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03/03/2006 City Council1 i 1 i MARCH 3 -4, 2006 The Edmonds City Council retreat was called to order at 9:02 a.m. at the LaConner Channel Lodge in La Conner, Washington. ELECTED OFFICIALS PRESENT Present Friday, March 3 & Saturday, March 4 Gary Haakenson, Mayor Deanna Dawson, Council President Michael Plunkett, Councilmember Richard Marin, Councilmember Mauri Moore, Councilmember Peggy Pritchard Olson, Councilmember Dave Orvis, Councilmember Ron Wambolt, Councilmember PUBLIC PRESENT Present Friday, March 3 None Present Saturday, March 4 Sue Waldburger, Enterprise STAFF PRESENT Present Friday, March 3 Tom Tomberg, Fire Chief David Stern, Chief of Police Duane Bowman, Development Services Director Stephen Clifton, Community Services Director Dan Clements, Administrative Services Director Brian McIntosh, Parks & Recreation Director Jennifer Gerend, Economic Development Dir. Noel Miller, Public Works Director Debi Humann, Human Resources Manager Scott Snyder, City Attorney Linda Carl, Senior Executive Assistant Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder 1. OPENING REMARKS Dick Van Hollebeke, retreat facilitator, described his background, community activities since serving on the Edmonds Council and his interest in the success of the community. He then led the Council in a team building exercise illustrating the importance of listening and civility. 2. DISCUSSION ON CIVILITY Mr. Van Hollebeke distributed a definition of civility, citing the importance of working together to reach compromise and consensus and occasionally agreeing to disagree agreeably. Mr. Van Hollebeke pointed out the Council being respectful to each other, staff, the public and the Mayor would lead others to be civil as well. He cited the importance of speaking to an issue, not the person and avoiding characterization of Councilmembers' opinions. He commented on the value of retreats as an opportunity for Councilmembers to get to know each other. He referenced written materials on groups working together. A general discussion regarding civility followed. Councilmember Marin offered to organize a Council picnic this spring. Discussion continued regarding meeting procedures. Councilmembers were encouraged to review Roberts Rules of Order. Edmonds City Council Retreat Approved Minutes March 3 -4, 2006 Page 1 3. INDIVIDUAL COUNCILMEMBERS' GOALS FOR THE YEAR Council President Dawson explained this was an opportunity for Councilmembers to identify their goals; staff would provide their department and city goals this afternoon. Tomorrow the Council would review goals and identify a lead person for each. Councilmember Marin • Resolve design guidelines and building height issues within the next couple months. • Pursue economic development issues — zero in on what is holding the Council back. Councilmember Moore • Neighborhood development in Five Corners, Stevens Hospital, Perrinville, Firdale Village, and Westgate including consideration of increasing height limits in these neighborhoods. • Purchase park property — Old Woodway Elementary School and 115 acres nature preserve (west side of Olympic View Drive). • Channel 21 — partner with other cities to provide programming for public access channels via partnership with high school students to do filming. Councilmember Moore advised she was working on this. Councilmember Orvis • Miscellaneous Height Issues — 1) third party measurements in the BC zone. It was agreed to ask Building Official Jeannine Graf to provide a presentation regarding how building heights were determined. 2) Making height variances a direct Council decision. It was agreed to ask City Attorney Scott Snyder and Development Services Director Duane Bowman their opinion regarding this suggestion. • Campaign signs — investigate creative approaches to eliminating campaign sign cluster areas such as on Main. It was agreed to seek an opinion from the City Attorney. • Channel 21 — creating a video voter's guide. Council President Dawson • Funding for SnoCom Computer Aided Dispatch (CAD) system coming in 2011 -2012. • Identify funding source for roads. Councilmember Plunkett • Complete Economic Development and Public Safety Comprehensive Plan elements. • Incorporate 4th Avenue corridor project into Comprehensive Plan. • Broadband — Council and