1986 City Council RetreatEDMONDS CITY COUNCIL SPRING RETREAT
PORT LUDLOW RESORT
MAY 2 & 37 1986
TABLE OF CONTENTS
Retreat Participants .........................................
RetreatAgenda ...............................................
Introduction.................................................1
SurveyResults...............................................2
BudgetPresentations.........................................6
Flower Program...............................................9
Comprehensive Plan..........................................10
Roads.......................................................10
Secondary Sewer Treatment...................................11
Policy on Solving Neighborhood Problems.....................13
Staffing....................................................15
"City of Edmonds Entities?".................................18
Medic7.....................................................20
Law Enforcement Policies....................................20
Concluding Remarks..........................................21
RETREAT PARTICIPANTS
CITY COUNCIL: Laura Hall, Council President
Steve Dwyer
Jo -Anne Jaech
William Kasper
John Nordquist
Lloyd Ostrom
Jack Wilson
Karen Feltes, Council Assistant
MAYOR: Larry Naughten
STAFF: Peter Hahn, Community Services Director
Art Housler, Administrative Services Director
Dan Prinz, Chief of Police
Jack Weinz, Fire Chief
SPRING RETREAT AGENDA
EDMONDS CITY COUNCIL -STAFF RETREAT
PORT LUDLOW
FRIDAY MAY 2, 1986 MORNING SESSION 9:30 A.M.-12:30 P.M.
INTRODUCTION
I. SURVEY RESULTS
II. BUDGET
A. Projections
B. Salaries
C. Process/Scheduling
1. Council
2. Public Input
AFTERNOON SESSION
1:45 P.M. - 5:15 P.M.
I.
FLOWER
PROGRAM
A.
Cost
B.
Comprehensive Plan
II.
ROADS
A.
Resurfacing
B.
6-Year Transportation Plan
III.
SECONDARY SEWER TREATMENT
A.
Treatment Plant Site
B.
Reserve Fund
C.
Rates
IV.
POLICY
ON SOLVING NEIGHBORHOOD PROBLEMS
SPRING RETREAT AGENDA
EDMONDS CITY COUNCIL -STAFF RETREAT
PORT LUDLOW
SATURDAY MAY 3, 1986 MORNING SESSION 8:30 A.M.-11:30 P.M.
I. STAFFING
A. Accountant NE-8
B. Landscape/Designer Position
C. Property Manager
D. Risk Manager
E. Public Works Grouting
F. Police Support
G. Building/Planning - Code Enforcement
II, "CITY OF EDMONDS ENTITIES?"
A. Library District
B. Medical/Health Officer
C. Legal Staff
III. MEDIC 7
IV. LAW ENFORCEMENT POLICIES
COUNCIL/AFTERNOON SESSION
12:45 P.M. - 3:00 P.M.
I. PRESIDENT'S REPORT/SCHEDULE NEXT RETREAT
II. COUNCIL ASSISTANT'S CONTRACT
III. REVIEW COMMITTEE SYSTEM
IV. GOAL SETTING
CITY OF EDMONDS
COUNCIL/STAFF RETREAT
May 2 and 3, 1986
INTRODUCTION
ODenina Remarks by Council President Hall
The first session of the Edmonds City Council/Staff Retreat convened at
10:00 a.m. Friday May 2 in the Anchor Room of the Port Ludlow Resort.
Council President Hall welcomed all participants and noted that both
Council and staff will be interacting all day Friday and Saturday
morning. On Saturday afternoon the Council will have the opportunity
to enjoy a creative planning session, a luxury they rarely enjoy due to
the nature of their part-time positions.
To set the tone for the weekend, Council President Hall asked all to
view an 8 x 10 drawing which could be seen from two perspectives; one
might see a beautiful woman's profile, and another might see a very old
wrinkled lady --same picture, two totally different views. It typifies
how the Council may see an issue one way while the staff views the same
issue another way. How then do we have a meeting of the minds? The
gap between the two perspectives has to be narrowed and hopefully the
gap will be narrowed through our work at this Retreat.
1
SURVEY RESULTS
Mayor's Citizen Survey
Mayor Naughten explained the results were not complete yet, and he
would present them in a public meeting in the future. The survey
parameters were determined by Edmonds Community College. Two -thousand
surveys were sent to six districts using random selection from the
water bill listing. However, all water billings go to single family
residents, causing all condominium and apartment residents to be
bypassed. Council President Hall questioned how this would effect the
validity of the survey results?
