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08/17/1999 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES AUGUST 17, 1999 Following a Special Meeting at 6:30 p.m. for an Executive Session regarding a real estate matter, the Edmonds City Council meeting was called to order at 7:20 p.m. by Mayor Pro Tem Miller in the Library Plaza Room, 650 Main Street. The meeting was opened with the flag salute.. ELECTED OFFICIALS PRESENT Thomas A. Miller, Mayor Pro Tem Dick Van Hollebeke, Council President Pro Tem Gary Haakenson, Councilmember Dave Earling, Councilmember John Nordquist, Councilmember Michael Plunkett, Councilmember Jim White, Councilmember ABSENT Barbara Fahey, Mayor STAFF PRESENT Robin Hickok, Police Chief John Westfall, Fire Marshal Ray Miller, Development Services Director Peggy Hetzler, Administrative Services Director Rob Chave, Planning Manager Noel Miller, Public Works Director Arvilla Ohlde, Parks and Recreation Director Stephen Koho, Wastewater Treatment Plant Mgr Brent Hunter, Human Resources Director Frances Chapin, Cultural Program Coordinator Scott Snyder, City Attorney Sandy Chase, City Clerk Jeannie Dines, Recorder Mayor Pro Tem Miller apologized for the delayed start of the Council meeting due to the Executive Session. He advised Mayor Fahey was out of town at a National League of Cities meeting followed by a vacation. 1. APPROVAL OF AGENDA COUNCIL PRESIDENT PRO TEM VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER NORDQUIST, FOR APPROVAL OF THE AGENDA. MOTION CARRIED. 2. CONSENT AGENDA ITEMS COUNCIL PRESIDENT PRO TEM . VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER PLUNKETT, FOR APPROVAL OF THE CONSENT AGENDA AS PRESENTED. MOTION CARRIED. The igenda items approved areas follows: (A) ROLL CALL pprove (B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF AUGUST 3, 1999 Minutes (C) Claim APPROVAL OF CLAIM WARRANTS #34172 THROUGH #35173 FOR THE WEEK OF pp AUGUST 2, 1999, . IN THE AMOUNT OF $867,189.32. APPROVAL OF CLAIM Warrants WARRANTS #34984 THROUGH #35319 FOR THE WEEK OF AUGUST 9, 1999, IN THE AMOUNT OF $418,827.09. APPROVAL OF PAYROLL WARRANTS #25553 THROUGH #25742 FOR THE PERIOD JULY 16 THROUGH JULY 31,1999i IN THE AMOUNT OF $396,109.13 Edmonds City Council Approved Minutes August 17, 1999 Page 1 laim for amages 11 for Bids - Chlorine all for Bids — wn Mower all for Bids — Snow Plow ederal Isuiplus Equip. arking Stall ase ublic Safety orrrplex Art onsttuclion f Fences — Sunset & cean Sundquist Wnnexation Reso 958 ommending G. Haakenson 3. eso & Plaque Pary aakenson ublic Art for ekinan, pan (D) ACKNOWLEDGE RECEIPT OF CLAIM FOR DAMAGES FROM JERRY LJUNGGREN ($317.11) (E) AUTHORIZATION TO CALL FOR BIDS FOR LIQUID CHLORINE FOR THE WASTEWATER TREATMENT PLANT, YOST POOL, AND OTHER AGENCIES (F) AUTHORIZATION TO ADVERTISE FOR BIDS TO PURCHASE A 48" ROTARY LAWN MOWER WITH GRASS CATCHER LIFT SYSTEM FOR THE CEMETERY (G) AUTHORIZATION TO ADVERTISE FOR BIDS TO PURCHASE A SNOW PLOW WITH A V -BOX SANDER FOR THE STREET DIVISION (H) AUTHORIZATION FOR FIRE DEPARTMENT TO ACQUIRE FEDERAL SURPLUS EQUIPMENT (I) AUTHORIZATION FOR MAYOR TO SIGN A LEASE AGREEMENT FOR PARKING STALLS AT "OLD PUBLIC WORKS" SITE (J) AUTHORIZATION FOR MAYOR TO SIGN CONTRACT AMENDMENT WITH ARTISTS FOR PUBLIC SAFETY COMPLEX TO EXTEND COMPLETION DATE (K) AUTHORIZATION FOR MAYOR TO SIGN SUPPLEMENT TO LEASE NO. 30092 WITH BURLINGTON NORTHERN SANTA FE RAILROAD FOR CONSTRUCTION AND MAINTENANCE OF FENCES ALONG SUNSET AND OCEAN AVENUES (L) AUTHORIZATION TO SIGN NOTICE OF INTENTION TO COMMENCE ANNEXATION PROCEEDINGS - SUNDQUIST ANNEXATION (FOR FIRE STATION PROPERTY LOCATED AT 23009 - 88TH AVENUE WEST) (M) RESOLUTION NO. 958 COMMENDING COUNCIL PRESIDENT GARY HAAKENSON PRESENTATION OF RESOLUTION AND PLAQUE TO COUNCILMEMBER GARY HAAKENSON FOR SERVICE AS COUNCIL PRESIDENT Mayor Pro Tern Miller explained Councilmember Haakenson served on the Council for the past four . years and as Council President for the past 19 months. He relinquished his position as Council President on August 3 in accordance with an unwritten policy that no Councilmember shall be Council President while a candidate for office. Mayor Pro Tem Miller read Resolution No. 958 thanking Gary Haakenson for his service to the City Council as Council President and presented a plaque to him recognizing his service to the Council. Councilmember Haakenson thanked the Council for the Resolution and plaque and said it was his pleasure to serve as Council President. He said the Council, an overworked and underpaid body, has the best interest of the City at heart. 4. PUBLIC HEARING AND AUTHORIZATION FOR MAYOR TO SIGN CONTRACT WITH ARTIST SELECTED BY PUBLIC ART JURY FOR HEKINAN. JAPAN ANNIVERSARY PUBLIC ART PROJECT Cultural Program Coordinator Frances Chapin explained in 1998 the Sister City Commission developed the concept of locating a piece of public art outside the new City Hall being constructed in Edmonds' Edmonds City Council Approved Minutes August 17, 1999 Page 2 Sister City, Hekinan, Japan to commemorate their 501 anniversary and to honor the sister city relationship. She said Hekinan presented Edmonds a stone lantern on Edmonds' 1001 anniversary, which is on display in Centennial Plaza. In order to fund the proposed anniversary art project, a private /public partnership was created. The budget for the artwork is $15,000; $5,000 from private contributions and $10,000 was allocated by City Council from the General Fund. Earlier this year the Council passed Resolution 948 stating it is in the best interest of the City to promote goodwill, tourism and trade between the City and Hekinan and approving the public art project. The Sister City Commission, the Edmonds Art Commission and staff were asked to facilitate the art selection process following the guidelines of public art ordinances. Following Council's approval of the call for artists' prospectus in February 1999, nine applications were received. The members of the public art selection jury, Councilmember Nordquist (City Council), Edwina Baxter (Art Commission), Lawrence Cretin (Sister City Commission), Steve Waite (general public), and Fred Wong (Seattle Arts Museum), selected three applicants to develop specific proposals for the site in front of the new Hekinan City Hall. On July 15, 1999, the three artists presented their proposals at a public meeting. Following the meeting, the jury selected Steve Jensen's proposal for an abstract aluminum sculpture of a crane. The jury's recommendation was approved by the Sister City Commission and the Arts Commission. The Arts Commission recommends the Council authorize the Mayor