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Cmd071420 spec mtgEDMONDS CITY COUNCIL VIRTUAL ONLINE SPECIAL COMMITTEE MEETING APPROVED MINUTES July 14, 2020 ELECTED OFFICIALS PRESENT Mike Nelson, Mayor Adrienne Fraley-Monillas, Council President Kristiana Johnson, Councilmember Luke Distelhorst, Councilmember Diane Buckshnis, Councilmember Vivian Olson, Councilmember Susan Paine, Councilmember Laura Johnson, Councilmember ALSO PRESENT Zach Bauder, Student Representative CALL TO ORDER STAFF PRESENT Dave Turley, Assistant Finance Director Rob English, City Engineer Jeff Taraday, City Attorney Scott Passey, City Clerk The Edmonds City Council virtual online meeting was called to order at 8:11 p.m. by Mayor Nelson. COUNCILMEMBER DISTELHORST MOVED, SECONDED BY COUNCIL PRESIDENT FRALEY-MONILLAS, FOR A FIVE MINUTE RECESS. MOTION CARRIED UNANIMOUSLY. Councilmember Paine said Student Representative Zach Bauder who represents the students in the community, stated something that landed wrong with her. She would appreciate an opportunity to talk with him. She said that with an open heart because she needed to understand more, but what she heard alarmed her and she wanted to set up a time to talk with him. CUM iM I'ITTEE OF THE WHOLE PI MSENTATION OF A CONSTRUCTION CONTRACT WITH FLOW TECHNOLOGIES FOR TIIE CITYWIDE C1PP SEWER REHAB PHASE 11 PROJECT City Engineer Rob English explained this is a proposed contract with Flow Technologies to perform cured in place pipe (CIPP), a technology that allows sewer pipes to be rehabilitated without trenching, excavating and replacing the pipe, a much cheaper alternative. This is used for pipes that do not have a grade issues but where the interior is eroding and needs to be lined with this technology. The project was advertised for construction bids in May 2020. Bids were scheduled to be opened in early June, however, no bids were received. Per the City's purchasing policy, when that occurs, staff can reach out to individual contractors. There are not many contractors that perform this work. The City has used Flow Technologies in the past and they have done good work. When staff reached out, Flow indicated they Edmonds City Council Approved Minutes July 14, 2020 Page 1 were interested in the project but had not had the time to develop and submit a bid within the requested timeframe. Staff invited Flow to submit a price for the exact contract that was bid. Flow provide a price of $715,284 which was lower than the engineer's estimate of $870,670, a significant savings. Based on the City's work with them in the past, staff is confident Flow will be able to complete the work. Staff recommends forwarding this item to next week's Consent Agenda to award the contract. He reviewed: • Pr000sed Construction Budget Funding Amount Contract Award $715, 284 Construction M mt., Inspection & Testing 15% $107,293 M mt. Reserve 10%) $ 71,528 Total $ 894,105 • Construction Funding Fundin Amount Sewer Utility Fund 423 1 $894 105 ■ Project Timeline o Begin in August and completed in October/November Councilmember Olson commented the City's engineers historically have done a great job on estimates. She was reassured that the estimate was higher than the bid and she was comfortable with proceeding. 2. PRESENTATION OF A SUPPLEMENTAL AGREEMENT WITH SCJ FOR THE HIGHWAY 99 REVITALIZATION PROJECT City Engineer Rob English recalled in February the City Council took action to approve the initial scope for the project on Highway 99 to install landscape medians along the entire corridor and'install a HAWK signal for pedestrian safety. This supplemental agreement will provide the effort to complete the next phase of deciun and Pnvirnnme.ntal wc)rk The, landscnne. medinns nn the entire cnrridnr nrnvide nccess control by replacing the 2-way left turn lanes with medians to reduce turning conflicts that cause a high accident rate on Highway 99 within Edmonds. The exact location of the HAWK signal has not been determined; it will be between 228"' Street and 238"' Street to provide a safe pedestrian crossing in an area where there are no existing traffic signals. Following Council approval in February, the scope of work was submitted to the state for approval and that approval was provided in April. Now that the routine and necessary restriction imposed by the state due to COVID-19 has been lifted, the supplemental scope of work and fee can be presented to Council to move forward with the project. Mr. English highlighted items in the scope of work: • Public outreach o Includes two public meetings as well as property owner meetings and outreach to keep businesses and residents informed as this project moves forward through the design phase. • Documentation to the federal NEPA level as a federal grant is anticipated later this year for the construction phase • Cost estimates • Development of design drawings and specifications to advertise -the project for construction bids • Obtaining WSDOT approval of the plans o This is a state route so WSDOT has approval authority over the designs • Securing agency permits with adjacent jurisdictions (Lynnwood, Mountlake Terrace and Snohomish