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03/14/2014 City CouncilEDMONDS CITY COUNCIL RETREAT APPROVED MINUTES March 14 —15, 2014 The Edmonds City Council retreat was called to order at 9:02 a.m. on Friday, March 14, 2014 by Council President Buckshnis in the Brackett Meeting Room, City Hall, 121 5' Avenue North, Edmonds, Washington. The meeting was opened with the flag salute. ELECTED OFFICIALS PRESENT Friday, March 14 Dave Earling, Mayor Diane Buckshnis, Council President Lora Petso, Councilmember Strom Peterson, Councilmember Joan Bloom, Councilmember Kristiana Johnson, Councilmember Adrienne Fraley-Monillas, Councilmember ELECTED OFFICIALS PRESENT Thomas Mesaros, Councilmember PUBLIC PRESENT Friday, March 14 Bruce Witenberg Ron Wambolt Harry Gatj ens Ken Reidy Phil Lovell Kevin Zweber, Fire Inspector, FD 1 David Chan, Commissioner, FD 1 1. ROLL CALL STAFF PRESENT Friday, March 14 Al Compaan, Police Chief Stephen Clifton, Comm. Serv./Econ. Dev. Dir. Phil Williams, Public Works Director Scott James, Finance Director Carrie Hite, Parks & Recreation Director Rob Chave, Acting Development Services Dir. Bertrand Hauss, Transportation Engineer Ryan Hague, Capital Projects Manager Kernen Lien, Senior Planner Carolyn LaFave, Executive Assistant Jeff Taraday, City Attorney Scott Passey, City Clerk Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder City Clerk Scott Passey called the roll. All elected officials were present with exception of Councilmember Mesaros. 2. OPENING REMARKS Council President Buckshnis welcomed everyone, stating there were no bad questions or comments. The intent was to brainstorm ideas and determine goals for the upcoming year. 3. APPROVAL/AMENDMENTS TO AGENDA COUNCILMEMBER PETERSON MOVED, SECONDED BY COUNCILMEMBER JOHNSON, TO APPROVE THE AGENDA. MOTION CARRIED UNANIMOUSLY. Edmonds City Council Retreat Approved Minutes March 14-15, 2014 Page 1 Mr. Williams described an area near Dayton & SR-104 where a sinkhole developed and investigation discovered highly treated effluent leaking into the soil, a catch basin and the marsh. Staff is developing a plan to repair it, including meeting today with a vendor to develop a project. He responded to Council questions. 4. CODE UPDATE AND REVIEW Acting Development Services Director Rob Chave explained funds were allocated in the 2013 budget and the City contracted with attorney Carol Morris to review the code. The packet includes some of her work products including, 1) template/model code chapters, and 2) comments/suggestions as a result of her legal analysis of the City's existing code. The upcoming budget amendment includes funds not used in 2013 that will be carried forward into the 2014 budget to be combined with the $75,000 allocated in 2014. Code Publishing's work may only cost $10,000-15,000, leaving approximately$100,000 to hire a consultant to help complete the rewrite this year. Before proceeding, the update will be discussed with the new Development Services Director Shane Hope. The intent of the budget amendment is to assemble the funding so it is in place when Ms. Hope joins the City. Mr. Chave reported the subdivision code also needs to be updated for internal and external consistency; the model code for subdivisions provided by Ms. Morris will be an excellent place to start. The sign code is another area of code that needs significant update. He described chapters/information that will be presented to the Council for input prior to Planning Board review. Mr. Chave responded to Council questions and Council comments were made regarding the work Ms. Morris is doing, mechanism for public and Council input, public outreach as part of the Planning Board process, concern the public will not be involved at the Planning Board level, integrating the subdivision and PRD codes, code mapping, online streaming of Planning Board meetings to keep the public informed of the process, balancing the creation of a public process with completing the code rewrite in a timely manner and form based code. Summary: • Schedule a joint Council/Planning Board work session regarding the sign code and to review Ms. Morris' comments/suggestions, etc. prior to forwarding chapters to the Planning Board • Online streaming of Planning Board meetings (being considered by Parks, Planning & Public Works Committee) • Parks, Planning & Public Works Committee review Ms. Morris' input • Schedule Council work session on April 22 with new Development Services Director Shane Hope regarding the code rewrite • Assemble the packet with Ms. Morris' memo following the agenda memo 5. UPDATE ON STRATEGIC ACTION PLAN - INFORMATION ON ACTION ITEMS RELATED TO CITY COUNCIL Community Services/Economic Development Director Stephen Clifton distributed a spreadsheet prepared by Darrol Haug that summarizes action items within the plan. The packet also contains the Strategic Plan in which every mention of the City Council is highlighted. He described the process of hiring a person/firm to contract with the City on a part-time basis for a period of one-year to assist with implementation of the Strategic Action Plan. Once a person/firm has been selected, a scope of work will be developed. He invited input on how the Council envisioned the contractor working with the Council on the implementation of plan actions. He also suggested the Council identify action items they want to focus on during the next year. Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 2 Council comments included: • Coordinate issues in Strategic Plan, envision this person communicating with stakeholders and pulling things together • Envision consultant taking direction from Mr. Clifton's office • Establish mechanism for the person to coordinate with the Council • Brief the Council throughout the process • Concern with devoting City resources to low priorities in the Plan that citizens do not want, need to identify those items • Establish tracking method to identify status of actions such as those that have been accomplished/implemented, i.e. forming the BID • Economic Development Strategic Action Plan Committee work with contractor to monitor status of items • Quarterly reports to Council 6. REPORT ON SENIOR CENTER STRATEGIC PLAN Council President Buckshnis explained a presentation was provided at Parks, Planning & Public Works Committee meeting. Next Tuesday's Council agenda will include consideration of an updated resolution. Phil Lovell, representing the Senior Center membership, Board and the Center's Strategic Action Committee, introduced this item, commenting on the long, viable relationship/partnership between the Edmonds Senior Center and the City. He noted the following information was well received at a Senior Center membership meeting. Ferrell Fleming, Senior Center Executive Director, explained the goal is to build a new state of the art "Edmonds kind of senior center on the present waterfront site. The structure will take full advantage of the magnificent views and be a resource to the whole community. The intent is for the building to function as senior center weekdays 8:00am-4:00pm with community use in off hours and weekends. The greater the proposed use, the greater support toward funding and operating the new facility. To the question of why a new building, he explained: • Cost of significant refurbishment too high — 2007 structural survey • Two choices: 1. Band -aid existing building and hope for the best 2. New building He described advantages of a new building: • Secure building envelope • Level floors throughout • Designed to accommodate new programs • Meet contemporary seismic standards • Takes maximum advantage of views with dramatic vistas from almost every room • Meet high green building standards • It will welcome people and invite them in • State of the art technology • Would be used by entire community • Coffee shop, cafe meeting places for all ages • Increased parking • Increased view corridors • Health & Wellness Wing with one-on-one spaces • A really good dance/exercise floor Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 3 • Dramatically increased rental income • More Parks & Recreation programs • Lower maintenance costs • It will maintain the senior center on this site • All of Edmonds would be proud of it Mr. Fleming commented on the context: • City's Strategic Plan o City's Strategic Plan 3a.1: "Develop long term solution for maintaining and updating the senior center." (Leads: Senior Center & Parks and Recreation Department) Very high • City's PROS Plan (2014) 0 LD Consider new strategic partnerships with -the Edmonds Senior Center ... that would increase recreation opportunities for Edmonds residents in accordance with this PROS Plan. 0 2.Y Work with the Edmonds Senior Center in developing a long term solution for upgrading and maintaining the Senior Center City's CFP (2014) o Project Description: Replace and enlarge deteriorating Senior Center building complex on the City waterfront o Project Benefit/Rationale: This facility is at the end of its useful life. The floors are continuing to settle which poses significant renovation costs. In addition, the facility requires structural reinforcement to withstand a major earthquake. o Schedule: Contingent on procuring the necessary funding from grants and other sources (2019-2025) Mr. Fleming commented on the partnership with the City: • The City/Center partnership is 46 years old • Project must recognize financial limitations of City • Current strategy envisions the Senior Center funding the facility's replacement on City's land parcel granted under a long term lease arrangement • Land to remain regional park with beach access • Possible model: East County Senior Center (Monroe) where nonprofit built, owns, and maintains the building, City owns land, Center has ground lease Mr. Lovell commented on the Fundraising Capital Campaign • Exploring creating a Senior Center Foundation to manage campaign • The Foundation would involve Boomers • Many naming