions, and WHEREAS, the May 7, 2019 introduction focused on amending the Fund Balance / Reserve Policy for the City Contingency Reserve Fund to incorporate Washington State Revised Code of Washington Chapter 35A.33.145, setting statutory limitations at $0.375 per $1,000 of assessed property valuation; and WHEREAS, the May 7, 2019 introduction focused on amending the Fund Balance / Reserve Policy target levels for the City; now therefore, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. ADOPT THE CITY OF EDMONDS FUND BALANCE / RESERVE POLICY. The city council hereby adopts the following attached document: 1. City of Edmonds Fund Balance / Reserve Policy to read as set forth in Attachment A hereto, which is attached hereto and incorporated herein by this reference as if set forth in full. RESOLVED this 2nd day of July, 2019. CITY OF EDMONDS • t MA OR, DA E EARLIN ATTEST: C CLERK,SCOTT PMSEY Packet Pg. 167 10.2.b FILED WITH THE CITY CLERK: June 28, 2019 PASSED BY THE CITY COUNCIL: July 2, 2019 RESOLUTION NO. 1433 Packet Pg. 168 10.2.b City of Edmonds Fund Balance Reserve Policy July 2019 w m E a Packet Pg. 169 10.2. b Table of Contents DRAFT........................................................................................................ Error! Bookmark not defined. ARTICLEI INTRODUCTION..................................................................................................................... 5 ARTICLE II CRITERIA FOR ESTABLISHING APPROPRIATE FUND BALANCE RESERVE LEVELS......................................................................................................................................................... 6 Section1. Volatility.................................................................................................................. Section2. Operating Fund Size................................................................................................ Section 3. Purpose of Fund Balance Reserves.......................................................................... Section4. Bond Ratings............................................................................................................ ARTICLE III COMMITTED GENERAL FUND BALANCE RESERVES POLICY ................ Section 1. Establishment and Purpose of Operating General Fund Operating Reserve ........... ARTICLE IV CONTINGENT RESERVE FUND BALANCE POLICY .................................... ARTICLE V ANNUAL FUND BALANCE TYPES - STATUS REPORT ................................ ARTICLE VI FIVE-YEAR RESERVE RATE REVIEW............................................................ ARTICLE VII DEVIATIONS FROM POLICY.......................................................................... ................. 6 ................. 6 .................6 ................. 6 ................. 6 ................. 6 ................. 7 ................. 9 ................. 9 ................. 9 ARTICLEVIII DEFINITIONS.....................................................................................................................9 ARTICLEIX EFFECTIVE DATE..............................................................................................................12 Page 4 Packet Pg. 170 10.2.b ARTICLE I INTRODUCTION The overall objective of Fund Balance/Reserve Management Policy is to define that portion of fund balance that is unavailable to support the current budget. In many ways, fund balance represents working capital, which can either be used as a liquidity reserve or for spending in future years. A comprehensive fund balance/reserve management policy provides guidelines for the major funds of the City of Edmonds and provides a structured approach in setting reserve levels in specifically designated funds. This Fund Balance/Reserve Management Policy is intended to guide prudent use of resources to provide for the much needed services to taxpayers and to maintain sound management policies. It is essential that governments maintain adequate levels of fund balance reserves to mitigate risks and provide a back-up for revenue shortfalls. Policy It is the policy of the City of Edmonds to provide for the continuity of City government by planning ahead for economic uncertainties and unforeseen or unplanned major expenditures. In order to achieve reserve goals the City must exercise prudent debt and liability management policies and follow sound fiscal management policies that prioritize the City's core services. This policy establishes reserve fund balance accounts that will provide funding for emergencies, economic uncertainties and for unanticipated operating expenses or revenue shortfalls. In addition, this policy incorporates provisions of Governmental Accounting Standards Board Statement (GASB) no. 54, Fund Balance Reporting and Governmental Fund Type Definitions. Objectives The purpose of this Fund Balance/Reserve Management Policy is to assist the City in the pursuit of the following equally important objectives: 1. Build adequate reserves which will provide the City the resources necessary for financial stabilization, particularly during times of unforeseen emergencies and economic downturns; 2. Establish sound fiscal reserve policies that will serve as the foundation for