County) • Right-of-way acquisition o Anticipated right-of-way needed at HAWK signal and potentially at gateway signage Edmonds City Council Approved Minutes July 14, 2020 Page 2 Mr. English advised the total fee is approximately $1,057,000 which includes a management reserve of $50,000 for changes and unforeseen conditions and $89,000 for right-of-way acquisition. Funding for the project includes approximately $600,000 (remaining funds from the $1 million initial funding from the Connecting Washington program), $290,000 in REET funds for a total of $890,000 which is not sufficient to complete the scope of work. The City will receive the remaining $9 million from Connecting Washington in July 2021 and may be able to get an advancement in spring 2021 depending on how other agencies expend their Connecting Washington funds. Those funds are needed to complete the scope. Staff recommends approval on next week's Consent Agenda. Councilmember Buckshnis commented on the completeness of the packet and SCJ's extremely well written scope with deliverables, tasks, etc. She referred to Task 12 in Phase 15, complete and submit WSDOT Local Programs PS&E checklist and deliverables such as an updated crash analysis, stormwater technical memo, pedestrian HAWK signal location recommendation, etc. She asked if SCJ or the City would do the crash analysis and stormwater technical memo. Mr. English answered the consultant will provide that information to the City for review; the City will coordinate with them regarding the content of those documents but the consultant will develop the technical memo and the updated crash history. Councilmember Buckshnis asked if the consultant was preparing the stormwater technical memo because of new stormwater regulations. Mr. English answered that was part of their initial effort in 2018, they prepared a technical memo that addressed Edmonds' stormwater code compared to other cities' codes to determine which are more restrictive. Councilmember Buckshnis referred to Task 3 in Phase 16, prepare draft channelization plans per the Northwest Region Checklist, and asked if that was related to Highway 99, the HAWK signal, roadway design, etc. Mr. English answered channelization plans are the striping and alignment of the lanes and geometrics on Highway 99. Since this is a state route, WSDOT has to give final approval of the channelization. Councilmember Paine agreed with Councilmember Buckshnis regarding the information presented by SCJ Alliance. She was pleased there would be more public outreach along Highway 99, recognizing a project like this could be very disruptive for businesses so the community outreach will need to be high touch. She asked if there would also be traffic signal adjustments, noting flow issues with the traffic signal at Ranch 99 (228t' & Highway 99). Mr. English said signal coordination will be important as the medians will put a heavier burden on intersections due to U-turns. Consideration will be given to adjusting the timing to handle those additional turning movements. Drivers that previously utilized the two-way left turn lane will either go to the intersection or there will be some left turn pockets similar to the ones in Shoreline. Councilmember Paine referred to the large apartment complex under construction in that area with 500 units that will increase pedestrian traffic to/from bus stops, etc. She asked whether signalization would take that development into consideration. Mr. English answered the HAWK signal will hopefully address those issues whether it is located at 234"' or in close proximity. There are no plans to install a full traffic signal at that location. Locating a HAWK signal in that area will provide a safe crossing location for pedestrians reach transit on the other side of the street. In addition to that development, the long range plan for Highway 99 includes more redevelopment along the corridor. There is obviously a need between 228"' and 238"'; this scope of work will determine a recommended location. Councilmember Paine recalled that is 3/4 mile stretch without a crosswalk. Councilmember Olson referred to Task 9 in Phase 15 and her conversation with Public Works Director Phil Williams yesterday. Based on the City's experience the last time a sign was proposed, she suggested adding a new Item 1 that asks for input from citizens and specifically citizens, residents and business on the Highway 99 corridor so time is not spent on design that completely misses the mark on the desired look and feel. Citizens care about this and want to be involved and the sign should reflect what they want. She Edmonds City Council Approved Minutes July 14, 2020 Page 3 suggested a preliminary meeting of the minds with regard to font, color and images before design begins. Mr. English said Mr. Williams relayed their conversation and suggested an advisory committee made up of residents and businesses to provide input for the consultant's use in developing concepts that could then be presented to the public in a public meeting. If there is public input upfront before any concepts are proposed, it will be hard to coalesce and generate