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19731218 City Council Minutes63 1 CJ 1 There being no further business, the meeting was adjourned at 10:25 P.M. Eleanor Queal , Deput r y Clerk December 18, 1973 ROLL CALL Harve H. Harrison, Mayor Regular meeting of the Edmonds City Council was called to order at 7:30 P.M. by Mayor Harve Harrison. All council members were present. APPROVAL OF MINUTES Minutes of the work meeting of December 11 had been posted, mailed and distributed. Councilwoman Shippen noted that on page 3 under the discussion on the Shorelines Master Plan item, she had voted against the motion to strike the last paragraph on page 34 of the Program. Minutes were then approved as amended. STUDENTS IN AUDIENCE Mayor Harrison welcomed*a :group*of students from the"Woodway High School who were members of a history class studying local government. COUNCIL PARTICIPATION Councilman Nordquist wished the citizens of Edmonds, the Mayor, and his fellow council.members a merry Christmas from himself and his family. He then read an editorial from the December 23, 1970 edition of the Edmonds Tribune Review which was entitled "Spirit of Christmas", and which gave thought to the real meaning of the holiday. Councilman Anderson had three questions on the current warrant register: On page 3, #19747, hydrant rental, and the MAA explained that -this was interdepart- mental; #19824 the amount taken from equipment rental fund, and this proved to be purchase of the front end loader; and a question on the tuition costs for the Fire Dept. classes, which was to qualify the personnel by community college classes in addition to fire service training. Councilman Gellert was concerned about the warrants #19723 and #19780, and the cost for eyeglasses, and MAA Ron Whaley answered that the LEFF system requires cities to provide glasses for these employees, and he is in fact at present investigating a vision care program which might Help with costs and at the same time perhaps pro- vide inclusion of non -Leff system employees. Councilman Gellert also noted the number of conferences attended and paid for on this register, and wondered if an accounting had been made of how many man hours are missed due to people being away, and with the need for more manpower, perhaps this would add up over a period. MAA Whaley answered that all the conferences are pre -budgeted and approved and may have become bunched by occurring at the same time on the register. KING COUNTY METRO INTERLOCAL AGREEMENT Mr. Vic Sood spoke to council about the proposed contract with King County Metro. - He noted that they had met with Metro representatives and after along discussion, had come to an amicable agreement on the transit service. He then went on to give an explanation of the contract as presented, stating that some surplus would be used for reduced fares for senior citizens, and the operation would be on.a "break even" basis. He said there would be nine round trip buses per day between Edmonds and Seattle; that the contract would be for 10 months to .October 31, 1974 when union negotiations would take place. Mr. Sood told council he hoped they would give favorable consideration to signing the contract. Bill Nims added that the County Commissioners, as well as the cities of Lynnwood and Mountlake Terrace had already signed this interlocal-contract. There followed questions from council for clarification regarding the proposed contract, which'Mr. Sood answered. A motion was then made by Councilman Nelson, seconded by Councilman Nordquist to. approve the agreement for transportation services between Edmonds and King County. Metro and authorize entering into the interlocal agreement. Mayor Harrison noted that no money had been -budgeted for this. Councilman Nelson answered that if. monies would be needed, the contingency fund was available, but he had personally used the transit service today and stood all the way both to and from Seattle, and could not see losing money on this system. On call for the question, the motion to sign the agreement carried unanimously. RESOLUTION FOR TRANSMITTAL OF SHORELINES MANAGEMENT MASTER PROGRAM A proposed resolution was presented for transmittal of the Shorelines Manggement E AP Draft Master Program and inventory to the State Department of Ecology. Kay Shoudy also distributed to council members copies of the citizen participation sheets of the committee. She noted the changes that had been made in the Master Program following council amendments. These were the deletion on page 34 and provisions in the use regulations for railroads. Following brief discussion, it was moved by Councilman Nordquist that the Shorelines Management Committee reconvene on a semi-annual basis to reconsider -any aspects of the program, and that this become a part -of the proposed resolution. Councilman Gellert said he would second this motion, but would like to make a motion for an amendment to state that the Shorelines Committee members serve for a three year term, terms to be staggered. This was seconded by Councilman Nordquist. However, upon being advised by Attorney Wallace that -this would necessitate rewriting of the resolution which must be passed tonight, both amendment and original motion were withdrawn. Councilman Nordquist then moved, seconded by Councilman Nelson that proposed Resolution #288 be passed, directing transmittal of the City of Edmonds Shorelines Management Draft Program and Shoreline Inventory to the State of.Washington Department of Ecology. Motion carried unanimously. Councilman Nordquist then made a motion, seconded by Councilman Anderson to in- struct the City Attorney to prepare an ordinance to create and establish the Shorelines Management Advisory Committee, consisting of nine members to be ap- pointed by the Mayor for staggered 3 year terms; to meet semi-annually. Motion carried. ORDINANCE AUTHORIZING CONDEMNATION OF SEWER EASEMENT - LID 192 • Attorney Wallace advised council that there was one sewer easement left under LID 192 and after several contacts having been made by the city for two months, no response