public need layperson's explanation. Councilmember Olson • Broadband/CTAC. It was recommended a one page, layperson's description be developed that described the existing fiber optics, pilot program and benefits. Councilmember Wambolt • Ways to recover $2 million revenue shortfall. • Major redevelopment of Harbor Square. • Expand the charter of Hwy 99 Task Force to consider economic development for entire City. • Possibility of an Edmonds aquatic center. • Resolve development of Sunset property. • Investigate State funding for enforcement of ferry traffic. • Eliminate building height moratorium 4. DISCUSSION ON ECONOMIC DEVELOPMENT Councilmembers described what economic development meant to them. Discussion followed regarding neighborhood centers' role in economic development, importance of learning what residents around Edmonds City Council Retreat Approved Minutes March 3 -4, 2006 Page 2 neighborhood centers want to see, economic development via tourism, and desire to attract a high -end hotel. Action Plan: Councilmember Marin offered to provide the results of the Hwy. 99 Task Force focus groups. Discuss with City Attorney Scott Snyder how the Council could be provided information regarding what businesses are not coming or leaving and why. Establish a Council economic development committee with two Councilmembers with different perspectives who would work with the Economic Development Director to search for nuggets of opportunity; central question for subcommittee — what is not working and why and actual businesses that are not coming /leaving and why. Determine why there has not been any movement toward results- oriented permitting. The Mayor and staff joined City officials at 2:00 p.m. 5. UPDATE STAFF ON THE WORK OF THE MORNING AND COUNCIL GOALS Council President Dawson updated staff on the goals identified by Councilmembers. 6. DIRECTORS' #1 DEPARTMENT AND CITYWIDE PRIORITIES Development Services Department Goal: How can the Council make more effective use of their time and decision making, focusing on the big picture policy issues rather than small stuff and making decisions. City Goal: How do we secure long term financial stability for the City and what is our strategic plan to accomplish? What is strategic development and how do we achieve it, how do we maintain our infrastructure and what levels of service should the city provide? Administrative Services Department Goal: Lack of Council- approved plan for addressing financial future. Without this vision it is extremely difficult to have a "top to bottom" plan that is shared with all staff and becomes marching orders. At present there are no incentives to reduce staff costs, become more efficient, look for alternative ways of delivering services /products to citizens or generate new revenue. City Goal: Financial future — review and adopt strategies for dealing with the City's long term financial future, and how we will structure ourselves in an environment where the city will be able to expand staffing levels on an extremely limited basis. Action: It was suggested the 5 -year budget projection and existing revenue options be presented to the Finance Committee. Community Services Department Goal: Maximizing future benefits of Edmonds Crossing, e.g., land use planning along the waterfront and throughout the downtown; connectivity between Edmonds Crossing /downtown and downtown /waterfront; and working with the Port. City Goal: Efficient use of resources (i.e., time, money and staffing). Examples: lengthy processes, deferring of decisions, revisiting issues, etc. Stability of revenue and expenditures — continued delivery of quality services. Economic Development Department Goal: Five Corners and Firdale Village neighborhood plans. City Goal: Diversification of tax base /economic development. Edmonds City Council Retreat Approved Minutes March 3 -4, 2006 Page 3 Human Resources Department Goal: Non - represented employee compensation strategies. City Goal: Consistent, reliable revenue stream. Parks & Recreation Department Goal: Solicit from Council their vision for parks /recreation /cultural services and discuss the number of people Parks & Recreation and Cultural Services bring to the City. City Goal: Economic development and its role in the livability and economic vitality of the City. Action: Council requested