Mayor Naughten said it's a mixed blessing because they will send out
one -thousand identical surveys by random selection to condominiums
and apartment houses, ending up with results from two surveys. The
total time to obtain results once the survey is mailed should be 45
days.
Councilman Nordquist questioned how many surveys were being conducted
by the City. Mayor Naughten replied just two. The Parks and
Recreations Director conducted a user survey on services to gather data
for the Five Year Comprehensive Plan. Additionally a survey was
conducted recently in the Westgate area. Councilman Nordquist inquired
how Mayor Naughten was planning to use the Westgate survey results.
Mayor Naughten is planning to contact Councilman Bruce Agnew about a
joint study effort in the Westgate area. Also the street islands west
of Westgate will be reviewed to ascertain if they should be taken out
for progress or left in for beauty.
Westgate Survey
Traffic
Community Services Director, Peter Hahn, said the survey focused on
traffic issues:
1. Traffic islands
a. Function
b. Will changing the islands appearance
change the function?
c. Turning movements in the business area
2. 220th and 9th Avenue Intersection
3. The Impact of 400 units at Firdale Village
4. Light at Woodway
Land Use
Land use was another major concern identified by the survey. Because
the comprehensive plan and zoning are two different things it is
necessary for proper map and zoning designation for peculiar areas such
as the strip between McDonald's and the Veterinary Hospital.
Councilman Nordquist reiterated that when the City conducts a survey
follow through on the information gleaned is necessary.
Councilwoman Jaech liked the idea of merchants and citizens planting
more areas but voiced concern for the lack of maintenance in these
areas.
Signs and Zonin
Mayor Naughten said 81% of the residents responded positively to the
current signage. Adding the business community seemed more concern
with sign change.
Councilman Ostrom stated a BN Zone is a business zone to serve the
neighborhood. Therefore large signs are not needed to attract more
customers from other areas. The situation is getting out of control
and if the zoning is not enforced it will begin to look like Lynnwood.
Council President Hall cautioned about getting too involved with the
County, stating she wanted Edmonds on the map first and then the City
will ask the County how they see themselves cooperating? Jack Wilson
agreed with the caution.
Police Chief Prinz said one thing that has become an issue by the
Greenery is the fact that if we continue to dominate that zoning area
then the residents are going to feel very badly as development begins
to take place and they will see the City of Edmonds as the bad guy.
Council President Hall said citizens want the best of two worlds and
the City of Edmonds gets caught in the middle.
Councilman Wilson said his job is to do the best thing for the citizens
of Edmonds, therefore the County residents have no voice in the
planning stages.
Councilman Kasper cited 5-Corners as a true neighborhood business -
community.
Community Services Director, Peter Hahn, said definition of a
neighborhood business depends on the density levels in cities. Asking
what is more neighborhood oriented than a food store?
Councilman Wilson defined the real issues as far as zoning at Westgate
as
1. Protection of residential neighborhoods that
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1. Protection of residential neighborhoods that
are effected by arterials.
2. Protection of the entrance to City, aesthetically
and otherwise.
Councilman Ostrom said supermarkets don't belong in BN zones. Downtown
businesses have been hurt because BN zones are not being limited to
mom and pop stores.
Councilman Dwyer agreed, adding that Olson's and Albertson's analyzed
the market place and found that location as the most advantageous
because the majority of Edmond's residents don't live in the downtown
area. They have an accessible location and are willing to work 24
hours a day and these don't have anything to do with land use.
Councilman Kasper doesn't want any access traffic west of the car wash --
it is creating a suicide traffic situation.
Council President Hall said when traveling north on 9th she can see how
the businesses are creeping down to the City, nearly to 220th.
Councilman Ostrom said if we're going to work with the County on
planning phases from Westgate to Highway 99, the traffic patterns need
to be made safer. Traffic is ridiculous because of all the left turn
allowances. Right turns only should be required near most of those
places like the bowling alley and Albertson's.
Peter Hahn said this is a good point because there is going to be
conflict on the traffic islands. Businesses are going to want traffic
islands removed but it will cause real problems as Councilman Ostrom
described above.
Councilwoman Jaech noted there are many aesthetic communities that
have a lot of traffic islands and lots of high volume businesses --
where everyone knows you go to a designated island to make a U-
turn. The islands are covered with shrubs --they are lovely while
controlling traffic flows. If you eliminate all traffic islands you're
going to end up with all asphalt.