concepts. Councilmember Olson agreed with that approach and asked to have it included in the draft scope. Councilmember Distelhorst referred to Phase 11, public outreach, and asked if the website and online open houses were the existing EdmondsCorridor99.org website. Mr. English responded yes, it would be updated to provide more information as there has not been any new information to display since the initial corridor analysis. Councilmember Distelhorst said the website is actually down now. He noted the tasks include translated mailings and suggested the website and online resources also have multilingual capabilities. Mr. English agreed, commenting as the Title 6 coordinator, it was important to him to reach out to all residents. Council President Fraley-Monillas commended the way this agenda item was put together. She pointed out Country Farms is located at 228"' and 238`1 is the Safeway area. She agreed with a HAWK signal somewhere between those streets, pointing out not only is a new apartment complex under construction, there is an existing apartment complex where people often cross the street. With regard to community engagement, Council President Fraley-Monillas said there have been multiple community engagement meetings with citizens on the corridor at the hospital, the clinic, etc. to talk about the City's plans and there was a huge turnout from people who live on the corridor. There was also a Highway 99 advisory committee that she participated on before being elected to Council that existed for 8- 9 years. With regard to the sign, the controversy with the downtown sign was modernizing a historic sign and presentation of only one proposal that cost approximately $25,000. She liked the idea of the consultant developing five sign concepts and having input from citizens, the Council and perhaps businesses. She pointed out a lot of the businesses owners do not live in Edmonds. 3. RELEASE OF UTILITY EASEMENT FOR THE WATERFRONT REDEVELOPMENT PROJECT Mr. English reported this is the release of a utility easement on the Ebb Tide property on Railroad Avenue. The old sewer service that served the Senior Center crossed the Ebb Tide property and connected to the building on the south side on the Ebb Tide's north property line and crossed the Ebb Tide property to the sewer mainline on Railroad Avenue. As part of the Waterfront Redevelopment project, With the demolition of the senior center and construction of a new building, a new sewer service specific to the Waterfront Center building has been installed and is in use so the service that crossed the Ebb Tide property, actually co joined the Ebb Tide property service, is no longer needed. Staff recommends the easement be released as it is no longer needed. 4. POTENTIAL INCLUSION TARGETS Councilmember Distelhorst thanked Mayor Nelson and Council President Fraley-Monillas for suggesting lie work on this project. He recognize Council Legislative Assistant Maureen Judge who did a significant amount of research and also Councilmembers Paine and L. Johnson for reviewing an early draft of his presentation. He explained the City Council often reviews projects that include state or federal funds that have inclusion targets for disadvantaged businesses. However, the City does not have any local targets or any aspirational targets to better promote inclusion of businesses owned by women, veterans, and various minority groups. Tonight, he was seeking feedback from Councilmembers that this is something the Council wants to look at in more detail and then take it to the requisite boards and commissions, local stakeholders and City staff to come up with an actual resolution or ordinance. He reviewed: • Why formally adopt goals? Edmonds City Council Approved Minutes July 14, 2020 Page 4 o Governing research: This guide makes the case for equitable contracting as a transformative practice and will show that a focus on the engagement of diverse contractors and vendors is beneficial not just for those entrepreneurs, but for society at large. o The World Bank Group defines social inclusion as: • The process of improving the terms for individuals and groups to take part in society, and ■ The process of improving the ability, opportunity, and dignity of those disadvantaged on the basis of their identity to take part in society. o Example municipal mission statement (Tacoma): x To create and sustain a competitive and fair business environment for contracting, procurement and consulting opportunities that include small businesses owned by minority, women, and socially and economically disadvantaged people • What can we do in Edmonds? o Set voluntary goals for the city o Work to achieve those targets o Gather feedback to improve and o refine the process o Strive toward equitable results • RCW 39.19: Office of Minority and Women's Business Enterprises o The legislature finds that minority and women -owned businesses are significantly under- represented and have been denied equitable competitive opportunities in contracting. It is the intent of this chapter to mitigate societal discrimination and other factors in participating in public works and in