a copy of last year's Power Point "Parks, Recreation & Cultural Services: Trends & Visions." Public Works Department Goal: Adequate funding to maintain City buildings for the long term. City Goal: Adequate funding to maintain existing transportation and non - utility infrastructure for the long term. Suggestions included exploring options for private fund raising for buildings used by organizations, exploring hiring a professional grant writer, and staff providing a quarterly report regarding grants. Police Department Department Goal: Defining service and staffing levels and identifying stable funding sources. City Goal: Establishing long -term financial stability. Fire Department Department Goal: Integrate public safety into the Comprehensive Plan and the Strategic Plan. City Goal: Address the long -term financial needs of the City. Fire Chief Tom Tomberg emphasized the importance of identifying priorities for public safety in a Strategic Plan versus in the Comprehensive Plan. City AttorneX Determine issues in which Council retain quasi judicial role. Staff's review of Design Guidelines developed by the ADB determined they will not meet the Anderson v. Issaquah test; they could be used first in the process but not as a quasi judicial document. If I -933 passes, Mr. Snyder planned to recommend the City look to similar cities and ask the State to pay any costs as unfunded mandates. Staff left the meeting at 5:42 p.m. A brief discussion of the day's agenda items followed. It was agreed staff did not need to attend the retreat on Saturday. Council requested staff provide a copy of the design guidelines recommended by the Planning Board. It was suggested the Council consider a mini - retreat prior to the budget. With regard to height, Council agreed they would be prepared to vote on at the March 21 meeting. RECESS UNTIL 9:10 a.m. SATURDAY MARCH 4 The retreat was recessed at 6:01 p.m., Friday, March 3 and reconvened at 9:10 a.m. on Saturday, March 4. Edmonds City Council Retreat Approved Minutes March 3 -4, 2006 Page 4 6. REVIEW GOALS Goal: Neighborhood Development Lead: Councilmember Moore Action: Continue to investigate Goal: Nature preserve property Lead: Councilmember Moore Action: Investigate restrictions on IAC grant Goal: Former Woodway Elementary School property Action: Consensus to continue as is Goal: Channel 21 voters guide Lead: Councilmember Moore Goal: Eliminating campaign signs cluster areas, explore possibilities for reducing Lead: Councilmember Orvis Action: Discuss options with Mr. Snyder and report to Council Goal: Third party measurement of height Lead: Council President Dawson Action: Coordinate presentation to Council by Building Official Jeannine Graf Goal: Council making decision regarding height variances Action: 1) Request Mr. Snyder review and report to Council 2) Ms. Spellman investigate the number of height variance requested per year Goal: More frequent updates from Hearing Examiner regarding types of decisions, code interpretations, etc. Lead: Council President Dawson Goal: Funding for SnoCom Computer Aided Dispatch (CAD) system Lead: Council President Dawson Goal: Transportation Funding Lead: Council President Dawson Action: 1) Discuss options with new Traffic Engineer and report to Council 2) Council to discuss whether to pursue a levy lid lift ballot measure for dedicated funding source for only roads and sidewalks 3) Work with Transportation Committee; Ms. Spellman to investigate who serves on the Transportation Committee Goal: Public Safety Comprehensive Plan Element Action: 1) Council President Dawson and Councilmember Marin discuss with Chief Stern and Chief Tomberg their resistance to Comprehensive Plan element 2) Assign Council Committees responsibility for certain departments and Committees conduct quarterly review of strategic plan for those departments. Council President Dawson to determine committee /departments assignments 3) Council Committees request strategic plan from all departments along with 5 -year needs Edmonds City Council Retreat Approved Minutes March 3 -4, 2006 Page 5 4) Ms. Spellman provide Councilmembers a copy of strategic plans developed at past retreat Goal: 4th Avenue Corridor Lead: Councilmember Plunkett Action: Work with Historic Preservation Commission and Ms. Gerend Goal: Broadband Lead: Councilmember Olson