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12/03/1996 City Council1 Consent Item E moved to a�z EDMONDS CITY COUNCIL APPROVED MINUTES DECEMBER 3, 1996 Following a special meeting at 6:45 p.m. to interview a candidate for the Cemetery Board, 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. The meeting was opened with the flag salute. ELECTED OFFICIALS PRESENT Barbara Fahey, Mayor Dave Earling, Council President Tom Petruzzi, Councilmember John Nordquist, Councilmember Roger L. Myers, Councilmember (arrived 8:12 p.m.) Jim White, Councilmember Dick Van Hollebeke, Councilmember Gary Haakenson, Councilmember ALSO PRESENT Alex Moore, Student Representative 1. APPROVAL OF AGENDA STAFF PRESENT Michael Springer, Fire Chief Robin Hickok, Police Chief Paul Mar, Community Services Director Arvilla Ohlde, Parks and Recreation Manager Art Housler, Administrative Services Director James Walker, City Engineer Rob Chave, Planning Manager Brent Hunter, Personnel Manager Scott Snyder, City Attorney Sandy Chase, City Clerk Jeannie Dines, Recorder COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, FOR APPROVAL OF THE AGENDA AS PRESENTED. MOTION CARRIED. (Councilmember Myers was not present for the vote.) 2. CONSENT AGENDA ITEMS City Attorney Snyder advised the Ordinance for Item E was not included in the Council packet. He requested the Council pull this item from the Consent Agenda and reschedule it later on the agenda to allow staff to make copies for distribution to the Council. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, TO MOVE CONSENT AGENDA ITEM E TO AGENDA ITEM 12. MOTION CARRIED. (Councilmember Myers was not present for the vote.) COUNCILMEMBER HAAKENSON MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, FOR APPROVAL OF THE REMAINING CONSENT AGENDA ITEMS. MOTION CARRIED. (Councilmember Myers was not present for the vote.) The agenda items passed are as follows: (A) ROLL CALL Edmonds City Council Approved Minutes December 3, 1996 Page 1 claim for I (B) ACKNOWLEDGE RECEIPT OF CLAIM FOR DAMAGES FROM EARL D. MORRIS Damages (165.40 + TAX) Planning Board (C) AUTHORIZATION FOR MAYOR TO SIGN PROFESSIONAL SERVICES CONTRACT Minute WITH KARIN NOYES FOR PLANNING BOARD MINUTE TAKING SERVICES Taker city Park (D) REPORT ON BIDS OPENED NOVEMBER 25, 1996 FOR THE CONSTRUCTION OF Picnic THE CITY PARK PICNIC SHELTERS PROJECT AND AWARD OF CONTRACT TO Shelters GARY HARPER CONSTRUCTION, INC. ($99,889.16, INCLUDING SALES TAX) 3. AUDIENCE Les Bloom, 19026 Olympic View Drive, Edmonds, presented the Council with comparison studies he prepared regarding neighboring cities. He recommended the public present the City Clerk with a written statement when making a presentation to the Council. Observing the rescue boat was eliminated from the budget, he questioned whether the City had a legal obligation for the underwater park and the waterfront. He suggested the City's new buildings be designed "into the future" to accommodate the most modern computers. Regarding the artwork in the Public Safety complex, he said now is the time for Edmonds to say, "This is an Edmonds Kind of Day." Al Rutledge, 7101 Lake Ballinger Way, Edmonds, recommended the City research the new bidding process used by the State of Washington. Rich Demeroutis, 921 Pine Street, Edmonds, displayed a "thermometer" of the cost of the Financial Center Building, including the building purchase, the bond issue and professional services. He explained the lowest bid for renovation costs was $557,042 for the first two floors, architectural costs were $13 8,700, and the roof repair, carpet, painting, and HVAC recharge total $100,000. He pointed out the Lewis Architect's review stated the HVAC system was at the end of its life cycle, which will cost approximately $350,000 to replace. Repairs to the roof may extend its life an additional five years but replacement will cost $100,000. Mr. Demeroutis estimated renovation of the third floor to be $200,000 fora total of $5.8 million. A new building, without the structural problems of this building, could be constructed for $4.5 million. He questioned why the Council disregarded the structural engineer's report submitted in May 1995. Fred Bell, 21006 80th Place West, Edmonds, announced the museum is opening its wetlands exhibit — the grand opening and reception will be held on Saturday in conjunction with the Tree Lighting Ceremony which begins at 4:00 p.m. and is sponsored by the Chamber of Commerce. Santa will arrive on the ferry and be in the Dayton complex following the Tree Lighting Ceremony. He invited everyone to attend their reception and the Tree Lighting Ceremony. He thanked Jackie Rudloff, a teacher at Edmonds-Woodway High School, and her students who assisted at the museum. Mel Critchley, 705 Driftwood Place, Edmonds, questioned the need to wash boat bottoms and filter the water before it is returned to Puget Sound. He noted the wetland is at the base of a contaminated area where millions are being spent to build a temporary wharf for the ferry. He referred to a newspaper article regarding Burlington Northern Santa Fe's (BNSF) efforts to renovate the Stampede Pass rail line despite city official's concern that construction is destroying the area and historic landmarks. The article said BNSF is spending $130 million to repair a rail line connecting Auburn and Cle Elum, yet the RTA is paying $200 million for a rail line between Seattle and Everett. He was informed by the Hazardous Materials Department in Washington DC that the North American Hazardous Materials Regulations are Edmonds City Council Approved Minutes December 3, 1996 Page 2 no longer used, now the UN Hazardous Materials Regulations are used. He pointed out