opportunities • Grants (particularly WA State) and large donors will drive success • Initial WA Capital Grant application — June 2014 He also described elements of a feasibility study process: • Agreements with City • Legal — Shoreline Management Program • Programs of new senior/community center • Architectural — conceptual drawings • Fundraising: Foundation & capital campaign • Community input • Feasibility Study Timeline 2014 o January — Special Membership Meeting o February — Hired lawyer and two architects Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 4 o March — Legal work, presentations to City, conceptual drawings by architects, Center's Annual Membership Meeting o April — Community Forums o May — Feasibility study completed o June — Board Decision, WA Capital Grant App Mr. Lovell and Mr. Fleming responded to Council questions and discussion ensued regarding the location of the site in a seismic hazard zone, parking, pedestrian overpass, current funding of the Edmonds Senior Center, expanding park aspects in the design to increase the City's interest, enhancing public access/use of the beach, intent for the non-profit to raise 100% of funds and generate sufficient revenue to maintain the facility, establishing a process to consider other proposals/concepts for that property, resolution on Tuesday's Council agenda that updates two previous resolutions, seeking community input on site elements, size of the site, maximizing the views and site elements, existing zoning and building heights, potential public/private partnership funding, developing an alternate plan to continue building functions if a new facility is not feasible, senior center as a high priority in the Strategic Action Plan and encouraging public/other potential users to provide input to senior center. Mr. Fleming summarized this is the senior center's response to the charge they were given via the Strategic Plan to take the lead on a long term solution to the senior center. Summary: Resolution on March 18 Council agenda updating two previous resolutions. 7. DISCUSSION REGARDING GREEN RESOURCE CENTER Councilmember Peterson described the intent of the Green Resource Center. Discussion followed regarding physical changes that have been made and their cost, the amount allocated in budget, Bellingham as an example and establishing green resource incentives. The configuration of the area will be finalized once Ms. Hope joins the City. 8. TRANSPORTATION FORECASTING INCLUDING RE-ESTABLISHING THE TRANSPORTATION COMMITTEE Council President Buckshnis relayed $1.2 million was allocated for overlays in the 2014 budget. Topics for discussion include whether the Council wants to establish an annual set aside for streets and if so, how to fund it. Mayor Earling explained the $1.2 million allocated in the 2014 budget is a start; there is a lot to catch up on for the years when no funding was allocated for street overlays. It has been estimated that $1.5 million will be necessary for the next 10 years to catch up. He emphasized the need to identify a stable funding source for street overlays for a period of time. Mayor and Council comments/suggestions included: • Continue the annual allocation, not opposed to 3-year levy for paving • Overlays are an essential service, need to make it a priority • Voters defeated the proposed additional TBD fee • TBD vehicle fee versus property tax levy • Reallocate REET revenue to provide more for streets • Reestablish Transportation Committee to address funding sources for pavement restoration • Research where levies are passing and what makes them pass • Establish Transportation Committee, consider reallocating REET • Have Planning Board Members and City Councilmembers on Transportation Committee Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 5 • Not interested in reallocating REET • Do not support reestablishing Transportation Committee because they wanted to establish priorities when much of that is grant dependent or dependent on other issues • Transportation Committee could discuss funding sources • Transportation Committee could address citizen complaints/concerns regarding crosswalks, sidewalks, etc. • The Transportation Committee's charge will not be selecting what streets are paved; paving priorities must be staff/consultant-driven • Need to identify funding for entire transportation network, not just overlays Councilmember Johnson read the purpose of the Transportation Committee: 1) monitor and make recommendations relative to motorized/non-motorized transportation issues, systems and funding; 2) contribute input to the City's Transportation Comprehensive Plan and updates to this plan and monitor efforts to implement improvements detailed in the Plan; and 3) to enhance communication with public in regards to transportation needs. Summary: • It was the consensus of the Council to establish a new Transportation Committee, no Councilmember on the committee and to use the existing purpose. • Finance Committee