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10/24/1995 City CouncilApproved 11101195 EDMONDS CITY COUNCIL APPROVED MINUTES OCTOBER 24,1995 The Edmonds City Council meeting was called to order at 7:00 p.m. by Mayor Laura Hall in the Library Plaza Room, 650 Main Street, followed by the flag salute. ELECTED OFFICIALS PRESENT Laura Hall, Mayor Tom Petruzzi, Council President Barbara Fahey, Councilmember William J. Kasper, Councilmember Michael Hall, Councilmember Dave Earling, Councilmember John Nordquist, Councilmember Roger L. Myers, Councilmember ALSO PRESENT Emily Shen, Student Representative 1. APPROVAL OF AGENDA STAFF PRESENT Tom Miller, Police Chief Michael Springer, Fire Chief Art Housler, Administrative Services Director Paul Mar, Community Services Director Rob Chave, Planning Manager Arvilla Ohlde, Parks & Recreation Manager James Walker, City Engineer Brian McIntosh, Cultural/Recreation Supervisor Scott Snyder, City Attorney Sandy Chase, City Clerk Christine Laws, Recorder A five-minute announcement by Fire Chief Springer was inserted as Item 3A, and Item 7 was moved and redesignated as Item 4A on the Agenda to enable the City Attorney to leave earlier. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER MYERS, TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED. 2. CONSENT AGENDA ITEMS Council President Petruzzi pulled Items B and D; Councilmember Nordquist pulled Item H; and Councilmember Fahey pulled Item I. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER FAHEY, TO APPROVE THE BALANCE OF THE CONSENT AGENDA. MOTION CARRIED. The agenda items passed are as follows: (A) ROLL CALL (C) APPROVAL OF CLAIM WARRANTS #3236S THRU #4708F FOR THE WEEK OF OCTOBER 16, 1995 IN THE AMOUNT OF $208,489.75; AND APPROVAL OF PAYROLL WARRANTS #955797 THRU #956079 FOR THE PERIOD OF OCTOBER 1 THRU OCTOBER 15, 1995 IN THE AMOUNT OF $384,621.52 RR� I fl �d (E) REPORT ON BIDS OPENED OCTOBER 16,1995 YINSTALLATION OF CARPETING FOR THE EDMON S LIBRARY AND AWARD F CONTRACT TO WJO CA FLOORING, INC. ($33,504.13) YET P L (F) REPORT ON BIDS OPENED OCTOBER 17, 1995 FOR THE WASTEWATER TREATMENT �,.I FAG PLANT OUTFALL REPAIR PROJECT AND AWARD OF CONTRACT TO CAICOS oto CORPORATION ($534,176.91, INCLUDING SALES TAX) (G) AUTHORIZATION FOR ADMINISTRATIVE SERVICES DIRECTOR TO ATTEND NATIONAL 0000 LEAGUE OF CITIES CONFERENCE IN PHOENIX, ARIZONA Council President Petruzzi pulled Item B because he was not in attendance at the meeting. COUNCILMEMBER EARLING MOVED, SECONDED BY COUNCILMEMBER FAHEY, TO APPROVE ITEM B. MOTION CARRIED WITH COUNCIL PRESIDENT PETRUZZI �V6 ABSTAINING. The item approved is as follows: flPP .�5 I►ol,40 (B) APPROVAL OF MINUTES OF OCTOBER 17, 1995 Regarding Item D, Council President Petruzzi asked to see a copy of the revenue budgetlactual comparisons schedule. Mr. Petruzzi noted the August and September comparative shortfalls of 4.3% and 7.6% respectively still had the City ahead by about 2%. He asked for Mr. Housler's comments. Art Housler, Administrative Services Director, explained there had been a slowdown on building permits, zoning permits, subdivisions, etc. It appears to be an across-the-board slowdown. It is hoped things will bounce back through the month of October. He noted a national forecast of Christmas sales being off by about 4%. However, the State of Washington will continue to prosper from in -migration. Forecasts show population will increase from in -migration by over 100,000 per year. Also, Mr. Housler noted that with the Navy base in Everett there should be some continued prosperity in Snohomish County. In light of this, he feels the City will meet or exceed the revenue target. COUNCIL PRESIDENT PETRUZZI MOVED, SECONDED BY COUNCILMEMBER FAHEY, TO APPROVE ITEM D. MOTION CARRIED. The item passed is as follows: Ell" ro%tl. (D) REPORT ON GENERAL FUND FINANCIAL POSITION FOR THE PERIOD ENDED FIXSEPTEMBER 30,1995 Councilmember Nordquist pulled Item H because he wished to question the necessity of traveling for the purpose of background investigation rather than having it done by the local sheriff of that jurisdiction, as an example. Police Chief Tom Miller indicated there would have to be a situation where that jurisdiction had a vested interest in doing a background investigation to the extent the City would want it done. The key issue is to do an on -site background check where discussions are held with peers, supervisors, open up their personnel package, check citizen complaints or disciplinary matters, psychological issues which may come to light and report those things back to Chief Miller so he can make a determination as to whether to continue with the hiring process. Mr. Nordquist asked if something like this would be budgeted for next year. Chief Miller stated it will be budgeted, however, he noted it was his understanding that City policy is that flying out-of-state requires Council approval. It was confirmed that as many applicants as possible are visited at each of these out-of-state trips. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER HALL, TO APPROVE ITEM H. MOTION CARRIED. The item passed is as follows: City Council Approved Minutes October 24, 1995 Page 2 PI�PAoJAL (H) APPROVAL OF TRAVEL TO TORRANCE, CALIFORNIA FOR BACKGROUND of INVESTIGATION ON LATERAL POLICE OFFICER APPLICANT -(RAJ&6 Regarding Item I, Councilmember Fahey believes this plan to be an excellent one and complimented Arvilla Ohlde on it. Her only concern was that it still did not seem to contain language that clearly indicated that the City would be the agency that collects all fees and that those fees would be retained by the City for the maintenance. Cultural/Recreation Supervisor Brian McIntosh explained that in parks and recreation terminology, when they say "scheduling" they mean collecting fees. When the School District does the scheduling, they collect the fees. If preferred, more specific language could be added, but this is the standard language. Councilmember Kasper said that at the committee meeting he has asked about the drainage, and wondered if that was incorporated. He was advised that would be provided on the topographical survey. They are not yet into cost estimates. COUNCILMEMBER FAHEY MOVED, SECONDED BY COUNCILMEMBER KASPER, TO APPROVE ITEM I. The item passed is as follows: v j000 (I) AUTHORIZATION FOR MAYOR TO SIGN INTERLOCAL AGREEMENT WITH ea1A5apua0 EDMONDS SCHOOL DISTRICT #15 REGARDING EDMONDS ELEMENTARY P�I ` PLAYGROUND UPGRADE Council President Petruzzi took a moment of special privilege to announce that Student Representative �°6af Emily Shen is a Princess in the Homecoming Court this week. He extended congratulations. ko- Councilmember Earling also noted that Ms. Shen was given an award last night at the Cascade Symphony Concert as a recipient of one of several musical awards given. 