10/14/2014 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES
Study Session
October 14, 2014
The Edmonds City Council meeting was called to order at 6:00 p.m. by Mayor Earling in the Council
Chambers, 250 5"' Avenue North, Edmonds.
ELECTED OFFICIALS PRESENT
Dave Earling, Mayor
Diane Buckshnis, Council President
Kristiana Johnson, Councilmember
Lora Petso, Councilmember
Strom Peterson, Councilmember
Adrienne Fraley-Monillas, Councilmember
STAFF PRESENT
Al Compaan, Police Chief
Phil Williams, Public Works Director
Scott James, Finance Director
Shane Hope, Development Services Director
Patrick Doherty, Econ. Dev & Comm. Serv. Dir.
Rob English, City Engineer
MaryAnn Hardie, Human Resources Manager
ELECTED OFFICIALS ABSENT Renee McRae, Recreation Manager
Thomas Mesaros, Councilmember Jeff Taraday, City Attorney
Joan Bloom, Councilmember Scott Passey, City Clerk
Gerrie Bevington, Camera Operator
Jeannie Dines, Recorder
1. CONVENE IN EXECUTIVE SESSION REGARDING POTENTIAL LITIGATION PER RCW
42.30.110(1)(i)
At 6:00 p.m., Mayor Earling announced that the City Council would meet in executive session regarding
potential litigation per RCW 42.30.110(1)(i). He stated that the executive session was scheduled to last
approximately 30 minutes and would be held in the Jury Meeting Room, located in the Public Safety
Complex. No action was anticipated to occur as a result of meeting in executive session. Elected officials
present at the executive session were: Mayor Earling, and Councilmembers Johnson, Fraley-Monillas,
Buckshnis, Peterson and Petso. Others present were City Attorney Jeff Taraday, Finance Director Scott
James and City Clerk Scott Passey. The executive session concluded at 6:34 p.m.
Mayor Earling reconvened the regular City Council meeting at 6:38 p.m.
2. ROLL CALL
City Clerk Scott Passey called the roll. All elected officials were present with the exception of
Councilmembers Mesaros and Councilmember Bloom.
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER PETSO,
TO EXCUSE COUNCILMEMBER BLOOM. MOTION CARRIED UNANIMOUSLY.
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER
PETERSON, TO EXCUSE COUNCILMEMBER MESAROS. MOTION CARRIED
UNANIMOUSLY.
Edmonds City Council Approved Minutes
October 14, 2014
Page 1
3. APPROVAL OF AGENDA
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER FRALEY-
MONILLAS, TO REMOVE ITEM 15 FROM THE AGENDA AND SCHEDULE IT ON THE
OCTOBER 28, 2014 AGENDA. MOTION CARRIED UNANIMOUSLY.
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER
PETERSON, TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED
UNANIMOUSLY.
4. APPROVAL OF CONSENT AGENDA ITEMS
COUNCILMEMBER PETERSON MOVED, SECONDED BY COUNCIL PRESIDENT
BUCKSHNIS, TO APPROVE THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY.
The agenda items approved are as follows:
A. APPROVAL OF CITY COUNCIL MEETING MINUTES OF OCTOBER 7, 2014
B. APPROVAL OF CLAIM CHECKS #210891 THROUGH #211017 DATED OCTOBER 9,
2014 FOR $577,599.59
C. APPROVAL OF SETTLEMENT AGREEMENT WITH TYROOT AND SUN SM
RELATED TO THE 228TH STREET SW CORRIDOR IMPROVEMENT PROJECT
6. AUDIENCE COMMENTS
There were no audience members who wished to provide comment.
7. REPORT ON FINAL CONSTRUCTION COSTS FOR THE 2013 WATERLINE REPLACEMENT
PROJECT AND ACCEPTANCE OF PROJECT
City Engineer Rob English explained this project, awarded in 2013 to D&G Backhoe, replaced
approximately 7,000 linear feet of water main in 9 locations throughout the City. The original contract
amount was $1.3 million. There was one reconciliation contract change order in the amount of -$15,000
and the project was completed 1.2% under the contract amount.
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER
JOHNSON, TO FORWARD THE ITEM TO THE CONSENT AGENDA FOR APPROVAL.
MOTION CARRIED UNANIMOUSLY.
8. REPORT ON FINAL CONSTRUCTION COSTS FOR THE LIFT STATION REHABILITATION
PROJECT AND ACCEPTANCE OF PROJECT
City Engineer Rob English explained this $3.8 million project upgraded 9 sewer lift stations. The contract
was awarded in August 2012 and reached physical completion in May 2014. Throughout the course of
construction there were 5 change orders for various items totaling $75,000. The project was completed
1.9% over the award amount.
COUNCILMEMBER PETERSON MOVED, SECONDED BY COUNCILMEMBER JOHNSON,
TO FORWARD THE ITEM TO THE CONSENT AGENDA FOR APPROVAL. MOTION
CARRIED UNANIMOUSLY.
9. ACCEPTANCE OF STREET DEDICATION FOR SAFFOLD 3 -LOT SHORT PLAT LOCATED
AT 19327 88TH AVE W
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Page 2
City Engineer Rob English explained this short plat, located on 88"' Avenue north of 196`h, is for the
existing home and 2 additional lots. The 10 -foot street dedication on the east side of the road increases the
20 -foot existing right-of-way on the east to 30 feet for a total right-of-way width of 60 feet. The plat has
130 feet of frontage; curb, gutter and a 5' asphalt sidewalk will be installed to tie into the existing
walkway.