to sign a contract with the artist, Steve Jensen. Ms. Chapin explained the finished piece will be fabricated here and shipped to Japan. The City of Hekinan will prepare the concrete base and install the piece according to the artist's specifications in spring 2000. Ms. Chapin explained Mr. Jensen is a well -known northwest regional artist who works in both wood and metal and has exhibited in galleries throughout the region. In 1997, he was selected as the Seattle artist, designated by the Seattle Arts Commission and has public art sited throughout North America from . Alaska to Florida. Mr. Jensen described his background and said the proposed art piece is an abstract image of a crane as a symbol in Japan of good luck and long life. He displayed a small model of the art piece, noting the finished piece would be 10 feet in height with a concrete seating area at the base. He said it is hoped the sculpture will become a landmark, a place to meet and have photos taken: Ms.. Chapin displayed -a photograph of the Hekinan City Hall, explaining the art piece will be located in an entry plaza on the street in front of the City Hall. Council President Pro Tem Van Hollebeke commented the proposed artwork was very beautiful and inquired about the concrete base. Mr. Jensen answered the mold for the concrete base would be made here, shipped to Japan, and poured on site. Ms Chapin added that the finish on the proposed sculpture has a water /wave pattern. Mr. Jensen pointed out the reflective quality of the finish. Mayor Pro Tern Miller opened the public participation portion of the hearing. Hearing no comment, he closed the public portion of the hearing.. Councilmember Nordquist thanked those who participated in the selection process.. He commented that the crane is a very important bird in Japanese culture. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, TO AUTHORIZE MAYOR FAHEY OR HER DESIGNEE TO SIGN A CONTRACT WITH STEVE JENSEN FOR PUBLIC ART TO BE PRESENTED TO HEKINAN, JAPAN FOR THEIR ANNIVERSARY. MOTION CARRIED. Edmonds City Council Approved Minutes August 17, 1999 Page 3 5. PUBLIC HEARING ON PROPOSED ORDINANCE IMPOSING A MORATORIUM UPON THE tdoor Safe Consumer ENFORCEMENT OF ECDC 16.45.030(A). 16.50.030(A), AND 16.60.030(A) UNDER CERTAIN mmercial CIRCUMSTANCES AND ADOPTING INTERIM ZONING CONTROLS RELATING TO THE °F OUTDOOR SALE -OF CONSUMER COMMERCIAL GOODS, AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE; AND PROVIDING FOR EXPIRATION UPON A CERTAIN DATE Planning Manager Rob Chave explained at the August 3 Council meeting, when discussing other issues regarding downtown activity, the Council was informed that a strict reading of the existing Community Development Code would not allow outdoor display of merchandise.. In light of that fact and the common practice of businesses having outdoor displays, the Council directed the Planning Board to review this issue and, in an effort not to create a hardship for businesses in the interim, enact a moratorium on enforcement. He explained the ordinance conditions placed on outdoor displays. Staff feels a six -month period will be adequate to review the issue and provide a recommendation. Mayor Pro Tem Miller opened the public participation portion of the hearing. Roger Hertrich, 1020 Puget Drive, Edmonds, said this action is a reaction to a complaint submitted to the City. He said the ordinance has provided protection for him because his residence is located across the street from a local business in the BN zone (his home is in a residential zone) and all commercial activities are required to be indoors other than gas sales. He feared outdoor activities would create a. "junky" atmosphere, which he objected to when outdoor activities are adjacent to a residential zone. Since an emergency does not exist and since it is recommended the City take six months to review the problem, he felt the City was moving ahead too fast without researching why the present regulations exist. He said a suggestion was made at a recent Council Committee meeting that_ staff determine why the ordinance was adopted initially. He recommended the staff determine how outdoor displays would not be detrimental and how a nuisance is created. He questioned what constituted a nuisance and what the nuisance parameters are. He recommended the City discuss these issues prior to adopting a moratorium. Hearing no further comment, Mayor Pro Tem. Miller closed the public participation portion of the hearing. City Attorney Scott Snyder explained a nuisance under Washington State law requires a physical invasion of another property by light, fumes, dust, etc. In the context of this ordinance a shop owner displaying goods adjacent to his property in the public right -of -way or on his/her property that does not create fumes, light, dust, etc. would not constitute a nuisance under Washington State law. Mayor Pro Tern Miller remanded the issue to Council for action. Council President Pro Tern Van Hollebeke stated this issue has been discussed for several months. He pointed out this is a six month moratorium to allow discussion of the issue with the community. He did not anticipate Edmonds would become a "junky" area and said most other vibrant communities have outdoor displays. COUNCIL PRESIDENT PRO TEM VAN HOLLEBEKE MOVED, SECONDED BY COUNCILMEMBER NORDQUIST, TO ADOPT ORDINANCE NO. 3271 AND DIRECT THE PLANNING BOARD TO STUDY THE ISSUE. MOTION CARRIED. THE ORDINANCE ADOPTED IS AS FOLLOWS: Edmonds City Council Approved Minutes August 17, 1999 Page 4 AN ORDINANCE IMPOSING A MORATORIUM UPON THE ENFORCEMENT OF ECDC Outdoor Saale le 16.45.030(A), 16.50.030(A), AND 16.60.030(A) UNDER CERTAIN CIRCUMSTANCES AND No. ADOPTING INTERIM ZONING CONTROLS RELATING TO THE OUTDOOR SALE OF (Consumer CONSUMER COMMERCIAL GOODS, AND FIXING A TIME WHEN THE SAME SHALL ommercial BECOME EFFECTIVE; AND PROVIDING FOR EXPIRATION UPON A CERTAIN DATE. Goods 6. AUDIENCE COMMENTS encingon Teresa Verhey, 19115 Ocean Avenue, Edmonds, said she has been instrumental in delaying the cean & installation of fencing on Ocean Avenue and Sunset Avenue because she was vehemently opposed to Sunset Ave. g y pp fencing that is counter to what Edmonds stands for. However, as a result of a recent court decision, the fencing will be installed. She referred to the lease with Burlington Northern that was approved on the Consent Agenda and said the lease is unclear regarding who neighbors complained to if the City did not maintain the area around the fencing. She felt the tubular steel fencing was not appropriate for the small town feel of Edmonds and said the fencing would