3. COMMENDATION RECOGNIZING CRISI BISCH EDMONDS BIKE GROUP a- 1�OTi gpMayor Hall read a Proclamation commending the numerous contributions of Ms. Crisi Bisch and recognizing and thanking her for her dedicated efforts to make the City of Edmonds the Bicycle Gateway 0151 to Puget Sound, and wishing her continued happiness and success in her new home in Bend, Oregon. $,6414 Mayor Hall thanked Ms. Bisch for establishing a level of awareness that was greatly needed. Crisi Bisch was honored to receive this recognition from Mayor Hall and the Councilmembers. She expressed appreciation for help from members of the community, from the City Council, and different City employees in working together to accomplish some of the goals established for the Edmonds Bike Group. She stated that Terese Coleman has taken over Ms. Bisch's position as Vice Chair. Don Carr, Chair of the Edmonds Bike Group recognized the Bisch family, thanked them for their efforts, and wished them well in their new home. He asked the other Bike Group members to stand. Mr. Carr reiterated Ms. Bisch's comments regarding all the help from the staff. He updated the Council on the status of bike racks and maps. He also noted that Paul Mar had recently met with the Washington State Department of Transportation Marine Division and they are now discussing including bike lockers as part of the improvements for the existing ferry dock. Mr. Carr further noted that several of them had attended a seminar this weekend which had 250 individuals from various agencies and bike groups. One of the things discussed was the difference between advocacy groups and advisory groups. Advisory groups are specifically recognized by the City and basically are involved in the entire process. Further, Mr. Carr has been in contact with the League of American Bicyclists, a national organization, regarding being qualified as a bike -friendly community. City Council Approved Minutes October 24 1995 Page 3 Terese Coleman, Vice Chair of the Edmonds Bike Group, looks forward to working with Council and the community. Mayor Hall commented that she believes becoming an official City Advisory Commission is an excellent idea. 3A. GIFT TO CITY gytfr 0 Fire Chief Michael Springer stated the City has recently received a sizable donation, specifically fro earmarked to the Fire Department Aid Car Fund, from an unidentified person. Chief Springer thanked P90 ' this unknown person for the donation. He wanted to let the public know that they do receive donations, AID both in the Aid Car Fund and the Fire Equipment Fund, and this money is used to purchase equipment F yp that, literally, saves lives. He cited the examples of the jaws of life purchase and an aid unit vehicle enabled by previous donations. He again thanked the donator and said the money would be put to good use and, hopefully, whatever equipment is purchased with this money will save additional lives in the future. Mayor Hall verified from experience the value of the jaws of life. This is one more step in the City's interaction with the community. Councilmember Hall suggested a way fro people to give to the City is by a specific bequest in their Will. It can be made out to a specific department. A lot of people are doing this these days, and he encourages it. 4. REVIEW OF POLICY REGARDING TREES (Continued from 10/10/95) P00d Re; Planning Manager Rob Chave began his presentation by stating that City Attorney Phil Olbrechts BEES assisted in compiling the draft ordinance attached to the Agenda Memo. It is patterned after the Tacoma ordinance which similarly regulates trees, particularly looking at trees in rights -of -way. Mr. Olbrechts has tried to craft an ordinance that would provide some limited ways of removing view -obstructing trees. It is intended to address certain situations without opening the entire city to requests for tree removal. It is targeting rights -of -way, and particularly very small parks that are unlikely to have master plans or any other type of approval attached to them -- basically parks under half an acre. Any part over half an acre would not fall within this ordinance and would have to go through the normal process which would involve either reviewing or revising the Master Plan or Architectural Design Board (ADB) approval. One aspect that has been discussed is who may apply for this type of thing. Right now, the way the ordinance is drafted, it doesn't address that question. The feeling is it probably should be limited to those people who are in close proximity to one of these situations and a limitation of being within 300 feet of the particular property is being considered. City Attorney Scott Snyder noted that he had provided to Councilmember Fahey language to add that limitation. He also noted that Councilmember Myers had found a typo on page 2 where the word "one" should be "none" in the next -to -the -last sentence. Mr. Chave said his assumption is that this is an ordinance in draft form. The purpose of tonight's discussion is to get a sounding from the Council as to whether this is something it wants sent forward to the ADB for their review, or whether there are other ideas needing to be considered. Council President Petruzzi questioned the phraseology "any person may appeal a decision of the Architectural Design Board ..." contained in paragraph D on page seven. Mr. Chave responded that City Council Approved Minutes October 24, 1995 Page 4 typically the people that are effected know about a project early on. With trees it may be more difficult for people to be aware of that proposal initially. With that understanding, they feel it might be appropriate to broaden the appeal possibilities. It is a subject that could be opened for discussion, but that is the present rationale. Council President Petruzzi then questioned reference on page 7-8, to "... Also, the value of any vegetation completely removed shall be determined by the manager of the Edmonds Parks and Recreation Division or designee and one-half of such value shall be paid to the City by the individual . . .". He has seen that one-half come up in dealing with certain types of rights -of -way. Mr. Chave assumes it came from the Tacoma ordinance. Mr. Petruzzi's concern was that removing them was only one-half of the expense because presumably other trees of relatively good age and won't grow as tall will be replaced. He asked for Ms. Ohlde's comments. Ms. Ohlde was advised by Mr. Olbrechts that you may have someone that states it is 100% of the value, they may be looking just for the lumber amount to be gained back. When you set it at half, there is an incentive to not be looking at timber feet. Mr. Petruzzi confirmed where the money would be held. Councilmember Kasper asked if there was a copy of the Tacoma ordinance as he had thought Council was to be provided with them. Mr. Kasper would like to see a copy. Councilmember Fahey stated her understanding that in drafting this ordinance we were only trying to provide for either trimming or actual replacement of vegetation. She had not anticipated there would be situations where vegetation would