Councilmember Petso referred to the unusual lot shapes and asked if there were any restrictions on how
creative lot lines can be and the reason for the lot shape. Mr. English answered there are restrictions that
Planning considers in developing setbacks, etc. Councilmember Petso advised she will follow up with
Planning via email.
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER
PETERSON, TO FORWARD THE ITEM TO THE CONSENT AGENDA FOR APPROVAL.
MOTION CARRIED UNANIMOUSLY.
10. APPROVAL OF THE MUNICIPAL COURT JUDGE JOB DESCRIPTION & CONFIRMATION
OF POSITION SALARY AND BENEFITS INFORMATION
Human Resources Manager MaryAnn Hardie explained the current Municipal Court Judge Fair is running
unopposed for a position in the South District Court. Judge Fair is currently serving the first year of a four
year term; Mayor Earling will appoint his successor. The City is in the process of preparing an RFQ for
the position which includes the salary and benefit information for the position which is confirmed by
Council. The Council approved the current wage for the Judge of $106,078 as a .75 full-time equivalent
effective September 1, 2014. The Judge currently receives the following benefits; no change is proposed:
1. 90% medical insurance premiums (employee, spouse and dependents) paid by the City
2. MEBT participant (includes a $75,000 life insurance policy)
3. Participation in state retirement PERS Judicial Benefit Multiplier program
She requested the Council approve the new job description and confirm the salary and benefits before the
position is advertised.
Mayor Earling explained unlike a City Council appointment where an election is held in the next
municipal election, an appointed Judge will fulfill the complete term which in this case is an additional
three years.
Councilmember Fraley-Monillas assumed Judge Fair helped prepare the job description. Ms. Hardie
explained when preparing the RFQ, it was discovered there was no job description for the Municipal
Court Judge. Staff surveyed comparator cities; the job descriptions for other cities are very similar.
Councilmember Johnson inquired about the medical insurance premium, recalling the medical insurance
premium for other elected officials was modified several years ago, making the coverage available for
spouse and dependents but paid for by the elected official. Ms. Hardie explained the Judge position has a
different medical benefit; the position receives spouse and dependent medical coverage at 90%;
Councilmembers pay for spouse and dependent coverage out of pocket. Her understanding the reason the
benefits were similar to an employee was due to the hours, .75 FTE, and the position's supervisor duties.
COUNCILMEMBER FRALEY-MONILLAS MOVED, SECONDED BY COUNCIL PRESIDENT
BUCKSHNIS, TO FORWARD THE ITEM TO THE CONSENT AGENDA FOR APPROVAL.
MOTION CARRIED UNANIMOUSLY.
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Page 3
11. CIGNA LIFE, LONG TERM DISABILITY (LTD) AND ACCIDENTAL DEATH &
DISMEMBERMENT (AD & D) INSURANCE PLAN(S)
Keith Robertson, Alliant, explained about a year ago Ms. Hite, Ms. Hardie and he met to discuss the 7
status of the employees' life and disability plan and it was decided go to market to see if the plan could be
improved. For the past two decades there have not been any competitive alternatives because Standard
Insurance had a monopoly on municipal and county plans. Another major carrier, Cigna, filed identical
policies with the OIC so there is now a competitive alternative in the marketplace. This proposal has been
reviewed by the MEBT Board and the current insurance plan language was updated. He summarized the
plan saves the City money, increases the benefit from $75,000 to $100,000 which is in keeping with the
requirements of MEBT to keep benefits comparable to social security benefits, has a 3 -year rate
guarantee, and includes contract enhancements.
He commented on the strength of Cigna:
• 90+ years Life and AD&D experience
• 8.8 million individuals insured
1.7 billion on annual disability premium
Rated "A" by A.M. Best
Rated "A2" by Moody's
System upgrades include telephonic claim intake; employees can file a claim over the phone and provide
an electronic voice signature.
The current coverage with Standard Insurance was established:
• Life and AD&D 1976
• Long Term Disability 1977
• MEBT 1999
The contracts are outdated according to industry standards. For example:
• Life and AD&D
o Does not include waiver of premium
o AD&D schedule is limited compared to industry standard
■ Does not provide coverage for coma or paralysis
Long Term Disability
o Total disability is required to qualify for a disability
0 100% earnings loss is required to be benefit eligible
Under the proposed Cigna plan:
• Life (for the City and MEBT) and AD&D
o Waiver of premium will be included
■ No premium required during the waiting period
o Repatriation and Medical Evacuation with no dollar limit
o AD&D schedule will include coma and paralysis benefit
o Conversion of the full in -force amount is available
■ Currently only $2,000 after 5 years
• Long Term Disability
o No limit on temporary recovery days during the elimination period
o Partial disability is covered (100% earnings loss is not required)
o Return to work incentive program will be included, allowing an employee to collect up to
100% of their pre -disability income
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Page 4
He Drovided the following comparison:
Benefit
Standard
Cigna
Life and AD&D
$0.195 and $0.045
$0.18 and $0.022
Cigna matching rate of $0.29
per unit for dependents
MEBT Life
$13.50 ($75k benefit)
$13.94 (100k benefit)
Cigna matching rate of $0.54
for disabled lives
Long Term Disability
$0.595
$0.49
Total Cost
Differential
-11.9% ($15,713)
Councilmember Petso relayed her understanding that the Cigna plan provides greater benefits, less cost
and a three year rate guarantee; there are no hidden fees or fine print. Mr. Robertson agreed it seemed too
good to be true. Typically when a firm has a monopoly and no competition, their fees are higher. The
person who designed and programmed the policy that most municipalities in Washington participate in at
Standard, left Standard and went to Cigna.