construction of a new rail line between Auburn and Easton has diverted creeks, damaged a hill and destroyed a waterfall. Rich Demeroutis said the money received from rental of the Financial Center totaled $306,649 but the interest on the bond during the 15 month period was $329,205. He pointed out the building would be over budget, when it is only two-thirds renovated and still have the potential of collapsing in a major earthquake., 4. AUTHORIZATION TO SEEK ARTISTS FOR PUBLIC SAFETY COMPLEX Artists/ Public Safety Carolyn Stark, Chair of the Edmonds Arts Commission, asked the Council for authorization to seek Complex artists for the Public Safety complex. It is desired to begin the process earlier to allow the artist to work collaboratively with the project architects to design artwork that will integrate with the architecture. The competition will be open to Northwest -area artists. Jurors will include a representative from the City Council, Arts Commission, Architectural Design Board, Court, community, a professional art consultant/artist, and the project architect. The two artists selected will prepare a submittal which will be presented at a public hearing. The artists will be allowed to integrate suggestions made at the public hearing prior to the jury reviewing their submittals. The Arts Commission will then approve the submittals and present them to Council for approval. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, TO AUTHORIZE THE EDMONDS ARTS COMMISSION TO SEEK ARTISTS FOR THE PUBLIC SAFETY COMPLEX PUBLIC ART. MOTION CARRIED. (Councilmember Myers was not present for the vote.) Council President Earling encouraged Councilmembers who were interested in participating in the jury to contact him. 6. HEARING ON OPTIONS REGARDING THE DISPOSITION OF THE CITY OF EDMONDS' Finance FINANCE BUILDING (LOCATED AT 501 BELL STREET) TO NON PROFIT ORGANIZATIONS Building - 501 Bell St. FOR CONTINUED PUBLIC USE IN THE EDMONDS COMMUNITY Mayor Fahey advised this item was placed on the agenda after conferring with the City Attorney regarding how the City should proceed. Council President Earling acknowledged the dilemma the Council is faced with regarding the building at the corner of 5th and Bell. The Council's analysis of the City's budget reveals the $250,000 - $300,000 necessary for repairs to bring the building into compliance would be difficult for the City to find. The Council is hopeful some way can be identified to resolve this dilemma to everyone's satisfaction. City Attorney Snyder advised the purpose of this hearing is to create a legislative record for the City Council prior to making a decision regarding whether to surplus the property. Constitutionally, the City cannot give property away to individuals or charitable organizations regardless of the appropriateness of their purpose ' unless the City receives consideration. Consideration can be in the form of public, aesthetic, recreational, or educational benefits. The hearing is not intended to solicit firm proposals but to determine whether there is an interest. If it is determined a public benefit exists, a procedure for individuals/organizations to submit proposals should be developed. Edmonds City Council Approved Minutes December 3, 1996 Page 3 Louise Lindgren, Senior Planner - Historic Preservation, Planning and Development Services, Snohomish County, pointed out Edmonds' Comprehensive Plan recognizes the strong cultural presence and distinctive character. The City has a citizen -friendly atmosphere, which this building fits into. She offered the facilities, resources, and contacts of the County Planning Department with other cities who have faced preservation of an older building as well as plans for a civic center. She indicated the packet she presented to Council includes information regarding preservation tax incentives for historic buildings, designating cultural resources and a list of the benefits of cultural designation, special valuation available to private owners on improvements, a list of the most commonly asked questions if the building were placed on a register, the economics of rehabilitation versus demolish, and information regarding the best way to move the structure without damage. She pointed out other communities facing this same problem have considered a wide variety of adaptive reuses of a building such as ownership by non-profit or commercial interests, shared use by community groups, or use as a museum for special. exhibits, art gallery, little theater, or church. Kay Austin, State Office of Archeology and Preservation, explained she is one of ten employees who provide service to communities and encourage preservation of historic properties. She has access to resources to guide the City on what is significantly historic, what the best features ate, and the best solutions for properties such as the church which can assist the City in making its decision based on the community, finances, etc. She pointed out the City's historic fabric is integrated in new construction, open spaces, and the livability of the community. The combination of mixed uses and age helps distinguish Edmonds from other cities and this uniqueness should not be easily eliminated. She pointed out if the solution is to remove the structure, location is one of the character defining features of any historic property. The church's relationship to the neighboring historic properties, new construction, accessibility to the public, etc. have been in place since 1928. She pointed out it may be possible to incorporate this structure into the "big plan" without moving it. Student Representative Alex Moore asked Ms. Austin to elaborate on incorporating the building into the