be completely removed and not be replaced to some degree with some other appropriate planting. She asked why language was included that allows for removal without replacement. Mr. Chave's sense was that it may not be possible in all situations to replace something; it may be that you may want to relocate it. Mr. Snyder advised that one of the questions he had asked Mr. Olbrechts about the rationale and liked his response -- there may be situations, particularly talking about trees that were either put there and designated by a landscape planner and have just grown -- there usually is the thinning technique. It may be in order for the remaining trees to better grow, you need to remove some in between to provide space. They wanted to give them the latitude to have that professionally assessed. The intent is not the wholesale removal of trees. Councilmember Fahey questioned language contained on page 4 under § 18.47.040 where it says, ".. . provided however, that such approval is not required for pruning vegetation which is less than 15 feet in height...". She asked if her understanding was correct that you don't need approval for something that short, or that you can arbitrarily go in and consistently trim things back even if they haven't exceeded the 15 feet height. City Attorney Snyder suggested adding "by City staff and City franchisees"; it is not the intent to give anyone carte blanche to come on City property. Further discussion followed with regard to parks under one-half acre. It works on all parks. It is unknown whether there are other isolated right-of-way that fit the size criteria. Councilmember Myers asked for clarification of the costs. He questioned specifically paragraph G on page 8. He asked if it was possible for someone to walk off with a profit as a result. Mr. Chave indicated it had occurred to him that it could be possible which is one of the reasons he cited this as a draft ordinance. Mr. Snyder said that in the version that goes to the ADB removal may be entitled to any removed vegetation subject to the order of the ADB. It will give them the latitude to do it. Councilmember Hall expressed reservations about this type of ordinance. He noted it has been attempted by City Council a couple of times and the decision was made not to open up a can of worms. City Council Approved Minutes October 24 1995 Page 5 Specifically, in the beginning of this ordinance we are designating an intent to preserve vegetation and views within the city. Those are two separate things. The issue of preserving views and placing a value on view is rather replete throughout the ordinance itself. He is worried that someone could easily use this to jump over to private property stating that the City has recognized a value in views in our city and use this as a precedent on lawsuits involving residents. Councilmember Kasper asked Mr. Snyder if they had gotten into view corridors or if that would be considered subsequently. Mr. Snyder said the City has previously discussed trying to designate view corridors on several occasions. Mr. Kasper said the first time around, there was a contract being drawn to develop corridors, and then at the last minute the Council pulled that out. But it didn't have anything to do with the public hearings we had at the Planning Commission on whether it expanded into private property; we really were only talking at that time about mandated trees. Mr. Chave 'believes this ordinance is aimed at the City as a property owner, and it is not intended to go further than that. it was confirmed if we got into view corridors it could effect City property as well as private property. Councilmember Kasper's thinking was originally to limit it to broad scale obstructions, not every piece of property that has a tree sticking up. Areas that are largely blocked are those that need to be addressed. Councilmember Hall reiterated that if we allow the economics to rule the day on a case by case basis, it could provide an opportunity for someone else to take advantage. in reality, we can probably accomplish what we are attempting to do without having to set something we might regret in the future. Councilmember Nordquist went back to the Council minutes of October 10, at which time Mr. Olbrechts said we should consider 17 factors outlined in the Tacoma ordinance. He asked if that was part of the process yet. He questioned whether the ordinance was ready to be sent forward to the ADB. Mr. Chave said if Council feels the ordinance is ready to get some input from someone else, it can send it to them after tonight. If it wants to work more on the ordinance, it can be held for further discussion. The ADB review would occur after Council is comfortable with an ordinance as a draft. Councilmember Nordquist thinks there are still a lot of questions, and a lot of important matters on the agenda tonight. He is not ready to send it forward and asked Council President Petruzzi to schedule another meeting. Councilmember Kasper still wants to see the Tacoma ordinance. Council President Petruzzi has more difficulty doing this on a case -by -case basis as suggested by Councilmember Hall than by placing it in an ordinance. This ordinance can be refined to quite a bit of specificity; if you start taking things on a case -by -case basis and rule on them, we are in effect making case law. Then we would have a lot more difficulty with case law than we would have with a specific ordinance. He agreed there are a lot of questions, and Council should carry it forward for further discussion. He suggested those with more specific questions address them to the City Attorney privately. The City Attorney will see that Council all gets copies of the Tacoma Ordinance. He asked Mr. Snyder how long the Tacoma ordinance had been in effect and what type of difficulty has that City had with that ordinance, if any. Mr. Snyder thinks the Tacoma experience has been the reason Council would probably want to address this through some sort of structure rather than ad hoc basis. It is his understanding it has been in effect approximately one year, and they have been amazed at the controversy they have generated. Mr. Snyder additionally pointed out that the City's Comprehensive Plan already designates views as something that the City will strive to preserve for itself and its neighbors. It includes views along with open spaces and natural resources. It is already in the Comp Plan for private development. City Council Approved Minutes October 24, 1995 Page 6 Councilmember Fahey thinks this draft ordinance is a good beginning from which to draw. However, she noted there is a time lag involved for the ADB to review it. She said she would appreciate input from the ADB and anybody who might wish to review it and provide additional input to Council so that she can factor all of that into her consideration of what we currently have on paper. She would like to see the ADB simultaneously reviewing this and gathering input