make the areas appear more institutional. She said due to the amount of time that has passed since this issue was introduced, many residents have forgotten about it. However, she anticipated a lot of negative input from the community would occur once the fencing is installed. She recommended the Council consider an alternative to the tubular steel fencing. oodway I Sheila Nelson, 10619 240 " Place, SW, Edmonds, spoke regarding the Woodway Highlands Meadows development and the strips of property that it was recently discovered belong to Snohomish County. She Area said Snohomish County may turn the property over'to Edmonds who will determine how the property is to be used. She said through research of Snohomish County's records, residents learned the proposed fire lane access was not recorded as a fire lane although it was always assumed it was. The only use stated for the land is as a utility corridor. As an adjacent property owner, she requested the City carefully deliberate over its use and continue to allow public input regarding the use including consideration of the adjacent property owners' concerns to result in a fair decision. She stressed she did not want public access in this area and that development of the road may create drainage issues. City Attorney Scott Snyder said the City's acceptance of Snohomish County's deed will be on the Council's agenda. As there are two strips of land, staffs recommendation will be to 1) refer one for consideration as part of the City's street program, and 2) refer the other to the Comprehensive Plan process for the purpose of designating the use of the property which includes a public hearing at the Planning Board and a recommendation to the City Council. Councilmember Haakenson asked if conditions could be placed on the land at the time of acceptance from Snohomish County. Mr. Snyder answered the Council would accept the property and could designate limitations on the use of the property pending a final determination on the use. Councilmember Haakenson asked if the Council acceptance in fee has been scheduled yet. City Clerk Sandy Chase answered no. Mr. Snyder advised staffs intent was to have the acceptance on the Consent Agenda with a recommendation to include it in the Comprehensive Plan process. Councilmember Haakenson recommended the acceptance of the property be scheduled as a discussion item rather than a Consent Agenda item. Mayor Pro Tem Miller asked if Ms. Nelson and her neighbors would be notified of the Comprehensive Plan hearings. Mr. Snyder answered they would be notified the same as any other citizen although the Council could direct staff to provide additional notification. Edmonds City Council Approved Minutes August 17, 1999 Page 5 °away Kevin Clarke, 23924 107" Place W, Edmonds, said he met with Snohomish County on Monday to sign adows papers to acquire the west 20 feet of property. Snohomish County planned to meet with Assistant City ea Engineer Don Fiene to discuss the fact that the surveyor of the plat where Mr. Clarke's home is located recommended his lot be held for three years for drainage as an open retention pond if the drainage system failed. That letter was dated December 1978, the plat was approved mid -1979 and his house was built in 1981. Mr. Clarke hoped staff will address the issue of flooding, recognizing there have been efforts to do so. He recalled the City vacated a portion of an access right -of -way on 237' for the creation of a drainfield. Since the portion behind his house has never been used as a public right -of -way and has not provided emergency access to Woodway Meadows, he requested the City vacate that portion to be used to fix drainage of Woodway Meadows and drainage of his backyard. He offered to provide documentation that the 20 -foot portion has never been used for vehicular or emergency access. He urged the City to allow residents to explain how the property has been used over the past 20 years. Mayor Pro Tem Miller asked Mr. Snyder to address the issue of vacation. Mr. Snyder explained Mr. Clarke and his neighbors have the right to file an application requesting vacation as soon as the Council accepts ownership of the property. He explained whoever owns these strips of land owes the City $50.41 in taxes. Outdoor Sale Roger Hertrich, 1020 Puget Drive, Edmonds, continued his discussion regarding the moratorium of Consumer Commercial regarding the outdoor sale of consumer commercial goods and asked the City Attorney to indicate if Goods 1) aesthetics and noise constitute a nuisance, 2) the number of people it requires to have action taken on an issue, and 3) whether displays can be signs or pictures of goods for sale inside the building. On another matter, he expressed concern with an unfair practice by some candidates who are displaying outsized signs. He requested staff publicly define the election rules as well as the enforcement process. He requested these signs be eliminated immediately as they are unfair to other candidates. Campaign signs I City Clerk Sandy Chase advised as a result of several calls her office has received regarding campaign signs, a letter was sent to all candidates informing them of the requirements in the Community Development Code regarding sign size and placement as well as the section in the RCW indicating signs cannot be posted on telephone poles or PUD poles. She said candidates were asked to immediately remove oversized signs with a deadline of August 24. She planned to work with code enforcement to ensure the signs are removed if the candidates do not remove them by August 24. Council President Pro Tem Van Hollebeke recalled candidates for Council must identify the Council position on their signs but he had not seen this on any signs. Mr. Snyder said the rules changed dramatically following a City of Tacoma case a few years ago. The City can have reasonable restrictions on size, ensure the signs are not traffic hazards and remove them if they become litter but the City has no regulatory ability over sign content. Councilmember White recalled the Public Disclosure Commission eliminated the requirement to include the position number on the signs. 