Action: 1) Pursue a layperson's explanation 2) Investigate other cities' successes and failures Goal: Harbor Square Redevelopment Lead: Councilmember Wambolt Action: Include Mr. Clifton in conversations with Port regarding Edmonds Crossing Goal: Hwy 99 Task Force Action: See Action Plan above under discussion regarding Economic Development Goal: Economic Development Action: 1) Establish Council Economic Development Committee with members Council President Dawson and Councilmember Olson. Councilmembers provide Committee actions /information they want from the Economic Development Department. Committee present to Ms. Gerend and she report actions to Committee as well as provide a quarterly report to the full Council. Structure of the quarterly report to be similar to Community Services quarterly report 2) Economic Development Committee provide revenue projections that particular economic development strategies could provide 3) List of opportunities Committee would "mine" include recruiting a boutique hotel on the Port and /or old Safeway site and information regarding what businesses not coming /leaving and why 4) Have Ms. Gerend flush out her priorities and identify how the Council can assist Goal: Council BBQ in spring Lead: Councilmember Marin 7. REVIEW STAFF COMMENTS Goal: Long term financial stability. Comments: Council aware that is important and needed. Need to identify strategies for new revenue and not only economic development. Goal: Economic Development Comments: Economic Development strategies include broadband, Hwy. 99, neighborhood centers, arts corridor, boutique hotel, etc. Goal: Code Rewrite Comments: Underway. Goal: Funding for building maintenance Comments: Have Finance Committee explore building maintenance issues and potential funding options. Councilmember Moore to present options regarding Senior Center to Finance Committee Edmonds City Council Retreat Approved Minutes March 3 -4, 2006 Page 6 Goal: Design Guidelines Comments: Presentation on design guidelines March 7; Council will receive a copy of new design guidelines before as well as a copy of design guidelines recommended by Planning Board. Councilmembers provide any proposed changes to design guidelines by March 14 or at least for packet (Thursday noon). Public hearing on design guidelines on March 21 (if sufficient time to notice)for potential action on March 21 or March 28. Council's intent to provide direction on March 21 to Planning Board with regard to building heights and urge them to move forward as soon as possible. ADJOURNMENT Adjourn 11:40 a.m. GARY HAAKENSON, MAYOR SANDRA S. CHASE, CITY CLERK I Edmonds City Council Retreat Approved Minutes March 3-4,2006 Page 7 AGENDA EDMONDS CITY COUNCIL RETREAT La Conner Channel Lodge 205 N. First Street La Conner,WA 98257 Second Revision 3/2/06 11:15 a.m. Friday, March 3 9:00 a.m. to 6:00 p.m. 9:00 to 9:30 a.m. Introduction 9:30 to 10:00 a.m. Discussion on civility. 10:00 to 10:45 a.m. Council goals for the year. 10:45 to 11:00 a.m. Break 11:00 to Noon Continue discussion on Council goals for the year. Noon to 1:00 p.m. Working Lunch 1:00 to 2:00 p.m. Discussion on Economic Development Discussion Starting Points: ► What is economic development? ► Why do we do it? ► How do we bring in tourism dollars, and also have businesses that appeal to residents? ► Where do we go from here? 2:00 p.m. Mayor and Staff arrive. 2:00 to 2:45 p.m. Update staff on the work of the morning and Council goals. 2:45 to 3:00 Break 3:00 to 6:00 p.m. Staff reports. Each Director will be asked to give a brief(15 minute) report on an issue that they think the Council should be focusing on for the year. The order will be(times approximate): 2:45—3:00 p.m. ---Duane Bowman 3:00—3:15 p.m. ---Dan Clements 3:15—3:30 p.m. ---Stephen Clifton 3:30—3:45 p.m. ---Jennifer Gerend 3:45—4:00 p.m. ---Debi Humann 4:00—4:15 p.m. ---Brian Mcintosh 4:15—4:30 p.m. ---Noel Miller 4:30—4:45 p.m. ---Chief Stern 4:45—5:00 p.m. ---Chief Tomberg 5:00—5:15 p.m. ---Scott Snyder 5:15—6:00 p.m. ---Follow-up questions,wrap up for day. Saturday, March 4, 2006 9:00 a.m. to 12 noon 9:00 to 9:30 a.m. _ Review goals—issues set forth by Councilmembers and staff. 9:30 to 10:30 a.m. Prioritize goals for the year. 10:30 to 10:45 a.m. Break 10:45 to 11:30 a.m. Establish time lines for goals. 11:30 to 12 noon Wrap up.