providing goods and services and to delineate a policy that an increased level of participation by minority and women -owned and controlled businesses is desirable at all levels of state government. The purpose and intent of this chapter are to provide the maximum practicable opportunity for increased participation by minority and women -owned and controlled businesses in participating in public works and the process by which goods and services are procured by state agencies and educational institutions from the private sector. • Washington State o Washington's diversity is one of its greatest economic and cultural strengths, yet for fiscal year 2018 only 3.6 percent of the nearly $5 billion that the state spends with the private sector is with small businesses owned by women, minorities or veterans. We need to do better. Diversity in state contracting is good business and good for the state." —Governor Jay Inslee o State voluntary targets: '+ Minority -owned businesses: 10 percent • Women -owned businesses: 6 percent Veteran -owned businesses: 5 percent o Important background reading (Councilmember Distelhorst offered to provide links) ■ Governor's Subcabinet on Business Diversity ■ Washington State Disparity Study - 2019 ■ FAQs • Example: Department of Enterprise Services o The agency goals are: ■ 10% Minority Owned Business certified by the Washington State Office of Minority and Women Business Enterprises (OMWBE) ■ 6% Women Owned Business certified by the OMWBE ■ 5% Veteran Owned Business certified by the OMWBE ■ 5% Washington Small Businesses self -identified in the Washington Electronic Business Solution (WEBS). • Department of Enterprise Services Contract for the Edmonds WWTP project had 0% inclusion targets Edmonds City Council Approved Minutes July 14, 2020 Page 5 o The City adopting its own targets may encourage agencies to set more ambitious goals when they do projects in Edmonds o After discussion with Council, DES was able to add voluntary inclusion targets for the WWTP project WA Department of Enter rise Services Year Total Contractors Certified M/MWBE Certified WBE Certified Veteran Owned % Certified Diverse Vendors 2016 1782 113 199 33 130% 2017 2035 116 125 42 13.9 2018 2280 1 134 1 143 52 1 14.4% "WSDOT fell short of meeting three of four voluntary goals— while making progress on Minority - owned businesses contracting with WSDOT increased, they still missed the WSDOT voluntary goal." -WSDOT report WSDOT's progress on diversity goals: 2016-2019; percentage of Washington State Department of Transportation contracting with diverse businesses 2016 2017 2018 2019 Minori Owned Businesses 3.68% 4.04% 4.82% 5.03% Women Owned Businesses 2.89% 3.84% 3.67% 2.29% Veteran Owned Businesses 0.70% 0.15% 0.24% 0.07% Small Businesses 8.15% L 10.76% 1 11.29% 1 9.45% County -level programs o Snohomish County + The County does not have a preference program for DBE or MBE business. However, some of the County's projects may have federal funding and goals for DBE and MBE participation. Additionally, the County has a strong outreach and training program that encourages, tracks, and seeks to improve the participation of DBE, MBE, WBE, VOB, LGBT, and SBE suppliers o Pierce County ■ Code 2.107.030 Public Works Contracting Requirements: The County will establish the following annual MBE and WBE goals on public works contracts in excess of $10,000: - MBE: 14 percent - WBE: 8 percent o King County Implemented new contracting methods, a small business accelerator and new regional partnerships for small business certification, bolstered by a more efficient and equitable environment that has made it easier for small firms to do business with the county. Sets triennial goals for DBE participation on federal projects. Notable city -level programs or targets o City of Yakima ■ In June 1983, Council passed Resolution No. D- 4816, Women and Minority Business Enterprise Policy. It is the policy of the City of Yakima that women and minority business enterprises shall have the maximum opportunity to participate in the performance of work relating to the City's activities. + "All women and minority business enterprise programs shall include specific goals for participation of women and minority businesses in City projects of at least ten percent (10%) of the total dollar value of City contracts over $10,000." o City of Lynnwood ■ Ongoing project: updating procurement chapter of the City Municipal Code to address inclusion of Diverse Business Enterprises. City hopes to have that adopted by Council later this year (2020). o City of Tacoma Edmonds City Council Approved Minutes July 14, 2020 Page 6 ■ The City is currently transitioning its Small Business Enterprise (SBE) list to Washington State's Office of Minority & Women's Business Enterprise (OMWBE) list. View the vendor certification information. r The next phase of the City's efforts, projected to take place from January 2020 — December 2020, will involve ongoing strategic planning with the City's community partners and, ultimately, implementation of a range of programmatic improvements. o City of Bellevue ■ The Finance Department is leading the Procurement Diversity Inclusion (PDI) Plan in an ongoing effort to maximize equity and opportunity in the procurement process to small businesses, including those owned by women and minorities • Potential path forward 1. Gather feedback from the Diversity and Economic Development commissions, Equity and Justice Advisory Group, local business community, city departments, residents and other stakeholders a) Potential discussion points include formally adopting the state's voluntary goals or developing the city's own targets; utilization of Washington State's Office of Minority & Women's Business Enterprise (OMWBE). 