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05/17/1991 City Council RetreatCITY COUNCIL SPRING RETREAT AGENDA MAY 17, 18, 1991 FRIDAY, MAY 17th: ARRIVAL OF RETREAT PARTICIPANTS 8:30 AM Continental Breakfast for Retreat Participants in Rotunda RETREAT BEGINS AT 9:00 AM TIME TOPIC SPEAKER 9:00 Continued discussion on Space Needs Peter Hahn Study and review of RFP's (2 hours) 11:00 BREAK 11:15 EXECUTIVE SESSION - PROPERTY MATTERS Full Council (45 minutes) 12:00 LUNCH Catered in Rotunda 1:00 UPDATE ON CITY REVENUE AND EXPENSES Art Housler (20 minutes) 1:20 REVIEW FRANCHISE AND UTILITY FEES Art Housler (20 minutes) 1:40 REVIEW OTHER NON SPACE NEEDS - CIP's Peter Hahn (60 minutes) 2:40 REVIEW CITY CLERK'S OFFICE AND DIVISION Brent Hunter (70 minutes) Art Housler Mayor Naughten 3:50 BREAK 4:00 DISCUSSION OF APPOINTMENTS AND CONFIRMATIONS Mayor Naughten AND PROCEDURES (30 minutes) 4:30 CHECK INTO ROOMS 5:00 - SOCIAL HOUR 6:30 Jeff Palmer's Room 7:00 DINNER Sudden Valley Restaurant Order off menu 1 large table reserved SATURDAY, MAY 18TH Breakfast served in Rotunda (meeting room) beginning at 7:30 AM 9:00 ESTABLISH 1992 BUDGET TIMETABLE Art Housler (30 minutes) Council 9:30 DISCUSSION ON OUTSIDE AUDIT OF DRUG FUND Roger Hertrich (20 minutes) Council 9:50 OPEN DISCUSSION Full Council 11:10 BREAK 11:25 DISCUSSION ON VISITOR'S BUREAU Full Council (20 minutes) 11:45 LUNCH AT TINO'S RESTAURANT (Within walking distance from Conference Room) 1:00 CHECK OUT TIME 1:30 EXECUTIVE SESSION - CABLE FRANCHISE 2:00 DISCUSSIONS SCHEDULED AS NEEDED C t Z� e" (� FINAL MINUTES CITY COUNCIL/STAFF SPRING RETREAT SUDDEN VALLEY MAY 17, 18, 1991 Minutes recorded and transcribed by Barbara Mehlert, Council Assistant. I Council President Palmer welcomed all Retreat Participants to the 1991 Council -Staff Retreat. The Retreat discussion began at 9:00. CONTINUED DISCUSSION ON SPACE NEEDS STUDY AND REVIEW OF SOQ'S Report by Peter Hahn Community Services Director. Community Services Director, Peter Hahn, informed the Council that the City had received 29 Statements in response to the Public Works Request for Statement of Qualifications (SOQ's), and 24 Statements in response to the Municipal Space Needs. Public Work Site Mr. Hahn noted that he reviewed all of the statements, and one of the criteria that he used in narrowing the selection down, was to choose firms that had prior experience in municipalities. Mr. Hahn distributed a list which included 29 firms who submitted their Statement of Qualifications (SOQ's) with regards to the Public Work's site.. The Council proceeded to review the firms, and narrowed the choices down to five firms for the purpose of interviewing. After a Council vote, the following five firms were selected by the Council: 1. McAdoo, Malcolm, and Youel Architects (7) 2. Merritt & Paridini (7) 3. Olsen & Greaves (4) 4. The Miller/Hull Partnership (4) 5. Robert Wagner Architecture Planning (7). Council President Palmer asked the Council when they would like to interview these five firms, and the Council decided to interview them on Saturday, June 29th, 1991, 8:00 a.m., in the Community Services Conference Room. The Council noted that 45 minutes would be allotted to each firm, with a 15 minute question period for the Council at the end of the 45 minutes, allowing a full hour per firm. Peter Hahn recommended a two phase process: Phase I: Firm prepares schematic (master plan) with cost estimates, and Phase II: Final design and bid documents. He also noted that the "Design/Build" concept be adopted which means the same firm would design and build the project, which would alleviate disputes between designer and builder. Municipal Space Needs Peter Hahn distributed a Municipal Space Needs Study list, which included Statements of Qualifications for each of the 24 firms who submitted resumes. Mr. Hahn told the Council that he had gone through the list and noted the firms that he felt could do a good job for the City of Edmonds. 2 The Council and staff proceeded to review the list and narrowed the list down to five firms that would be interviewed. After a Council vote, the following five firms were selected by the Council: 1. Hewitt Isley (7) 2. ARAI/Jackson Architects & Planners (6) 3. Merrit & Paradini (6) 4. Robert Wagner Architectures (4) 5. Architect West (4) Council President Palmer asked the Council when they would like to hear the presentations from the five chosen firms, and after discussion amongst the Council, it was decided that Saturday, July 27th, at 8:00 a.m., in the Community Services Conference Room would be the best time and place. The Council decided to allow 45 minutes for each presentation, and 15 minutes for questions from Council, which