COUNCIL PRESIDENT BUCKSHNIS MOVED, SECONDED BY COUNCILMEMBER
PETERSON, TO FORWARD THE ITEM TO THE CONSENT AGENDA FOR APPROVAL.
MOTION CARRIED (4-0). (Councilmember Johnson was not present for the vote.)
5. PROCLAMATION FOR DOMESTIC VIOLENCE AWARENESS MONTH - YWCA WEEK
WITHOUT VIOLENCE
Mayor Earling read a proclamation declaring October 2014 as Domestic Violence Awareness Month and
the third week of October as YWCA Week Without Violence.
Mary Ann Dillon, Senior Regional Director, YWCA Snohomish County, on behalf of the YWCA,
thanked the City Council and Mayor Earling for raising awareness about domestic violence via the
proclamation. She noted there were several members of the YWCA in the audience as well as Dr.
Suzanne Poppema, President, Zonta Club of Everett. Zonta is a women's organization that works on
many women's issues including eliminating human trafficking locally, nationally and internationally.
Ms. Dillon explained recent incidents involving NFL players and domestic violence has put the spotlight
on the problem and has men and women participating in important dialogue about domestic violence.
There are great opportunities to keep the conversation going and make systemic changes. She commented
a week without violence would be 7 days, 168 hours, 10,080 minutes free of domestic violence, sexual
assault, early childhood enforced marriages, etc. She thanked the Council and Mayor for their
commitment to ending violence and the making community safer for all.
12. DISCUSSION REGARDING STUDY SESSION FORMAT
Council President Buckshnis recalled in a test of the study session format a couple weeks ago the Council
used a round robin, three question format. She asked for Councilmembers' input regarding how study
sessions should be run, the configuration, whether to have a time limit on questions, a round robin with a
limit on the number of questions, etc., noting the microphones needed to be improved.
Councilmember Fraley-Monillas suggested Councilmembers take turns asking questions to ensure
everyone is able to participate. She noted typically the first person asks multiple questions. She preferred
Councilmembers ask one question at a time unless there was a follow-up or clarification question.
Councilmember Petso disagreed with Councilmember Fraley-Monillas. Her understanding of a study
session format was to promote interactive discussions in a less structured atmosphere. At the study
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session regarding Westgate, the meeting included questions in a much more structured format than when
Councilmembers are seated at the dais and there no discussion. She envisioned a less formal study session
would provide opportunity for more dialogue and discussion.
Council President Buckshnis commented there was discussion at the end of the study session regarding
Westgate. The length of the agenda that evening also limited the amount of discussion regarding
Westgate. She favored the round robin format because it allowed each person to speak.
Councilmember Fraley-Monillas commented she liked the more informal setting with Councilmembers
seated at the table; her preference was to allow all Councilmembers to ask questions and participate in the
process versus one Councilmember with a lot of questions monopolizing the subject matter.
Councilmember Peterson said he also likes the informal nature of sitting at a table but he has heard from
citizens who watch the Council meetings that they are not able to engage due to the poor sound quality
and the camera angles. The Council needs to balance what makes them comfortable with the public's
ability to engage in the discussion. The technology is not currently set up to accommodate the format with
Councilmembers seated at the table. He suggested gathering feedback from people who watch the
Council meetings.
Councilmember Johnson said it was beneficial to have rules for study sessions; the Council can make
them up as they go or rely on Roberts Rules of Order although Roberts Rules may be too restrictive. She
suggested either establishing a time limit or a number of questions. She suggested playing with the table
layout, recalling the original configuration did not have Councilmembers in a line and allowed them to
see each other. Councilmember Fraley-Monillas commented the problem with the current configuration is
some Councilmembers have their backs to the audience.
Councilmember Johnson said she can see the screen better from the table; it is nearly impossible to see
the screen when seated at the dais. She noted it would be helpful to provide Councilmembers with
presentation materials. Councilmember Petso noted she could see the screen better from the dais than
from the table.
Council President Buckshnis summarized for future study sessions:
• Work on a different table configuration
• Round robin with 1-2 questions each
Council President Buckshnis asked whether Councilmembers wanted discussion after each question.
Councilmember Petso commented it depends on the issue. For Westgate, it may have been more
productive to allow discussion after each question was raised. For items on tonight's agenda that
previously would have been handled by committee, few questions arose. She summarized less formality
would be preferable.
Councilmember Johnson asked whether Councilmembers wanted to start meetings at 6:00 or 7:00 p.m.
She preferred all the meetings start at 7:00 p.m.
Councilmember Fraley-Monillas said either 6:00 or 7:00 p.m. was acceptable. With regard to the number
of questions, she said to drive democracy the number of questions cannot be limited. She suggested a
Councilmember who had a number of questions could continue to ask questions after other
Councilmember's questions had been answered.
Council President Buckshnis commented she was surprised by the 6:30 p.m. start time tonight. She
preferred to start meeting at 7:00 p.m. because that was what citizens are used to. Unless there were
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objections, she will continue with a 7:00 p.m. start time and, when necessary, hold executive sessions
prior to Council meetings.
Mayor Earling commented staff's understanding was study sessions would start at 6:00 p.m., if there was
an executive session, the meeting would start at 6:00 p.m., followed by the executive session and convene
the study session at the conclusion of the executive session. There may be an advantage to starting the
study session earlier; for example, tonight's agenda was a 4 -hour meeting.
Councilmember Fraley-Monillas suggested all Council meetings could start at 6:00 or 6:30 p.m. to avoid
confusion.