ensuring that strong fiscal management policies guide future City decisions; 3. Provide prudent guidelines regarding the establishment, use and replenishment of City committed or assigned fund balances/reserves; 4. Establish a process for periodic reporting and review of the City's various fund balances (reserves); and 5. Enhance the City's credit ratings received from rating institutions through the establishment of clearly delineated Fund/Reserve policies that promote strong fiscal management; 6. Establish reserve policies that are in full compliance with GASB 54 financial reporting requirements. Page 5 Packet Pg. 171 10.2.b ARTICLE II CRITERIA FOR ESTABLISHING APPROPRIATE FUND BALANCE RESERVE LEVELS There are key elements that must be reviewed and analyzed to determine the appropriate size of a given fund balance reserve. Failure to follow the guidelines established in this policy can result in developing unattainable fund reserve goals or unsustainable fund balance reserve levels. The following criteria shall be used in determining the appropriate fund balance reserve levels: Section 1. Volatility The predictability and/or the volatility of its revenues or its expenditures (i.e., higher levels of fund balance reserves may be needed if significant revenue sources are subject to unpredictable fluctuations or if operating expenditures are highly volatile). Section 2. Operating Fund Size The overall size of the fund's budgetary events should be taken into consideration in setting the required fund balance reserve level and type for a particular fund. Section 3. Purpose of Fund Balance Reserves Another consideration for determining the size of each reserve will be the purpose of the reserve: Is there significant or perceived exposure to one-time outlays (e.g., disasters, immediate capital needs, state budget cuts, or are there potential drains upon fund resources from other funds, or conversely, are there potential reductions in funding transfers from other funds)? Section 4. Bond Ratings The potential impact on the entity's bond ratings and the corresponding increased cost of borrowed funds. ARTICLE III COMMITTED GENERAL FUND BALANCE RESERVES POLICY This Policy shall establish a committed fund balance reserve within the General Fund, define funding levels and call the reserve the General Fund Operating Reserve. The purpose of the reserve is for meeting economic uncertainties, and unanticipated expenses or revenue shortfalls. This Policy requires the City to establish and maintain a General Fund Operating Reserve, within the General Fund, in an amount equal to or greater than 16% of the General Fund's Adopted Annual Operating Expenditure Budget. If it is determined that the reserve balances are not adequate, the Finance Director shall propose an amendment to these policies. A detailed accounting of this reserve account will be maintained by the Finance Department to show deposits, withdrawals (when authorized pursuant to policies contained herein) and interest earned. All accounting for these accounts shall be recorded in the City's ERP system. A detailed report, prepared by the Finance Department, shall be presented annually to the Council. Section 1. Establishment and Purpose of Operating General F and Operating Reserve A separate balance sheet account shall be setup by the Finance Director for the General Fund Operating Reserve, to be used in instances of fiscal emergencies that include: economic uncertainties, unforeseen emergencies and unanticipated operating expenses or revenue shortfalls. Page 6 Packet Pg. 172 10.2.b The Mayor has the power to declare a fiscal emergency based upon one of the following: 1) A natural catastrophe; 2) An immediate threat to health and public safety; or 3) A significant decline in General Fund revenues. The fiscal emergency declared by the Mayor must be approved by a simple majority of the City Council. Limitations of Fund Use Any use of the committed General Fund Operating Reserves shall be used only in cases of fiscal emergency and shall not be used to augment ongoing budgetary/operating spending increases. The committed General Fund Operating Reserve may also be used for one-time non -reoccurring expenditures and/or capital projects (operations and maintenance shall not be included), all as submitted by the Mayor and approved by the Council. The amount of funds to be withdrawn from this committed fund balance reserve shall be determined by the Mayor. In his/her presentation to the Council, the Mayor or his/her designee shall include a detailed list of how the funds will be applied. A simple majority vote of the Council shall be required to approve the amount and use of funds. Transition Policy Council adoption of this policy will trigger moving an amount not less than 16% of the General Fund's unrestricted fund balance to the General Fund Operating Reserve. General Fund Operating Reserve Replenishment If any use of the committed General Fund Operating Reserve has occurred, the Finance Director must present to Mayor and City Council an annual Replenishment Report during the month of November. The Replenishment Report must be presented each year, until the Reserves are fully replenished. The Replenishment Report must include the following information: 1) Amount of Reserves used 2) Whether it is anticipated additional Reserves will be needed in the following budget cycle, or 3) If no additional Reserves are needed, then the Replenishment Report must include a plan for replenishing the Reserve to policy mandated levels. The committed General Fund Reserve shall be restored pursuant to the guidelines delineated below: 1) If a reserve is drawn down by 0-10% of reserve fund balance, then a solution to replenish to at least the minimum shall be structured over a 1 to 3 year period. 