Council President Hall suggested keeping traffic islands but shortening
them on the ends so businesses will be content.
Councilman Nordquist asked if there is a current comprehensive plan for
the area from Westgate to Highway 99. The County and the City of
Edmonds both have ancient comprehensive plans for this area. The
impact upon the Westgate area can be controlled by what is developed
along those streets.
Mayor Naughten said that you can control it by what your policies are.
You can say we are not going to take out those islands, we think they
are attractive and they enhance the area, so you put pressure on
expansion and it will go some place else. If you want these things a
firm statement must be made in the direction of keeping the traffic
islands for control and aesthetics.
4
Councilman Ostrom asked how can the City handle the traffic and work
with the County for a sensible flow pattern?
Council President Hall said that Mayor Naughten needs to tackle this
traffic and planning issue with the County by setting some parameters
and getting a jump on it.
Councilman Wilson said I think if we're going to get actively involved
in the Comprehensive Plan east of Westgate we should also get actively
involved with an annexation program for that section of the County. If
we are going to get involved we should develop an annexation plan to
establish a permanent change --they've been saying it's going to come
in for 25 years and they could still be saying it 25 years from now.
Community Services Director Peter Hahn stated that the City is not
allowed to take an aggressive posture in the annexation.
Mayor Naughten encouraged community input.
Councilman Kasper noted road access is critical if high density
multiple zoning develops along the Highway to Westgate.
Councilman Wilson said this area could be a substantial tax plus, not a
burden to the City.
Councilman Nordquist noted that in the past the Administration wanted
to annex only in large chunks --recent Council sentiment has been to
take small pieces. Council President Hall asked the group if there was
a consensus on large chunks or small pieces. It was agreed that
annexing in small chunks seemed to be working.
Councilman Dwyer reiterated that it is necessary for the City of
Edmonds to keep tabs on zoning out there. We must think of Edmond's
people first --even if it's not what the County people want. Lets not
divorce ourselves from County planning, but make the City of Edmonds
the first concern.
Councilwoman Jaech said apartment buildings put a lot of stress on
water/sewer treatment plants. Can we service that? We have to look at
it from a utility standpoint as well.
Councilman Dwyer asked if these problems should be reviewed at a
hearing? We're in a gentlemen's agreement that the County will go by
what we say, but there's no concrete gain. The County could make it
all industrial after we said its all single family zone.
5
BUDGET PRESENTATIONS
Projections
Administrative Services Director, Art Housler, gave a presentation on
budget projection through 1988. Beginning in approximately 1981 the
expenditures began to exceed the revenues. Toward the end of 1984
these two lines halted their ascent and started to flatten. The
disparity between the revenues and the expenditures were met through
passing the 1/2t sales tax in July of 1983 and the equalization tax.
The problem the City faces is that for 1987 revenue will decrease. We
have additional costs in goods and services, CPI, salary increases,
union contracts and all these types of things that require us to
generate some additional revenue or cut services. He also pointed out
the impact of Gramm-Rudman on the City's budget.
Council President Hall reminded the participants that the presentation
served as a way to review where the City is and to help prepare for the
upcoming budget meetings. She reminded the group that these are
projections and let's not hold Art to these figures; he doesn't have a
crystal ball.
Salaries
The Administrative Services Director handed out a sheet on current
salary schedules with comparisons of previous years salaries.
Additional data was also provided on the amount of money spent on
salaries from the General Fund and the Street/Water/Sewer Fund. He
noted that salary increases have not effected the budget in an adverse
manner and that salaries have not increased inordinately over the
years.
Councilwoman Jaech said it might be helpful to give a clearer
picture, to place a column that has the benefits included with the
wages in those overall percentages so we can compare percentages.
Councilman Ostrom wants to track what is happening with salaries versus
everything else. The CPI is an academic thing as far as looking at
City Budget. It only enters in when you are in labor negotiations.
Councilman Wilson said the step increases don't seem to be in the
schedule at all.
Art Housler pointed out they are included on page one.
0
Budget _Process/Scheduling
Council President Hall suggested moving the preliminary budget
presentation to the Council from November 1 to October 15. There are
two holidays in November and one in December making it difficult to
schedule weekend work sessions.
Councilman Wilson stated last year the Mayor came to the Council with
his budget and we didn't like it. We then gave him some basic
philosophies, analyzed it in more detail, and sent it back to be
reworked. Maybe the Mayor might like to have the Council's philosophy
on the budget earlier in the year. This might help avoid major
revisions being made to the budget so close to the deadline approval.