Mayor Earling summarized Council President Buckshnis will take the Council's comments and present a
recommendation at the next study session.
13. PRESENTATION REGARDING FIRE DISTRICT 1
Mayor Earling explained the invoice was provided at an initial meeting with Fire District 1 (FD1) on
August 21. Several subsequent meetings have been held including a meeting with Brier's Mayor,
Mountlake Terrace's City Manager and himself where it was agreed the three cities' Finance Directors
would meet to discuss concerns with the billing. Following that meeting the Finance Directors met with
FDPs Finance Director. During these meetings, further information has been requested from FDI. He
met with Chief Widdis and Commissioner Chan last Friday where it was agreed the timing and the way
the information regarding the increase was presented was handled poorly by FDI. It was also agreed to
have further discussion on issues of concern to Edmonds and likely all three cities.
Following tonight's presentation and discussion, there will be a follow-up meeting this week with the
three cities' Finance Directors, Brier's Mayor, Mountlake Terrace's City Manager and him. He will be
seeking a meeting with the three cities and FD1 late this week or early next week. He summarized there
has been a good dialogue to this point.
Fire District 1 Chief Ed Widdis commented he provided this same presentation to Mountlake Terrace,
illustrating the benefits of contracting with FDI. The primary reasons Edmonds contracted with FD1
were:
0 More efficiencies
o A 12 -station fire department
o A larger group of employees to pool from
o More specialized equipment
o More resources for the community
o Re -classed the City fire service from a Class 4 to Class 3
Save Money (He displayed the following spreadsheets):
o City Revenue — Edmonds Fire (2010-2016)
o Edmonds Fire Budget (2010-2016)
o Contract Cost
■ Edmonds Fire Revenue Loss (Woodway and Esperance Contracts)
■ Costs Transferred to District
o Estimated 5 -year outlook (2010-2014)
■ Estimated savings via contracting: $5.8 million
■ Actual 5 year savings: $6 million
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He displayed photographs of the air/light unit, technical rescue unit, Taste of Edmonds, tours, honors,
smoke detector distribution, 4"' of July parade, Waterball, Sister City, After the Incident briefings, a
meeting with the Senior Center and car seat checks.
Commissioner David Chan commented Councilmembers are welcome to call Fire Chief Widdis or him
with questions. He clarified there was no problem with the service; the concern was with the process. He
commented they rely on staff for communication and the turnover in Edmonds' Finance Directors may be
why information was not communicated. He assured FD1 is exploring long term alternatives to improve
communication with contract cities.
Councilmember Fraley-Monillas expressed concern with Commissioner Chan's indication that the change
in Finance Directors played a role in the City not receiving a bill until recently. Chief Widdis clarified it
may have had an impact on communications with staff. The bill was retroactivity for a union contract for
2013-2014. He noted in 2012 the union was provided a 3.7% COLA; they took it for one month and let
go for the rest of year. Mayor Earling did not agree with comment about the City's Finance Directors.
Commissioner Chan commented the new Finance Director Scott James has been with the City for six
months and has gotten on top of things quickly but there can be communication lag during personnel
changes.
Councilmember Fraley-Monillas asked whether FDI only speaks with the Finance Director. Chief Widdis
said the Finance Directors talk to each other; when there is a new Finance Director or City Manager, staff
tends to give them some space and time.
Council President Buckshnis referred to language in the contract stating the contract payment shall be
adjusted each year no later than September 1. She recalled the City had had 3 Finance Directors since
2011, not 7. She expressed concern that notification did not occur as specified in the contract. She also
referred to Section 8.1 that states the District Fire Chief will meet quarterly with Finance, the Mayor and
two Councilmembers. She was shocked by the numbers in the bill as well as upset by the comment that
the turnover in Finance Directors was the issue when the contract states the District should be meeting
quarterly with two Councilmembers and the Mayor. Mayor Earling urged caution regarding topics
discussed in executive session.
Councilmember Johnson commented communication is even more important when there is turnover. She
encouraged FD1 to have quarterly meetings regardless of turnover in Finance Directors. She noted
surprises are not helpful in annual budget process.
Councilmember Petso referred to reports that FD1 had hired 12 new firefighters. She asked whether they
were hired because FD1 was understaffed, if there was a policy change or had there been a mass
retirement. Chief Widdis answered both. In 2013 and 2014, FDI hired 22 new firefighters. The first 10
were to staff 2 peak activity units that work 12 hours shifts 7 days/week. The other 12 were hired due to
retirements. When the economy was tight, FDI did not hire and back-filled with overtime.
Mayor Earling advised he will report to Council his discussions with FDL
Commissioner Chan commented labor negotiations are very sensitive; they hired a negotiator and the
negotiations took two years. Chief Widdis advised in the current labor negotiation, they plan to file for
mediation/arbitration sooner.
Councilmember Petso asked if the concluded labor contracts are available to the public. Chief Widdis said
they are.
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Council President Buckshnis said the Council will review the contract and consider making some
changes.
14. PRESENTATION ON THE SUSTAINABILITY ELEMENT OF THE 2015 COMPREHENSIVE
PLAN UPDATE
Development Services Director Shane Hope relayed the deadline for updating the Comprehensive Plan
and development regulations to be consistent with State law is mid -2015. The first element to be reviewed
is the Sustainability Element. The packet includes a memo regarding the Planning Board's review process
as well as the draft proposed changes to the Sustainability Element. She sought the Council's general
sense that the element is acceptable. Actual adoption of all the updated elements will be considered in
mid -2015 as the final step in the Comprehensive Plan update. The Sustainability Element consists of a
short background; three topics, 1) climate change, 2) community health, and 3) environmental quality;
and implementation.