2) If a reserve is drawn down by 11-25% of reserve fund balance, then the budgetary plan to restore the reserve shall be structured over a 3 to 5 year period. 3) If the reserve is drawn down by 26-50% of reserve fund balance, then a budgetary plan shall be implemented to return the reserve level to between 75% and 100% of the minimum balance over a 5 to 7 year period. ARTICLE IV CONTINGENT RESERVE FUND BALANCE POLICY This Policy shall establish a fund and define funding levels for a committed Fund Balance Reserve to Page 7 Packet Pg. 173 10.2.b be called the Contingent Reserve Fund. The primary purpose of the reserve is for meeting emergencies of the City and, secondarily, if the General Fund Operating Reserve have been exhausted, the Contingent Reserve Fund can be use in times of economic uncertainties, and for unanticipated expenses or revenue shortfalls. The target balance of the Reserve shall 1) not exceed the limitations set forth by RCW 35A.33.145, which sets the statutory maximum at $0.375 per $1,000 of assessed valuation and 2) when combined with the General Fund Operating Reserve, the two fund balance reserves shall not exceed 20% of the General Fund's Adopted Annual Operating Expenditure Budget. In other words, if the General Fund Operating Reserve balance equals 16% of operating budget, then the Contingent Reserve Fund balance cannot exceed 4% of the operating budget. It further requires a simple majority vote of Council with a statement declaring the reason for their use. A detailed accounting of the Fund shall be maintained by the Finance Department to show deposits, withdrawals (when authorized pursuant to policies contained herein) and be presented annually to the Council. The Mayor has the power to declare a fiscal emergency based upon one of the following: 1) A natural catastrophe; 2) An immediate threat to health and public safety; or 3) A significant economic decline in General Fund revenues. The fiscal emergency declared by the Mayor must be approved by a simple majority of the City Council. Limitations of Fund Use Any use of the committed Contingent Reserves shall be used in cases of fiscal emergency, shall not be used to augment ongoing budgetary/operating spending increases and should be used only after the General Fund Operating Reserves have been exhausted or when City Council approves specific used of the committed Contingent Reserve for one-time non -reoccurring expenditures and/or capital projects (operations and maintenance shall not be included). The amount of funds to be withdrawn from this committed fund balance reserve shall be determined by the Mayor. In his/her presentation to the Council, the Mayor or his/her designee shall include a detailed list of how the funds will be applied. A simple majority vote of the Council shall be required to approve the amount and use of funds. Contingent Reserve Replenishment If any use of the committed Contingent Reserve has occurred, the Finance Director must present to Mayor and City Council an annual Replenishment Report during the month of November. The Replenishment Report must be presented each year, until the Reserves are fully replenished. The Replenishment Report must include the following information: 1) Amount of Reserves used 2) Whether it is anticipated additional Reserves will be needed in the following budget cycle, or 3) If no additional Reserves are needed, then the Replenishment Report must include a plan for replenishing the Reserve to policy mandated levels. The committed Contingent Reserve shall be restored pursuant to the guidelines delineated below: 1) If a reserve is drawn down by 0-10% of reserve fund balance, then a solution to replenish to at least the minimum shall be structured over a 1 to 3 year period. Page 8 Packet Pg. 174 10.2.b 2) If a reserve is drawn down by 11-25% of reserve fund balance, then the budgetary plan to restore the reserve shall be structured over a 3 to 5 year period. 