from interested citizens. Council President Petruzzi agreed that that would be beneficial. Once the questions raised this evening are taken care of, we can push it on to the ADB, get their process started, and then Council can get tracking along the same line with them. Mr. Chave asked for some clarification as to whether he is expecting the ADB to have some sort of public meeting on this, or whether he is asking for more of a technical review from the Board members and discussion among themselves. Mr. Petruzzi responded that right now a technical review would be appropriate. When Council feels it is ready, it can go to the ADB for a hearing. Mr. Chave advised the ADB has a meeting next Wednesday. As long as it isn't a public hearing type of meeting, it may be possible to get it to them for some discussion. Council President Petruzzi asked for a consensus. Councilmember Myers said that would be all right with him if all of the questions raised tonight are addressed in there before it goes to the ADB. Mr. Snyder will make the changes. Mayor Hall announced receipt of a paper prepared by Mr. Pat Harris. He has written an analysis of the Resolution 418 Tree Cutting Policy. Copies will be provided to Council. Mr. Chave noted Mr. Harris' analysis was from a research paper he had done connected to some classes he was taking at one time, so it is not something generated for this purpose. Council President Petruzzi asked Mr. Chave, Mr. Snyder and City Clerk Sandy Chase to get together and set a date certain to place this on the agenda. Councilmember Hall wanted to make sure the public doesn't think Council is putting off any emergency situations. There are certain people waiting in the wings wondering how this is going to come out on a policy basis, but that should not preclude someone from coming forth and requesting on a case -by -case basis. 4A. RECOMMENDATION TO REFUND 1991 GENERAL OBLIGATION BOND ISSUE AS REFudD APPROVED BY THE COUNCIL FINANCE COMMITTEE ON OCTOBER 10, 1995 Ifq/ G, 0. Administrative Services Director Art Housler reported that on October 4 the Council Finance p5 Committee reviewed a recommendation by Staff to consider refunding the 1991 General Obligation Bond Issue. A review by Dick Ehlers, our financial advisor with Seattle Northwest Security, determined there would be a savings of about $50,000. This equates to be about $10,000 per year over the five year period remaining on the bond. Mr. Housler introduced Mr. Ehlers, who would provide an update on the market and savings as well as respond to any questions. Mayor Hall interjected that the second part of the recommended action was to consider wrapping new money into this issue for capital needs. She noted Council has set $7 Million as a possible figure for the Public Safety and Court facility. In discussion, there has become a $7 - 12 Million spread overall which will be funded by the voters. Property will be assessed at corresponding rates between 25 and 43 cents per $1,000 of assessed value. She referred to Fire Station 6 and the fact that firefighters are required to live in a trailer due to the unsafe buildings, and the fact that Fire Station 6 at Five Corners is a separate issue. The proposal she raised would not be asking taxpayers or citizens for any more money, nor adding new taxes or increasing old ones. The proposal would be to refund the existing debt on the library and wrap into it $1 million of new money to replace Fire Station 6. City Council Approved Minutes October 24 1995 Page 7 Councilmember Kasper raised a point of order. Councilmember Kasper asked why that was not in the packet, and Mayor Hall said she just received it to read into the record tonight. Council President Petruzzi added for clarification for the record that what the Mayor had just read is not a part of what we were to be discussing. We are to be discussing what the Council Finance Committee has approved which is strictly a refunding of the bond issue for the library. His understanding is that it will save approximately $47,000, and that is what we are considering under this agenda item. When we decide what we want to do on this, then we can have some discussion on the other item. Mayor Hall reiterated that she is addressing the wrapping of new money into this issue for capital needs. Councilmember Kasper asked Mr. Housler how the City refinanced the last library and why it was done. It was his opinion that when that was done it was to reduce the term by the proceeds; in other words reduce the payment. Mr. Kasper asked if that was changed because of the pressing needs for capital last year and the shortfall, or had Mr. Housler had a chance to look at that today? Mr. Housler did have a chance to look at it. The reason they did the refunding at that time was to save $158,000. Mr. Kasper was in favor of reducing the debt payment on an annual basis, but the rest of the Council did not agree with him. The debt payment was reduced, but the savings went into the General Fund for other needs at the time. The refunding occurred on January 29, 1991. Mr. Housler said they discussed the issue in 1987 but the market deteriorated very badly, so it was delayed. There was plenty of discussion on the refunding issue for several years. Mr. Kasper said the reason for the change was actually reducing the term on the new issue to raise capital on our shortfall. Mr. Housler disagreed. He said it was as it is today -- there is a savings. Mr. Kasper acknowledged the savings. He said the point is that we have debts and now we are starting to roll money out just to get more money rather than satisfying the debts or reducing the term on the debt. Mr. Housler acknowledged those were options that were not taken. Dick Ehlers, Seattle Northwest Securities, Financial Advisor, and Mr. Bob Yeasting, Edmonds' Independent Financial Advisor, were introduced. Mr. Ehlers reminded Council that in 1991 they did the refunding to reduce the interest rate and interest expense on your 1987 bonds. We now are able to ratchet that down almost another two percentage points, and that makes it worthwhile looking at again. The other part that makes it worthwhile is that we are now at a time when you can call and pay off those 1991 bonds. Their stated maturity goes through the year 2000, but when the bonds were sold we told the bondholders that we were going to reserve the right to call those bonds and pay them off on March 1, 1996. Once you get past that point and make more payments at the current higher rates, the savings potential for refinancing goes down. The packet just passed out is an update on the refunding and is a stand-alone item. He called attention to the second page which contains a summary of where the refunding transaction is. He explained the numbers and stated that is a savings of about $10,000 per year between now and the year 2000. Council President Petruzzi asked Mr. Ehlers if the City has any other bond issues out there that are reasonable