allows a full hour for each firm. UPDATE ON CITY REVENUE AND EXPENSES Report bV Art Housler, Administrative Services Director Administrative Services Director, Art Housler, referenced his memo which was included in the Retreat packet. Mr. Housler told the Council that at the Council's 1990 retreat, he advised the Council that as of April 30, 1990, there was $222,000 in unbudgeted cash. Furthermore, he projected that by year end, there would be anywhere from $600,000 to $800,000 in total unbudgeted cash. Mr. Housler explained that there was actually $712,800. Mr. Housler said that when the Council returned from the 1990 retreat, they immediately transferred $222,000 to the Council Contingency Fund No. 119. During that year, $89,700 was spent on; (1) underground wiring along Main Street, (2) increased expenditures of the Parks and Recreation Division, and (3) increased expenditures in the nondepartmental Division. Ending cash balance was increased by $373,380, which leaves an unanticipated unbudgeted cash balance of $27,800. Mr. Housler also noted that with regards to the Cash Flow Statement, General Fund shows that revenues and expenditures approximate last year percent of budgets, and that cash balance at year end is projected to be 48.6% of what is budgeted. Projecting this out to year end results in a year- end cash balance of approximately $500,000, or about $180,000 more than what was budgeted. 3 REVIEW FRANCHISE AWD UTILITY FEES Report by Art Housler, Administrative Services Director Councilmember Hertrich begin the discussion by explaining that his original concern with regards to the topic was although the City collects and reviews franchise and utility fees, the City has no way to assess whether or not the City is receiving the proper amount from each one of them. Councilmember Hertrich suggested acquiring an outside firm who could perform an audit to ensure that the City is receiving its' fair share. Council President Palmer inquired if the existing Franchise and Utilities were not already subject to Washington Utilities Transportation Commission Audit. Mr. Housler replied that the gas, electric, and telephone are all audited by the State. Councilmember Hertrich inquired on the context of the State audits, and Mr. Housler replied that the State performs a financial audit, and they make sure that the distributions are correct. Councilmember Hertrich inquired if further audits were necessary, and Mr. Housler said he would provide a report to the Council within a few weeks, and would address such information to the Council concerning utility audits; who performs them and when they are performed. REVIEW OTHER NON SPACE NEEDS - CIP'S Report by Peter Hahn community services Director Council President Palmer explained that the intent of this subject was so the Council could get a handle on the City's entire needs, not just the Public Works and building needs. Mr. Hahn proceeded to review the Capital Improvements list with the Council and brought them up do date on various projects. REVIEW CITY CLERK'S OFFICE AND DIVISION Report by Brent Hunter Art Housler, and Mayor Nau hten Mr. Housler referenced a memorandum he originated and included in the Retreat Packet. Mr. Housler said that the purpose of that report was to review the City Clerk's division in order to determine if there are either structural or functional changes that could be made, which would improve efficiency while the Administrative Clerk's position is vacant. Mr. Housler said the present City Clerk will be retiring on October 1, 1991. 4 Mr. Housler proceeded to review the report which highlighted the following information: 1. The telephone consultant advised the City that there could be a reduction in the switchboard work of up to 50% if VOICEMAIL was installed; 2. Both the City Clerk and a minute recorder attend City Council meetings. Although there has been a perception that the City Clerk is required to be at all City Council meetings, RCW 35A.12.110 reads "In the absence of the clerk, a deputy clerk or other qualified person appointed by the clerk, the mayor, or the council, may perform the duties of the clerk at such meetings." Mr. Housler also stated that the Council is satisfied with the current level of minute taking, which are extensive when they are compared to other cities. Mr. Housler said that during 1991, 143 hours were spent recording and transcribing the City Council minutes. One of the most significant differences between the Council meeting minutes for the City of Edmonds and the other cities is the number of pages and the number of words typed. In light of this information, and the satisfaction the City Council has with the minutes, Mr. Housler