to discuss an annual set aside for pavement overlay. • Funding for Transportation Committee to include support for minute taking. The retreat was recessed for lunch from 12:15 p.m. to 1:03 pm. 9. DISCUSSION REGARDING CITY COUNCIL CONSULTANT SERVICES TO IMPROVE COMMUNICATION BETWEEN COUNCIL MEMBERS AND COUNCIL MEMBERS AND ADMINISTRATION Councilmember Peterson reported he, Councilmember Fraley-Monillas and Ms. Hite interviewed a few consultants and determined Mr. Reid would be the best fit. He briefly described Mr. Reid's background. Mr. Reid relayed three things he wanted the group to know about him: 1. He enjoys working with elected officials and he loves government, public policy and politics. His approach is respectfully and understands the pressures elected officials are under. 2. He loves this work. His business' three areas of expertise/focus are strategic planning, mediating public policy and workplace disputes, and coaching/leadership development. 3. He is fun to work with, respectful, good at keeping confidences, and a good listener, synthesizer and sounding board. Mr. Reid responded to Council questions regarding his leadership style, the process he envisioned, confidential interviews, and workshops. Mr. Reid reviewed his proposed scope of work: • Confidential interviews of Council, Mayor and Directors • Workshop to discuss/explore individual and collective leadership style • Two more workshops 2-4 weeks apart • Produce five work products: 1. Cultural statement 2. Clarification of roles and responsibilities 3. Ground rules/protocols regarding how to work together and make decisions 4. Communication protocols 5. Better understanding of interests, learning/decision/leadership style Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 6 Discussion followed regarding whether to interview the Councilmember who recently retired, venting versus moving forward, interrelationship between administration and the legislative body, discussing progress every 3 months and scheduling 1-3 hours at an annual retreat to discuss progress. Mr. Reid invited Councilmembers and Directors to identify outcomes they were hoping for: • Communication is an important part, how and why people communicate, building trust, clarifying roles and responsibilities for staff and Council • Build level of trust so work more effectively as a team. Suggest interview director who resigned recently • Distrust by citizens in processes and how the Council makes decisions, information the public receives • Look at issue of public process, open government, how making decisions that affect citizens, how incorporating their input and how communicating their input. Keep citizens in mind at all times • Need to look backward in order to do things better • Stay get away from negativity, move forward, resolve lack of trust • Concern with seeking input from past Councilmember, Director • History/back story the past Councilmember and Director can provide • Need good understanding of the roles of administration and Council, staff provides honest answer but a Councilmember may not agree with it • Maintain sense of professional decorum, current image of government in Edmonds is not healthy • After interviews completed, rely on Mr. Reid's professional opinion regarding who else needs to be interviewed • Create trust, communication. Deliverables allow future Directors and Councilmembers to determine direction • Consider how to be more effective and efficient • Traditional way of conducting meetings — open to new ideas • Learn how to work with fellow Councilmembers, Mayor and Staff. • Enjoy working with Council, aware Councilmembers have a difficult job. Want to help, requires trustful relationship, ability to speak honestly • See job as making Council's job easier, make informed decisions. Need tools and procedures to do that • Staff s role is to accomplish goals in plans, bring policy decision points to Council and take direction from the Mayor • Develop trust to make better decisions • Build trust; trust earned via conduct • United we stand, divided we fall. Trust affects voters' approval of levies • Determine priorities • A lot of tension due to divergent interests. Identify what want to work together on • Should have more frequent retreats • Optimistic there is common interest • Trust and respect lacking. Need rebuild trust and respect between ourselves and citizens • Want citizens to view city as team working for common good rather than divergent personalities • Miss discussion about big questions, too much focus on small things, easy to get conflicting opinions. Talk about and get agreement big issues; if do that, small issues go away Summary: Ms. Hite will work with Mr. Reid to schedule 1-2 days for him to conduct interviews at City Hall. (Councilmember Petso left the retreat at 2:20 p.m.) 10. COMMITTEE ASSIGNMENTS Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 7 The following changes were made to committee assignments: • Community Technology Advisory