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HomeMy WebLinkAbout06-14-2004 - Agenda PacketMEDINA CITY COUNCIL MEETING AGENDA June 14, 2004 7:00 p.m. 501 Evergreen Point Road Medina, WA A. CALL TO ORDER 7:00 p.m. B. ROLL CALL (Adam, Blazey, Nunn, Odermat, Phelps, Rudolph, Vail-Spinosa) C. APPROVAL OF MEETING AGENDA D. AWARDS AND PRESENTATIONS E. ANNOUNCEMENTS 1. Mayor 2. Council 3. Staff F. CONSENT AGENDA 7:15 p.m. 1. Minutes from May 10, 2004 Council Meeting 2. Minutes from May 24, 2004 Council Study Session 3. Approval of May 2004 Checks/Finance Officer's Report 4. Minutes from April 12, 2004 Council Meeting 5. Minutes from April 26, 2004 Council Study Session 6. Adoption of Ordinance Amending MMC Chapter 15,04 — International Building Code 7. Appointment to Medina Planning Commission G. AUDIENCE PARTICIPATION 7:20 p.m. 1. Non -Agenda Items (3 minutes per person) H. REPORTS 7:30 p.m. 1. Police Department 2. Development Services 3. Public Works Department 4. Emergency Preparedness Committee 5. City Manager's Report I. PUBLIC HEARING 7:45 p.m. 1. 2005 — 2010 Capital Improvement Plan J. OTHER BUSINESS 8:15 p.m. 1. 2005 Budget Goals and Process 2. Cable Television Franchise Renewal 3. City Hall Summer Hours 4. Emergency Preparedness 5. Council Agenda Calendar 6. Authorize Purchase Agreement for Park Property 7. Authorize City Manager to fill Administrative Assistant position K. NEW BUSINESS L. EXECUTIVE SESSION 10:30 p.m. 1. Personnel Matters 2. Discussion of Land Acquisition M. ADJOURNMENT 11:00 P.M. ITEM F - 1 May 10, 2004 7:00 PM ROLL CALL Present: Staff Present: MEDINA CITY COUNCIL REGULAR MEETING MINUTES Medina City Hall 501 Everareen Point Road Council members Miles Adam, Drew Blazey, Katie Phelps, Deputy Mayor Todd Nunn, Bob Rudolph, Pete Vall-Spinosa, and Mayor Mary Odermat. City Manager (CM) Doug Schulze, City Attorney Kirk Wines, Police Chief Jeff Chen, Public Works Director Shel Jahn, Planning Director Joseph Gellings and Recording Secretary Caroll Wedlund. Building Official Bob Rohrbach was also present. CALL TO ORDER --The meeting of the Medina City Council was called to order at 7:05 p.m. APPROVAL OF MEETING AGENDA —Deputy Mayor Nunn moved, seconded by Council member Phelps, to approve the meeting agenda, which carried unanimously. RESOLUTION NO. 305 PROCLAIMING MAY 20, 2004 AS STI=FAN GOLSTON DAY IN MEDINA—Mayor Odermat read Resolution No. 305 proclaiming May 20, 2004 as Ste?an Golston Day in Medina, and congratulated him. Council member Phelps moved, seconded by Council member Adam, to approve the resolution, which carried unanimously. ANNOUNCEMENTS --Mayor Odermat relayed the following: • Bellevue School District applied for a Special Use Permit on May 3, 2004. The Council will conduct a special public hearing on June 7, 2004 to consider that request. • The Bellevue School District has scheduled a special meeting at Medina Elementary School on Wednesday, May 12, 2004 from 6:30 to 8:30 p.m. • Contact the City Clerk if you wish to register for the Associaticn of Washington Cities annual conference at Ocean Shores from June 16-18, 2004. • An Eastside Community Roundtable will occur May 11, 2004 at the Kirkland Library, 6:00 until 8:00 p.m. CONSENT AGENDA Council member Phelps moved, seconded by Council member Rudolph, to approve the consent agenda. There were some questions regarding the April 12, 2004 minutes and the April Study Session minutes. City Manager Schulze stated there should be a discussion to reach agreement regarding what the Council would like to see in future minutes, as they were intended to be a summary. He added it would be helpful if Council members would call in advance if there were substantial changes. City Attorney Wi'ies stated the minutes should not be used to rewrite what had occurred. Odermat commented it would take verification of the recording to determine what had been stated. Staff was directed to send Council members an audio file of pertinent portions of the April 12 and April 26, 2004 meetings. Council member Phelps amended her mot on to remove the minutes of April 12 and April 26, 2004, but to approve items E-3 and E-4 on the Consent Agenda, seconded by Council member Rudolph, and the motion carried unanimously. E-1 Minutes of April 12, 2004 Council Meeting — approval