Ms. Hope reviewed the changes proposed by the Planning Board:
• Add Edmonds Marsh to the list of unique environmental assets (page 18)
• Add "energy efficiency" to Sustainability Goal D (page 20)
• Add "minimize waste" to Goal D.3 (page 21)
• Add" green infrastructure (emphasizing natural systems and processes)" to Goal 4.3 (page 21)
• Add "energy efficiency" to Sustainability Goal E (page 21)
• Add to the introduction of Community Health, "Transportation systems, development patterns,
community design, and planning decisions can have profound effects on health and wellbeing.
All citizens should be able to live, work, and play in environments that facilitate physical activity
and offer healthy choices."(page 27)
• Add to Community Health Goal B.3, "Integrate land -use, transportation, community design, and
economic development planning with public health planning to increase opportunities for
recreation, physical activity and exposure to the natural environment. One example is." (page 27)
Councilmember Johnson referred to B.3, noting public health has a different meaning than community
health. Councilmember Fraley-Monillas said the Health District references community health as in public
health, the health of the community. The Health District has contacted all cities to include that in their
plan. Councilmember Johnson suggested staff work on the language with Councilmember Fraley-
Monillas who is on the Snohomish Health District Board.
Ms. Hope continued her review of the changes proposed by the Planning Board:
• Add to Community Health Goal E.2, "Reduce material consumption, waste generation and
resource depletion." (page 29)
• Delete from Goal F, "to the extent feasible" (page 29)
• Add "other" to Environmental Quality Goal A (page 30)
• Add to Implementing Sustainability, paragraph regarding Implementation Action and
Performance Measures (page 34)
• Add Performance Measure 1: Annual report on energy usage within the City, both by the City
government and by the larger Edmonds community. (page 34)
• Add Action 1: By 2017, update the City's Hazard Mitigation Plan to reference emerging risks and
hazards related to climate change, such as rising sea levels and ocean acidification. (page 34)
Councilmember Petso suggested in addition to a public hearing on all the updated elements, the Council
hold an extra public hearing as the draft elements are completed. This would allow staff to explain how
questions raised by Councilmembers have been addressed. Mayor Earling clarified a second public
hearing would be held on all the elements. Councilmember Petso agreed that was her intent.
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Ms. Hope explained the intent is to make this information available on a dedicated page on the City's
website. Staff also plans to hold 1-2 open houses to provide information more informally and allow the
public to provide comments.
Councilmember Johnson inquired about the schedule for review of the next element. Ms. Hope advised
next is the Housing Element; it is tentatively scheduled to be presented to the Council on October 28.
15. PRESENTATION AND DISCUSSION OF THE PROPOSED 2015-2020 CAPITAL FACILITIES
PLAN/CAPITAL IMPROVEMENT PROGRAM
This item was postponed until October 28 via action taken in Agenda Item 3.
16. PRESENTATION AND DISCUSSION OF PROPOSED SOCIAL MEDIA POLICY
Economic Development & Community Services Director Patrick Doherty provided background:
• Communication via an array of methods is an effective and important way of engaging and
involving public and stakeholders
o Newsletters, cable TV channel, website, press etc.
• To an increasing degree over recent years, social media have been added such as:
o Facebook
o Twitter
o Flickr
o Google+
o YouTube
He provided the following information regarding social media:
• Increasingly effective way for municipalities to engage/involve public
• Provide real time updates/info on events, accomplishments, encourage dialogue, and propagate
info easily (like, share, etc.)
• Many of neighboring communities have implemented social media tools (Everett, Bellevue,
Redmond, Lynnwood, Renton, Shoreline, Mukilteo)
o Often have separate City and Police Facebook page
For these reasons, he proposed initiating usage of social media in Edmonds. The City Attorney has
reviewed and vetted the proposed policy and supporting documents. To do so requires approving Social
Media Usage Policy. He reviewed the proposed Social Media Usage Policy:
• Section 1.0 Purpose
o Supplements Information Services Acceptable Use Policy of City's Personnel Policy
o Applies to all employees, officers, volunteers
o Related to the conduct of City business
• Section 2.0 Policy
o Consistent with City policies
o Users are accountable for the form and substance
o Maintain propriety and professionalism
• Section 3.0 Related Documents
o Social Media Comments and Use Guidelines
o Social Media Style Guide
o Social Media Usage Application Form
• Section 4.0 Definitions
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o Public Information Officer: employee or contractor who manages overall usage, monitors
content, etc.
o Social Media Content Contributor - Department representative, trained and recognized by
PIO, who contributes, manages and monitors posts by department
5.0 Guidelines and Procedures
o Department designates and trains Content Coordinator, uses one-time Application Form for
usage
o No other employee per department posts, monitors, responds
o Facebook, twitter, YouTube, Flickr, Goggle+
o Each new medium requires City Attorney review of usage policies, etc.
o Content contributors shall not post content that:
■ Violates copyrights
■ Promotes/advertises political campaigns
■ Promotes illegal activity
■ Promotes outside organization
■ Promotes commercial enterprise with no City purpose
■ Contains libelous/slanderous material
■ Violates privacy rights
■ Unrelated to City mission or department purpose(s)
■ Violates standards of propriety or professionalism
o Most appropriate uses of social media are:
■ Time sensitive or urgent information
■ Communication/promotional/marketing tool to increase awareness and distribution of
City activities, achievements, events, etc.
o Frequent monitoring, updating, etc. to ensure usefulness of medium
o Open Public Meeting Act Considerations
■ Councilmembers, Commissioners other appointed officials should not comment or
otherwise communicate on City social media sites
■ Participation in online discussion could constitute a meeting under the OPMA
■ OPMA provisions existing to protect elected/appointed officials and protect the City
o Content posted by public:
■ Must be monitored to ensure appropriateness
■ Must to related to posted topic(s)
■ Inappropriate comment may be removed:
- Not topically related
- Promotes/advertises commercial services etc.