2. Discuss possibilities with the City Administration 3. Bring project forward for Council consideration Council President Fraley-Monillas asked if other cities have a voluntary or mandatory program. Councilmember Distelhorst answered they are all voluntary, there are race and gender neutral which are voluntary and there is race and gender conscious which is mandatory. Council President Fraley-Monillas asked the difference between those. Councilmember Distelhorst answered race and gender conscious means there is usually a small business enterprise program where a small set of projects are set aside and only disadvantaged businesses can bid on them. One of the recommendations in a 2019 disparity study done by the state, was voluntary inclusion plans only work to a certain extent but that framework of having a separate small business enterprise program is not yet in Washington State. Councilmember L. Johnson thanked Councilmember Distelhorst for his work on this, commenting it was a fabulous start. She agreed that diversity, including business diversity, is beneficial for all. Although these inclusion targets are voluntary, she hoped they would be taken to heart and set an expectation of meeting these goals. She looked forward to bringing this back and strengthening it. Councilmember Buckshnis agreed this was a great idea. She recalled former Councilmember Teitzel worked on this two years ago and there were not enough candidates. She supported setting goals, remarking even if there are no candidates now, there may be in the future. The City will have to change its policies and there are a lot of steps to get to that stage. Councilmember Olson thanked Councilmember Distelhorst for working on this, finding it a great idea. She said a small pool of contractors is sometimes a real issue. If the goals are mandatory, the difficulty can be that there are not always qualified contractors available. She urged caution especially in certain specialties. She loved the idea of a voluntary goal; as with anything, keeping things top of mind is key to making change and she was fully in favor of this change. Councilmember Distelhorst relayed the attorney general of Washington spoke about the difference between mandatory and voluntary in attorney general opinion 42 in 2017 which lays out the difference between lifting up a bidder that is not qualified versus evaluating ones at the same level. Councilmember Paine thanked Councilmember Distelhorst for allowing her to review the early version. One of things she experienced at Seattle Department of Transportation before retiring was some of their projects were so big, they had to parcel them out so that minority or woman owned and smaller businesses Edmonds City Council Approved Minutes July 14, 2020 Page 7 can participate rather than trying to take on a $120 million project. Often small or minority or woman owned businesses could not compete on those large projects. She supported moving forward with this. COLIncilmember K. Johnson pointed out there are really two aspects, 1) setting a goal, and 2) having access to qualified businesses. The Office of Minority Business Enterprises has a program to identify qualifying businesses based on the percentage ownership. She suggested Edmonds not set up its own program but utilize the program established by the state. She suggested conferring with Mr. English and possibly take a backward look at all the contract bid proposals over the last year to see how many fit these categories. Based on her experience, not as many businesses who could be provided an advantage bid on contracts. Another issue is how to evaluate a bid contract as there are a lot of factors to consider and she recommended talking with the City's engineers specifically about that. Councilmember Distelhorst answered that is one of the things that the City of Tacoma did; they used to have their own database, but are moving to the state database which was another recommendation in the disparity study. It is much more efficient when all cities/counties use the same database. Mr. English explained federally funded projects have a mandatory goal. The state looks at the size of the job, different journeys as far as the works within the project, whether it has multiple different trades. That can either raise or lower the mandatory goal on a construction project. This is done on a limited scale now, but not on the locally funded projects. In general although it has not been tracked, a lot of the firms the City works with would the meet goals in Councilmember Distelhorst's presentation even without a program. 