Committee (CTAC) — removed from the list of Council appointments as it was agreed there was not a need for a Council representative on this committee • City Wide Parking Committee — removed from the list of Council appointments as it was agreed there was not a need for a Council representative on this committee • Historic Preservation Commission — it was agreed there would be one assigned Councilmember and one alternate (Councilmember Johnson will be the alternate for 2014) • Transportation Committee: new committee added, Councilmember Peterson appointed for 2014 Councilmember Bloom posed the idea of a Diversity Commission. Ms. Hite advised few small cities have a Diversity Commissions; smaller cities often incorporate this issue via adopting a diversity statement and providing training for councilmembers and board/commission members. A brief discussion followed. Councilmember Johnson suggested having a Council liaison to the Arts Commission. A brief discussion followed regarding the value a Council liaison could add, a preference to ask the Arts Commission whether they wanted a Council liaison and the role of boards and commissions as advisory to the Council. Summary: • Public Safety & Personnel Committee will discuss developing a diversity statement. • Frances Chapin will ask the Arts Commission if they want a Council liaison. If they do, Councilmember Johnson volunteered to serve as the liaison in 2014. • Council President Buckshnis will confirm that Councilmember Mesaros' appointments fit his schedule. 11. DISCUSSION REGARDING A YOUTH COORDINATOR Councilmember Bloom recalled when she suggested allocating funds for a volunteer coordinator during the budget process, Ms. Hite brought up the idea of a youth coordinator. Councilmember Bloom wanted to discuss this at the retreat in preparation for considering a position in the 2015 budget. Ms. Hite recalled one of the interests was to involve youth and create opportunities for youth to be involved. She commented on youth coordinator models in other cities to engage youth in government such as establishing a Youth Council, a group of youth that discusses interests/concerns of youth, creates work plans and brings them to the Council. She noted the current Student Representative positions are difficult to recruit and retain and is not a model for success. She described the Kirkland, Redmond and Bellevue Youth Councils; their efforts include an annual Youth in Government Day, Youth Summit, Teen Traffic Court, establishing a teen center, developing "We've Got Issues" videos that air on the government channel, and youth employment programs. Ms. Hite estimated the cost of a part-time youth coordinator position with benefits to be $40,000 - $50,000 plus some operating funds. Discussion followed regarding starting with a part-time position and slowly ramping up, including a youth coordinator as a decision package in the 2015 budget and researching programs in other cities Edmonds' size. 12. AUDIENCE COMMENTS Ron Wambolt, Edmonds, referred to the consultant hired to assist with the Council's relationships and said he did not plan to attend the workshops in order to give Councilmembers and staff some privacy. Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 8 Bruce Witenberg, Edmonds, relayed the Economic Development Commission Report he provided Council in February includes a link to a spreadsheet prepared by EDC Commissioner Nathan Proudfoot updating the progress on Strategic Plan action items. The spreadsheet will be periodically updated. Next, he was pleased the Council has gone public with the problems they are having with each other, the mayor and staff by hiring a consultant. In an effort to enhance its image with citizens, he suggested the Council acknowledge retiring board and commission members at the first meeting each year. He requested the Council provide more details when making a motion to approve a settlement following an executive session. He also requested the public be informed of significant developments with regard to litigation. The first day of the retreat concluded at 3:48 p.m. SATURDAY, MARCH 15, 2014 — CALL TO ORDER Council President Buckshnis called the second day of the retreat to order at 9:00 a.m. The meeting was opened with the flag salute. ELECTED OFFICIALS PRESENT Dave Earling, Mayor Diane Buckshnis, Council President Lora Petso, Councilmember Strom Peterson, Councilmember Joan Bloom, Councilmember Kristiana Johnson, Councilmember Adrienne Fraley-Monillas, Councilmember Thomas Mesaros, Councilmember PUBLIC PRESENT Bruce Witenberg Ron Wambolt Ken Reidy Val Stewart 1. ROLL CALL STAFF PRESENT Al Compaan, Police Chief Stephen Clifton, Comm. Serv./Econ. Dev. Dir. Phil Williams, Public Works Director Shane Hope, (future) Development Services Dir. Scott James, Finance Director Carrie Hite, Parks & Recreation Director Rob Chave, Acting Development Services Dir. Jeff Taraday, City Attorney Scott Passey, City Clerk Jana Spellman, Senior Executive Council Asst. Jeannie Dines, Recorder City Clerk Scott Passey called the roll. All elected officials were present. 