7. REPORT ON COUNCIL COMMITTEE MEETINGS inane I Finance Committee ommittee Councilmember Earling explained (1 ) City Engineer Jim Walker was asked to identify p otential overlay, bikeway, and walkway projects that could be accomplished in the event the Council chose to use part of the projected ending cash balance for 1999 to catch up on road maintenance projects. This issue will be presented to the Council for discussion at the September 7 meeting. (2) Administrative Services Director Peggy Hetzler provided a report on the Information Technology Study. The committee recommended Edmonds City Council Approved Minutes August 17, 1999 Page 6 the update be provided to the full Council with a request to contract with the consultant for the second phase. (3) The hiring of a Computer Support Technician was discussed and the committee agreed with the recommendation to approve the position provided that if approved, the position would not be filled until after the results of the I -695 election are known. (4) Ms. Hetzler presented the proposed budget calendar for 2000 and it was recommended a 30- minute presentation regarding I -695 be scheduled on the August 25 Council agenda as well as a 30- minute discussion regarding the budget approach with examples of cost centers that may be affected by the passage of I -695. The committee also asked staff to present a variety of potential new revenue sources at the September Committee meeting. Community/ Community Services/Development Services Committee Development Council President Pro Tem Van Hollebeke advised the committee discussed (1) permit time frames, Services permit renewals and fees and staff was directed to have the City Attorney draft the required ordinance ommittee and schedule this item for a future Council Consent Agenda. (2) A Consumer Confidence Report for Drinking Water Quality was presented which staff plans to mail to all Edmonds postal customers by the end of September 1999. (3) An update on the mid - waterfront walkway project was provided by Parks and Recreation Director Arvilla Ohlde. (4) The committee continued its discussion regarding amending driveway and curb cut requirements. Council President Pro Tem Van Hollebeke explained the intent is not to eliminate parking stalls by more curb cuts; however, the language of the ordinance appears to mandate that businesses with alley access use that access exclusively. This issue has not yet been resolved and the committee requested staff to provide further information for discussion at next month's committee meeting. Public Safety public Safety omnuttee Councilmember White advised the committee discussed (1) federal surplus equipment available to fire departments at no cost. As the equipment becomes available on short notice, the committee recommended a blanket authorization to obtain surplus equipment be placed on the Consent Agenda. (2) A discussion regarding authorization to advertise for bids to replace two Fire Department staff vans was combined with an update to Fleet Replacement "B Fund" Plan for Fire Department staff vehicles. The committee recommended authorization to advertise for bids to replace the two Fire Department staff vans be placed on the Council Agenda for discussion. (3) The committee discussed the tow and hold legislation that allows municipalities to hold vehicles seized during certain types of traffic stops. Staff advised 600 -700 vehicles would qualify under this legislation which leads to the issue of how to store the vehicles. This issue will continue to be discussed in the future. Ord. No. 3272 8. ORDINANCE NO. 3272 AMENDING THE 1999 BUDGET AS A RESULT OF UNANTICIPATED Amend 1999 TRANSFERS AND EXPENDITURES OF VARIOUS FUNDS Budget Administrative Services Director Peggy Hetzler advised this is primarily a housekeeping requirement. Since the beginning of the year, the Council has authorized several changes to the 1999 adopted budget and staff has compiled other items that require Council approval as budget amendments. State law requires an ordinance be adopted whenever moneys are transferred from one fund to another; it has been Edmonds' practice to consolidate these actions into one mid -year and one year -end adjustment rather than multiple ordinances throughout the year. She said the ordinance represents a total appropriation request of $1,892,710. Of this amount, $985,000 is payment of Treatment Plant charges due to the City of Lynnwood, $275,000 is related to labor contract settlements and $129,000 is related to the Fire Department Command Response unit. She recommended the Council adopt the proposed ordinance. Mr. Snyder advised although a public hearing is not required on this issue, the public must be provided an opportunity to comment. Edmonds City Council Approved Minutes August 17, 1999 Page 7 Councilmember Plunkett pointed out although this is an extensive list, they are items that have been discussed by Council Committee and/or Council and, when appropriate, had public hearing, and are not just items that the Council is just now making a decision to fund. Ms. Hetzler agreed this is a compilation of actions the Council has taken since the beginning of the year. Mayor Pro Tem Miller invited the public to comment. Hearing no comment, he closed the public comment portion. COUNCILMEMBER HAAKENSON MOVED, SECONDED BY COUNCIL PRESIDENT PRO TEM VAN HOLLEBEKE, TO ADOPT ORDINANCE NO. 3272. MOTION CARRIED. THE ORDINANCE APPROVED IS AS FOLLOWS: AN ORDINANCE AMENDING ORDINANCE NO. 3237 AS A RESULT OF UNANTICIPATED TRANSFERS AND EXPENDITURES OF VARIOUS FUNDS, AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. ear 2000 1 9. REPORT ON YEAR 2000 ISSUES Issues Administrative Services Director Peggy Hetzler said her report would focus on testing efforts on the City's computer systems, Public Works and Public Safety technology. She said the City's mission critical information system including hardware and software are recent technology and have been the focus of staff interest for several years. To date, upgrades from primary software vendors have been installed to accommodate Y2K and the City has received written assurances from vendors of the systems' compliance. In addition to assurances, the City's Information Technology Manager has performed tests on PCs, system servers and routers to ensure these systems will be operational. The financial system's various modules have also been tested to determine they will recognize the year 2000 and reports produced on a test basis indicate the upgrade is operational. Ms. Hetzler referred to a memo from Public Works Director Noel Miller outlining Y2K efforts in the Public Works Department. According to Mr. Miller, the most critical equipment utilizing electronic technology includes traffic signal controls, the water supply monitoring systems, and the wastewater pump station. The staff electrician has verified the signal controllers as well as the traffic signal interconnect system that coordinates signal timing on Hwy. 99 are not date dependent and should be unaffected by Y2K. Testing efforts on the newly installed