Mayor Naughten said he certainly encourages Council input into his
budget. He thinks the Council wants details, if so we should go back
to the old format where the Council meets with each department head to
review line items.
Councilman Kasper agreed.
Councilman Nordquist said at last year's Retreat he argued for getting
away from nitpicking the budget. And so some broad guidelines
were set. Then we found we had to get back down to line item
review.
Councilman Ostrom said for the budget process to work the Council needs
to review it by line item.
Council President Hall would like to set up meetings with each
department for budget review.
Mayor Naughten agreed to send out the preliminary budget by October 15,
1986.
Councilman Dwyer suggested having a Public Budget Hearing during the
summer for citizens to review the budget and give input before it goes
into the work system.
Councilman Wilson agreed and added it is important for the Council to
give the Mayor and Administrative Services Director major philosophical
parameters early to structure the budget.
BUDGET PROCESS SCHEDULE FOR 1986
July 29 - PUBLIC BUDGET HEARING
August 12 - BUDGET WORK SESSION
October 15 - PRELIMINARY BUDGET GIVEN TO COUNCIL
October 16 - THURSDAY EVENING WORK SESSION
7
Council President Hall said the budget process schedule had been a
major target of the Retreat.
Data Processinq Department
Councilman Ostrom told a story about a computer programmer/department
head who was fired and ended up walking out of the company with all the
program tapes. The company had to pay the programmer the worth of his
programming and design time in order to recover the businesses tapes.
The story illustrated the need for:
1. Checks and balances in the data processing
department.
2. Back-up tapes outside of the control of the
department head.
The Administrative Services Director outlined the following security
procedures:
1. Back-up tapes are kept in the City Clerk's office
in the vault.
2. Outside consultants also have back-up tapes at their
place of business.
3. The City has a separate computer operator in
addition to the department head.
4. Western Consultants are familiar with the City's
system and could perform the operation and
maintenance functions if necessary.
Councilman Ostrom reiterated a need for separation of authority to
insure checks and balances.
Council President Hall agreed, especially since both positions are in
the union.
Art Housler, Administrative Services Director said an audit has been
ordered for the Data Processing Department. He will give a report to
the Council 30 days after the audit is completed.
r�
AFTERNOON SESSION
EDMONDS CITY COUNCIL -STAFF RETREAT
FRIDAY MAY 2, 1986
FLOWER PROGRAM
Costs
Community Services Director, Peter Hahn, circulated a photo album
displaying the current projects maintained in the Flower Program.
Currently there has been no complete tracking of the Flower Program
costs. However, it is safe to estimate an annual cost of $56,000-
$57,000. This figure is conservative because there are two full time
NE-8 employees with individual salaries, including benefits, of
$25,000 per year.
Options offered for cutting costs of the program included:
1. Lower labor costs
2. Cut back on one season of the year
3. Plant lower maintainence shrubs
4. Cut back in non -visible areas such as the
Civic Center
5. Utilize volunteers from flower clubs for the
design and layout of flower beds
6. Use high volume seeds such as nasturtiums rather
than propagating each flower in the greenhouse
7. Do cost comparisons on buying flowers in bulk from
a nursery versus City employees propagating them
Mayor Naughten suggested putting a lid on the Flower Program of
$40,000. The Community Services Director pointed out that everything
is bought for the Flower Program this year, so the lid will have to be
projected for next year.
Councilwoman Jaech said the traffic islands near Harbor Square need
flowers or shrubs. Mayor Naughten said those islands can't be serviced
because of the speed of traffic there. Councilwoman Jaech noted
traffic is a problem only when the ferry is in service, and suggested
the islands be serviced between ferry arrivals. She requested the
Community Services Director to assess the feasibility of servicing
those islands.
9
Council President Hall said taking the Flower budget from $57,000 to a
restricted budget of $40,000 may be too extreme. She asked the
Community Services Director to give the Council a better cost estimate
of the Flower Program so they could assess it more realistically.
COMPREHENSIVE PLAN
City Wide Garbage Day
Mayor Naughten said the program gets abused because there are no
limitations on what the City will collect. He wants the program to
specify only major items will be picked up such as:
1. Mattresses
2. Water Tanks
3. Old sofas
4. Refrigerators
5. Limited number
of garbage bags
The consensus was to severely cut the Fall program and limit the
collection to things that might end up in vacant lots or that are too
big for normal garbage collection.