refunding candidates and was advised this is the only one. He then stated, for the Council, that he wanted to make sure all understood that when he approved this agenda item , it was strictly the recommendation to refund the 1991 Bond Issue. He is uncertain from where the phrase "but also consider wrapping new money into this issue for capital needs" came. That was not the recommendation of the Finance Committee. Mayor Hall indicated that the reason that was brought up was that was something that had come up, and in order to make it known to Mr. Petruzzi and the public at the same time, it was thought this would be the time to do it. Mr. Petruzzi has no problem bringing it up as an additional item, but the way the packet was put together, it appeared as though it were the recommendation of the Council to add additional debt to the City right now, and that it is not. As far as the refunding of this particular bond, City Council Approved Minutes October 24, 1995 Page 8 you wouldn't be adding any additional time and would have the same maturity. You have a savings of $47,000 over a five year period which Mr. Petruzzi said he would certainly recommend. Councilmember Kasper questioned whether there had been discussion on isolating that interest to gain into a reserve, or if it was just going to be spent. Councilmember Hall said that from what he had heard from the Council, that was a separate issue. The first issue is whether or not they want to save the money. COUNCIL PRESIDENT PETRUZZI MOVED, SECONDED BY COUNCILMEMBER FAHEY, TO RECOMMEND THE REFUND OF THE 1991 GENERAL OBLIGATION BOND ISSUE AS APPROVED BY THE COUNCIL FINANCE COMMITTEE ON OCTOBER 10, 1995, AND IN ADDITION, THIS PARTICULAR MOTION INCLUDES NO CONSIDERATION OF WRAPPING NEW MONEY INTO THIS ISSUE FOR CAPITAL NEEDS. Councilmember Hall asked if we were going to realize all of the benefit -- would that be the realization to the City for the benefit of the $47,000, or are there fees to come out of there. He was advised that was a net number to the City. He confirmed the costs as laid out on page 2 as about $22,000 which includes sales commissions to pay people to find buyers for the bonds, rating agencies to issue a new rating, bond attorneys to do all the legal work necessary to make sure the bonds are valid when issued and exempt from federal income tax, printing of bonds. In addition to finding buyers for the bond, the management fees are structured into the transaction -- there total fee is looking at about $1,000 which may be generous. The $10,000 per year is after all those cases have been paid. Councilmember Hall asked where the fees come from -- if we didn't have these fees, would we have $70,000? The reply was affirmative. He clarified we were still coming out ahead. Councilmember Kasper asked about the market swinging potential and the time frames for doing all of this. They need two to three weeks to get into the market and would like to come back three weeks from tonight with the final purchase offer. If the market deteriorates any time between now and the time we place the bond issue, we wait for a better date. The possibility of establishing a savings threshold was made with the caution that we need to close a refunding bond issue before January 1 in order to hit that March 1 call date. If we miss that, you are committed to paying another six months interest at the higher rates. Mr. Housler encouraged the Council if there is any possibility of needing more money sometime in the next six months or so, to listen to Mr. Yeasting. He has been in this business a long time and can tell you the benefits of wrapping new money into old money or refunding money. COUNCILMEMBER EARLING MOVED TO TABLE THE MOTION. NO SECOND WAS NEEDED. MOTION TABLED. Mr. Yeasting reiterated that he was present as an Independent Financial Advisor for the City. This refunding is a relatively small issue in the marketplace today. It would not make a lot of sense from an overall perspective to have a small issue now for this refunding and a couple of months later have another small issue for some new money borrowing. You would duplicate issuance costs of $12-14,000. However, the savings on the refunding do taper off. You pay interest every six months, and it makes a lot of sense to do that before mid -January at the latest, so that you can get those bonds called on the February 1 date for a March 1 call. There is a time constraint. If you were going to do the refunding sometime in the near term period, it would make sense to look at whether you want to add anything else to it. COUNCILMEMBER EARLING MOVED, SECONDED BY COUNCILMEMBER HALL, TO BRING THE MOTION BACK TO THE TABLE.- MOTION CARRIED. City Council Approved Minutes October 24 1995 Page 9 IT WAS REQUESTED THE MOTION BE RESTATED: COUNCIL PRESIDENT PETRUZZI MOVED, SECONDED BY COUNCILMEMBER FAHEY TO RECOMMEND THE REFUND OF THE 1991 GENERAL OBLIGATION BOND ISSUE AS APPROVED BY THE COUNCIL FINANCE COMMITTEE ON OCTOBER 10, 1995. THE MOTION INCLUDES NO CONSIDERATION OF WRAPPING NEW MONEY INTO THIS TO MEET CAPITAL NEEDS. MOTION CARRIED. 5. ANNUAL REPORT FROM LIBRARY BOARD L1�akR BpRRD Mary Fisher, President of the Library Board, reported that the Library Board would like to thank the Council for approving the carpeting for the Edmonds Library. The Board would also like Council to know that they do not request any further funds for the coming year. At this time she introduced Bead Librarian, Evie Wilson-Lingbloom who has been here two months and is permanently assigned to the Mill Creek Library. Councilmember Fahey asked about the internal workings of the library. In using the search system, it was discovered quite a few of the books desired in a particular area were listed as lost or missing. Ms. Fahey asked what happens if a person doesn't return a book. Ms. Wilson-Lingbloom described the process, and also noted a problem with theft. Her helpful hint for an assignment was to use the magazine databases because that information is more current even than in book volumes. There are many magazines on-line. She reiterated it is often a useful tool when the book you were looking for has been lost or stolen. Councilmember Fahey urged the citizens to try to be a little more careful about preserving what we have and returning it so that it is made available for the use of others. Councilmember Myers asked for a description of the access people would have through the internet, a WEB network, and asked what kind of electronic access there is at the library, if any. Ms. Wilson- Lingbloom state they have the capability but are not yet offering it yet. This year they are hoping to bring in a dial -in service where you will be able to dial into the catalog from your home modem. They are also looking at internet possibilities. Unfortunately, the competitors in King County are offering that for their patrons, and Ms. Wilson-Lingbloom would like to see Edmonds more competitive. Ms. Wilson-Lingbloom also