5. ORDINANCE AMENDING RESIDENTIAL PARKING ZONE REGULATIONS City Clerk Scott Passey explained the current Edmonds City Code requires a notarized signature for a complete residential parking permit application. Because the City requires other forms of signed identification as part of the permit application including a driver's license and vehicle registration, the signature notarization has become an unnecessary requirement. The goal is to make permitting processes more convenient and accessible to the public by putting them online or via email correspondence rather than requiring visits to City Hall and in person signatures and notarization. The attached ordinance would remove the notary requirement, allowing staff to streamline the permitting requirements. Councilmember Paine expressed support for cleaning up and removing the requirement for notarization. She encouraged the City to look at the permit parking rates, commenting it is a bargain and well worth more money. 6. ORDINANCE AMENDING ECC 1.03 RELATED TO POSTING AND PUBLICATION OF NOTICES Mr. Passey explained the City currently posts official city notices of meetings, etc. at three locations, the Civic Center/Public Safety Building, Edmonds Public Library and the post office. When the post office was remodeled, they no longer provided a public bulletin board for this purpose. In addition to posting at these three locations, it has been staffs practice to post notices at City Hall due in part to a requirement under the Open Public Meetings Act (OPMA) to post notice of special meetings at the main entrance of an agency's principal location- as -well as the -meeting site which typically is the Public Safety Building. The proposal is to amend the current code with an ordinance to strike the post office as a posting location and insert City Hall as the new posting location. The ordinance is included in the Council packet. The intent would be to pass the ordinance on the next available Consent Agenda. Councilmember Olson referred to an email from a citizen and suggested Mr. Passey ensure the cross references they identified used the same language to refer to the Edmonds Civic Center, noting it is sometimes called the Public Safety Complex. Mr. Passey said his focus was the code section that pertains the work in the Clerk's office. Edmonds is the oldest city in Snohomish County and there is a lot of code Edmonds City Council Approved Minutes July 14, 2020 Page 8 that needs to be updated. Although some do not like the piecemeal approach, the City does not have the capacity to do it all at once. He would need to scan the entire code to find all the references, check with the staff who administer those codes regarding a change, etc. This could be accomplished two ways, 1) take longer to update the code by searching for all the references, or 2) do the proposed piecemeal change and make further changes in the future. Councilmember Olson asked if it was referred to as the Public Safety Complex. Mr. Passey said he has heard it called both. The sign says Public Safety Complex; others call it the Civic Center because that is how it is referenced in the code. Councilmember Olson suggested the administration have a meeting of the minds about the current name for the building and as changes are made, the name be consistent. Mr. Passey said he could look at references to the building on the City's website, he tends to think it is the Public Safety Complex. Councilmember Olson favored a piecemeal approach to changes like this if there is not an option to change all the references. Mr. Passey agreed he would change Civic Center to Public Safety Complex in the ordinance for next week. Councilmember K. Johnson said the old Civic Center complex was bulldozed and the new Public Safety Building was built. She assumed the code referred to the old complex and it can be revised to refer to the new building. Council President Fraley-Monillas said she has heard the building called the court and chambers. She agreed there should be one standard name for it and perhaps it was up to the administration to figure out the name. She echoed Councilmember K. Johnson's comment that the previous Civic Center was bulldozed. PRESENTATION REGARDING MEETING MINUTES Mr. Passey said Council President Fraley-Monillas asked him to put together a presentation on meeting minutes. He reviewed: • Minutes - Best Practices o Based on the recommendations of Professional Registered Parliamentarian Ann MacFarlane, of Jurassic Parliament fame. The points in this presentation are taken directly from her book "Mastering Council Meetings." o Purpose of Minutes: ■ To preserve an accurate record of the governing body's actions. Minutes are retained permanently per State law and serve as the official record of the actions of the governing body. o Action Minutes ■ It is considered a best practice to use "action minutes," in which actions are noted briefly and simply. ■ Minutes of this type will include the following items: - Place of the meeting - Time the meeting started and ended - Members present and