NI&VI .
Community Services Director, Peter Hahn, distributed reference packets
to each participant. A major goal of the department is to coordinate
all projects, so if a street needs major work and a water project is
targeted for several months later in the same area, the two can be
planned at the same time. Economically this is more sensible than
tearing the street up again several months or even a year later.
Street Pavinq and Reconstruction
A maintainence cost curve was presented by Peter Hahn. Maintainence
costs on new roads are low in the beginning and increase as the years
of use progress. A point is reached where maintainence costs are.so
high it is better to replace the road surface. Currently the City has
no assessment process for replacing roads.
Methods used in resurfacing are:
Seal Coat- This process has a 2-6 year life expectancy. The
process works well for residential streets but is not recommended
for high volume traffic areas. The process costs approximately
$1.00 per square yard and is the cheapest of all the processes.
10
Overla - This process covers existing service with a one to one
and�a alf inch asphalt coat. Life expectancy is 10-15 years with
a cost of approximately $4.00 per square yard. The process
requires little preparation of existing service and no major
planning time.
Major Reconstruction- This involves major preparation such as
planing the existing road surface. This process is the most
expensive.
For economical control of road maintainence the City must have a
program that validly assesses the condition of the current roads. A
Pavement Management Program would include:
1. Traffic counts
2. Identification of frequently traveled routes
Because of limited historical data it is difficult to establish a
current comprehensive plan. The current Street Budget for asphalt is
$34,000.
The question was raised whether or not to widen 220th because it is
an entrance to the freeway. Council President Hall wanted to know if
the widening of 220th would cause it to be rezoned. She requested
Chris Beckman and his crew take traffic counts and start assessing this
area.
SECONDARY SEWER TREATMENT
Peter Hahn gave a presentation on the current project stating this is a
federally mandated project which will cost approximately 3.9 million
dollars.
Schedule- The current schedule is determined by the State's
schedule which is targeted to begin by January 1, 1987. Because
of this date the preliminary site work should begin now.
Site- The flat portion of land near the lagoon at the existing
Union Oil site has received good reception as a possible
location. The goal now is to finalize the site and get approval
to hire consultants because on July 1 the State will make 50%
money available for design. This means a consultant must be
selected by the middle of June.
11
If the Union Oil site were used only the 3rd and 4th clarifiers could
be salvaged. The costs then would include building additional
clarifiers and running additional pipe lines. Other areas of concern
regarding the Union Oil site are:
1. The relationship with the Union Oil Company
2. Is the land in Union Oil's long term plans (Peter
Hahn has received a letter stating Union Oil will
not give up the land)
3. Do these factors place Edmonds in a precarious
situation?
Another possibility would be condemnation of land. This would involve
heavy lawyer costs and possibly create a negative relationship with
Union Oil.
The Council requested that the Mayor's office perform the following:
1. Send out a survey in the water/sewer billings over the
next two month period regarding the water/sewage
treatment plant.
2. Place educational stuffers in the water bills prior to
survey distribution.
3. Supply cost estimates of survey and educational
stuffers to Council as quickly as possible.
4. Survey Content to contain:
a. Three scenarios outlined in OTT Water memo
b. Cost of alternate site location
Councilman Kasper said he wants consultants who work exclusively as the
City's engineers and who would act as bid/contract supervisors.
Additionally he wants the same consultants to be kept on contract from
the design phase to the completion of the project.
The possibility of privatization was discussed. Peter Hahn discussed
the potential savings and risks involved in privatization. He asked
the Council if they liked the idea of saving 20% on the project which
is approximately $150,000 and if they could find the idea of
privatization an acceptable risk. When leasing the plant to an
entity outside the City there is a possibility the outfit may become
insolvent. Peter Hahn agreed to present the Council with more
information on privatization from Lynnwood.
Reserve Fund
The question was raised whether the City is factoring in enough
increase in rates to project for needed maintainence to existing water
systems.
12
POLICY ON SOLVING NEIGHBORHOOD PROBLEMS
Councilman Ostrom gave a brief presentation on the problems that arise
in dealing with neighborhood conflicts. He gave two major areas for
the group to consider when approaching such problems:
1. What should our attitude be towards resolving problems?
2. What should staff do to help solve these problems?
Mayor Naughten said health or safety issues have to be dealt with
differently than inconvenience issues. When you look at solving
neighborhood problems you have two extreme factions to deal with and we
usually vote on a compromise.
