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12/10/1996 City Councilr G Addition to Agenda EDMONDS CITY COUNCIL APPROVED MINUTES DECEMBER 10, 1996 The Edmonds City Council meeting was called to order at 7:00 p.m. by Mayor Barbara Fahey in the Library Plaza Room, 650 Main Street, followed by the flag salute. ELECTED OFFICIALS PRESENT Barbara Fahey, Mayor Dave Earling, Council President Tom Petruzzi, Councilmember John Nordquist, Councilmember Roger L. Myers, Councilmember Jim White, Councilmember Dick Van Hollebeke, Councilmember Gary Haakenson, Councilmember 1. APPROVAL OF AGENDA STAFF PRESENT Michael Springer, Fire Chief Robin Hickok, Police Chief Paul Mar, Community Services Director Art Housler, Administrative Services Director Charles Day, Accounting Manager Brent Hunter, Personnel Manager Sandy Chase, City Clerk Jeannie Dines, Recorder Councilmember Nordquist advised he received a request from Personnel Manager Brent Hunter to add discussion of hiring a permit coordinator to the Finance Committee's agenda. He chose not to add this item due to the Human Resource Study currently being conducted. He asked the Council whether they wished to have this discussion placed on the Finance Committee agenda. Mayor Fahey said it was also intended to be discussed by the Community Services Committee. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER MYERS, TO INCLUDE AS AGENDA ITEM #4, CONSIDERATION OF AN ADDITIONAL ITEM TO BE PLACED BEFORE COMMITTEES. MOTION CARRIED. COUNCILMEMBER MYERS MOVED, SECONDED BY COUNCILMEMBER PETRUZZI, TO ADOPT THE AGENDA AS AMENDED. MOTION CARRIED. 2. CONSENT AGENDA ITEMS Councilmember Myers pulled Item B. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, FOR APPROVAL OF THE BALANCE OF THE CONSENT AGENDA. MOTION CARRIED. The agenda items passed are as follows: (A) ROLL CALL (C) APPROVAL OF CITY COUNCIL MEETING MINUTES OF NOVEMBER 26, 1996 tes of 6/4G and i2/3/96 (D) APPROVAL OF CITY COUNCIL MEETING MINUTES OF DECEMBER 3, 1996 Edmonds City Council Approved Minutes December 10, 1996 Page 1 Approve (E) APPROVAL OF CLAIM WARRANTS #12216 THRU #13933 FOR THE WEEK OF claim NOVEMBER 25, 1996, IN THE AMOUNT OF $473,100.71; APPROVAL OF CLAIM Warrants WARRANTS #12219 THRU #14110 FOR THE WEEK OF DECEMBER 2, 1996, IN THE AMOUNT OF $781,528.69; AND APPROVAL OF PAYROLL WARRANTS #13898 THRU #14108 FOR THE PERIOD NOVEMBER 16 THRU NOVEMBER 30, 1996, IN THE AMOUNT OF $452,983.23 Financial (F) AUTHORIZATION FOR MAYOR TO SIGN CONTRACT EXTENSION FOR Center CONSULTANT AGREEMENT WITH LEWIS ARCHITECTS FOR EDMONDS Building FINANCIAL CENTER BUILDING CONSTRUCTION SUPPORT SERVICES Councilmember Myers pulled Item B as he was absent from the November 25, 1996 Council meeting. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, FOR APPROVAL OF THE MINUTES OF THE NOVEMBER 25, 1996 COUNCIL MEETING (ITEM B). MOTION CARRIED, COUNCILMEMBER MYERS ABSTAINED. The item approved is as follows: Approve Minutes o(B) f 11/25/96 APPROVAL OF SPECIAL CITY COUNCIL MEETING MINUTES OF NOVEMBER 25, 1996 Budget 3. BUDGET DISCUSSION Discussion Council President Earling explained he requested an hour for budget discussion be scheduled as there were a number of inquiries made at the last Council meeting. During the interim, Councilmembers withdrew their concerns. Administrative Services Director Art Housler explained the budget was revised in April and July and new revenue and expenditure targets established for year-end. He explained the year-end revenues was targeted to be $16,253,000; the year-end revenue estimate is $16,386,000 resulting in an overage of $133,000. Budgeted expenditures were targeted to be $16,771,000; the year-end estimate is $16,688,000, a net reduction of $83,000. Although the ending cash balance for 1996 (beginning cash balance for 1997) was budgeted to be $233,000; the above revisions result in an ending cash balance of $450,000 ($216,000 more than anticipated). Mr. Housler explained the $50,000 shortfall in sales tax revenues is due to a $29,000 coding error discovered by the State Department of Revenue and a delay in the receipt of $21,000 in sales tax from the construction on the high school. Although construction