- Supports/opposes political campaigns or propositions
- Is obscene
- Illegal activity
- Promotes discrimination
- May compromise public safety
- Violates copyrights
- Libelous or slanderous
- Violates privacy rights
o Records Retention/Disclosure
Posted content subject to Public Records Act
- Avoid original content when possible
- Original content, comments, etc. must be retained
- Removals must be documented/retained
- Hard copy + files or social media archiving services may be used
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Mr. Doherty explained when inappropriate comment is removed, it must be documented. In polling three
other communities, he found two communities have never deleted anything and one community deleted
something once.
Council President Buckshnis asked about the estimated cost, observing it appeared there will need to be a
new PIO position. Mr. Doherty answered the budget includes a proposal for contracted services in the
amount of $30,000 as a pilot in 2015 to assist help with many issues including this. The content
contributors from the departments will do the majority of the work such as posting content and
monitoring comments. The full range of duties for the Communication/PR/Outreach position includes
serving as the PIO for these purpose as well as press inquiries, etc.
Councilmember Johnson asked about the model for content, citing Municipal Research Service Center
(MRSC) as one example where questions/answers become a research tool. Another model is My
Edmonds News where there is ongoing discussion about a topic. Mr. Doherty said in looking at other
cities websites, the intended use is to portray achievements, accomplishments and upcoming events, feel -
good items and to create a sense of community. It is not intended to be a medium for introducing
controversial topics for debate. In reading comments posted in other cities, he found they are positive for
the most part. If there are questions about a post, the content contributor can interject a comment if
necessary.
Council President Buckshnis asked how what is inappropriate is determined, noting what is inappropriate
to one person may not be inappropriate to another. Mr. Doherty acknowledged there will be a great deal
of judgment and discussion. If a content contributor has posted something and an appropriate comment is
made, he suggested the contributor seek input from the PIO, the Mayor or him before removing it.
Councilmember Peterson asked when comments would be stopped such as persistent questioning about a
project or achievement. Mr. Doherty explained in reading the policy and talking with PIOs in other cities,
if someone asking a lot of needling questions, they are thanked for their comments and not engaged
further. The City does not have a duty to respond to questions. This is an interactive newsletter to get
information out that people do not necessarily know is happening. In the case of negative comments, the
City can either not respond or if it is really inappropriate, delete the comment.
Mayor Earling commented the only issue that specifically involves the Council is entering into a
conversation on Facebook and potentially establishing a quorum if four Councilmembers comment. City
Attorney Jeff Taraday said the policy speaks to that. There is no law on how the OPA will treat social
media, therefore, it cannot safely be assumed that a discussion is an open meeting because it occurs on
Facebook. Until there is a law that says social media is an open meeting, it should be assumed it is not.
It was the consensus of the Council for this item to return to the full Council for a short discussion.
17. FISHING PIER REHABILITATION DESIGN
Public Works Director Phil Williams explained the City is partnering with the Washington Department of
Fish and Wildlife (WDFW) to rehabilitate the fishing pier. The structure is deteriorating and needs to be
rehabbed. The pier is owned by State; the City has programmed, managed and maintained it such as
changing lightbulbs, etc. WDFW wants the City's Engineering Division to manage the design process and
construction project when it reaches that phase. There is $190,000 available from WDFW for the design
phase. Several firms were interviewed following an RFQ process for design services; staff recommends a
contract with BergerABAM for $128,600 for design costs and permitting. The packet includes the scope
of services and the standard City Engineering Services contract.
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October 14, 2014
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The packet also includes the contract with the State for the design funds. The remaining funds will cover
the City's costs of administering and implementing the design phase. Once a design has been prepared, it
is hoped construction funds will be available. Construction funds are being sought from funds
appropriated by the Legislature to the Washington Wildlife Recreation Program (WWRP) in two grant
categories, $500,000 from Aquatic Lands Enhancement Account (ALEA) and $800,000 from Water
Access Account (WAC) for a total of $1.3 million. The applications were submitted and the project
scored very highly in a recent competition; assuming the Legislature appropriates funds to WWRP in the
budget, the two grants are expected to be received which will cover 100% of the construction cost. In the
event those funds are not appropriated, WDFW has its own capital budget and this project is the top
project in their 2015 CIP. If the construction costs are higher than the estimate of $1.3 million, WDFW
could also be a source for additional funds. He requested the Council authorize the Mayor to sign a
contract for design of $128,600 with BergerABAM.
Councilmember Fraley-Monillas commented she has two family members who spend 50-75 days/year on
the pier. She suggested visiting the dock and asking the people who use it what they want. Mr. Williams
answered some of that has been done and he expected more would be done. The scope of this project is
focused on structural rehab, painting, etc. There will be some thought given to enhancements such as art
and landscaping.
Councilmember Fraley-Monillas suggested some communication between the users and the planners. For
example, the shelters and windbreaks are very small.
COUNCILMEMBER FRALEY-MONILLAS MOVED, SECONDED BY COUNCIL PRESIDENT
BUCKSHNIS, TO FORWARD THE ITEM TO THE CONSENT AGENDA FOR APPROVAL.