Council President Hall said often times it's not even a full
neighborhood problem --often it's one person fueling the problem.
Because of this we have to rely on staff to bring the Council a proper
assessment of the situation.
Councilman Dwyer said the Statements of Purpose he used seemed
effective when dealing with Ocean Avenue. Sometimes a reasonable
compromise is unacceptable to the majority of citizenry, so we do have
to implement a policy statement for handling situations.
Councilman Wilson said there is opportunity for the administration to
take a firm stand early in neighborhood problems to get the situation
under control, but the administration should only bring the problem
before the Council when all alternatives have been exhausted.
Councilman Kasper said problems get blown up and then the Council is
presented with alternatives with which they don't feel comfortable . A
vote is agreed upon just to get rid of the problem, but not to solve it
fully.
Councilman Ostrom said resolutions are needed to get serious about
solving things quicker. The staff should give alternatives within the
first week.
Councilman Dwyer sees Council's role as more mediation rather than
legislation.
Mayor Naughten said the Council is responsive to citizenry and hates
to say no --making it hard to get to the real problem. There is a
need to identify the real problem and then the solution will follow.
Councilman Dwyer pointed out the open meeting format make it impossible
for good mediation from the Council therefore it's best to have
mediation begin at the staff level.
Council President Hall said part of the mediation could come from the
full time Mayor. He gets many of the calls from citizens.
13
Councilman Dwyer said that's part, but there is an extra responsibility
for staff to think in terms of mediation before it gets to the
Council. It's an attitudinal approach that should be encouraged.
Peter Hahn stated a lot of time and tremendous labor hours are spent
trying to resolve peoples problems. It's very hard to balance overall
public interest to individual concern. Long mediation processes take
time away from myself and staff meaning we have less time to spend on
other elements such as pavement conditions, traffic, etc.
Mayor Naughten said if people call the Council President to have a
problem solved then she should direct it to the Mayor's office for
resolutions.
Councilman Kasper agreed that citizen's complaints should be passed on
to the Mayor to delegate to staff.
14
MORNING SESSION
EDMONDS CITY COUNCIL -STAFF RETREAT
SATURDAY MAY 3, 1986
Introduction
Council President Hall asked the group participants to count off in
groups of three. Each group worked in a team effort to form geometric
shaped pieces of paper in to a square.
gTAFFTNA
Accountant NE-8
Art Housler explained the position had been eliminated in 1984 and
replaced with an NE-6 Accounting Clerk. After 18 months of operating
under this structure it has proven not to work. His proposal is to
upgrade the NE-6 position to an NE-8 Accountant. This way there is
no increase in manpower as far as headcount.
Council reached a consensus and agreed to have Art's request placed on
the May 13th consent agenda.
Landscape/Designer Position
Peter Hahn gave an overview of the position and the current projects
and duties performed. The Council needs to look at the position
because the Contract expires June 30.
Peter reminded the Council the Contract does not guarantee a level,of
work --there is no real commitment for specific hours. Work is
assigned only as needed. Currently the position does design services
for any department that needs the expertise. Broad parameters of the
job include:
1. Design
2. Project Management
3. Negotiation
4. Interfacing with other cities
He also referred the participants to the handout for specific project
listings. There is always something that comes up where a designer's
15
obtained by having a permanent position of this sort in the City
because an employee would be familiar with the City's internal
structure as compared to just continually contracting out this work to
various companies.
Councilman Nordquist said the job seems to fit more appropriately under
the Engineering Department rather than Parks and Recreation.
Peter Hahn said the position can be assigned to Engineering or Planning
and can be worked the way Councilman Nordquist requested. Adding
this position needs to spend a good amount of time in the City offices
because of resources such as maps, records, etc.
Councilman Ostrom said he does not see a need for this position and
believes it is a perfect example of inventing a job.
Peter Hahn replied we're the only City of this size that does not have
a permanent position of this type.
Council President asked for a consensus to renew the contract if it is
placed under the Community Services Department.
Consensus was reached with Lloyd Ostrom and Jo -Anne Jaech voting no.
Councilwoman Jaech requested the position be bid to other firms such
as Bruce Dees and Associates.
Property Manager
Mayor Naughten gave a brief history of the previous Property Manager's
position. An analysis of the job duties showed only 30% was related to
property management creating a lack of justification for the position.