water and sewer utility monitoring system demonstrated this system will continue to function uninterrupted into 2000. Other contingency efforts underway by Public Works include filling water reservoirs completely, maintaining sufficient fuel supplies, providing emergency generators, and increasing staffing as needed. In Public Safety, the Police and Fire Departments continue to work with SnoCom and other area public safety agencies in testing equipment and developing contingency plans. The Fire Department's engines and aid units have been tested by the department's mechanic who deemed them to be Y2K compliant. The Police Department's mobile data terminals, mainframe simulator and dispatch capability have either been determined to be compliant or are being investigated by SnoCom. Ms. Hetzler reiterated the City's ability to mitigate Y2K `impacts is limited in a large part to internal systems. Staff has contacted Snohomish Public Utility District, Puget Sound Energy, the City of 'Everett, and the City of Seattle to determine Y2K efforts are underway by these suppliers of vital utility services. Regarding public awareness, she explained information is available on family Y2K preparedness efforts Edmonds City Council Approved Minutes August 17, 1999 Page 8 via local service agencies and various websites. She indicated the packet included a workbook entitled, "Family Y2K Readiness Guide," which contains checklists and other information that may be useful in developing an approach to this issue. The workbook has been made available to Department Directors for dissemination to staff members. This information is available from Cracolici & Associates free of charge by contacting the Administrative Services Department. Councilmember Haakenson asked if plans are being established for increased staffing on December 31, 1999. Ms. Hetzler answered the Police Department has made plans and Public Works will await information from Australia regarding any problems. No other formal plans are in place regarding staffing levels although it is being analyzed. Public Works Director Noel Miller explained technology is similar in New Zealand and Australia whose time is 16 hours ahead. Staff will listen to the news to determine if other parts of the world experience problems with the year 2000. If reports indicate problems are occurring, response will be heightened. If problems do not occur, particularly with electrical supply, the alert will be stepped down. If problems do occur, sufficient advance notice will be provided to allow as many staff members as necessary to be available to provide the necessary services. formation 10. DISCUSSION ON PHASE I OF THE INFORMATION TECHNOLOGY STUDY AND Technology RECOMMENDATION TO PROCEED WITH PHASE II Study Administrative Services Director Peggy Hetzler advised in April 1999, the Council authorized a limited scope study of the City's current computer systems. This study was defined as Phase I of a proposed two -phase approach to developing a long -range technology plan for the City. Phase I is now substantially complete. The consultant, John Elliott, Elliott Consulting, worked with City Department Directors and operating personnel to evaluate the City's hardware and software systems and observe the current business process. Staff was relieved to learn the City's hardware infrastructure and network environment is basically reliable and forms a fairly solid basis for the City to build upon. The consultant prepared three options for consideration in determining the future operating and infrastructure direction, 1) a minimalistic approach to technology, basically the status quo, 2) a best fit approach that adds a greater degree of security and stability to the City's current infrastructure, and 3) a highly sophisticated and complex operating environment. Option 2 is the consultant's recommendation and the option supported by Mayor Fahey and Department Directors. The primary cost differential between the status quo system and implementing Option 2 recommendations consists of three components, 1) upgrading PCs to the latest release of Microsoft Windows and Office 2000, 2) conversion from NetWare to an NT network, and 3) the phase -in of technology staff positions over a five year period. The consultant's next recommendations included replacement of several of the City's existing software programs. The City's financial system was identified as a priority software (and has been budgeted for replacement this year), as well as the permitting system and the Parks and Recreation registration system. The cost to purchase and implement these systems ranges from $300,000 to $500,000, depending on the software selected and the number of additional servers that will be required. The 1999 budget included $300,000 for the replacement of the financial system. Ms. Hetzler advised the City is now ready to move forward with Phase 11 that will complete the system architecture, service delivery organization structure, and implementation plan component. This study can be performed by Elliott Consulting at a cost of $15,000 and can be funded via unanticipated 1999 revenues. Concurrent with this study staff can proceed with developing requests for proposals for the financial, permitting, and Parks and Recreation registration software systems. She advised this information was presented to the Human Resources and Finance Committees last week. Both recommended proceeding to the full Council. She requested the Council, 1) approve Option 2 as the City's infrastructure strategic direction, 2) authorize Mayor Fahey to contract with Elliott Consulting for Edmonds City Council Approved Minutes August 17, 1999 Page 9 J Phase II at a cost of $15,000, and 3) authorize staff to proceed with the RFP process for the financial, permitting, and Parks and Recreation registration system. At the conclusion of the RFP ' evaluation process, firm cost estimates will be available for incorporation into the 2000 budget process. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCILMEMBER HAAKENSON, TO PROCEED WITH 1) APPROVAL OF OPTION 2 AS THE CITY'S INFRASTRUCTURE STRATEGIC DIRECTION, 2) AUTHORIZE MAYOR FAHEY TO CONTRACT WITH ELLIOTT CONSULTING FOR PHASE H AT A COST OF $15,000, AND 3) AUTHORIZE STAFF TO PROCEED WITH THE RFP PROCESS FOR THE FINANCIAL, PERMITTING, AND PARKS AND RECREATION REGISTRATION SYSTEM. MOTION CARRIED. Computer 11. REQUEST FOR CREATION OF POSITION - COMPUTER SUPPORT TECHNICIAN POSITION. Support Technician SUPPLEMENTAL APPROPRIATION OF $15,000 FOR 1999 BUDGET IMPACT Position Administrative Services Director Peggy Hetzler said in 1997 a comprehensive study of the City's organizational, planning and staffing requirements was completed by Ewing and Company. Two specific recommendations were made regarding information technology in order to allow the City to maximize its use of technology, 1) development of a Citywide technology plan, and 2) creation of an additional technology position. She said John Elliott, Elliott Consulting, who conducted Phase 1 of the Technology Plan, concurs with the Ewing study recommendation for an additional computer technician to supplement the City's existing one staff person. She explained the City's 161 PCs are maintained by one hardworking staff person who is also responsible for the City's numerous software programs, network administration, hardware, troubleshooting, Internet applications, website maintenance, and all the City's technology needs. Mr. Elliott's experience with similar size cities using similar computer systems indicates the appropriate staffing level would be 2 -3 full -time employees. Staff has informally surveyed other cities and found staffing levels as high as 7 FTE. The packet includes a proposed job description for the computer support technician and the Human Resources Department proposes a range of NE 11 - $3,412 - $3,896 per month. Ms. Hetzler advised this information was presented to the Human Resources Committee and the Finance Committee. The Finance Committee recommends the position not be filled on a full -time basis until the results of the I -695 election are known. She said due to the need to have this position filled to prepare for the move to the Public Safety complex and to prepare for the RFP process, an alternative would be to approve the appropriation of $15,000 with the understanding staff would seek contract help through the end of the year until the results of I -695 are known. COUNCILMEMBER NORDQUIST MOVED, SECONDED BY COUNCIL PRESIDENT PRO TEM VAN HOLLEBEKE, TO APPROVE THE COMPUTER SUPPORT TECHNICIAN POSITION WITH THE STIPULATION THE PROCESS FOR HIRING A FULL -TIME EMPLOYEE WOULD NOT MOVE FORWARD UNTIL AFTER THE VOTE ON INITIATIVE 695. MOTION CARRIED. Mayor Pro Tern Miller declared a brief recess. F,-)mmunity 12. DISCUSSION ON COMMUNITY SERVICES DIRECTOR POSITION I ASSISTANT TO THE Services I MAYOR irector / to Mayo °n Human Resources Director Brent Hunter said Mayor Fahey requested this item be presented to the Council, as the Community Service Director position is currently vacant. Mayor Fahey requested Council direction from the Human Resources Committee, regarding this position including whether the Edmonds City Council Approved Minutes August 17, 1999 Page 10 position ,should be filled as it currently exists or if consideration should be given to hiring an Assistant to the Mayor as recommended in the City's long range Human Resources Plan. The packet includes the job description for the Community Services ' Director and the Assistant to the Mayor, the salary levels for both positions, and the available funds remaining this year. Council President Pro Tem Van Hollebeke asked for clarification of the Human Resources Plan recommendation regarding this position. Mr. Hunter said the plan recommended phasing out the Community Services Director position and hiring an Assistant to the Mayor. This would be a high level position, reporting directly to the Mayor, a supervisory level position with all Department Directors other than Finance and Human Resources reporting through the Assistant to the Mayor. Other tasks assigned to this position would be to assist the Mayor with economic development issues, handle strategic/long range planning, assist with policy development, and oversee the City's technology. Council President Pro Tem Van Hollebeke asked Mr. Hunter to address the differences between the Community Services Director's salary and-the recommended range for the Assistant to the Mayor's position. Mr. Hunter explained the current range for the Community Services Director is a minimum of $71,000 up to a maximum of $92,400. The Assistant to the Mayor, which was recommended in the Human Resources Plan, has a recommended minimum of $76,000 up to a maximum of $97,000. He said there is currently $19,230 remaining in this salary line this year. . Councilmember Nordquist said the presentation provided to the Human Resources Committee was regarding the Community Services Director position. The Assistant to the Mayor position was presented at the meeting but was not available for previous review by the committee members. Councilmember Nordquist recalled the discussion at the Human Resources Committee included which positions served at the pleasure of the Mayor. Mr. Hunter referred to a memo indicating the Community Services Director position is an at -will position. The memo also indicated the Assistant to the Mayor position is not an at- will position or at the pleasure of the Mayor because it has not yet been adopted. Councilmember Nordquist stressed the Human Resources Committee only briefly discussed the Assistant to the Mayor position and hoped there would be more opportunity to discuss the Human Resources Study. Councilmember Plunkett said Mayor Fahey urged the Human Resources Committee to present this issue to the Council as she felt the Community Services Director vacancy needed to be filled in some way. Although he understood the Assistant to the Mayor was in the Human Resources Study and that the jobs, duties and responsibilities need to be filled, either by a Community Services Director or an Assistant to the Mayor, he reminded the City only went to a full -time mayor eight years ago (this was later corrected to reflect that it was 16 years ago that a full -time mayor was established) followed by the addition of a full -time secretary and an additional part-time secretary. Although the responsibilities are nearly the same for an Assistant to the Mayor and the Community Services Director, he was concerned with the perception that the Mayor needs a full -time administrative assistant was not a perception the Mayor's Office or the City needed nor was it a perception he was willing to support. He did not support a full - time Mayor, a full -time secretary, a half -time secretary and a full -time administrator who could be paid up to $97,000. Council President Pro Tem Van Hollebeke pointed out the Assistant to the Mayor was part of the Human Resources Study and does not create more cost to the City, it is only a realignment of duties. He said the City is in a unique position due to the vacant Community Services Director position, creating the opportunity to shift to a different job