absent - The fact that a quorum was present - Text of all main motions and their disposition (passed, failed, referred to a committee, postponed, etc.) - If amendments were made, the final version of the motion as amended - Any points of order and their resolution - If the council went into executive or closed session, the time of entering and the time of leaving such session - If public comment is made, it is ordinarily sufficient to note the fact Edmonds City Council Approved Minutes July 14, 2020 Page 9 — Some councils include the names and addresses of those who spoke and some go even further, summarizing the remarks that members of the public make o Summary Minutes • If council desires more detailed minutes, another option is "summary minutes." ■ These minutes include a brief listing of the chief arguments for and against different motions, without attribution to any individual. ■ The clerk or minutes writer must have the capacity to extract those key points from what is said, which can be a challenging task. o Detailed Minutes ■ The least desirable option is "detailed minutes." This type of minutes is sometimes called "verbatim minutes," which really should apply only to minutes taken by a court recorder who captures every word. ■ In this type of minutes, individual remarks are included along with the name of the person who made them. ■ Detailed minutes are undesirable for several reasons: 1. If legal questions arise, delving into the remarks that were made can complicate the council's defense of its actions. 2. Cities must spend substantial time and money on recording such minutes. 3. Reviewing, amending and approving detailed minutes can take up time that would be better spent on more productive activity. 4. In searching earlier records, it is hard to extract the key items from among the pages of verbiage included in detailed minutes. ■ The prevalence of audio and video recording today makes it even more unnecessary to invest time and energy in preparing detailed written records of "who said what to whom." Minutes o Note: While audio and video recordings can be interesting and helpful to refresh one's memory, such recordings cannot substitute for written minutes, • Key Points about Minutes: o Minutes are not approved at a special meeting, but are held over until the next regular meeting. o Minutes should not include the name of the seconder of the motion (unless law or regulation requires it). o Minutes should not include routine procedural motions, such as approving the agenda or moving to recess o A motion that has been withdrawn is not ordinarily included in the minutes • Final Point about Minutes o Minutes are not meant to be a "he said, she said" -type record. Minutes should be a record of "what happened," not "what was said." When viewed in this light, it helps emphasize what is important, and what is not important, to include in the minutes. * Minutes in Edmonds, WA o City Council minutes are considered "detailed minutes." This minutes style was adopted years ago. o City staff have received little input or direction from the Council about the content of its minutes. o If the Council wishes to direct any changes, it may be advisable to adopt a standing rule outlining what should be included in the Council's minutes. Mr. Passey said if the Council wanted to direct a change, a fitting place for that policy was in the Council Rules of Procedure which were on the Council's agenda next week. Councilmember Buckshnis said the Planning Board also does detailed minutes. She recalled this had been addressed within the last decade; the City has been doing detailed minutes for as long as she has been Edmonds City Council Approved Minutes July 14, 2020 Page 10 reading minutes which has been 15-20 years. Personally she thought with the Zoom process things got out of control, but she was old school and preferred to read the minutes. She had a lot of respect for Ann MacFarlane and could understand where she was coming from. She summarized she enjoyed reading the detailed minutes. Councilmember L. Johnson commented the clarification was very helpful for her. She would appreciate seeing this as part of the Council Rules of Procedure as it would be helpful for existing and incoming Councilmembers as well as community members. Council President Fraley-Monillas thanked Mr. Passey for putting this information together following their discussion. She wanted to ensure the Council understood the difference between summary notes and detailed so there was some clarity. There was a lot of discussion recently on minutes where things were left out and there were some errors. Councilmember Olson said some citizens who have hearing impairments have asked for closed captioning. She wondered if that had been considered along with the approach to minutes. Mr. Passey said that had been discussed internally. There is a certain threshold where the City has to provide closed captioning and there is a price associated with doing that. That may be a good topic of discussion for the Council to ensure that Council meetings and actions are widely disbursed to the entire community. Councilmember Olson said