2. OPENING REMARKS Council President Buckshnis commented yesterday went well and she was happy everyone was participating. 3. APPROVAL/AMENDMENTS TO AGENDA COUNCILMEMBER PETERSON MOVED, SECONDED BY COUNCILMEMBER JOHNSON, TO APPROVE THE AGENDA. MOTION CARRIED UNANIMOUSLY. Updates Mr. Williams reported holes have been opened at Dayton & SR 104 to expose the pipe. A concept for a smaller, less expensive repair has been identified; if it is not feasible, a larger project may be required. The volume of leak has been substantially reduced. He will keep the Council updated. Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 9 Ms. Hite circulated a sign-up sheet for interviews with Mr. Reid. Mayor Earling introduced and welcomed Shane Hope who will be joining City as the Development Services Director in early April. 4. HIGHWAY 99 DISCUSSION Mr. Chave referred to information in the packet, explaining many jurisdictions are planning for and/or have made changes to their development codes to encourage transit -oriented development in highway corridors such as Highway 99. Although the City's plans for many years have called for focusing a lot of new growth on Highway 99, there are some zoning impediments including the requirement that residential mixed use in the CG and CG2 zones have two stories of commercial. The Planning Commission recently discussed with the Highway 99 Task Force how to promote transit oriented development on Highway 99; benefits of encouraging residential on Highway 99 include eyes on the street, creating a neighborhood/community feel, etc. He summarized the timing is right to do something this year. Councilmember Fraley-Monillas reported on field trips she took with developers to identify problems with developing on Highway 99; the biggest problem is restrictive zoning. Residents in neighborhoods adjacent to Highway 99 have asked her to hold community meetings to discuss issues on the Highway 99 corridor, from parking to crime. She sought the Council's agreement for the Planning Board to begin looking at this issue. Mr. Chave commented the Planning Board's effort would be exploratory at the beginning such as making the code more flexible, eliminating restrictions such as the 2-story commercial requirement, developing more flexible parking standards, etc. Discussion followed regarding public improvements Shoreline has made on Highway 99, development occurring in Shoreline that has replaced some less desirable uses, interest from property owners in redeveloping or adding to existing development, public improvements on Highway 99 in Edmonds such as the International District lighting, Edmonds' capital request to the legislature for Highway 99 improvements, past transportation improvements on Highway 99 in Edmonds' jurisdiction, interest in residential over businesses in the International District, concern with shortening the process before other issues are addressed, fear that development could occur before issues are address holistically, mixed use that works versus vacant space on the first floor and clarifying what is meant by TOD such as whether that means no parking, maximum density with small units, etc. There were also comments about a mixes of uses versus mixed use, medians on Highway 99 in Shoreline that blocked business access, flexible zoning to allow areas with and without mixed use, incorporating affordable housing and flexible parking standards, flexible zoning via a development agreement, creating a cohesive feel on Highway 99 as city boundaries are not apparent to the public, concern with mixed use in the same building as residential, affordable housing in Ballard with small units and shared indoor and outdoor spaces, concern with reducing/eliminating parking in TOD, creating a path through which development can come to Edmonds, median improvements in Shoreline that provide access control as well as aesthetic improvement, support for moving forward with a code amendment to remove the 2-story commercial requirement on Highway 99 and drainage issues in the Lake Ballinger area. Discussion continued regarding affordable housing being a low priority in the Strategic Plan, concern with incentivizing affordable housing, a preference with developing a unified plan for form based code first, a preference for public spaces rather than shared private spaces, doing transportation and zoning planning together, TOD within 1/4 mile of Swift stations, crime on Highway 99, using Park Impact Fees for recreational facilities to accommodate growth on Highway 99, young people's interest in living in mixed use areas with higher density, desirability of commercial spaces around transit centers, concern Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 10 development will go to other cities, using low impact development techniques to improve the current stormwater situation and pedestrian improvements that