had been received either from the property owner or his legal•counsel. Therefore, there was no further choice but to begin condemnation procedures. It' was moved by Councilman Nelson, seconded by Councilman Nordquist that proposed Ordinance #1688 be -passed, authorizing condemnation proceedings for this. Motion carried. REPORT ON BIDS FOR FUEL OIL REQUIREMENTS FOR 1974 MAA Ron Whaley reported that the City Clerk had opened bids on fuel oil and diesel requirements on December 17, and that only one bid had been received. He noted that it was more of a proposal rather than a bid, and he read -the letter from Sound Oil Company, quoting a present price of .218 per gallon, representing a .021(t per gallon discount off of their 1000 gallon price. They were unable to guarantee a firm price for the year, due to conditions beyond their control. MAA Whaley recommended acceptance of the offer. Following discussion, Councilman Nordquist stated that because of the city's history of doing business with Sound Oil Company, and since the company knows the city's requirements, he would move that the city accept the bid of Sound Oil Company and operate on a month to month basis. Motion carried. REPORT ON BIDS FOR REBUILDING BULKHEAD AT SENIOR CENTER City Engineer Leif.Larson reported that the City Clerk had opened bids on the 13th of December for rebuilding of the bulkhead at the Senior Center. There were ten bids•submitted: • F. R..Cattron $ 6;945.00 Almer Construction 8i084.90 M. P. Munter 99839.00 Valley Crest 9;852.00 Marine Construction 11;507.30 Berg & Berg 12039.00 Hurlen Construction 12;934.00 Western Bridge 139758.00 R. W. Steele 14;460.00 Burnham Consturction 14,885.00 Engineer Larson advised council that the low bidder, F.R. Cattron, had done the bulkhead work at both Dayton and Sunset beaches, and he recommended awarding the bid subject to approval by HUD. A motion was made by Councilman Nordquist, seconded by Councilwoman Shippen to accept the bid.of F. R. Cattron•for rebuilding of the timber bulkhead at the Senior Center at the cost of.$6,945.00 plus tax and subject to approval by HUD, and authorize the Mayor to enter into contract for this work. Motion carried. PROPOSED -AMENDMENT TO STREET USE ORDINANCE A proposed amendment to the Street Use ordinance was presented, reflecting the requirement for the Amenities Design Board review. A motion was made by Councilwoman Shippen, seconded by Councilman Nordquist that proposed Ordinance #1689 be passed, reflecting this requirement by amending the 0 6- Street Use ordinance. Councilman Winters asked if this would cause an individual applying,for a sign permit or other ,street use permit not,to.be able to get one until a review by a board that hasn't yet been appointed., ,Attorney Wallace ., answered that the Board has been created, but that the permits would go -through regular channels until the board members are appointed. Motion carried. AUTHORIZATION TO PURCHASE MICRO -FILM EQUIPMENT MAA Ron Whaley told council that,in looking for ways to save money, Chief Foster would present a request for micro -film equipment and,Chief Cooper would then. give his presentation for lease of equipment for a "word processing center". Chief Foster reported that he had investigated the Bell & Howell micro -filming system and had a presentation made to the staff. He spoke of the storage space now needed for thousands of documents that would increase in numbers over the years, necessitating more file cabinets and,more space to,store them. He then -explained the 16 MM system, and the use.of.the microfiche, where each microfiche takes 60 documents on one 4 x 6 card in color coded jackets. Chief.Foster noted that in the City Clerk's operation, one inch of microfiche.on.the 4 x 6 cards could take up to 6 years of council minutes, for example. Chief Foster asked for council consideration of this system for the,city at a cost of $4,484.50 total figure. This would give a workable system for the city. Councilman Nordquist asked if fire protected vaults would be used for this film. Chief -Foster answered that a duplicate on a roll of film could be stored else- where, and this was common practice. Councilman Nordquist also asked if there was not less paperwork in the Police Dept. after joining SNOCOM, but Chief,Foster said that SNOCOM did not lessen any paperwork, nor was it supposed to. Council- man Nordquist then asked if.this micro -filming equipment was a budgeted item? Chief Foster answered that yes, this had been budgeted in.1973. Councilman Anderson had a question on retrieval and the use of the reader -printer, and Chief Foster explained the microfiche in the jackets which could be typed for subject matter and filed in the best manner for -easy retrieval, which was superior to use of a film on a roll. The readers without printers were not an expensive item, and any department that felt the need for one could purchase a reader for a little over a hundred dollars. Councilman Gellert asked if it was a legal requirement to keep the original records, or could they .be destroyed: He cited the example of a notary imprint that cannot be read, or for that matter, any stamped seal would not show up on this film. Councilwoman Shippen asked if it would be feasible to share.this type of equipment with.other cities.. Chief Foster felt that this would not be workable. Following some further discussion, it was moved by Councilman Nelson, seconded by Councilman Nordquist that the city "miniaturize government".by authorizing the purchase of this microfilming equipment as ppesented. Councilman Anderson then moved to amend the motion by authorizing the city to call for bids on the micro- filming equipment. The amendment was seconded by Councilman Nordquist. On call, for the question, the amendment carried, and the motion as amended also carried. MAYOR'S APPOINTMENTS Mayor Harrison named his list of appointments for.the Amenities Design Board: • 1. Architect - Don Westlin, who practices and resides in Lynnwood and would be happy to become involved in the development of Edmonds; 2. Landscaper - Keith Goldsmith, operator