plan for the new facility. Ms. Austin responded there are creative ways to incorporate significantly historic properties with new facilities. She felt this could be done if the architect were challenged with that option. Mayor Fahey explained the County's Cultural Sites Inventory was an advisory list created to identify the location of buildings with historical significance and did not place any restrictions on the building. She opened the public participation portion of the hearing and reiterated the public was not asked to make specific proposals for the use of the church at this time. Darrell Marmion, 216th 4th Ave N, Edmonds, advised his home was moved from 4th and Bell to its present location. He voted in favor of the bond issue but likely would not have if he had been aware the church would be demolished. Other citizens were also not aware of the plan to demolish the church. He noted one of the major goals included in the City's Comprehensive Plan is "to encourage the rehabilitation and restoration of old buildings and historic buildings in order to retain a variety of building styles and continuity with the City's past." He agreed with this policy and expressed concern with statements that the church does not fit with the plans for the site. He felt the church defined the site and other structures should fit around it. Although he spoke only for himself, he has heard similar comments from other citizens. He suggested funds be eliminated from the scope of the Public Safety building to preserve the church. Norma Bruns, 816 Walnut, Edmonds, emphasized the policies of the Comprehensive Plan. She learned at the last public hearing that the architect had not been shown the City's Comprehensive Plan Edmonds City Council Approved Minutes December 3, 1996 Page 4 which mentions the importance of preserving historic buildings and the character of the City. She agreed saving the church site is equally as important as preserving the structure. She suggested the building remain on the site and a few parking spaces or sidewalks be eliminated. She pointed out Council candidates always want to preserve the small town quality of the City; retaining the church would be a victory for the Council. Charles LaWarne, 20824 Hillcrest Place, Edmonds, said he has served as a boardmember on the Edmonds/South Snohomish County Historical Society and is also a member and current Chair of the Washington Advisory Council on Historic Preservation, a panel of nine people appointed by the Governor to advise on historic preservation issues. Speaking on his own behalf as a long time resident, he hoped the City could find the means, funds, and desire to maintain the church in its current location due to the areas surrounding the site such as the mound, the landscaping, the Centennial Plaza, the log cabin, and the Cameige Library. Although the structure is not grand, it reflects the esthetic values of the community —small buildings, pleasant and compact. He noted historic preservation for the purpose of preserving old buildings as monuments is not enough —ways to use and renovate old buildings must be found. Many older buildings are being integrated with new buildings to maintain the architecture, similar to what was done to integrate the library with the Anderson Center. New buildings need not overshadow old buildings, they can compliment them. Rich Demeroutis, 921 Pine Street, Edmonds, asked what the museum society paid for rental for the Cameige Library. Mr. Mar advised they pay $1 per year. Mr. Demeroutis pointed out the City maintains the Carneige Library. He could support preservation of the church if it was done with donated time and materials and not at the tax payers expense. He suggested the City sell the structure to the community and possibly avoid bringing it up to Code. He pointed out this is not a church, it is a financial office. He grew up across the street from the church and recalled a house built in 1915 that was demolished for the Financial Center parking lot. He recommended "frivolous things" be delayed until the City has enough revenue to maintain the waterfront, the rescue team and not charge the residents for transport to the hospital in an emergency. Al Rutledge, 7101 Lake Ballinger Way, Edmonds, said although the church represents family values in the City, citizens must also look forward. He noted the City needs another motel and suggested the church be renovated into a motel. If this was not possible, he favored leaving the building in place rather than demolishing it. Carol Hahn,1031 2nd Ave S, Edmonds, recalled walking to school from 3rd and Pine and noted many of the lovely homes have been replaced with apartment buildings. The church was part of her childhood and she is beginning to mourn it. She favored the church remaining on the existing site as long as possible and the public safety complex built around it. Fred Bell, 21006 80th Place W, Edmonds, President of the Historical Society, but speaking on his own behalf, said it would be a shame to see the church demolished. He hoped an agreement could be made between community organizations to take over the building and maintain it in its present location. The church could be the core of the historical district, along with the historical society located in the Cameige Library, the log cabin, and the Centennial Plaza. He recommended the Council consider doing something with the building other than demolition. As there were no additional members of the public who wished to address the Council, Mayor Fahey closed the public participation portion of the hearing. She clarified the bond issue for the public safety Edmonds City Council Approved Minutes December 3, 1996 Page 5 . complex