will occur with development. Summary: March 25 workshop with the Planning Board to discuss potential zoning code amendment to remove requirement for two floors of commercial from the CG and CG2 zones, Ms. Morris' comments/suggestions regarding the code rewrite and the sign code. 5. DISCUSSION REGARDING GRANTS AND THE GRANT PROCESS Ms. Hite explained the touch points for the Council with regard to grants include adoption of the Comprehensive Plan and planning documents, adoption of the Strategic Plan, during the budget process and during adoption of the Capital Improvement Program (CIP) and Capital Facilities Program (CFP). Staff reviews planning documents and includes projects in the CIP/CFP for consideration and approval by the Council following public hearings. City staff then pursues grants to maximize and leverage CIP funds. Most grants need a match; all grants should be for projects in the City's adopted plans. This is a common process for cities. Recreation Conservation Office (RCO) grants, primarily for park projects, require a Council resolution that states the city has the matching funds. Mr. Williams advised another touch point for Council is approval of the grant contract accepting the grant offer. Council and staff discussion followed regarding projects in the CIP without a detailed design, grant requests to seek funds to develop a design; a suggestion to email Councilmembers a copy of grant applications and allow opportunity for Council comment; effect that stopping/slowing the process can have on a grant request; grant applications as an administrative function; public process for developing the Comprehensive Plan, CIP/CFP and Strategic Plan; ability not to pursue construction grant funds if the design is not acceptable; the Council as policy makers and staff implementing policy; the Council's legislative right to comment on project design, concern insufficient information is provided for some CIP/CFP projects and holding a separate public hearing on projects in the CIP/CFP that have little information to learn about the project and get public input. There were also comments regarding intentional lack of specificity in the CIP project for an alternative analysis, a preference for staff to inform Council of grant applications to avoid the Council learning about a grant request from the public, questionable benefit of adding steps to the grant application process, concern with a public process prior to submitting a grant, staff positioning grants to be successful, concern with citizens calling a granting agency to speak against a grant, the Council should assume staff will be seeking funding if a project is in the City's plans, misrepresentation of the public process in the Sunset Walkway grant application, having an open public process in advance of grant submittals, Mountlake Terrace and Shoreline's grant application processes, ensuring grants reflect projects in approved plans and concern with jeopardizing the City's relationship with granting agencies. It was suggested staff provide Council a copy of grant applications when they are sent in; Councilmembers promise to calmly and courteously raise concerns with the administration. 6. EXPLORING A PARKS FOUNDATION Ms. Hite relayed there have been previous discussions regarding establishing a parks foundation including an Exploratory Committee that also considered a Metropolitan Parks District (MPD). The Committee forwarded a recommendation to the City Council to put a park levy on ballot last year. Once an improved budget forecast was presented, the MPD Committee recommended the Council not place a park levy on the ballot. In the random telephone survey conducted as part of the PROS Plan update, 70% supported some type of MPD. There were also several comments in the process of developing the PROS Plan in favor of a parks Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 11 foundation. Many jurisdictions have parks foundations; the packet includes a National Recreation of Parks Association article regarding establishing a parks foundation. A parks foundation, a separate non- profit with its own Board of Directors, bylaws, etc., is created to assist Parks & Recreation Department funding projects. Ms. Hite reviewed pros and cons of developing a parks foundation in Edmonds: • Pros: o A lot of unfunded projects o Limited bonding capacity from REET revenue until City Hall bonds paid off in 2015 • Cons: o The Senior Center's plans to establish a foundation Council/staff comments included: • Ample resources in the community to support a parks foundation • Important to get the right people to lead and be advocates • Park foundation's job is raise money, up to City to establish policies • Citizens who contribute to funds for the flower program, beach ranger, Yost Pool, etc. may not be interested in contributing to fields • Inadequate staff to do outreach for numerous small parks funds • Parks foundations launching capital program for specific need. Foundation is