Council President Hall refuted the Mayor's reasoning and stated the
strategy was a play to get rid of the incumbent and not the position.
Art Housler, Steve Simpson, and Peter Hahn have had to assimilate many
of the Property Manager's duties.
Mayor Naughten noted there are not sufficient funds in the budget to
have a position of this kind.
Councilman Wilson suggested seeking out a newly retired person with
this kind of background and offering a salary of $1,000 a month. This
might really give the City a good turn for its money.
Councilman Kasper stated there seems to be a need for the position but
funds are lacking at this time. Maybe it's possible to start the
position out by contract as a staff position at Community Services and
eventually make it permanent.
Councilwoman Jaech said there are hundred's of firms that do
maintainence, bookkeeping --let's see how it works.
16
Administrative Services Director, Art Housler, said he doesn't see a
problem with property management in the City and asked the Council what
they perceived as problems?
Peter Hahn said the Building and Grounds Supervisor evaluates problems
such as gym floor, walls, roof, etc..
It was agreed to bring this item to the May 13 regular agenda for
discussion and to delay the Chamber meeting. Additionally it was
agreed to change the Bed and Breakfast Ordinance from a regular agenda
item to consent.
Risk Manac}er
Council President Hall gave a brief presentation on her report from the
AWC seminar on risk management and insurance. She recommended Art
Housler attend an upcoming seminar on the subject. The risks in cities
are becoming monumental. So much so, even the State is trying to
create an insurance pool. It could mean we don't put on the Taste of
Edmonds or have swing sets in the parks because of the possible
liability to the City. This discussion is being generated to make the
Council aware of the serious ramifications of this issue and a need to
respond intelligently to the situation.
Discussion then revolved around the support materials distributed on
the subject. It was agreed to bring the item to the May 13 Council
meeting as a regular item for discussion.
Public Works Grouti
Peter Hahn gave a brief history on the subject. A few years ago the
City purchased a joint equipment package consisting of:
1. A t.v. camera inserted into pipes to detect cracks and
weak spots
2. A jet spray to clean the damaged area
3. A grouting attachment to repair the damage
Shortly after purchasing the equipment a grouting worker in a nearby
city was killed by the apparatus because a manhole cover blew off under
the grouter's pressure. This has made many leary to use the
apparatus. He wants the program placed under a demonstration project
to assess its effectiveness and safety parameters. Currently the
grouter is out of order. Additionally there is no staff member who
knows the proper operation of the system. Peter Hahn said he wants to
be convinced the process works. He has a training and staff program
scheduled to evaluate the process over the next eight month period. At
the programs completion he will make a recommendation to the Council.
Police Support
Chief Police Prinz said the staffing needs for the future are not quite
clear at the present. A major concern now is the space requirement
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for the Police Building. The lobby is not utilized while officers are
crammed in small offices in the back of the building. He would like to
open the lobby area to gain more space for his staff.
Building/Planning - Code Enforcement
Peter Hahn stated the present staff is not able to meet the increased
intensity in requests for code enforcement. This is draining off time
from regular project assignments. Productivity is lowered because of
time required for enforcement. This position would be useful in
improving the level of service to the Council and citizens.
Mayor Naughten said he agrees with the position need.
Councilwoman Jaech requested a job requisition and list of the
position's duties be placed on the May 13 regular agenda.
"CITY OF EDMONDS ENTITIES?"
Library District
Councilman Kasper presented background information on the Library
District. He asked the Council where the revenue is coming from to
support the Library? The Library was built on a bond issue with an
increase of 3 and 3/4 utility tax. The revenue generated in the
utility taxes is gone and the Library is costing nearly a $1,000 a day
to maintain--$365,000 annually. He suggested going to a public meeting
with the Library Board and Sno-Isle Board and ask to be annexed to
the District. By annexing the District would charge us exactly what we
would get in taxes. This would free up $306,000 that currently comes
from the General Fund, generating an almost 50% savings for the City.
There is a special election June 20 in Mountlake Terrace. We need to
decide what we want before going to the Library Board.
Councilman Nordquist distributed a memo pertaining to the Library
District. He said Mae Schoenrock would be willing to give a
presentation to the Council regarding annexing to the District. It was
agreed to invite Mae Schoenrock and the Library Board to a Council
meeting for further discussion of the subject. Additionally, the
suggestion was made to discuss this at a work meeting in June.