specifically indicated how the funds would be spent and could not be used for other purposes such as renovation or relocation of the church. Mr. Snyder requested the Council provide their assessment of what the potential benefits to the public would be if the structure were retained and provide guidance regarding requests for proposals if the Council should decide to surplus the structure in a manner other than an open bid. Council President Earling respected the comments made by the public and stressed this is an issue the Council is interested in and takes very seriously. He noted everyone feels passionately about this type of building and now is the time for the community to step forward with proposals. He suggested proposals be accepted in a time period of four to six weeks. COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER WHITE, TO EXTEND THE DISCUSSION OF THIS ITEM FOR FIVE MINUTES. MOTION CARRIED, COUNCILMEMBER MYERS ABSTAINED. Councilmember Petruzzi asked if allowing six weeks for proposals from the public would be acceptable. Community Services Director Paul Mar said whether the building remains on the site is an important factor as the current site layout does not include the existing finance building. If the building is removed from the site, additional time may be available for coordinating the move. He concluded 5-6 weeks would not be a significant time delay as the complex was early enough in the design stage. Councilmember Petruzzi felt the building would have a great public benefit in the community although he had difficulty visualizing it on the existing site. He suggested the Council move ahead with this process. Mr. Snyder said he could bring a request for proposals to the Council in two weeks which would include when the proposals would be due, whether the structure is to be removed, the type of public use proposed, analysis of the public benefit, and the proposed location if the structure is moved off -site, including adequate insurance coverage. Councilmember Petruzzi pointed out the six week time period would begin tonight and recommended interested parties begin work immediately. Councilmember Myers asked if the $10,000 included in the bond for demolition could be used as funding for alternate proposals. Mr. Snyder advised some funds would be necessary to fill the hole left by removal of the building but the remainder could be available. Council President Earling stressed a financial plan must be included in each proposal. Mayor Fahey noted the structure and ambiance of the building can constitute a public benefit. Although the best proposal would be one that retains the building as a public use, an option would be a for -profit business purchasing the building for commercial use. She stressed all suggestions would be considered. Mr. Snyder observed the Council comments indicated no City financial involvement is anticipated beyond those funds provided in the bond issue for demolition and re -landscaping of the site. Mayor Fahey thanked citizens for speaking on this item. She declared a five minute recess. Hearing on 1997 Budget 7. CONTINUED HEARING ON 1997 BUDGET AND REVENUE SOURCES and Revenue Sources Mayor Fahey opened the public participation portion of the hearing. Edmonds City Council Approved Minutes December 3, 1996 Page 6 Al Rutledge, 7101 Lake Ballinger Way, referred to the City's budget forecast and stated City revenues should also be increasing as State revenues are up 4.8% and revenues nationwide are up 3.5%. The national forecast projects a 12% increase. He recommended businesses in the City and Councilmembers encourage the public to spend money in Edmonds to generate additional revenue. He hoped the City would reflect the national trend and have increased revenues. Rich Demeroutis, 921 Pine Street, Edmonds, referred to the way the Mayor and Council have addressed the shortfall and further commented about the rescue boat and dive team. He pointed out the rescue of one person was worth the $22,000 for the rescue boat/dive team. He questioned whether the $12,000 budgeted for the Alliance for Economic Development from the Council Contingency Fund was an emergency and felt those funds could be used toward the rescue boat/dive team. He suggested the City consider closing the Underwater Park as it has created an attractive nuisance. Additionally, he questioned whether Councilmembers who had other health care could drop the City's health care coverage. He questioned the $40,000 budgeted for the Human Resource study and suggested the City postpone the $99,000 budgeted for picnic shelters at City Park. He pointed out the public depends on public safety programs and recommended the police and fire departments be given the tools they need. Mr. Snyder advised the budget hearing must be concluded three weeks prior to the beginning of the budget year. Therefore, this is the last opportunity for the Council to accept testimony. Mayor Fahey closed the public hearing for the 1997 budget. In response to Mr. Demeroutis' comments, Mr. Snyder advised the State Recreational Use Statute relieves public and private land owners who have property which might be available for hazardous uses from liability. 