of a nursery in north Edmonds for many years, and was helpful to Edmonds in planning of the landscaping for the ferry freeway; 3. Developer- Pete Bilder, with Ibsen Nelson in the development, division of their architectural firm, and for many years a manufacturer of construction components; 4. Planner - John Latourell, a private planning consultant who was previously assistant planner for Snohomish County, a planner with Ruskin Fis*e-,:- with some ten years experience;.and 5. Lay Person - Margaret Bernhoft, a recent.applicant for the vacant city council position. She resides in Talbot Park and has been very active in civic affairs for many years. Councilman Nordquist stated that he would prefer someone in land development rather than Peter Bilder, Councilman Gellert suggested that council hold any confirmation of these suggestions for a week,and he made a motion, seconded by Councilman Nordquist to postpone action to December 26. Councilman Welling stated that although he hated to put appointments,to this Board over for a week, he would not vote for confirmation on Peter Bilder, and he stated his reason regarding the court case that evolved over a dispute wherein Mr. Bilder built an ugly fence on his property. On call for the question, the motion carried. • T Mayor Harrison advised that John McGibbon's term on the Board of Adjustment would expire on -December 31, and that he would like to reappoint him for a 4 year term to position #4. It was moved -by Councilman Nelson, seconded by Councilman Welling to confirm the Mayor's reappointment of John McGibbon to the Board of Adjustment. Motion carried. Mayor Harrison then stated that there would be two -vacancies on the Library Board, due to the expiration of the term of Mrs. Wicklund, and to the resignation of Councilman Welling from the Board. He told council that he would welcome any suggestions from them on people to fill these vacancies. Councilman Anderson offered the names of Joan -Burton and Linda Goodrich. It was suggested that the appointments would be made at the December 26 meeting. Councilman Nordquist felt that when openings on boards and commissions occur, it would be well for council members to write their suggestions to the Mayor with supporting reasons. PRESENTATION ON "WORD PROCESSING CENTER" Chief Cooper reported on establishment of a "word processing center" for the city, using the IBM mag card system. He explained that use of a dictation type machine to record in the center would allow the operator to then type the document and send it back to the originator for proofreading. Any revisions would then be made on the mag card and the machine would retype the document with these corrections. Chief Cooper felt this would give more efficient use of employees' time. He stated that the system, in proper operation, could do the work with the present staff, and he recommended a 6 month trial rental basis at a cost of $630 per month with addition of-$139 for beginning equipment needed for the operation. This would amount to $4,114 for -the 6 month rental agreement. The mag cards used in this operation would cost 85(t per card. MAA Ron Whaley recommended a 6 month lease agreement for • a trial. There followed a great deal of discussion. There were questions regarding the personnel to be used; which departments would be willing to give up a secretary for operation of this mag card typewriter; the amount of money needed for lease, and how much it would cost to purchase the system rather than leasing it; etc. MAA Whaley stated that the city would use the -present personnel and not hire new people to run the center. When asked•if there was money budgeted for this, he answered that the money could be found, and some would come from the amount saved on typewriters that had been budgeted for and would not have to be purchased. MAA Whaley also noted that councilmembers could dictate over the phone and have their letters, etc. distributed to other council members via this system. Councilman Nordquist said he hoped this might then lead to re-evaluating of job descriptions, since it would mean some employees who did a great deal of typing would no longer have this work to perform, and the job description would therefore change. Councilman Welling felt council should evaluate the problem and then go ahead -and not waste time on a 6 months trial basis. Councilman Nordquist agreed with this. Councilwoman Shippen suggested -that Councilmen Welling and Nordquist should list the questions they wanted answered, so that these items could be taken up. There followed further discussion on where the cuts in secretarial duties would be made; the 6 months training IBM offered; and the pros and cons of justifying such a system in the city. Councilman Gellert stated that before he would vote on this, he felt council should have the exact figures for the operation of the system for a year and where the money was coming from in the 1974 budget. MAA Whaley answered that the money could come from office equipment funds and general services. Councilman Anderson inquired if the employees of the city were using dictation machines to their utmost caphbility? Following some further discussion, a motion was made by Councilman Gellert, is seconded by Councilman Nordquist to postpone to December 26 any decision on the word processing center; and that the staff provide council with a detailed pro- posal regarding staffing by present personnel.; the costs, both one time and re- curring; how this ties in with the 1974 budget; and a full budget review in re- gard to the system. The motion carried. There was no further business to come before council and the meeting was adjourned at 10:00 P.M. 1 Irene Varney Mora , City Clerk Harve H. Harrison, Mayor December 26, 1973 ROLL CALL Regular meeting of the Edmonds City Council was called to order by Mayor Harve Harrison at 7:30 P.M. All council members were present, except Winters. APPROVAL OF MINUTES Minutes of the meeting of December 18 had.been posted, mailed and distributed, and with no omissions nor corrections, they were approved as written. 40