suggested several alternatives that could possibly improve the efficiency of the division. The Council proceeded to discuss various alternatives, and Mr. Hunter also brought forth his ideas, as well. Mr. Hunter suggested reorganization of the City Clerk's office, and suggested that some of the City Clerk duties be assigned to various departments. Discussion ensued with regards to VOICEMAIL entering the picture, and it was the consensus of the Council not to consider VOICEMAIL at this time. Therefore, after further discussion, it was decided that the following recommendation be adopted by the Council: Abolish the Administrative Clerk's position and establish a non-exempt Deputy Clerk position. The Deputy Clerk would record and transcribe the City Council minutes, which would take 36% of her/his time. The rest of her/his time or 64% would in affect replace the 100% of the time of the Administrative Clerk. The City Clerk would not attend the City Council meetings. 'Fie Council also discussed the possibility of adding the responsibility of recording and transcribing the Disability Board Minutes and the Civic service minutes to the City Clerk, and Mr. Housler said he would review the possibility, 5 and provide the Council with a memorandum in the near future. It was the consensus of the Council to proceed with advertising for a new City Clerk as soon as possible, and at the same time, notify the present contract City Council minute taker that her services will no longer be needed. The Council agreed that a newly hired City Clerk would need to train with the present City Clerk for a three month period in order to make a smooth transition. Personnel Manager Brent Hunter will prepare a revised job description for the City Clerk and submit it for approval to the Council in the near future. DISCUSSION OF APPOINTMENTS AND CONFIRMATIONS Report by Mayor Naughten Mayor Naughten and the Council discussed the present level of Council confirmation and appointments of prospective employees, commission, and board members. Mayor Naughten inquired at what level does the Council want to remain part of the confirmation process. The Council discussed this issue at length, and decided that the following 12 positions would be confirmed by the Council: 1. CONTRACT: Council would confirm City Attorney, Judge, and Hearing Examiner. 2. DIRECTORS: Council will confirm the appointment of City Directors. 3. DIVISION MANAGER LEVEL: Council will confirm the appointment of City Engineer, Parks and Recreation Manager, Planning Manager, Public Works Superintendent, and the Personnel Manager. The Council decided no longer to confirm the following positions: Assistant Police Chief, Assistant Fire Chief, Accounting Manager, and the City Clerk. The Council then proceeded to discuss the interview process that would be adhered to. It was decided that the following procedure would be adhered to: 1. Council would first review the specifications for the position that has become available, which gives the Council an opportunity to revise it, if necessary. 2. Mayor would narrow the total number of applicants down to a smaller number. 3. The Council would have access to all resumes. 11 4. If it is a Level A appointment, which consist of the top seven positions, the Council would interview the top three candidates on an individual basis, then the Mayor would make a selection and provide the findings and recommendations on why he selected that individual. At that time, it would then go to a Council vote the following week. 5. If it is a Level B appointment, the same process would be used as the Level A appointment, with the exception of the fact that the Council would only interview the recommended person by the Mayor and then it would be placed on the Consent Agenda that same night. The Council also decided that these confirmations would take place during a Council work session, and approximately 45 minutes would be allowed per applicant. The Council then proceeded to discuss the confirmation of Board and Commission members. It was the consensus of the Council that the Mayor would solely appoint the Board and Commission members, and the Mayor's choice would appear via the Consent Agenda. The Council also concluded that the Mayor would send a memo to the Council including the reasons why he was appointing the Board or Commission member. Council President Palmer stated the fact that there is not a wide enough spread effort to get candidates from the community to serve on the Board and Commissions. Council President Palmer felt that there needs to be a "list" of volunteers who are interested in serving on them, so the City can draw upon that list when need be. Council President Palmer asked Brent Hunter to develop a method of recruitment for Board and Commission members within the community. ESTABLISH 1992 BUDGET TIMETABLE Report by Art Housler Mr. Housler referenced a memorandum which was included in the Retreat Packet with regards to establishing a 1992 Budget timetable. Councilmember Jaech inquired if the budget process could be moved ahead so it would be completed by September, and Mayor Naughten replied negatively. The Council proceeded to discuss various budget formats, and Mr. Housler explained to the Council that new software will be utilized in the creation of the 1992 Budget, therefore, different formats, and more information could be included in the Budget book itself. 