5. ANNUAL REPORT FROM MUNICIPAL COURT JUDGE STEPHEN CONROY Municipal Court Judge Stephen Conroy, Municipal Court Judge, referred to statistics he prepared of the different types of court Annual Report filings and the revenue generated on a monthly basis from 1986 to November 1996. He noted the revenues and filings are fairly static. He explained police filings would be handled by the local County/State system if Edmonds did not have a Municipal Court. A breakdown of fees he prepared in February indicated it would cost the City $42 to prosecute any case within the County system. In 1995, it cost the City $28 to prosecute each case in the Edmonds Municipal Court, $34 in 1994, $25 in 1993, $21 in 1992, and $19 in 1992. He stressed the Edmonds Municipal Court is a good use of public money and provides admirable service to the community. There is a concerted effort by the court staff to make the system work properly and serve the public. Councilmember Petruzzi asked if Judge Conroy felt DWI laws were as strong as they could/should be. Judge Conroy answered yes, although this is a debatable issue. He explained for an individual receiving his/her first DWI, there is a mandatory minimum penalty of $350 fine, one day in jail, and 90 day loss of license. In addition, the individual is placed on a 2-year probation, required to submit to an alcohol evaluation, and enter into a recommended treatment program before their license can be reinstated. The maximum penalty is $5,000 and a year in jail. However, the rules are only as effective as the people under the law. There will be people who will continue to drive regardless of whether their license is suspended and regardless of the consequences. He noted the most prevalent traffic offense he handles is driving with a suspended license; there are a number of reasons for a suspended license. Edmonds City Council Approved Minutes December 3, 1996 Page 7 Councilmember Petruzzi asked the consequences of driving with a license suspended as a result of a DWI. Judge Conroy advised the individual is given a ticket and notice to appear in court. In court they are arraigned and advised of the penalty of $1000 fine, 90 days in jail, and perhaps re -suspension of their license. If the individual pleads guilty, there is usually a fine. For Mayor Fahey, Judge Conroy explained the headings on the statistics (IT - Traffic Infractions, IN - Non -traffic Infractions, PP. - Parking, DUI - Driving Under the Influence, DV - Criminal Domestic Violence, CT - Criminal Traffic, CN - Criminal Non -Traffic). He noted DUI's are up considerably for the year, largely due to arterials in newly annexed areas. Mayor Fahey asked if there were any benefits to additional jail time for repeat offenders. Judge Conroy explained approximately. 90% of the trouble is caused by 10-15% of the public. Many people who receive a DUI and complete the probationary period do not re -offend. The court sentence, problems with their drivers license, insurance coverage, the DWI victims panel, etc. are enough to modify their behavior. It is difficult to determine how to handle the 10% that are chronic offenders. He questions whether a lot of jail time was a deterrent and/or if it rehabilitates. Some time in jail appears to be effective (6-8 days) but individuals adjust during longer periods and the jails the City uses are not that bad. The real problem is jail space and cost. 8. PRESENTATION BY PROPERTY OWNERS COMMITTEE OF THE EDMONDS ALLIANCE Alliance for EconomicFOR ECONOMIC DEVELOPMENT Development Community Services Director Paul Mar advised early this year the Edmonds Alliance for Economic Development was formed and the Property Owners is one of the committees developed as a result. He noted this is the first time a group of property owners have come together to discuss how they can enhance economic development in the City. Dr. Jacque Mayo, 229 3rd Ave. S, Edmonds, Chair of the Property Owner Coalition for Economic Development, explained that approximately 30 members, who represent 40-60 properties in the RM or BC District, have been meeting regularly since March. They have reviewed various studies, City revenues, expenses and the projection that an additional 400,000 people will be relocating in the State of Washington in the next four years, 48% in Snohomish County. They have focused on remodeling within the BC zone to realize economic changes within the City and initiate redevelopment in the downtown area. He pointed out the new buildings fill up quickly, the older buildings do not as there are built-in problems with'age. The general effect of the codes they have addressed would be to improve properties and increase the tax base for the City. He noted an undeveloped property may generate $3,400 in property taxes but would increase 10 times when the property is developed. They have met with the Council's Community Services Committee, Community Services Director Paul Mar, and Planning Director Rob Chave. Their group would like to be the liaison between the City of Edmonds Planning Department and the property owners in both the RM and BC areas. They would like to move forward with some code changes recommended by previous studies and need the Council's buy -in. Bruce Nicholson, 9829 Cherry Street, Edmonds, a 41 year resident of Edmonds, explained he focused on why businesses move out of Edmonds and determining what can be done to bring businesses into Edmonds to increase the tax base. He explained businesses are looking for competitive spaces (price and quality). There is a limited amount of new development in Edmonds; buildings are usually constructed for pre-existing/predetermined tenants. This is a slower approach than constructing buildings and soliciting business to move to Edmonds. He pointed out there are many opportunities for new businesses in the City including the service, environmental, and software industries. He described a recent Edmonds City Council Approved Minutes December 3, 1996 Page 8 discussion with a potential tenant in Edmonds who is currently located in downtown Seattle. After a five minute discussion, he was convinced to move his practice to Edmonds. There are many other businesses that could also be solicited