deferred pending verification of recording E-2 Minutes of April 26, 2004 Council Study Session — approval deferred pending verification of recording E-3 April 2004 Checks and Finance Officer's Report— approved E-4 Confirmation of Appointment to Park and Recreation Commission - approved AUDIENCE PARTICIPATION It was noted future agendas should be clarified regarding whether or not public participation would be allowed. Following discussion, Mayor Odermat stated the Council would allow public comments regarding the Medina Park Dog Control Proposal when they reached that agenda item, even though a future public hearing was planned. RFpnPTC As an outflow from the Council Retreat, the Council had decided to review each report topic and decide whether they had questions of staff. Police Department —The Council had no questions, and Chief Chen had nothing to add ITEM F - 1 Development Services ---A Council member inquired if an owner began construction without a permit whether Medina required an investigation fee in the amount of a permit fee, so the applicant essentially paid the permit fee twice. Mr. Gellings replied affirmatively. City Attorney Wines stated an applicant had stated a permit was not needed due to the way the Code was written. City Attorney Wines will be addressing this issue in written form. Public Works —The Council had no questions, and Public Works Director Jahn had nothing to add. Park Board —City Manager Schulze stated there was no Park Board report. Emergency Preparedness Committee —City Manager Schulze will provide the Council with a memo related to the efforts of the Emergency Preparedness Committee, as discussed during the Council Retreat. This will probably be included in the next City Manager's Activity Report. City Manager's Report —City Manager Schulze felt confident about Medina's operating costs being in line with the budget for the total year. He reported revenues were pretty close to where they should be for this far into 2004. The sales tax fluctuated from month to month. A Council member asked about the possibility of a fine in the future as a reasonable deterrent for illegal girdling of trees. City Attorney Wines promised to review Medina's tree ordnance and report back to the Council on a maximum fine for violation. There was another inquiry about the additional data from Mr. Meith regarding the Compensation Study Report. City Manager Schulze stated Mr. Meith had provided the data, but he needed Council direction when and in what format they wished it to be on the agenda. A Council member questioned the status regarding possible historical preservation of the old barn. Mr. Gellings indicated he was investigating different programs that would fit Medina's circumstances, and expected to report to the Council within 2-4 weeks. OTHER BUSINESS Discussion of Intersection Sight Distance Proposed Regulations —Public Works Director Jahn reported he had softened the ordinance language and had submitted it to the City Attorney for review. He stated five residents had approached him with concerns about intersection sight distance. Chief Chen added even at speeds of 20 miles per hour, accidents could be severe. For safety considerations, the Police Department was in support of Public Works Director Jahn's proposal. It was noted Clyde Hill had a more stringent sight line than Medina. Further, an ordinance like the one proposed could make the city more culpable, therefore, some revisions were in order. A Council member suggested addressing this issue on a case: -by -case basis. Also suggested was on -going mention in the Medina Newsletter, with enforcement instructions given to the Police Department. Another Council member recommended guidelines be first established before Newsletter insertion. It was noted the shrubbery which was already in place would grow. Further, without guidelines, there was greater threat for bicyclists and pedestrians. City Attorney Wines advised staff would have difficulty implementing sight line requirements without the proper authority. Deputy Mayor Nunn emphasized an ordinance was necessary for enforcement. The Council directed that a final ordinance be drafted for Intersection Sight Distance, with a public hearing to be scheduled September 13, 2004. Deputy Mayor Nunn will draft