began on the high school, the City will not receive the sales taxes until January 1997. Cable and telephone utility taxes were $49,000 higher than originally projected. The projected reduction in Motor Vehicle Excise Taxes was less than budgeted, and the City received $63,000 over the budgeted amount. Sales tax equalization was $39,000 higher than projected. These items resulted in revenues of $133,000 more than targeted. Mr. Housler explained expenditures were targeted to be $16,771,000; the City's actual expenditures are estimated to be $16,688,000 or $83,000 less. Most of thereduction is in the Community Services department due to studies which have not been completed and which are re -budgeted for 1997. Mr. Housler said a memo from the Mayor's office indicated a need for $24,800 to offset the loss of revenues from the elimination of the BLS Transport Ambulance Fee. A memo from Fire Chief Springer Edmonds City Council Approved Minutes December 10, 1996 Page 2 and Personnel Manager Hunter indicates a reduction in Fire Department overtime will offset the $24,800 shortfall. Further, prison care for 1995 will be in excess of $260,000. As the 1997 budget includes only $213,00 for prisoner care, Mayor Fahey recommended $50,000 be added to the Police Department budget. The net result of these adjustments coupled with the increased ending cash balance is $166,000 in unallocated funds which can remain as part of the ending cash balance or the Council can choose to allocate it to other projects such as the ladder truck, the LEOFF 1 catastrophic loss fund, street overlays, etc. Mr. Housler stressed that the year-end figures include projected December figures. The actual December figures will be known about January 6 and the year-end figures about January 20. Mr. Housler explained the City will receive $65,650 from Snohomish County for road tax in 1996 due to annexations. State statute requires these funds be placed in the Street or Street Improvement Funds. It is recommended the $65,650 be moved from the General Fund to the Street Improvements Fund. The Engineering Department could be instructed to review its long term overlay schedule and identify possible projects for the Council. Council President Earling requested staff determine as soon as possible after January 1, 1997, how the $65,650 can be prioritized to complete important projects within the City. He recommended the additional revenue be placed in the Council Contingency Fund until the actual year-end figures are known. ' Mayor Fahey recommended the Council re-evaluate the rescue dive team after January 1, 1997. Some interesting, less costly proposals for shore response have been developed. For Council President Earling, Mr. Housler explained the 106% property tax increase, new construction, state utility and annexations result in $5,321,300 in regular property tax levy. In addition, the budget contains EMS property tax rate of $0.45 which generates $1,087,000; the annexations generate an additional $90,000, new construction generates $11,000 for a total of $1,188,700. The Public Safety bond (estimated to be a rate of $0.29 per $1,000 property valuation is actually $0.256) will generate the $676,340 needed for debt service for 1997. The ALS Ambulance Transport Fee will generate $97,200. Mayor Fahey advised the ALS Transport Fee is being imposed by the Medic 7 Board; the City is not charging a Basic Life Support Transport Fee. Councilmember Myers pointed out the 106% property tax rate does not include an attempt to recover any previous years' taxes. Mr. Housler agreed.' Mr. Housler described several bookkeeping items to be included in the ordinance. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER PETRUZZI, TO REQUEST MR. HOUSLER DRAFT THE APPROPRIATE ORDINANCE, INCLUDING THE NECESSARY CHANGES AS DESCRIBED TO THE COUNCIL, FOR CONSIDERATION AT THE DECEMBER 17 MEETING. Permit 4. CONSIDERATION OF ITEM (HIRING OF PERMIT COORDINATOR POSITION) TO BE Coordinator PLACED BEFORE COMMITTEES Position Mayor Fahey explained there has been an effort during the past several years to create another position similar to the Permit Coordinator as this position deals extensively with the public, is highly stressful, and there is no back-up. The current Permit Coordinator resigned recently and the Building Official is Edmonds City Council Approved Minutes December 10, 1996 Page 3 temporarily filling this position. Mayor Fahey supported the addition of a second person in this position. The Human Resources consultant also considered this position and agrees there is a need. As the City will be interviewing to replace the Permit Coordinator, Mayor Fahey recommended hiring two employees and requested this item be reviewed by the Finance and Community Services Committee. The Community Services Committee postponed discussion several months ago in anticipation of the Human Resources study. It was hoped the Committees would recommend full consideration by the Council next week along with documentation provided by the Human Resources consultant. Councilmember Haakenson preferred the hiring of a second Permit Coordinator be delayed in anticipation of the Human Resource study, available in one month. Councilmember Myers agreed. Council President Earling would support hiring a second person for the department if that was the recommendation of the Human Resource consultant. He was concerned that agreeing to hire. an employee in this department, prior to the completion of the Human Resource study, would create problems in other departments. Councilmember Van Hollebeke preferred the hiring be postponed until the Human Resource study was completed. Mayor Fahey closed the full Council meeting at 7:40 p.m. and adjourned to committee work meetings. BA A S. � - Aft R . FAHEY MAYOR �SANDRA S. CHASE, CITY CLERK Edmonds City Council Approved Minutes December 10, 1996 Page 4 AGENDA EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. DECEMBER 10, 1996 COMMITTEE WORK MEETING (Second Tuesday of Each Month) The three City Council committee meetings are work sessions for the City Council and staff only. The meetings are open to the public but are not public hearings. The Council will first meet together as a full Council, and will then meet separately as committees in different meeting rooms as indicated below. CALL TO ORDER - 7:00 P.M. FLAG SALUTE 1. APPROVAL OF AGENDA 2. CONSENT AGENDA ITEMS (A) ROLL CALL (B) APPROVAL OF SPECIAL CITY COUNCIL MEETING MINUTES OF NOVEMBER 25, 1996 (C) APPROVAL OF CITY COUNCIL MEETING MINUTES OF NOVEMBER 26, 1996 (D) APPROVAL OF CITY COUNCIL MEETING MINUTES OF DECEMBER 3, 1996 (E) APPROVAL OF CLAIM WARRANTS #12216 THRU #13933 FOR THE WEEK OF NOVEMBER 25, 1996, IN THE AMOUNT OF $473,100.71; APPROVAL OF CLAIM WARRANTS #12219 THRU #14110 FOR THE WEEK OF DECEMBER 2, 1996, IN THE AMOUNT OF $781,528.69; AND APPROVAL OF PAYROLL WARRANTS #13898 THRU #14108 FOR THE PERIOD NOVEMBER 16 THRU NOVEMBER 30, 1996, IN THE AMOUNT OF $452,983.23 (F) AUTHORIZATION FOR MAYOR TO SIGN CONTRACT EXTENSION FOR CONSULTANT AGREEMENT WITH LEWIS ARCHITECTS FOR EDMONDS FINANCIAL CENTER BUILDING CONSTRUCTION SUPPORT SERVICES 3. (60 Min.) BUDGET DISCUSSION ADJOURN TO COMMITTEE MEETINGS 4. PUBLIC SAFETY COMMITTEE (Small Plaza Meeting Room, Library Building, 650 Main Street) (A) (10 Min.) REPORT ON REQUESTS FOR PROPOSALS TO PROVIDE TOWING/IMPOUND SERVICES (B) (20 Min.) CONTINUED REVIEW OF THE DARE PROGRAM 5. COMMUNITY SERVICES COMMITTEE (Large Plaza Meeting Room, Library Building, 650 Main Street) (A) (20 Min.) RECAP OF 1996 COMMUNITY SERVICES COMMITTEE ACTIONS CITY COUNCIL MEETING AGENDA DECEMBER 10, 1996 PAGE 2 6. FINANCE COMMITTEE (Anderson Center, 700 Main Street, Room 113) (A) (15Min.) REPORT ON REQUESTS FOR PROPOSALS TO PROVIDE OFFICE SUPPLIES, FURNISHINGS AND EQUIPMENT (B) (15 Min.) DISCUSSION OF PROCEDURE FOR COLLECTING DELINQUENT GAMBLING TAXES (C) (10 Min.) REPORT ON REQUESTS FOR PROPOSALS TO PROVIDE TOWING/IMPOUND SERVICES (D) (5 Min.) APPROVAL OF PETTY CASH EXPENDITURES FOR THE MONTH OF NOVEMBER 1996 I larking and meeting rooms are accessible for persons with disabilities. Contact the City Clerk at 771-0245 with 24 hours advance notice fo: pecial accommodations. The Council Agenda appears on Chambers Cable, Channel 32. Delayed telecast of this meeting appears th4 b1lowing Wednesday, Friday and Monday at noon on Channel 32.