7 Mayor Naughten said he would like to sit down with the Council some time in September of 1991 with a purpose of receiving early input from the Council, and the Council was receptive to the idea. Council President Palmer suggested devoting an entire Council work meeting to the budget process, and the councilmembers concurred that a pre budget planning session would be helpful. Mr. Housler brought up the fact that when a department budget is to be reviewed by Council during a Council Meeting, the time allotted for the subject usually gets reduced to a point where the budget process is slowed down. The Council said that a Council Meeting dedicated only to Budget discussion would alleviate that problem. Councilmembers expressed their concern over the present narratives that exist in the budget, and Mr. Housler said that with the new software, the narratives could be expanded. Councilmembers said that they were also concerned that the narratives did not seem to reflect the correct information, and they felt that the narratives needed to re- evaluated as necessary. Mr. Housler assured the Council that the narratives will be re-evaluated and updated as necessary. Councilmember Kasper also suggested a one page tracking sheet at the front of the budget which showed current employees in each department versus the previous year. Councilmember Kasper feels it is important that the Council know if there has been an increase or decrease of employees in various departments of the City, and the Councilmembers concurred. Councilmember Hertrich added the fact that when a department adds new equipment, that should be reflected in the budget if it is associated with the hiring of a new employee. Councilmember Hertrich explained that when he looks through the budget and sees a large amount for new equipment, he wants to be able to see if the equipment is associated with a new employee, so that the Council has an opportunity to see what the total cost of a new employee is. The Council concurred. Mr. Hahn suggested that each Director look ahead and estimate the changes or exceptional items they might see for 1992 and compile a one page list that the Council can review. The Council was receptive to the suggestion. After further discussion on budget issues, the Council decided to hold a budget work session on Tuesday, September 24th, 1991 at 7:00 p.m. in Community Services Conference Room. The Council noted that no other agenda topics would be allowed that evening. Council President Palmer summarized the Council's requests as follows: E3 1. That the goal was to have the budget finalized by the end of November. 2. The Mayor's budget proposal will be contain a cover letter from the Mayor. 3. The final adopted budget cover letter will from the City Council. 4. The salary and benefits for each department head should be spelled out in the budget and not intermixed with other employees. 5. The budget should include a list of the number of full time equivalent employees each department head supervises (positions and titles) 6. Percentage increase/decreases will use the following format: 100% = No change 109 = 9% increase 90% = 9% decrease 7. All narratives must match the line item. 8. The budget will include a breakdown of "Percent of total budget" by department. 9. The Mayor and staff will provide the Council with an itemized list of all proposed new employees along with an associated equipment purchase list and sub totaled by employee. 10. The Mayor and staff will prepare an itemized list of all possible 1992 budget items, exceptional increases/decreases and other committments, along with their anticipated costs. This will be made available to the Council for their Tuesday Budget Workshop. Each item will include the Mayor's recommendation on funding source. 11. Each initial budget discussion will allow 30 minutes for staff presentation and 60 minutes for council questions. 