to move to Edmonds. He felt the City could get as much business as it wants but it would require a cooperative effort among the Council, City Planners, and independent business people to establish criteria and make decisions. If economic development does not occur in Edmonds, the taxpayers will bear the ever-increasing burden. Brad Butterfield, 400 Dayton, Edmonds, referred to proposed changes in existing City codes and explained the Property Owner's group has reached many of the same conclusions reached by previous studies. The group decided to focus on the BC zone, primarily density and percentage mixes. Further, they would like to see roof lines in the City changed to encourage different hips, gables, arched, shed or other roofs. They would like to address the RM zone in the future to enhance development of properties in downtown Edmonds. They requested a mandate from the Council, encouraging them to continue working with the Planning Department and Planning Board and possibly submit code changes to the Council in the future. Council President Earling commented the efforts of the Property group were creative and he encouraged them to continue meeting. 9. REPORT ON BIDS OPENED NOVEMBER 26, 1996 FOR THE REMODEL OF THE EDMONDS Remodel of Financial FINANCIAL CENTER BUILDING (LOCATED AT 121 51H AVENUE NORTH) AND AWARD Center OF CONTRACT Building - i21 5th ve. th City Engineer Jim Walker noted this type of action is usually placed on the Council's Consent Agenda but was placed on the discussion portion of the agenda due to the short time between bid opening and preparation for the Council packet. The architect recommends alternates 1-6 be added and the seventh alternate, the elevator fire door, not be included. References have been checked, and staff recommends - the base bid be awarded to the low bidder, Biwell Construction, and include Alternates 1-6, for a total of $563,677.64 including tax. Councilmember Nordquist asked if a list of the alternates was available. Mr. Walker offered to describe the alternates and indicated the information was available to the public. Councilmember Myers recommended the description of alternates be included in the packet in the future. For Mayor Fahey, Mr. Walker explained the total bid for Biwell Construction (shown on the bid tabulations) was $557,042.81 including all seven alternates. As Alternate 7 is a deduct from the bid -for this firm, not including it increases the amount of the bid to $563,677.64. Councilmember Petruzzi asked if the project was on budget. Community Services Director Paul Mar answered the award of the bid was within the funding available for the project ($5 Million plus the additional revenues from rents). For Mayor Fahey, Mr. Walker explained the expenditure amount shown on the agenda memo ($650,000) includes a 15% contingency. COUNCILMEMBER VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER MYERS, THAT THE COUNCIL AWARD THE CONTRACT TO THE APPARENT LOW BIDDER, BIWELL CONSTRUCTION, FOR THE AMOUNT OF $563,677.64, INCLUDING ALTERNATE ITEMS 1-6, AND EXCLUDING ALTERNATIVE 7. MOTION CARRIED. Edmonds City Council Approved Minutes December 3, 1996 Page 9 1997 1 10. BUDGET DISCUSSION Budget a. Legal Services Legg Mayor Fahey referred to the packet information regarding ways to more effectively use the City's legal Services council as well as utilizing an in-house paralegal. Budget For Councilmember Petruzzi, City Attorney Snyder explained he proposed to train, without charge, a City employee in the use of their systems rather than provide one of their employees to the City. Community Services Director Paul Mar suggested a new employee could be hired or use an existing paralegal from the firm of Ogden, Murphy, Wallace (OMW). However, he had not yet had an opportunity to discuss this with Mr. Snyder. Councilmember Haakenson asked if the $20,000 for a paralegal would be savings in Mr. Snyder's billings. Mr. Mar said that was his hope but had not discussed it with Mr. Snyder. Mr. Snyder noted provision of paralegal services are necessary but are usually a loss or break-even expenditure for their firm. Council President Earling asked if the $20,000 for a paralegal was included in the budget. Mr. Mar answered no, but there may be an opportunity for a reduction in Mr. Snyder's fees. Mr. Snyder recommended no additional budget be created for this item and assume it will be done within the legal budget. If not, other options can be explored. The number of hours proposed would be an attractive re- entry position to someone residing in the South Snohomish County area but transporting an individual from downtown Seattle would be difficult. Fire Dept. b. Fire Department Overtime Overtime Budget Personnel Director Brent Hunter reviewed the history of overtime utilization, how it was used during 1996, and recommendations on how to control growth in the future. He pointed out the Fire Department has currently exceeded its overtime budget, in mid=November the expenditure reached $193,000 and by year-end it will be close to $206,000 - $208,000. The preliminary budget for 1997 proposes $211,850 in overtime, a slight increase (2.9%) over the 1996 utilization. The comparisons of overtime with other local Fire Departments is not applicable as factors such as staffing determine how overtime is utilized.. The most important information is overtime utilization during 1996 and how it was used-67% for call backs for sick leave, vacation, military leave, etc.; 22% to cover training; 5% for administrative; and 6% for emergency call outs. He stressed any time an employee leaves a shift, overtimeis required. The areas that can be impacted are the way employees absent from work due to