MOTION CARRIED UNANIMOUSLY.
Mayor Earling declared a brief recess.
18. DISCUSSION REGARDING THE 2015 PROPOSED CITY BUDGET
Mayor Earling advised there departments will make presentations in the coming weeks.
Finance Director Scott James provided context for the 2015 budget:
• The budget picture for Edmonds has improved in 2015 because of:
o Increasing revenues
o Increasing property values
• Future budgets becoming more challenging
o New ongoing costs from FDI
o City will have to look for either new ongoing revenues or ongoing expenditure savings
With regard to the economic environment:
0 The Puget Sound economy continues to be one of the healthiest in the county
• Home values continue to increase and housing sales remain healthy
o Assessor's Office advised of an increase in values of 10.8%. This is the reason for some
banked capacity in EMS levy
o Building permits this year had a valuation estimated at $65.1 million, compared to $24.5
million for the same period a year ago
o Permit fees are over $514,000 this year compared to $314,000 last year
o Review fees this year are $364,000 compared to $178,000 last year
• Anticipate stable or 2015 modest growth and moderating over the next few years
• 2015 budget is cautiously optimistic
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Mr. James displayed and reviewed:
• Graph of unemployment rates January 2004 — September 2014 for Seattle/Tacoma/Bellevue,
Washington and National.
• Chart and table of Revenue Trend Analysis (All Funds) 2011, 2012, 2013, 2014 YE and 2015
budget for other financing, transfers -in, miscellaneous, charges for services, intergovernmental,
licenses and permits and taxes
• Chart of Revenue Trend Analysis with lines between years to highlight movement to revenue
between categories
• Pie chart of revenues by type
• Expenditure Comparison All Funds
0 2015 expenses anticipated to grow nearly 16% or $12.9 million over what we are projecting
to spend this year
o However, compared to the 2014 budget, decreasing this year's request by $2.7 million
o Increase in Special Revenue Fund related to increases in funding for street construction and
park construction
o Increase in Enterprise Fund also relates to projects moving forward funded by bonds
• Pie chart of expenditures by type
o Salary and benefits account for 27.08% or $25.4 million of the total 2015 budget
o Capital outlays make up 24.73% or 23.2 million of budget expenses for 2015
Mr. James explained General Fund revenues are down by 4.9% or almost $2.74 million under projected
year end revenues for 2014. If the effects of the $2.76 million bond refunding is removed, 2015 revenues
would only be $23,000 higher than 2014 projected revenues. He displayed and reviewed:
• Chart and table of Revenue Trend Analysis (General Fund) for FY 2011 — FY 2015 for other
financing, transfers -in, miscellaneous, charges for services, intergovernmental, licenses and
permits and taxes
• General Fund Key Revenues
Revenue
2014 YE
2015 Proposed
Variance
% Discussion
Property Tax
$9,819,160
$9,960,190
$141,030
1.4% Includes 1% increase
EMS Levy Tax
$3,051,206
$3,095,002
$ 43,796
1.4% Includes 1% increase
Sales Tax
$5,750,000
$5,627,000
($123,000)
-2.1% Fewer major projects
Table of Property Tax 2009 — 2015: Total Assessed Value, New Construction Assessment and
Regular Property Tax Revenue from New Construction
o Property taxes in 2015 budget includes a 1% levy increase
Table of Sales Tax revenues 2012 — 2015 budget
o 2015 sales tax revenues are anticipated to decline from 2014 levels as some of major projects
wind down
• Pie chart of General Fund expenditures
He provided highlights of 2015 General Fund expenditures:
• The 2015 General Fund expenditures budget is 0.78% smaller than 2014 estimated year end
expenditure
o Includes transfers from Contingency Reserve to help offset Fire District bill
o Includes new dollars to address needs in streets
• The 2015 proposed budget is a prudent and conservative budget and funds specific one-time
investments such as the $706,000 transfer to the Street Construction Fund
Council President Buckshnis asked why the funds to pay the FD1 bill would be taken from Contingency
Reserve. Mr. James explained the bill is a one-time expense; one of the purposes of the Contingency
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Reserve is to pay unexpected, one-time expenses. Funding for the Contingency Reserve originally came
from the General Fund. For Council President Buckshnis, Mr. James clarified only the retroactive bill
from FD 1 would be paid from the Contingency Reserve.
Mr. James explained the 2012-2019 Financial Plan:
• Is a combination of:
0 2012 and 2013 history
0 2014 projection
0 2015 recommended budget
0 2015-2019 projections
Provides a high level view of where we are and where we are going from a financial perspective
if there are no major unanticipated changes in the economy, revenues or expenditures
Located on page 15 of the budget book
He displayed and reviewed:
• Strategic Outlook Total Revenues and Expenditures 2012-2019 Analysis
• Strategic Outlook General Fund Fund Balance 2012-2019 Analysis
0 2015 budget does not include any new revenues
0 2015 budget does not anticipate unexpended dollars
• Chart REET revenues
o Anticipate $2 million in REET I n2014, may decline to $1.8 million in 2015
Mr. James commented on decision packages:
• Departments needing to change how they operate or need to expand services will complete a
decision package
• 48 decision packages
• Funding for each request identified at the bottom of the decision package
• A Summary of Decision Packages on pages 30 and 31 of the Preliminary Budget book
• Each Cost Center also includes brief narrative for major 2015 budget changes
Mayor Earling suggested overview questions from the Council tonight. After a brief discussion, the
following budget review schedule was agreed on:
October 21 and 28 Department presentations
October 21 Public hearing (already noticed)
November 3 Public hearing
November 10 Study Session
November 18 Deliberation and decision
Councilmember Petso referred to the comment about banked capacity in the EMS levy. She recalled the
Council tried to bank capacity last year and asked if that effort was assisted by the increase in property
values. Mr. James answered the City banked $79,000 last year. For 2015 with property values increasing
10.8%, there is $803,000 available to the City. When voters approved a permanent levy in 2009, the levy
effective in 2010 had maximum revenue of approximately $3.9 million. Since 2010 citizens have received
a tax break compliments of declining assessed values. This year assessed values have increased; if the
Council enacted the $803,000, it would bring the levy back to the $3.9 million approved by voters in
2009.