some proposed language and e-mail it to Public Works Director Jahn. Public Works Director Jahn volunteered to give notice in the quarterly Medina Newsletter. Approval of Three Way Stop Sign --The Council approved a three-way stop sign at Evergreen Point Road and Overlake Drive West. Discussion of Adopting International Building Code & Fee Schedule —A Council member asked if it was possible to require residents who already had flammable storage tanks to comply with the proposed standards. City Attorney Wines volunteered to review whether or not such residents could be forced to scale back their flammable storage tanks. By consensus, the International Building Code Ordinance was moved to the June 14, 2004 consent agenda. A fee schedule will be attached to the ordinance. Discussion of Medina Park Dog Control Proposal —Parks Commission member Gerlitz presented the Commission's proposal regarding the proposed new dog control measures for Medina Park She noted the damages done by dogs in the Park, as well as dog complaints to the Commission. Commission member Gerlitz ITEM F - 1 also emphasized the city spent $11,000 per year for mutt mitts. She outlined the steps that had been taken by the city and the Commission to control dogs in the Park. She also relayed professional dog walkers from outside Medina regularly used the Park to walk dogs. Commission member Gerlitz pointed out dogs in Bellevue were not allowed in that city's parks without a leash. Mayor Odermat added the City Manager had called Kirkland and asked them to stop referring to Medina Park as the "dog park'. The Council scheduled the Medina Park dog control proposal for a public hearing. They also requested a follow up report on non-resident dog licenses. Mayor Odermat opened the meeting to public participation regarding Medina Park Dog Control at 8:44 p.m. Randi Leggett, P.O. Box 608, Medina, was appalled by the damage done by dogs at Medina Park. She emphasized the lack of Park stewardship, and voiced approval of the proposed compromise plan. As a 10,000 time visitor to the Park, Tom Bacher, 918 Sunset Way, Bellevue, 98004, had only stepped on dog feces twice. Mr. Bacher emphasized 90 percent of the time, dog owners picked up after their pets. However, visitors also picked up other people's dog feces. He did not feel it was fair to cut back unfettered dog usage in the Park, and argued Medina residents had been promised 15 years ago they would not have to revisit this issue again. Mr. Bacher offered to pay for grass seed, if need be, to repair damage done by dogs to the grass. As a former Park Board member, Mary Langenbach, 1659 Rambling Lane, felt it was a privilege to use the Park. She was in favor of the compromise, and did not want to lose tie opportunity to have dogs in the park. Lucius Bigelow, 2425 Evergreen Point Road, noted the Park was a city asset. He suggested a survey be conducted to determine whether residents who would otherwise use the Park did not do so due to the dogs. He indicated for the most part, the dogs were well behaved in the Park. Further, when a dog left feces, other residents were careful to dispose of it. Wendy Miller, 2221 Evergreen Point Road, echoed Mr. Bigelow's request for a survey, so citizens' comments could be quantified in advance of a public hearing. She used the Pcrk every day, and visiting it was her 10-month old son's greatest joy. She felt more dog feces were left on Medina streets than in the Park Pete Heathcote, 3232 — 78`h Place, agreed with the above citizens' comments. He voiced concern if dogs were bunched into a corner and strayed too close to the road, they could become a danger to themselves. Lisa Fleischman, 7641 NE 12th Street, felt fortunate to be able to take her dog to the park every day. She felt the proposal was an equitable way to meet community needs, and dogs could still run free in the off -leash area. Douglas Jones, 9406 Vineyard Crest, Bellevue, 98004, stated he had taken his dog to the Park for years. He noted the injured tree had been damaged during a windstorm. Mr. Jones also mentioned the west section of the park was not maintaining its firm surface, due to a drainage problem. Wilma Edmonds, 7721 NE 24"' Street, asked how much more money must be spent for education when all efforts so far had not