noted that the Library Board is in the process of adopting a technological, long range plan -- a 10 year plan -- which. addresses these issues. If anyone is interested in getting a copy of that, she can assist in that regard. Councilmember Myers reiterated the numerous advantages to having internet capabilities and asked to see a copy of the plan. Copies will be obtained as soon as they are approved by the Board. Councilmember Earling questioned the reference transactions in the cities of Lynnwood and Mountlake Terrace. He asked what would attribute to fall off like that when the rest of the system continues to grow. He was advised the reference transactions are not recorded in the automated system; they are a slash mark system that is done by staff, so those figures are much softer than circulation figures which would be recorded by the automated circulation system. Ms. Wilson-Lingbloom described some of the various factors that effect this kind of thing. Another thing that may effect it also is that the Edmonds Library in the past year was designated the South Region Reference Center, and the Mountlake Terrace Library, the Brier Library, the Mill Creek Library all use Edmonds Library as the Regional Reference Center, so many of those questions may be coming here. City Council Approved Minutes October 24, 1995 Page 10 Councilmember Fahey took the opportunity to mention that the "Friends of the Library" is a group very supportive of the library, though not part of the Library Board. They are having their annual book sale coming up this Saturday. She encouraged all to attend. It was further reported that artwork has been chosen for the Children's Section, and it will be coming to Council next month. Also, they are working with the Edmonds Arts Department to hang art in the library on the slant wall. All are invited to come view. MEfo6. ANNUAL REPORT FROM CEMETERY BOARD ZVAAD Dorothy Williamson, 703 Main Street, Edmonds, is the Cemetery Board Chair. Ms. Williamson introduced Board members Esther Sellers, Debbie Johnson, Marvene McGuinness (alternate), and Cliff Edwards (Sexton). The 1996 budget is ready for Council review, and this will include plans for another collumbarium, a communal ash site, and they continue their plans to have a well drilled. Their sales from January to September this year totaled 53, with the goal being 41. They have had 46 burials where they thought they would have 38. There have been 12 flat markers sold, as well as 5 upright monuments. Memorial Day Service was held May 29 with John Steinberger planning the program. Mayor Hall gave the address which commemorated the closing of World War II 50 years ago. Representatives from the American Legion, VFW, Vietnam Veterans and the Nile Temple Bugle and Drum Corps gave a very impressive military service. It was closed with Dave Earling sounding "Taps" with his trumpet. The Open House was July 20. Ms. Williamson then reported that Debbie Johnson initiated a program to plant 1,200 crocus bulbs in the cemetery. These were planted October 17 by third graders from Edmonds, Chase Lake and Martha Lake Elementary Schools. There were 148 children and 6 teachers present.. Further, it was reported that in January the Cemetery Board will hold its first retreat. Council's presence is greatly desired. All records, including titles and financial reports are current and on file with the City of Edmonds. They are looking for volunteers to paint wrought iron gates and fencing around the George Brackett grave site. This could be a community job done in spring and summer. Paint will be furnished. In order to keep the cemetery in good operation and in first class condition, and providing the public with burial services, it is the Board's recommendation that the present Sexton Cliff Edwards be maintained as a full-time position. This Board appreciates the support of the Mayor and this City Council. Cemetery Board meetings are monthly on the third Thursday at 4:00 p.m. in Room 113 of the Francis Anderson Center, and all are invited to come. As a point of interest, Ms. Williamson reported that Washington is going to receive a federal government veteran's cemetery. The government has given money to a Bothell company to start this fall. It is located down by Maple Valley and when completed will have places for 77,000 veterans. It will be called Tahoma National Cemetery. Mayor Hall suggested that Brent Hunter might be able to pass along to the Cemetery Board a list of volunteers. Councilmember Myers noted there are a lot of high school students who have community service projects to do, and the counselors should be advised there is a chance to earn volunteer hours. 8. CONTINUED DISCUSSION OF BIDS OPENED OCTOBER 10 1995 FOR THE LIBRARY pAA PLAZA PLANTER REHABILITATION PROJECT PAR P�grlf City Engineer Jim Walker reiterated that this is a continuation of last week's discussion. Originally it was intended to have City Parks crews do work on the planters. The question was when they could do it, City Council Approved Minutes October 24 1995 Page 11 and if they could do it. The crews have been busier than normal with the new Public Works site and the City Park, but could probably provide assistance in January and February, but probably not much later than that. There would still likely be a need to hire additional help to keep up with the maintenance that has been deferred because of other projects. Equipment would also need to be rented. Assistance will be needed from Public Works for trucking of the soil. That option is there, but it is not their preference. They would rather have their funds used than take on more projects at this point. The other item discussed was that traditionally $100,000 is put forward from the 116 Fund each year. The question was how much of that money for next year was high priority items, and how much could be easily deferred. In talking with Tom King, it was felt that roughly just over half of the money was for things like roof replacement that they felt they needed to do this next year, and about $45-47,000 was easily available for this project. Mr. Walker said there are three options: 1) We can award a portion of the project right now with funds we have or funds we can obtain, 2) we could reject the bids and re -bid the project on a slightly later time frame, or 3) we could try to take money from funds now, complete the project at this point in time, and redistribute funds in the future. Councilmember Kasper said he had been trying to get this project done for years. He thinks we are getting into a position where we are going to have to put a sizable amount more than $100,000 in next year because of other work that is coming up as well. We have been deferring maintenance in this city for many years. Major ones like this can't be let go. We are getting into the freeze weather, but if we can get the dirt out of them the damage could be reduced if they are covered. One of the problems is that no one wants