19. REPORT ON OUTSIDE BOARD AND COMMITTEE MEETINGS
Councilmember Fraley-Monillas reported the Health District is going through the budget process and has
a number of financial challenges related to providing services in Snohomish County. Dr. Goldbaum,
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Health Officer and Director of the Snohomish Health District, will provide a report at the cities dinner on
Thursday. The Health District may cut some programs they provide due to limited funding. Today's
Health District meeting included a report on Ebola; the Health District is working with hospitals and
clinics on federal and state guidelines and are confident if an Ebola situation arose in Snohomish County,
it would be handled in an appropriate manner.
Councilmember Peterson reported on the Snohomish Emergency Response Services (SERS) meeting; the
new system is progressing well and test results have been positive.
Councilmember Johnson reported the Economic Development Commission heard a presentation from
Nick Echelbarger regarding Salish Crossing. She suggested Mr. Echelbarger be invited to make the
presentation at a Council study session. Tomorrow's EDC meeting will include a presentation from
Swedish -Edmonds CEO Dr. Jaffe regarding expansion of the hospital.
Councilmember Johnson reported on the Mayor's Climate Protection Committee effort to have businesses
make a Green Business Pledge. Approximately 40 businesses have pledged, up from only 6 a few months
ago. In the coming months, she will identify the businesses that have taken the pledge. Those that have
taken the pledge include:
• The Cheesemonger's Table
• Gallery North
• Merri Lee Jacobs, PhD Psychologist
• Landau Associates
• Walnut Street Cafe
• City of Edmonds Public Works Department
Council President Buckshnis reported WIRA 8's federal priorities include support of appropriation of at
least $65 million for the Pacific Coast Salmon Recovery Funds from the Department of Commerce,
Justice, Science and related agencies; Puget Sound Recovery Act; and Army Corp of Engineers to help
with the Ballard Locks. In the State budget, WIRA 8 asked for $140 million this year, up from $70
million last year, for the Puget Sound Acquisition and Restoration Fund. Of that, $110 million would be
dedicated to fund large high priority capital projects submitted by the Puget Sound Watershed including
$1.4 million for WRIA 8. Edmonds is one of 4 WIRA 8 projects. WIRA 8 also supports $40 million in
General Obligation Bonds to support the Salmon Recovery grant program. The WRIA 8 meeting also
included a presentation about salmon by the Friends of Cedar River.
Mayor Earling reported the Executive Director of Community Transit retired a few months ago. A
nationwide search has been launched for her replacement; the selection is anticipated to be made by
February.
20. MAYOR'S COMMENTS
Mayor Earling thanked the Council for the first study session, commenting it was a good start and will
continue to be fine-tuned. Several items were forwarded to next week's Consent Agenda.
Mayor Earling advised he will forward appointments to the ADB and Planning Board for interviews prior
to next week's Council meeting.
21. COUNCIL COMMENTS
Councilmember Petso suggested being careful about citing businesses that have signed up for the Green
Business Pledge. The comment was made that 40 businesses have pledged but the names of only 6
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businesses were read. Her business should be on the list of businesses that have pledged; if the businesses
are named, all of them should be listed.
Councilmember Fraley-Monillas agreed with Councilmember Petso, commenting the Council should be
careful not to use public air time for business publicity. She urged everyone to get a flu shot.
Councilmember Peterson announced the Veterans Day Ceremony at the Veterans Plaza on November 11
at 11 a.m. put on by various veterans groups and the committee working on Veterans Plaza. He noted all
Veterans Day Ceremonies are on November 11 at 11 a.m. because that is the day and time that WWI
ended.
Councilmember Johnson relayed the meeting regarding the Green Business Pledge was held in
September; only the first six are listed on the City's website. When the remainder becomes public
knowledge, she will share the names.
Councilmember Johnson reminded tomorrow, October 15 is the registration deadline for the Edmonds
Scarecrow Festival. Voting occurs October 16 — November 1.
Council President Buckshnis expressed her appreciation for the Mayor, Staff and Council for the first
study session. Agenda items were processed quickly and she anticipated the study session process will
improve.
Council President Buckshnis invited dog owners to the Halloween Howl at the Dog Park on Saturday,
October 18, 11 a.m. — 2 p.m. The event includes great gifts, auction items and raffle items and costume
judging at 1 p.m.
22. CONVENE IN EXECUTIVE SESSION REGARDING PENDING OR POTENTIAL LITIGATION
PER RCW 42.30.110 1 i
This item was not needed.
23. RECONVENE IN OPEN SESSION. POTENTIAL ACTION AS A RESULT OF MEETING IN
EXECUTIVE SESSION
This item was not needed.
24. ADJOURN
With no further business, the Council meeting was adjourned at 9:08p.m.
Sc PASSEY, ERK
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