description/classification. He pointed out in the years cited by Councilmember Plunkett, the City has grown a great deal in population and duties /responsibilities. He Edmonds City Council Approved Minutes August 17, 1999 Page 11 pointed out the long list of pending projects and projects underway that the Community Services Director is responsible for and felt the Council would be "penny wise and pound foolish" if the job was not filled soon. He recognized the importance of the City being fiscally responsible with regard to I -695, which may have profound impacts on the City. COUNCIL PRESIDENT PRO TEM VAN HOLLEBEKE MOVED TO AUTHORIZE THE HUMAN RESOURCES DEPARTMENT TO START ADVERTISING FOR THE ASSISTANT TO THE MAYOR POSITION BEGINNING SEPTEMBER 15 AND NOT TO FILL THE POSITION UNTIL THE OUTCOME OF I -695 IS KNOWN. THE APPROVAL OF THE INDIVIDUAL SELECTED WOULD BE SUBJECT TO THE MAYOR - ELECT'S APPROVAL. MOTION DIED FOR LACK OF A SECOND. Councilmember Haakenson said the Community Services Director position needed to be filled, regardless of the position title. He said not filling a staff director position places an undue hardship on staff. Councilmember Plunkett said his intent was not to leave the position open due to the number of duties /obligations this position must fulfill. He recommended the City advertise to fill the Community Services Director position. He asked if the Council could hire a Community Services Director in spite of the recommendation in the Human Resources Plan. Mr. Hunter answered yes, but the Mayor was seeking direction regarding whether the Council wished to proceed with implementation of the Human Resources Plan via an Assistant to the Mayor. COUNCILMEMBER PLUNKETT MOVED, SECONDED BY COUNCILMEMBER NORDQUIST, TO BEGIN APPROPRIATE ADVERTISING TO FILL THE COMMUNITY SERVICES DIRECTOR POSITION. Councilmember Nordquist inquired about the differences between the Community Services Director job description in the packet and the job description for the previous Community Services Director. Mr. Hunter answered the job description in the packet is the same as the former Community Service Director's job description. The description was modified late in 1998 when Parks and Recreation, Public Works, and Development Services were split off. Councilmember Haakenson asked Mr. Hunter to explain the intent of the Human Resources Study with regard to the Community Services Director position. Mr. Hunter said the direction of the Human Resources Plan was to move toward strengthening the administration due to the Mayor's desire for more continuity, which could be provided by a professional at that level. The consultant recommended the Assistant to the Mayor position be established and the Community Services Director position be phased out. At the time the Human Resources Study was conducted, the Community Services Director position was a very large responsibility including overseeing Parks and Recreation, Public Works, Planning, Engineering, Treatment Plant -- most departments in the City other than Finance, Police and Fire. As departments were split off according to the Human Resources Plan, it narrowed the scope of the Community Services. position. The next step would be to establish the Assistant to the Mayor position to create the supervisory level position, which would take some of the burden off the Mayor. If the Community Services Director position is filled as it now exists, it would be to oversee the projects on the list but does not provide the Mayor the assistance the Human Resources Plan called for. Edmonds City Council Approved Minutes August 17, 1999 Page 12 Councilmember Haakenson asked if the current job description for the Community Services Director was greatly reduced from two years ago. Mr. Hunter answered yes, it,was greatly reduced. Councilmember Haakenson asked if the salary had been greatly reduced. Mr. Hunter said the salary was not modified when the job description was modified because it was viewed as a transitional period. In view of the recommendation in the Human Resources Study and because the salary had not been reduced for a greatly reduced job description, Councilmember Haakenson did not support advertising to fill the Community Services Director position. Councilmember Plunkett asked if the Community Services Director worked at the pleasure /direction of the Mayor. Mr. Hunter answered yes. Councilmember Plunkett asked if a future Mayor could make full use of this position and/or determine if the position should continue. Mr. Hunter said all directors serve at the pleasure of the Mayor and she could make a determination regarding any of the director positions. Councilmember Plunkett suggested the present Mayor or a future Mayor could consider the obligations of the Community Services Director and make a recommendation regarding whether the salary for that position should be reduced or the position changed in some way. Council President Pro Tem Van Hollebeke spoke in opposition to the proposed motion as he viewed it as a regressive move and said it would be bad management to hire a director with the possible intent of eliminating that position in the future. He said the Human Resources Study was well thought out, discussed over many months, and has been gradually phased in over a two year period. Councilmember Nordquist observed when the job description was reduced, the salary was not reduced. He asked if the Council could establish a lower salary. City Attorney Scott Snyder answered this position is not covered by a collective bargaining agreement, therefore, it is a salary established by the I annual salary ordinance which can be amended at any time. COUNCILMEMBER PLUNKETT WITHDREW HIS MOTION WITH THE AGREEMENT OF' THE SECOND, TO ALLOW FURTHER STUDY BY THE HUMAN RESOURCES COMMITTEE. Councilmember Earling expressed concern that this had the potential of becoming a political issue, particularly for the Mayor's race. Due to the City's size, there is a need for an additional leader for the City to assist the Mayor, regardless of the title. He said much of the issue was with the perception, noting the Mayor can direct the Community Services Director to do things that are not in his/her job description as long as they are agreeable to that individual. He corrected it has been 16 years since a full -time mayor was established, noting the Mayor's Office has grown over time. He reiterated he did not want this to become a politically charged issue but the position needs to be filled. He suggested the Human Resources Committee recommend an appropriate title. Councilmember White said this issue has been under consideration for a year. He observed it appears to be nearly a City Manager position and would provide continuity due to the potential for a change in administration every four years. He said the Assistant to the Mayor, regardless of the title, made more sense than hiring another director. He said the job description was appropriate and favored filling the position. Mayor Pro Tern Miller advised he would work with the Chair of the Human Resources Committee to have this issue placed on an upcoming agenda. 