permanent but have different campaign • Some people are very good at raising money. Timing is right due to large projects coming up • Other capital campaigns are planned or underway such as Swedish -Edmonds, Edmonds Community College and Edmonds Center for the Arts • A lot of interest in the use of funds that will be available when the City Hall bonds are paid off in 2015 • Corporate giving and naming opportunities • There will always be competing capital campaigns • 12-18 month planning/organization before launching campaign • Look at organizations with good leaders, as their terms expire, approach them to serve on parks foundation Summary: Councilmembers inform Ms. Hite of people in the community to involve in the discussion and she will organize an exploratory committee. 7. DISCUSSION REGARDING CODE OF CONDUCT AND TRAINING FOR COMMISSIONS, BOARDS AND WORK GROUPS Councilmember Bloom relayed the Council approved a Code of Conduct but did not develop a Code of Ethics. She asked how the Code of Conduct would be conveyed to boards and commissions and whether the Council was interested in pursuing a Code of Ethics. Summary: • Senior Executive Council Assistant Jana Spellman will email Code of Conduct to current board and commission members • Code of Conduct will be included in materials provided to new board and commission members • Public Safety & Personnel committee will discuss developing a Code of Ethics. 8. VISION PLANNING Councilmembers identified goals for the next year: • Hwy 99 — time is now o Flexible zoning — use Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 12 o Development agreements o Connections to transit o Parking o Use and mix of use o Affordable housing • Development Agreements • Affordable housing o Housing analyst for Alliance for Housing Affordability will create profile for each city • Long term predictable funding for street preservation • Mechanisms for historic preservation of downtown BD — BD5 o Main street program o TDRs • Construction noise ordinance (Parks, Planning & Public Works Committee) • Business Incentives • Economic Development • Review Comprehensive Plan provisions for near waterfront area • Rain garden program o Incentive funding from stormwater utility • Westgate and Five Corners • Comprehensive Plan Update • SR104 Corridor Study • Solar projects (public and private) • Marina Beach Master Planning process (August) in conjunction with Daylighting Willow Creek • Planning/prioritizing bond financing for 2015 • Discussion with School District about Civic Field and Stadium • Former Woodway high school fields, enter into partnership with ESD to operate, schedule fields • Exploratory committee for Parks Foundation • Year Round Market • Legislative/policy support of recycling program • Public Safety (5-7 years) o Need for regional jail o Rebuild/replace countywide communication system (SERS) by 2020 • Local versus regional municipal court o Judge Fair analyze • Public Defender contract 2015 and beyond • Stormwater funding • Single topic retreat • Transportation conflicts on waterfront • Fire District 1 contract * Italicized projects are underway and do not need to be prioritized. Summary: Council President Buckshnis and Ms. Spellman will combine goals as necessary and send list to Councilmembers. List will be posted and a dot exercise commenced to prioritize items on the list; each elected official and staff provided seven dots, initials on dots. 9. AUDIENCE COMMENTS Ron Wambolt, Edmonds, suggested adding the Fire District 1 contract to list; the City's contract with FDl expires at the end of 2014. Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 13 Bruce Witenberg, Edmonds, suggested the City Attorney's contract (expires at the end of 2014) and additional Police Department resources be considered in the 2015 budget process. He encouraged Councilmembers to be candid in their comments to the consultant as well as listen to what he and others have to say. Regarding transit oriented development on Highway 99, he urged the City to consider the effect that TODs will have on the neighborhoods adjacent to Highway 99. Some of most affordable housing in Edmonds is in those neighborhoods and there is no parking available. However, to truly be TOD, parking requirements need to be lower; otherwise residents are not encouraged to use transit. Val Stewart, Edmonds, welcomed Councilmember Mesaros, Ms. Hope and Mr. James. She thanked Council President Buckshnis for leading the effort to get a new Councilmember in place. She appreciated the tone of today's retreat. She suggested steaming the next retreat on the City's website to provide citizens better access to the Council's conversation. She suggested adding the following to the list of goals: environmental protections, protecting critical areas and land acquisition/mitigation fund to protect critical areas and compensate land owners. The retreat was adjourned at 12:09 p.m. Edmonds City Council Retreat Draft Minutes March 14-15, 2014 Page 14