13. The Council will discuss the non -represented salary and benefits decision at the Tuesday workshop, and will be prepared to make final decisions on the issue once final CIP figures are available in early October. 0 14. After discussion with Art Housler, the Council President will set on the Extended Agenda the dates and times for the other budget discussions including discussion of requests from outside agencies. 15. Art Housler will prepare a list for the Council President of probable outside agencies seeking 1992 funding, so that notification can be sent. In addition to the above scheduled Budget Meeting, Mr. Housler distributed Attachment 1: "MAYOR'S BUDGET SCHEDULE FOR 1992, Attachment 2: "LEGAL REQUIREMENTS FOR THE 1992 BUDGET PROCESS", and ATTACHMENT 3: CITY COUNCIL BUDGET SCHEDULE FOR 199211, all of which are attached for reference. DISCUSSION ON OUTSIDE AUDIT OF DRUG FUND Report by Roger Hertrich McDevitt & Meeks is performing the audit at present time. Dan Prinz will notify the Council President of the target date for completion. OPEN DISCUSSION Trackina system for actions, studies, and pro'iects. Councilmember Nordquist expressed the fact that Council Requests need to be handled in a more efficient manner. He said that a tracking system needs to be established that would alleviate the problems of Council requests being buried in the record. Councilmember Nordquist cited the Westgate Study as a prime example. Councilmember Nordquist distributed a sample tracking system to the Council Assistant, which is used by the City of Seattle. Council President Palmer told Councilmember Nordquist that the tracking system would be reviewed by the Council Assistant and himself, and a tracking system will be formulated to meet his request. Utilization of City staff Councilmember Nordquist also said that there seems to be a few problems when it comes to Council requests of staff. Councilmember Nordquist feels that if a Councilmember has a request of staff, he or she should ask the Mayor to set forth the request. Mayor Naughten agreed, and reminded the Council that if the request of staff is over an hour, it needs to be cleared through the Mayor. Cemetery Office/Storage-Building Re -design Councilmember Hertrich expressed a concern over the re- design of the existing maintenance building to the Cemetery. After discussing this issue further, it was the consensus of the Council that they would wait until a complete package is 10 before them and then vote on the issue of accepting the proposal. The Council will not be involved in the design phase of the proposal at this time. Council Meetings Mayor Naughten asked the Council if they were satisfied with the current way the City Council Meetings are being held. The Council seemed satisfied with the exception of the sound system. Council President Palmer reminded the Council that there is money budgeted this year to replace the sound system. The Council also noted that the Council Room itself needs to be in better order when they begin the meeting. The Council said that many times, the chairs and other item are in disarray and that needs to be addressed by a more conscientious effort of staff. Adult Entertainment City Attorney to review the proposed A.E. bill now before the State Legislature, and determine if the city could enact all or a portion of the bill if the state fails to act. At such a time as a hearing is held on the issue, a single all inclusive hearing is the favored approach. This will be strictly testimony, and no council questions or comments. This will be a joint meeting of the Planning Board and City Council to answer question: what changes should be made to the existing ordinance. this will be a tape recorded session. scheduled date for 1992 Retreat Council President Palmer suggested setting a 1992 Retreat Date, and the Council agreed on setting May 8-9, 1992 for the 1992 Council Retreat. A place for the retreat will be set at a later date. DISCUSSION ON EDMONDS VISITORS BUREAU The Council proceeded to discuss the present organization of the Visitors Bureau and their goals. After discussing this issue at length, several Councilmembers expressed their concern over the proposed agreement and ordinance. It was decided that City Attorney Scott Snyder would revise the ordinance, replacing Mayor Naughten's signature with Councilmember Wilson, as the City's representative to th EVB for the remainder of this year. There was also some concern on wording on portions of the document, specifically page 2, section 2 of the ordinance indicating selection of "private businesses for promotion", and it was the consensus of the Council to have Mr. Snyder review if this falls within acceptable use of municipal funds. The 1991 City Council Retreat officially ended at 2:00 p.m. Saturday, May 18th.