illness, vacation, military leave, etc. and training are replaced. He pointed out 1.3 employees are required to cover each position in the Fire. Department which does not allow much leeway for training, illness, etc. He referred to a Seattle Times editorial included in the Council packet regarding how services are changing in the Fire Department. Mr. Hunter said developing a contingent work force is one of the ways to reduce overtime utilization. The Fire Department does not have a method to cover vacancies other than an overtime firefighter at a rate of approximately $750 per shift. He stressed utilizing firefighters from other jurisdictions is a "long - shot", there are no other jurisdictions doing this. Increasing the use of volunteers is also possible; costs for volunteers are incurred but not at the overtime rate. A lateral entry recruitment process which eliminates or reduces the need to send new firefighters to recruit school is also an option. Using other Edmonds City Council Approved Minutes December 3, 1996 Page '10 1 employee resources within the City to perform administrative related tasks assigned to off -duty firefighters (overtime) should also be considered. The area most likely to have an impact on reducing overtime is negotiating favorable language in the labor agreement to spread vacation throughout the year and paying for holidays rather than granting time off. He pointed out developing specialty skills within the Fire Department requires outside training. The cost to bring specialty skills into the Fire Department is estimated to be $25,000 - $28,000. The Council may not have been as fully informed on what those specialty services are and the overtime may have been spent on bringing those skills into the Fire Department faster than the Council has been kept informed. A long range strategic plan for the Fire Department is also recommended to address issues such as station location, equipment acquisition, volunteers, and basic and future services. COUNCILMEMBER PETRUZZI MOVED, SECONDED BY COUNCIL PRESIDENT EARLING, TO EXTEND THE MEETING FOR A MAXIMUM OF ONE-HALF HOUR. MOTION CARRIED. Councilmember Van Hollebeke was supportive of the Fire Department and the good job they do for citizens but questioned the 'but of control' overtime situation, much of which he felt was unnecessary. He pointed out private industry would not tolerate such an overtime situation when remedies are so readily available. He understood labor negotiations were necessary but felt the Council must resolve this situation. Councilmember Haakenson noted during the preliminary budget process, he told Fire Chief Springer that a private business would not budget $211,000 in overtime but would find a way to resolve the situation. He asked the cost of a long range strategic plan for the Fire Department. Mr. Hunter said it is estimated to be $15,000 - $20,000. For Councilmember Haakenson, Fire Chief Michael Springer explained a volunteer firefighter is paid $7 per hour with a one hour minimum. The number of volunteers were reduced to eight; it was originally planned to have five volunteers per fire station for a total of 15 volunteers. Councilmember Haakenson asked if the volunteers were used for call backs. Chief Springer answered they were utilized for emergency services call backs but not for sick leave, vacation, etc. call backs due to the labor agreement. Councilmember Haakenson noted the overtime costs in 1991 - 1995 ranged from $74,000 - $99,000 and questioned the increase to $206,000 in 1996. Chief Springer answered the increase was due to the addition of the Esperance Fire Station and the impact of 50% more line -duty firefighters and officers. Councilmember Haakenson pointed out the overtime doubled due to one Fire Station. Councilmember Petruzzi recalled Chief Springer was a product of the volunteer system. He supported the expansion of volunteer firefighters to reduce overtime. Councilmember Myers recalled the City was told Fire Station #10 was a turnkey operation when it was purchased, yet there continue to be additional costs. He agreed the City must find a way to resolve the overtime situation. Mayor Fahey agreed a resolution must be found to the increased overtime costs. However, the use of volunteers is not as easy as it may have been in the past as there are more medical -related responses and training of volunteers is expensive. Edmonds City Council Approved Minutes December 3, 1996 Page 11 Chief Springer described the use of volunteers in the past, when volunteers were people who lived near the Fire Station who wanted to provide a civic service to the City and not necessarily become career firefighters. With the evolution of EMS, the amount of knowledge, training and certification escalated and many volunteers could not keep up the training and certification hours necessary to be a firefighter and EMT. In addition there were more specialty calls which required special knowledge and the amount . of technical knowledge required became too enormous for volunteers. Further, more volunteers wanted to become career members. It was not uncommon to invest a great deal of time and money in training of a volunteer who then was hired by another Fire Department. Several volunteers have been hired by the Edmonds Fire Department as they were the highest qualified candidates. Mayor Fahey pointed out every time the Fire Department moves into another area of expertise, there are costs involved. In addition, she pointed out the majority of the Fire Department's responses are not fire suppression but medical emergencies. She stressed even volunteers must have training. Councilmember Myers asked if volunteer training was a State or Federal requirement. Chief