3) If the reserve is drawn down by 26-50% of reserve fund balance, then a budgetary plan shall be implemented to return the reserve level to between 75% and 100% of the minimum balance over a 5 to 7 year period. ARTICLE V ANNUAL FUND BALANCE TYPES - STATUS REPORT Once a year, in August, the City Finance Director shall present to the Council Finance Committee a comprehensive report on the City's fund balance reserve types as of June 30th. The report shall include an updated fund balance reserve level for each fund balance type. This report shall include the following funds: 1. General Fund Operating Reserve balance; 2. Contingency Reserve Fund balance. ARTICLE VI FIVE-YEAR RESERVE RATE REVIEW Every five years, during the annual budget hearings, the Mayor, based upon a comprehensive financial and economic review of all City fund balance types and in consultation with the City Finance Director, and Department Directors as necessary, shall make recommendations to the City Council for either maintaining existing fund balance reserve polices or revising fund balance reserve policies including percentage ranges established by category herein and replenishment requirements by categories established herein. ARTICLE VII DEVIATIONS FROM POLICY No deviations from the fund balance reserve polices set forth in this Policy will be allowed except as approved by a simple majority of vote by the Council. This includes any increase or decrease in the base fund balance reserve levels established by this policy and expenditures from fund balance reserve accounts for anything other than the intended budgeted use of said fund balance. ARTICLE VIII DEFINITIONS Budget - A plan of financial operation containing an estimate of proposed expenditures for a given period (usually a fiscal year) and a proposed forecast of revenues (receipts) to cover them. A budget is also a plan that outlines an organization's financial and operational goals and strategies in monetary terms. Capital Expenditures are expenditures incurred when monies are spent either to buy fixed assets or to add to the value of an existing fixed asset with a useful life that extends beyond the fiscal year. In accounting, a capital expenditure is added to an asset account ("capitalized"), thus increasing the asset's basis (the cost or value of an asset). The general rule (even for municipalities) is that if the property acquired has a useful life longer than the fiscal year, the cost must be capitalized. The capital expenditure costs are then amortized or depreciated over the life of the asset in question. Page 9 Packet Pg. 175 10.2.b Comprehensive Annual Financial Report (CAFR) - A CAFR is a set of financial statements for a state, municipality or other governmental entity that comply with the accounting requirements established by the Governmental Accounting Standards Board (GASB). It must be audited by an independent auditor using generally accepted government auditing standards. The CAFR consists of three sections: Introductory, Financial and Statistical. The Introductory section orients and guides the reader through the report. The Financial section presents the entity's basic financial statements as well as notes to the statements and the independent auditors' report. The Statistical section provides additional financial and statistical data, including data about financial trends that may better inform the reader about the government's activities. Council - Means the legislative body (the city council) that governs the City of Edmonds. Expenditure - The actual payment of cash or cash equivalent for goods delivered or services rendered, or a charge against available funds in settlement of an obligation as evidenced by an invoice, voucher or other such document during the fiscal year. For governmental reporting purposes, expenditures include expenses or a provision for debt retirement not reported as a liability of the fund from which retired. Fiscal Year - A 12 month period to which the annual operating budget applies and the end of which a governmental unit determines its financial position and the results of its operations. The City has specified January 1 through December 31 as its fiscal year. Fund - A fund is a self -balancing set of accounts recording cash and other financial resources, together with all related liabilities and "residual" equity or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain planned objectives in accordance with special regulations, restrictions or limitations. Fund Balances - The overall objective of fund balance reporting is to isolate that portion of a fund balance that is unavailable to support the following period's budget (see GASB 54 definition below). In general, an unassigned fund balance shall be defined as those amounts that are not restricted, committed, or assigned, of a particular fund at the end of the fiscal year. GASB 54 - Fund Balance Reporting and Governmental Fund Type Definitions - The City of Edmonds's CAFR Financial Statements are required to comply with GASB 54 beginning with its Fiscal Year End 2011 CAFR going forward. GASB 54 changes and identifies fund balance classifications that can be more consistently applied by clarifying existing governmental fund type definitions. Fund balance is basically the difference between the assets and liabilities reported in a fund. GASB statement No. 54 provides the following five categories for classifying fund balance and related definitions to be used for describing the components of fund balance: 1. Nonsnendable Fund Balance Amounts that are not in a spendable form or are required to be maintained intact. Due to the nature or form of the resources, they generally cannot be expected to be converted into cash or a spendable form (e.g. Inventories and prepaid amounts). This also Page 10 Packet Pg. 176 10.2.b includes long-term loan and notes receivable and property held for resale. Applies as well to amounts that must be retained intact legally or contractually. 