03/12/2013 Finance CommitteeFINANCE COMMITTEE MEETING MINUTES
March 12, 2013
Councilmembers Present Staff Present
Councilmember Yamamoto Ronald Cone, Interim Finance Director
Councilmember Fraley - Monillas Stephen Clifton, Comm. Svcs. /Econ. Dev. Dir.
Council President Petso Phil Williams, Public Works Director
Public Present Carrie Hite, Parks and Recreation Director
Ron Wambolt Deb Sharp, Accountant
Roger Hertrich Sarah Major, Accountant
Bruce Witenberg Jeannie Dines, Recorder
Councilmember Yamamoto called the meeting to order at 6:37 p.m.
A. Purchasing Policy Revision for Public Works Projects
Mr. Williams explained under the proposed revision, staff would no longer be required to seek Council
approval for requests to go to bid or requests to issue a RFQ /RFP for projects the Council has already
approved on the CIP and included in the budget. If the construction contract meets the threshold
amount, Council approval of the contract will still be required.
Action: Schedule on full Council agenda.
B. Addition of a Project to the 2013 CIP, CFP, and TIP (Capital Improvement Program,
Transportation Improvement Program, and Capital Facilities Plan) Titled "Edmonds
Gateway /SR 99 Revitalization — Phase 1" For $10,000,000
Mr. Williams explained the State Legislature is considering a number of transportation packages with
various funding sources. As the list of candidate projects did not include a large project in Edmonds;
Representative Marko Liias requested the City quickly submit a project in the $5 - $10 million range.
From a list of potential projects Mr. Williams submitted, Representative Liias felt this project, Edmonds
Gateway /SR 99 Revitalization — Phase 1, had the best chance. The project would start redoing
Edmonds' frontage on Hwy 99 similar to what Shoreline has done to improve access control,
congestion relief, safety improvements, bike lanes, pedestrian improvements, landscaping, decorative
lighting, etc. A project must be on the CIP, CFP, TIP to qualify for funding; revising the CFP requires a
public hearing. Committee members expressed support.
Action: Schedule on full Council.
Mr. Williams explained this issue was raised at the retreat; it was here for discussion. Ms. Hite
explained the first $750,000 of REET is the only funding source for park capital; REST funds above
$750,000 are designated for streets. Approximately $200,000 of the $750,000 is allocated for general
park maintenance and the remaining $500,000 for parks projects, often used to leverage grant funds.
Mr. Williams explained there are no funds in the City's budget for overlays; the City has not paved a
street in five years. In 2013, $100,000 was allocated from the General Fund to balance the street
budget for maintenance /repairs. Ms. Hite referred to discussions in the community about a
Metropolitan Park District or park levy which could free up REET funds for streets, noting a street levy
could also be added. Councilmembers discussed a MPD, park levy and /or street levy and other cities'
success with park and street levies.
Finance Committee Minutes,
Action: |DfOD08Lk}D O
D. Ordinance Consenting to the Assignment of the Non-Exclusive Franchise Granted to
Metromedia Pursuant to Ordinance No. 3295, to ZAYO Group.
Mc Clifton relayed telecommunications attorney Mike Bradley's recommendation to assign the
existing the franchise ag[H8Dl8Dt which will expire in 2015 to ZAY[). NODH Of the L9[OOG Of the
franchise agreement change. This iS nearly identical iOthe Astound —B|8Ck[OCkfranchise agreement
assignment. ZAYO has no plans to deliver television so the City does not collect 85%franchise, only
G8% utility tax OD gross revenue. /\$5.0O0 deposit was paid tO handle the GSSigO0gDt/t[8Dsfg[;funds
iO excess Of expenses will b8refunded.
Action: Schedule on Consent Agenda.
E. January 2013 Monthly Financial Report
Mr. Cone explained 8 lot Of changes were made between the December 2012 and January 201O
n8pUMS. He reviewed several large expenditures paid in January 2013 to Fire District 1, ESCA.
SOOCO0, Snohomish County Voter Registration and VV[||A that totaled $2.5 million.
COunCi|member Fraley-&1Oni||aS asked for 8 comparison of actual monthly expenses to previous
years. She will email staff with the specific expenses She vv8nt8 compared. MS. Major agreed to
provide [|OUOCi| President P8tSO the date and @0OUDt Of F[}1'G 2012 first quarter payment.
Action: Schedule on Consent Agenda.
G. Parks Staffing
K8S. Hite explained 2.5 FTES were cut from Parks, 1.0 FTE SeGSOn8|, 1.0 FTE office staff via Voluntary
88p8r81iOn Incentive Program (VS|P), and 0.5 FTE office 8dminassistant, r8Su|UnA in 1.5 FTE less
office staff to do nearly the G808 80OUDt Of work. After 21/2 months, the VVOrk|O@d is too heavy for the
remaining S1Gƒf, affecting 0O[8|e and requiring [8C[e8tiOO coordinators to staff the front d88K instead Of
programming classes that generate revenue. She proposed restoring 8.5 FTE Park front office staff tO
[H|i8V8 VVO[k|O8dG. The $24,000 cost for April — December 2013 would be funded from Park fund
b8|8OCe carried over from 2012 and she will determine ongoing funding. She [e|8V8d &18yOr E8[|iOg is
supportive and requested she make a presentation tOthe Finance Committee and then full Council.
Discussion fO||Ovved regarding duties Of the person who tOOhVS|P and the 0.5 FTE office Gdmin
8SSiSi8nt
Action: Schedule on full Council agenda.
F. Public Comments
Bruce Witenberg° Edmonds, encouraged the Council tOconsider K8S. Hite'S proposal tOadd back .5
FTE due tOthe impact on morale, possibly losing staff and pOtgnU8| impacts On revenue. He asked
VVhRi type Of C|8i08 VVC|A COVe[8, which C|8i0S have been paid by VVC|A, which C|8i0S have been
paid from the G8n8[8| Fund, what claims are pending against the City, hOVV [DVCh DlOOHy is in the
litigation reserve fund tO pay future C|GimS. VVC|/\ premiums for 2O13 compared tO previous years and
whether the City was paying tO defend claims against the former Mayor.
Adjournment — The meeting adjourned at 7:28 p.m.