she would talk with Mr. Passey further about that topic. Councilmember Buckshnis said Councilmember Olson brings up good point for people who are hard of hearing. She knew of some very experienced older people who enjoy reading the minutes which is the reason the detailed minutes have been kept for a long time. The committee minutes and other boards and commission minutes were changed from detailed minutes. Council President Fraley-Monillas said this also brings up the issue of sign language and providing information in different languages. It all falls in the same category, how is the City transcribing what it is doing for people where English is not their first language. Sign language is normally used for the deaf and hard of hearing community but closed captioning is probably cheaper. She summarized providing accessibility for Edmonds residents is a big subject. Councilmember K. Johnson said she recently talked to someone who is hearing impaired and lie said Zoom does not allow for close captioning at this time. Perhaps this is an issue for when the Council resumes its regular meetings. Councilmember L. Johnson raised a point of personal privilege. She said she was choosing her words carefully and was shocked by some of tonight's comments. As someone who works closely with the youth in the community and the mom of three young people aged 14, 17, 20, she has a pretty good connection with the youth and could confidently state that the student rep is in the minority with his comments. The majority of the youth in our community support anti -racist work and do believe that Black Lives Matter. For that she was both hopeful and thankful. 3. ADJOURN With no further business, the Council meeting was adjourned at 9:26 p.m. MICHAEL NELSON, MAYOR J SCOTT PASSEY, CITY CLERK Edmonds City Council Approved Minutes July 14, 2020 Page 1 ] reading minutes which has been 15-20 years. Personally she thought with the Zoom process things got out of control, bul she was old school and preferred to read the minutes. She had a .lot of respect for Ann Macfarlane and could understand where she was coming from, She surrrnrarized she enjoyed reading the detailed minutes. Councilmember L. Johnson commented the clarification was very helpful for her. She would appreciate seeing this as part of the Council [pules of Procedure as .it would be helpful for existing and incoming COUncilmembers as well as community. members. Council President Fraley-Monillas thanked Mr. Passey for puttingthis information together Following their discussion. She wanted to ensure the Council understood the difference between summary notes and detailed so there was some clarity. There was a lot of discussion recently o❑ minutes where things were left out and there were some errors. Councilrneniber Olsen said sonic citizens who have hearing impairments have asked for closed captioning. She wondered if that had been considered along with the approach to minutes. Mr. Passey said that had been discussed internally. There is a certain threshold where the City has to provide closed captioning and there is a price associated with doing that. That may be a good topic of discussion [or the Council to ensure that Council meetings and actions are widely disbursed to the entire community, Councilmember Olson said she would talk with Mr. Passey ft.trther about that topic. Councilmember I3rtcicshnis said Councilmember Olson brings up good point for people who are hard of hearing. She knew of some very experienced older people who enjoy reading the minutes which is the reason the detailed minutes have been kept for a long time. The committee minutes and other boards and commission minutes were changed Crom detailed minutes. Council President Fraley-Monillas said this also brings up the issue of sign language and providing information in different languages. It all fails in the same category, how is the City transcribing what it is doing for people where English is not their first language. Sign language is normally used for the deaf and hard of hearing community but closed captioning is probably cheaper. She summarized providing accessibility for Edtnonds residents is a big subject. COlmeillnerrlber.K. Johnson said she recently talked to someone who is ]rearing impaired and he said Loom does not allow for close captioning at this time. Perhaps this is an issue for when the Council resumes its regular meetings. Councilmember L. Johnson raised a point of personal privilege. She said she was choosing her words carefully and was shocked by some of tonight's comments, As someone who works closely with the YOUth in the community and the mom of three young people aced 141, 17, 20, she has a pretty good connection with the youth and could confidently state that the student rep is in the minority with his comments. The majority of the youth in our community support anti -racist work and do believe that: Black Lives flatter. For that she was both hopeful and thankful. ADJOURN With no further business, [lie Council rileeting was adjourned at 9:26 p,rn. Ml.. AEL NELSON, MAYOR SCD SSEaITYL FArrumds City Council Approved Minutes July 14, 2020 Page 11