Medical/Health Officer
Councilman Nordquist distributed informational materials. He stated
his purpose for placing this item on the agenda was to familiarize the
Council with the current situation and to give them more background.
The Council has a lack of indepth understanding because only two
representatives attend the Health District meetings. This was an
opportunity to detail the services provided by the Health District and
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review the financial commitment placed on Edmonds. Current services
include:
-Restuarant Program
-Communicable Diseases
-Doctors' Offices
-Visiting Home Program
-33 Cars in District Fleet
-Other services
He pointed out the per capita fee charged by the Health District
increased significantly from 1985 to 1986. Demands in the future are
going to be even greater on the City because Dr. Hyatt has been such
a conservative budgeter. What will happen now that she is retiring?
A good planning strategy would be to look at what services are offered
now and what other options are available to us.
Mayor Naughten said because of the tight budget restraints we are
operating under it is important to assess at what level we can stay in
the District program and at what level it would be best to go it alone.
Councilman Nordquist noted the County has shifted the monetary
responsibility back to cities because it has budget cutbacks as well.
The question was also raised by Councilman Kasper whether the District
should be run by a Doctor or Administrator, or both?
Legal Staff
Council President Hall pointed out the enormous monthly fees charged by
the City Attorney's office. She said the retainer should include
perfunctory questions and codification. At $17,000 to $20,000 a month
the City needs to assess if it needs an in-house attorney and paralegal
staff.
Chief Prinz said his department uses the attorney's office regularly
because of the complexity of situations. However, he criticized the
amount of material generated from the City Attorney's office for simple
questions.
It was noted that the City was paying attorney fees comparable to the
City of Seattle. Better service might be obtained if Edmonds had an
in-house attorney and hired a firm for litigation.
Mayor Naughten pointed out that the City was now supporting two court
systems creating a rise in costs.
Council President Hall noted that legal costs had tripled even before
the municipal court was instituted. She suggested the City put the
service out for bid.
Councilman Dwyer said it is getting to the point where an in-house
legal system is needed because of the complexities of running a city.
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Councilman Kasper said the Mayor needs to look at the benefits and
costs of the current service.
Council President Hall informed the group that citizens had been given
the attorney's phone number. Also, the City has been a training ground
for new attorneys. Summing up it was agreed the Mayor's Office would
conduct a cost comparisons survey in the following manner:
Send a letter of inquiry to 25 cities of comparable sizes to
determine the following:
1. What mode of legal support they currently use
a. In-house
b. Contract service
c. Other, such as a combination
2. Budget expenditures of cities:
a. Costs
b. Services provided
MEDIC 7
A brief discussion was held on Medic 7 services. It was agreed to set
an executive session to discuss labor concerns.
LAW ENFORCEMENT POLICIES
Chief Prinz gave a detailed presentation on Tolerance Policies within
the City. There are several methods used to enforce traffic laws and
reduce the rate of accidents:
1. Try to get compliance through
a. Social Pressure
b. Safety factors
2. Traffic Laws enforced through
a. Detection
b. Judication
Tolerance is defined as an unwritten non -legal guide used in all police
departments. Tolerance will be dependent upon the individual officer.
What kind of training he/she has had and where traffice enforcement
fits in the priorities of a department. Priorities are determined by
revnue factors and the Chief's protocol.
Officers have to determine what the parameters are of giving a ticket.
Factors that will effect an officer's judgement about giving tickets
are':
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-Is the situation a possible hazard; such as speeding in
a school zone
-Did the officer have clear view and an accurate assessment of
the violation; such as did the car come to a complete stop at
a stop sign or did it roll in and then slowly proceed again
-Or where does the law define the violation such as running yellow
lights. Does an officer write the ticket when a driver passes
in the beginning, middle, or end of a yellow light?
It was pointed out that with so much of the traffic law there is a
margin open where human judgement must be made. Therefore each
violation situation could vary according to the individual officer's
interpretation.
Another factor is judication. Often times it demotivates officers to
enforce traffic laws because the violations are often dismissed in the
court.
CONCLUDING REMARKS
Council President Hall recapped briefly the highlights of the two-day
Retreat, noting the budget schedule had been a major target of the
Retreat. She expressed thanks and appreciation to everyone for their
input and cooperation. The Council and staff likewise thanked her for
the well planned agenda and the ability to keep the group focused on
the work at hand. Everyone agreed the informal setting had broken down
walls and accomplished a great deal.
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