it done while they are renting the facilities. There will continue to be a compounding factor to the damage. Council President Petruzzi agreed with the point made by Councilmember Kasper. He, too, feels the problem has to be addressed and completed. Councilmember Kasper feels Council needs to proceed on the entire project. The dirt has to be removed, but there is no reason to put it back because it has been there a long time and should be replaced. COUNCILMEMBER KASPER MOVED, SECONDED BY COUNCIL PRESIDENT PETRUZZI, THAT THE CITY DO THE COMPLETE PROJECT AS SOON AS POSSIBLE AND NOT USE CITY CREWS. Council President Petruzzi asked if Councilmember Kasper was discussing a specific bid. Paul Mar followed up on Councilmember Kasper's suggestion to do the project all now, and he thinks Mr. Walker was talking about an alternative way of trying to fund it now, and he suggested a way to fund it. There is a low bid of $165,000 plus a 10% contingency, which gives a total of $185,000 necessary to do the entire project. There is $50,000 in this year's budget in the 116 Fund. He also mentioned that if there is an approved budget next year for the Fund 116, that $55,000 will have been obligated for high priority projects. That would leave $45,000 for the 1996 Fund 116, and the remaining $90,000 from Fund 125. Because this has not yet been approved, if we want to start the project now and sign a contract, we know we would need a source, and we know that Fund 116 has a large enough balance that some of the money can be transferred until this gets through in January. That is the suggested way if Council wishes to proceed with the project. City Council Approved Minutes October 24, 1995 Page 12 COUNCIL PRESIDENT PETRUZZI ASKED IF THE MAKER OF THE MOTION WOULD BE OPEN TO AMENDING HIS MOTION TO INCLUDE THE FUNDING AS DESCRIBED BY MR. MAR. COUNCILMEMBER KASPER SO MOVED TO AMEND. THE SECONDER AGREED. COUNCILMEMBER NORDQUIST ASKED IF THE MOTION SHOULD ALSO DESIGNATE THAT YOU ARE AWARDING THE BID. UPON CONSENSUS THE MOTION WAS WITHDRAWN. Further discussion ensued concerning the differential between having to pay for the rental equipment and some temporary labor as opposed to carrying over $28,000 to have the contractor bid this job do it. Mr. Walker believes it to be quite small. The contractor is basically going to do the job the same as our Parks crews would. Most likely they would have Pat Harris supervising a crew of hired laborers. The difference would be a few thousand dollars at most. Responding to Councilmember Myers questions, Mr. Walker said there will be some changes; there will be a different type of lighting inside; we are going to do a stucco exterior surface on the planter areas. Mr. Myers asked if we do all of these things if we will have the same problem down the road. and have to do them again. Mr. Walker stated the product being used has a 25-year warranty and has been in use for a number of years in Europe. They are confident it will last for a number of years; maybe 20-30 years down the road it may be an issue again. Longer life is expected on the new planters than was achieved by the former. Discussion followed on the cost of repair, and whether or not it should be considered for elimination. COUNCIL PRESIDENT PETRUZZI MOVED, SECONDED BY COUNCILMEMBER KASPER, TO ACCEPT THE BID FROM PACIFIC CONCRETE TECHNOLOGY IN THE AMOUNT OF $165,391 FOR THE LIBRARY PLAZA PLANTER REHABILITATION PROJECT. IMPLICIT IN THIS MOTION IS THE FACT THAT COUNCIL WILL SET A CONTINGENCY FUND OF $16,539 AND ROUND THE TOTAL AUTHORIZED AMOUNT TO $185,000. THE FUNDING WILL BE FROM FUND 116, $50,000; FUND 125, $90,000; AND FUND 006, $45,000, WITH THE 1996 ALLOCATION TO FUND 116 REDUCED BY $45,000. THE $45,000 IS TO BE REPLACED IN THE 006 FUND IN 1996. MOTION CARRIED. 9. MAYOR Mayor Hall announced that the old-time variety store that has been here more many years has been sold and purchased. The facade of the theater has been painted, but more importantly, the safe fire escape is up to code; the balcony is open. There is also the possibility of another vacant building being occupied. Mayor Hall has met with two parties on that and, hopefully, that will come to our city. 10. INDIVIDUAL COUNCIL REPORTS/UPDATES ON RESPECTIVE BOARD MEETINGS Council President Petruzzi spoke regarding the SnoCom Board. The 800 Megahertz is anticipated to go to ballot on March 26. The County Council will be meeting probably by the end of this month to vote on it. Hopefully there will be a positive vote and it will go to the people. There has been further extensive discussion on the fact that there is a need under Medic 7 for the second car to be 24 hours. Chief Springer will be discussing at budget time that there could be a "tap on the shoulder" from the SnoCom/Medic 7 Board in the middle of 1996. The need is getting somewhat desperate. Eor,4G The October 31 meeting was eliminated, and Council President Petruzzi tentatively set a meeting for M S6f November 1. Primarily, the item of concern was presentation of the Mayor's 1996 Preliminary Budget. 14011, 1 City Council Approved Minutes October 24 1995 Page 13 That could be postponed until November 6 unless it is Council consensus to meet on November 1 to receive the budget. The November 1 meeting was scheduled. Mr. Petruzzi noted the upcoming agendas were jammed. He was advised by City Clerk Sandy Chase that there are two appeals filed with regard to the proposed Floral Arts Center The appeals will be combined into one hearing which will last at least one hour. Because of the timing involved in publication, the earliest possible date it could be set is November 6. Staff would like to squeeze it in on November 14 which is not normally a hearing night. The problem with November 14 is that there is a discussion on I-164. If Referendum 48 passes, we have to have that for 30 minutes; then we have 2 hours on a budget session. Because of the interest in the Floral Center, Mr. Petruzzi feels it will take longer than an hour. Mayor Hall thought an hour would be sufficient. It was agreed that the hearing would be the first item of discussion on the November 14 agenda. Council President Petruzzi then called attention to a memo from Barb Mehlert indicating he has IL approved the budget. The one thing he had not really seen was the Council Contingency Fund. It has been established at something like $183,000 to which he does not object. He stated Council had 6D instructed Mr. Housler to roll all of the compensation moneys into the Contingency Fund. He asked if foppl that would be done before Council gets the Budget from the Mayor. Mr. Housler indicated it would. He further advised the Council Contingency Fund will now be $243,270 which includes all non -represented salary increases. All other contracts are settled. It does include the Executive staff. Mr. Petruzzi acknowledged another memo from Barb Mehlert who is leaving the City for a full-time job. elwAt'ii, f She has listed the job in