2. Restricted Fund Balance — Amounts that can be spent only for the specific purposes stipulated. Constraints are placed on the use of resources by external parties (e.g. by creditors, grant providers, contributors) or by laws or regulations (e.g. constitution or legally enforceable language). Restrictions may be changed or lifted only with the consent of the resource provider. 3. Committed Fund Balance — Amounts can only be used for the specific purposes determined by a formal action of City Council. Constraints on fund balance use are imposed by internal formal action of the government's highest level of decision -making authority (e.g. City Council) and can only be removed or changed by taking the same type of action it employed to commit those amounts through legislation, resolution, or ordinance (e.g. funds committed to satisfy contractual obligations). Action to constrain resources must occur prior to year-end; however the amount can be determined in the subsequent period. 4. Assigned Fund Balance — Assigned fund balances include amounts that are limited by the Council, Mayor, or his/her designee, for its intended use, but little or no formal action is required to modify or eliminate those limitations. Assigned fund balances comprises amounts intended to be used for a specific purpose. Amounts reported as assigned should not result in a deficit in unassigned fund balance. Also relates to all governmental funds other than the General Fund, with any remaining positive amounts not classified as nonspendable, restricted or committed. 5. Unassigned Fund Balance — Comprises the residual classification for the General Fund and includes all amounts not contained in the other classifications. Unassigned amounts are available for any purpose. This represents the residual amount of the fund balance that has not been restricted, committed, or assigned. General Fund - In public sector accounting, the General Fund is the primary operating fund for all revenues of the City that are not otherwise restricted as to their use, including monies from local property and sales tax, and other revenue sources that are not assigned for a specific purpose. The General Fund provides the resources necessary to pay/sustain the day-to-day activities for City services such as administration, community services, parks and recreation, police, fire, public works, elected officials, Mayor, and City Council. When governments or administrators talk about "balancing the budget" they typically mean balancing the budget for their general fund. Government Accounting Standards Board (GASB) - GASB is the private, nonpartisan, nonprofit organization that works to create and improve the rules U.S. state and local governments follow when accounting for their finances and reporting them to the public. While the GASB does not have the power to enforce compliance with the standards it promulgates, the authority for its standards is recognized under the Rules of Conduct of the AICPA. Also, legislation in many states requires compliance with GASB standards, and governments usually are expected to prepare financial statements in accordance with those standards when they issue bonds or notes or otherwise borrow from public credit markets. The GASB was established in 1984 and is funded by publication sales, contributions from state and local governments, and voluntary assessment fees from municipal bond issues. Operating Budget — A detailed projection of all estimated income and expenses based on forecasted revenue during a given period (usually one year). Since an operating budget is a short-term budget, capital outlays are excluded because they are long-term costs. One-time revenues, such as grants, settlements, Page 11 Packet Pg. 177 10.2.b sales of assets and transfers are excluded because often they are non -recurring sources of revenues and cannot be counted on coming in from one budget cycle to the next. Revenue - The income of a government from all sources appropriated for the payment of the public expenses. It includes such items as tax payments, fees from specific services, receipts from other governments, fines, forfeitures, grants, shared revenues and interest income. Structural Budget Deficit or "Gap" - A budget deficit (Gap) that results from a fundamental imbalance whereby current year governmental expenditures exceed current year revenues without any consideration of carryover or prior year unspent revenue balances if they exist. A structural deficit remains across the operating fiscal cycle because the general level of government spending is too high for the prevailing revenue structure (e.g., taxes, fees and other sources). A fiscal Gap, is a structural budget deficit over an extended period of time and not only includes the structural deficit at a given point in time but also the difference between promised future government commitments, such as health and retirement spending, and future planned or anticipated tax and other revenues. Another description is that the current revenue structure is insufficient to maintain services at the current level. ARTICLE IX EFFECTIVE DATE This policy shall take effect upon its final adoption by the City Council. Page 12 Packet Pg. 178