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.
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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.
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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.
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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.
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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,
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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.
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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.
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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:
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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.
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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
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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.