the paper and so far there are 10 applications. Ms. Mehlert will be taking a close 40isfO look at the applications. Since it is known Councilmember Earling will be here next year and that Mr. Petruzzi will not be Council President, Councilmember Earling has agreed to assist in the interviewing of these people. Ms. Mehlert has suggested a work week consisting of five 4-hour days. Suggested hours are 9-1:00. E A Mayor Hall next announced that this Saturday is "Make a Difference Day" (October 28). She then cited some of e types of that can e to make a difference. ere is also a lic Safety Space D FF '16�E ll Needs Committee meeting things fromn1:30 o 4 00 at the Public Facility cconference room, DA g lower level, 7110 - 210th Street S.W. Councilmember Hall reported a member of the Snohomish County Health District Committee, Mr. Carl Gibson who was a City Council member from Everett for a long time, is now retiring from public service. Student Representative Emily Shen thanked the Council for its earlier acknowledgments. She personally invited each Councilmember and everyone to come to the Meadowdale Homecoming Game Friday at Edmonds Stadium at 7:30 p.m. J0 01141 Councilmember Kasper reported that the Selection Committee has come down to one firm to do the 51u'a housing study and this will be forthcoming to Council. Councilmember Nordquist reported the Health District is going through changes from a medical basis to f more of an educational basis. Councilmember Nordquist also advised the public that flu shots are Dl available at the Health District, both in Everett and the Lynnwood office. The hours are 9:00 - 4:30, and the charge is $10, with a possibility of receiving it for nothing. City Council Approved Minutes October 24, 1995 Page 14 Councilmember Myers reported he had the opportunity to attend the Association of Washington Cities Regional Meeting last week. Mr. Myers will prepare a summary of the information he received. There E6� is very good information that all Councilmembers need to know. Public Safety Space Needs Committee has been meeting and will meet again Thursday. Because of a scheduling conflict, Councilmember Myers was not sure he would be able to attend the special Council meeting on November 1, but he will make every effort to. p,SE COUNCIL PRESIDENT PETRUZZI MOVED, SECONDED BY COUNCILMEMBER HALL, TO 167,5E,4GE EXCUSE COUNCILMEMBER EARLING'S ABSENCE FROM THE OCTOBER 10 MEETING. He MOTION CARRIED. /JaoRy Councilmember Fahey clarified the date of the Friends of the Library Book Sale as October 28. She suggested purchasing books and donating them to some of the various homeless shelters and places that i6 could use them. Ms. Fahey had a conversation today with Ruth Cassidy, the Director of the Girls and Boys Club in Edmonds. She asked Ms. Fahey to request that the Boys and Girls Club, have an opportunity to do a five minute special presentation to the Mayor and Council on November 6. Approval was obtained. Next, Ms. Fahey reported the Edmonds Visitors will be having their first membership meeting tomorrow night. They anticipate having up to 30 people give input regarding what r has been done and what they would like to see us do better or differently, or comment on what has been done well. Part of the agenda is a discussion of the possibilities for the expansion of the Bureau to be more inclusive of the area of economic development. With regard to the Cascade Board, they were �Rs�n6 anticipating that the funding would be released to do the feasibility study for a multipurpose center and by now a consultant would have been hired. Unfortunately, the County has delayed one more time, and the contract still has not been signed. We are still waiting for the releasing of the $200,000 grant that has been approved by the Council but not signed, sealed and delivered by the Financial Department of the County. They hope to have that moving forward next month. Councilmember Earling commented that the RTA is beginning to look like we need to go back to the ETA Legislature in the spring to see if we can prompt the discussion for responsibility of the RTA and some of its high -capacity transit responsibilities. If that happens, we are probably looking at a September 1996 ballot issue instead of spring as previously suggested. Mr. Earling also reported that information requested from Community Transit a couple of weeks ago for input into the six -year plan has been looked at and should be included in the updated plan. There being no further business to come before the Council, the meeting was adjourned at 9:19 p.m. �SANDRA S. CHASE, CITY CLERK City Council Approved Minutes October 24 1995 Page 15 CALL TO ORDER - 7:00 P.M. FLAG SALUTE 1. 2. (A) (B) (C) (D) (E) (F) (G) (H) (I) 3. (5 Min.) 4. (30 Min.') 5. (10 Min.) 6. (10 Min.) AGENDA EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. OCTOBER 24, 1995 WORK MEETING APPROVAL OF AGENDA CONSENT AGENDA ITEMS ROLL CALL APPROVAL OF MINUTES OF OCTOBER 17, 1995 APPROVAL OF CLAIM WARRANTS #3236S THRU #4708F FOR THE WEEK OF OCTOBER 16, 1995 IN THE AMOUNT OF $208,489.75; AND APPROVAL OF PAYROLL WARRANTS #955797 THRU #956079 FOR THE PERIOD OF OCTOBER 1 THRU OCTOBER 15, 1995 IN THE AMOUNT OF $384,621.52 REPORT ON GENERAL FUND FINANCIAL POSITION FOR THE PERIOD ENDED SEPTEMBER 30, 1995 REPORT ON BIDS OPENED OCTOBER 16, 1995 FOR THE PURCHASE AND INSTALLATION OF CARPETING FOR THE EDMONDS LIBRARY AND AWARD OF CONTRACT TO WJO FLOORING, INC. ($33,504.13) REPORT ON BIDS OPENED OCTOBER 17, 1995 FOR THE WASTEWATER TREATMENT PLANT OUTFALL REPAIR PROJECT AND AWARD OF CONTRACT TO CAICOS CORPORATION ($534,176.91, INCLUDING SALES TAX) AUTHORIZATION FOR ADMINISTRATIVE SERVICES DIRECTOR TO ATTEND NATIONAL LEAGUE OF CITIES CONFERENCE IN PHOENIX, ARIZONA APPROVAL OF TRAVEL TO TORRANCE, CALIFORNIA FOR BACKGROUND INVESTIGATION ON LATERAL POLICE OFFICER APPLICANT AUTHORIZATION FOR MAYOR TO SIGN INTERLOCAL AGREEMENT WITH EDMONDS SCHOOL DISTRICT #15 REGARDING EDMONDS ELEMENTARY PLAYGROUND UPGRADE COMMENDATION RECOGNIZING CRISI BISCH, EDMONDS BIKE GROUP REVIEW OF POLICY REGARDING TREES (Continued from 10110/95) ANNUAL REPORT FROM LIBRARY BOARD ANNUAL REPORT FROM CEMETERY BOARD 7. (15 Min.) RECOMMENDATION TO REFUND 1991 GENERAL OBLIGATION BOND ISSUE AS APPROVED BY THE COUNCIL FINANCE COMMITTEE ON OCTOBER 10, 1995 8. (15 Min.) CONTINUED DISCUSSION OF BIDS OPENED OCTOBER 10, 1995 FOR THE LIBRARY PLAZA PLANTER REHABILITATION PROJECT -Continued- CITY COUNCIL MEETING AGENDA OCTOBER 24, 1995 PAGE TWO 9. (5 Min.) MAYOR 10. (15 Min.) INDIVIDUAL COUNCIL REPORTS/UPDATES ON RESPECTIVE BOARD MEETINGS Parking and meeting rooms are accessible for persons with disabilities. Contact the City Clerk at 771-0245 with 24 hours advance notice for special accommodations. The Council Agenda appears on Chambers Cable, Channel 32. Delayed telecast of this Meeting appears', Wednesday evening at 7:00 p.m. on Channel 36, and the following Friday and Monday at noon on Channel 32.