Springer explained State law has four different certification levels, from a first responder to a paramedic. He concurred with the recommendations outlined by Mr. Hunter. Councilmember Myers asked Chief Springer how he felt the overtime could be reduced. Chief Springer said labor negotiations will have the greatest impact on overtime. C. Departments Functioning as an Economic Unit Mayor Fahey noted there was no packet for this item as it was not clear what was requested. Councilmember Nordquist advised he would meet with Council President Earling. d. Resaonse toEQuin_me t e uests Ouestions Raised 11/26/96 Mayor Fahey referred to the information included in "the packet and a follow-up memo from Administrative Services Director Art Housler. Councilmember Petruzzi suggested the Council read the information to determine whether there were any other items to be addressed. Councilmember Nordquist commented the striper was budgeted for 1996 but was not purchased. Mr. Housler explained the funds were carried over to 1997 and re -budgeted. Council President Earling advised the adoption of the budget was scheduled for December 17. An hour was reserved on the Council Committee night (December 10) which he recommended be scheduled to discuss any alterations to the budget and draw the budget to a conclusion at that meeting. Councilmember Haakenson agreed with Council President Earling's suggestion and offered to be available to assist Councilmembers in any way possible. Councilmember Petruzzi explained the Medic 7 Board agreed the City of Edmonds can negotiate with TmsPart Fire District 1 to do work for them in the Esperance area. The Medic 7 Board is negotiating a contract Fees with Fire District 11 to provide Medic 7 programs in the north end. This will bring in $263,000 - $266,000 of the $500,000 estimated to be lost as a result of Fire District 1 merging with Fire District 11. There will be fees charged for the Medic 7 Advance Life Support (ALS) transport beginning January 1, 1997, but he stressed no one will be denied services for an ALS transport. As the City was successful in negotiating with Fire District 1, the Basic Life Support transport fee will not be instituted. This will Edmonds City Council Approved Minutes December 3, 1996 Page 12 require an additional $24,800 which the Mayor has assured she can identify. He pointed out this is a one-year transaction, the City must work with other cities over the next 6-7 months to make sure what has been instituted is working properly and to ensure Medic 7 is a viable operation in the future. COUNCIL PRESIDENT EARLING MOVED, SECONDED BY COUNCILMEMBER VAN HOLLEBEKE, TO EXTEND THE MEETING FOR THREE MINUTES. MOTION CARRIED. 11. MAYOR Mayor Fahey announced there would be an open house and after-hours gathering on December 11 from 5:00 p.m. - 7:00 p.m. at the 110 James Street Building, the new building created by the partners who sold the City the Financial Center. They wanted to be sure all Councilmembers were invited; it is also open to the public. 12a. ORDINANCE NO 3122 AMENDING EDMONDS CITY CODE SECTION 8 51 030 (EMPLOYEE Emplooyeeyee NI Ord. PERMIT PARKING ZONE DEFINITIO Permit Parking Zone COUNCILME� MBER PETRUZZI MOVED SECONDED BY COUNCILMEMBER � MYERS TO APPROVE ORDINANCE NO. 3122, AMENDING EDMONDS CITY CODE SECTION 8.51.030, EMPLOYEE PARKING PERMIT ZONING DESIGNATION. MOTION CARRIED. 12. COUNCIL Councilmember Myers announced there will be a Holiday Decorating Contest for the citizens of Edmonds. Student Representative Moore announced he attended the ground -breaking ceremony for the Meadowdale High School. Councilmember Myers congratulated Alex Moore on his selection as Athlete of the Month at Meadowdale High School. With no further business, Mayor Fahey adjourned the meeting at 10:35 p.m. BARBARA S. FAHEY, HAYOR SANDRA S. CHASE, CITY CLERK Edmonds City Council Approved Minutes December 3, 1996 Page 13 AGENDA EDMONDS CITY COUNCIL Plaza Meeting Room - Library Building 650 Main Street 7:00 -10:00 p.m. DECEMBER 3, 1996 SPECIAL MEETING CALL TO ORDER - 7:00 P.M. FLAG SALUTE 1. APPROVAL OF AGENDA 2. CONSENT AGENDA ITEMS (A) ROLL CALL (B) ACKNOWLEDGE RECEIPT OF CLAIM FOR DAMAGES FROM EARL D. MORRIS ($165.40 + TAX) (C) AUTHORIZATION FOR MAYOR TO SIGN PROFESSIONAL SERVICES CONTRACT WITH KARIN NOYES FOR PLANNING BOARD MINUTE TAKING SERVICES (D) REPORT ON BIDS OPENED NOVEMBER 25, 1996 FOR THE CONSTRUCTION OF THE CITY PARK PICNIC SHELTERS PROJECT AND AWARD OF CONTRACT TO GARY HARPER CONSTRUCTION, INC. ($99,889.16, INCLUDING SALES TAX) (E) PROPOSED ORDINANCE AMENDING EDMONDS CITY CODE SECTION 8.51.030 (EMPLOYEE PERMIT PARKING ZONE DEFINITION) 3. AUDIENCE (3 minute limit per person) 4. (5 Min.) AUTHORIZATION TO SEEK ARTISTS FOR PUBLIC SAFETY COMPLEX S. (15 Min.) ANNUAL REPORT FROM MUNICIPAL COURT JUDGE STEPHEN CONROY 6. (45 Min.) HEARING ON OPTIONS REGARDING THE DISPOSITION_ OF THE CITY OF EDMONDS' FINANCE BUILDING (LOCATED AT 501 BELL STREET) TO NON PROFIT ORGANIZATIONS FOR CONTINUED PUBLIC USE IN THE EDMONDS COMMUNITY 7. (15 Min.) CONTINUED HEARING ON 1997 BUDGET AND REVENUE SOURCES 8. (20 Min.) PRESENTATION BY PROPERTY OWNERS COMMITTEE OF THE EDMONDS ALLIANCE FOR ECONOMIC DEVELOPMENT 9. (5 Min.) REPORT ON BIDS OPENED NOVEMBER 26, 1996 FOR THE REMODEL OF THE EDMONDS FINANCIAL CENTER BUILDING (LOCATED AT 121 5TH AVENUE NORTH) AND AWARD OF CONTRACT 10. (60 Min.) BUDGET DISCUSSION a. Legal Services b. Fire Department Overtime C. Departments Functioning as an Economic Unit d. Response to Equipment Requests Questions Raised 11/26/96 11. (5 Min.) MAYOR 12. (15 Min.) . COUNCIL 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 the following Wednesday, Friday and Monday at noon on Channel 32.