13. MAYOR'S REPORT Edmonds City Council Approved Minutes August 17, 1999 Page 13 Mayor Pro Tem Miller thanked the audience and the Council for their indulgence with him serving as Mayor Pro Tem for the firs time. 14. COUNCIL REPORTS Council President Pro Tem Van Hollebeke commended Mayor Pro Tem Miller for his duties as Mayor Pro Tem. we �� Councilmember Nordquist advised the City Clerk's office received an award at the AWC Conference for for Records the records management program they developed. He pointed out that Dia Bock, City Records anagement Coordinator, deserves recognition for this program. The format is in demand from other agencies throughout the nation. City Clerk Sandy Chase advised they also won an international award from the International Institute of Municipal Clerks for the records management program, which will be presented at Council in September. Councilmember Plunkett thanked Mayor Pro Tem Miller for functioning as Mayor Pro Tem and Council President Pro Tem Van Hollebeke for functioning as Council President Pro Tem. nd Water Councilmember White reported on the ceremony at Olympic Beach that he and Council President Pro onservation Tem Van Hollebeke attended where Congressman Jay Inslee kayaked from Meadowdale Beach to Funds several area beaches: Congressman Inslee's effort was to promote community awareness of federal Land Water Conservation Funds that are derived from moneys paid by off -shore oil drilling to the federal government who has historically appropriated the funds 50% to local acquisition of park land and 50% to federal acquisition. Over the past several years, the federal government has re- directed those funds to bring local appropriation to zero. Councilmember White said those funds were used to acquire Brackett's Landing North, Olympic Beach, and the fishing pier. He said the south congressional delegation supports re- appropriation but the north and east congressional delegation do not. He encouraged citizens to write to Senators Gorton and Murray. 15. EXECUTIVE SESSION REGARDING LABOR NEGOTIATIONS AND A LEGAL MATTER zecutive ession At 9:20 p.m., Mayor Pro Tem Miller recessed the Council to Executive Session for approximately 20 minutes for discussion regarding labor negotiations and a legal matter. He advised the Council would adjourn immediately following the Executive Session: BARBARA S. FAHEY, MAYOR 0 SANDRA S. CHASE, CITY CLERK Edmonds City Council Approved Minutes August 17, 1999 Page 14 AGENDA LL EDMONDS CITY COUNCIL PLAZA MEETING ROOM - LIBRARY BUILDING 650 MAIN STREET 7:00 -10:00 P.M. AUGUST 17, 1999 SPECIAL MEETING 6:30 P.M. - EXECUTIVE SESSION REGARDING A REAL ESTATE MATTER 7:00 P.M. - CALL TO ORDER FLAG SALUTE 1. APPROVAL OF AGENDA 2. CONSENT AGENDA ITEMS (A) ROLL CALL (B) APPROVAL OF CITY COUNCIL MEETING MINUTES OF AUGUST 3, 1999 (C) APPROVAL OF CLAIM WARRANTS #34172 THROUGH #35173 FOR THE WEEK OF AUGUST 2, 1999, IN THE AMOUNT OF $867,189.32. APPROVAL OF CLAIM WARRANTS #34984 THROUGH #35319 FOR THE WEEK OF AUGUST 9, 1999, IN THE AMOUNT OF $418,827.09. APPROVAL OF PAYROLL WARRANTS #25553 THROUGH #25742 FOR THE PERIOD JULY 16 THROUGH JULY 31, 1999, IN THE AMOUNT OF $396,109.13. (D) ACKNOWLEDGE RECEIPT OF CLAIM FOR DAMAGES FROM JERRY LJUNGGREN ($317.11) (E) AUTHORIZATION TO CALL FOR BIDS FOR LIQUID CHLORINE FOR THE WASTEWATER TREATMENT PLANT, YOST POOL, AND OTHER AGENCIES (F) AUTHORIZATION TO ADVERTISE FOR BIDS TO PURCHASE A 48" ROTARY LAWN MOWER WITH GRASS CATCHER LIFT SYSTEM FOR THE CEMETERY (G) AUTHORIZATION TO ADVERTISE FOR BIDS TO PURCHASE A SNOW PLOW WITH A V -BOX SANDER FOR THE STREET DIVISION (H) AUTHORIZATION FOR FIRE DEPARTMENT TO ACQUIRE FEDERAL SURPLUS EQUIPMENT (1) AUTHORIZATION FOR MAYOR TO SIGN A LEASE AGREEMENT FOR PARKING STALLS AT "OLD PUBLIC WORKS" SITE (J) AUTHORIZATION FOR MAYOR TO SIGN CONTRACT AMENDMENT WITH ARTISTS FOR PUBLIC SAFETY COMPLEX TO EXTEND COMPLETION DATE (K) AUTHORIZATION FOR MAYOR TO SIGN SUPPLEMENT TO LEASE NO. 30092 WITH BURLINGTON NORTHERN SANTA FE RAILROAD FOR CONSTRUCTION AND MAINTENANCE OF FENCES ALONG SUNSET AND OCEAN AVENUES (L) AUTHORIZATION TO SIGN NOTICE OF INTENTION TO COMMENCE ANNEXATION PROCEEDINGS - SUNDQUIST ANNEXATION (FOR FIRE STATION PROPERTY LOCATED AT 23009 - 88TH AVENUE WEST) (M) PROPOSED RESOLUTION COMMENDING COUNCIL PRESIDENT GARY HAAKENSON CITY COUNCIL MEETING AGENDA AUGUST 17, 1999 Page 2 of 2 3. (10 Min.) PRESENTATION OF RESOLUTION AND PLAQUE TO COUNCILMEMBER GARY HAAKENSON FOR SERVICE AS COUNCIL PRESIDENT 4. (20 Min.) PUBLIC HEARING AND AUTHORIZATION FOR MAYOR TO SIGN CONTRACT WITH ARTIST SELECTED BY PUBLIC ART JURY FOR HEKINAN, JAPAN ANNIVERSARY PUBLIC ART PROJECT 5. (15 Min.) PUBLIC HEARING ON PROPOSED ORDINANCE IMPOSING A MORATORIUM UPON THE ENFORCEMENT OF ECDC 16.45.030(A), 16.50.030(A), AND 16.60.030(A) UNDER CERTAIN CIRCUMSTANCES AND ADOPTING INTERIM ZONING CONTROLS RELATING TO THE OUTDOOR SALE OF CONSUMER COMMERCIAL GOODS; AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE; AND PROVIDING FOR EXPIRATION UPON A CERTAIN DATE 6. AUDIENCE COMMENTS (3 Minute Limit Per Person) 7. (15 Min.) REPORT ON COUNCIL COMMITTEE MEETINGS 8. '(5 Min.) PROPOSED ORDINANCE AMENDING THE 1999 BUDGET AS A RESULT OF UNANTICIPATED TRANSFERS AND EXPENDITURES OF VARIOUS FUNDS 9. (15 Min.) REPORT ON YEAR 2000 ISSUES 10. (15 Min.) DISCUSSION ON PHASE I OF THE INFORMATION TECHNOLOGY STUDY AND RECOMMENDATION. TO PROCEED WITH PHASE II 11. (15 Min.) REQUEST FOR CREATION OF POSITION — COMPUTER SUPPORT TECHNICIAN POSITION. SUPPLEMENTAL APPROPRIATION OF $15,000 FOR 1999 BUDGET IMPACT. 12. (15 Min.) DISCUSSION ON COMMUNITY SERVICES DIRECTOR POSITION / ASSISTANT TO THE MAYOR 13. (5 Min.) MAYOR'S REPORT 14. (15 Min.) COUNCIL REPORTS 15. (20 Min.) EXECUTIVE SESSION REGARDING LABOR NEGOTIATIONS AND A LEGAL MATTER Parking and meeting rooms are accessible for persons with disabilities. Contact the City Clerk at (425) 771 -0245 with 24 hours advancE 7otice for special accommodations. The Council Agenda appears on Chambers Cable, Channel 32 or 46 Delayed telecast of this neeting appears the following Wednesday, Friday and Monday at noon on Channel 32 or 46.