worked. There was no money for police enforcement in the Park. If dog lovers were willing to police the Park, it was cheap labor. However, without enforcement, any ordinance was useless. A Council member inquired whether overnight camping was allowed in the Park. Chief Chen was not aware of any overnight camping, but stated the park was closed between 10:00 p.m. and 6:00 a.m. It was suggested by a Council member in the winter not many people or dogs used the park, so there might be a seasonal aspect which could be taken into consideration. City Manager Schulze stated after the City Attorney obtained feedback, he would draft the proposed ordinance in the proper format. He also noted enforcement would be easier with an on - leash area and an off -leash area. City Attorney Wines offered to prepare a written report. Public Works Director Jahn commented about 60 percent of those using the Park were from outside of Medina. Parks Commission member Gerlitz cautioned the Council to be careful how they divided the Park, because if fences were to be used, there would be as much controversy about that as about dogs running off -leash in the Park. Mayor Odermat closed the Medina Park Dog Control public participation portion of the meeting at 9:24 p.m. The Council decided by consensus to move forward with a proposed ordinance, to advertise and to conduct a public hearing. ITEM F - 1 A recess was taken at 9:26 p.m., and the meeting reconvened at 9 33 p.m Discussion of SR-520 City Council Position —City Manager Schulze provided background information relative to previous City Council positions and communication related to the SR-520 project. City Manager Schulze will check with Clyde Hill, Hunts Point and Yarrow Point regarding the Cooperating Agency status. Staff was directed to identify the projected workload involved with review and comments. City Manager Schulze will send an electronic file of the January 8, 2002 Les Rubstello WSDOT letter to Council members who had not received it for review and comments. It was suggested a consultant be hired to assist. Mayor Odermat recommended the Points Communities share the burden in responding. Deputy Mayor Nunn thought staff could screen the issues and inform the Council what was needed. Also recommended was having an overall strategy in place, so if the city needed to respond to an issue, they would be focused on the right one. The Council approved the Cooperating Agency status for the SR-520 project. Steve Broback, 3223 Evergreen Point Road, stated he would be talking with some Montlake residents later in the week, and volunteered to furnish the Council with a report. City Manager Schulze suggested the Council develop a position on the flyer stops and the park -and -ride lot on Evergreen Point Road. He pointed out the width of the roadway from Evergreen Point Road to 841h Avenue NE was directly impacted by the Evergreen Point Road flyer stop. Elimination of this flyer stop would significantly narrow the freeway footprint at this location, which would reduce the impact upon surrounding Medina properties. Elimination of the flyer stops and park -and -ride would also reduce traffic coming into Medina just to use the flyer stop. It would also do away with the need for a stairwell and elevator from the Evergreen Point Road lid, which would allow more of the lid area to be utilized for open space. City Manager Schulze suggested the Council review the issues during this meeting, provide feedback and incorporate it to approve the draft interest statement for the June Council meeting. Public Works Director Jahn suggested the flyer stop at Evergreen Point Road be eliminated, as the vast majority of those using it were transients to traverse the Bridge. City Manager Schulze also recommended the Council consider whether or not Medina agreed to the January 8, 2002 mitigation letter from Les Rubstello, of WSDOT. Medina had iot concurred with that letter. However, Clyde Hill, Yarrow Point and Hunts point had agreed to it, and the Mayors of those municipalities had asked Medina to reconsider its position. Mayor Odermat commented that neither the Mayors of Hunts Point nor Yarrow Point were interested in negotiating the terms again, as they thought there had been resolution. A Council member inquired about the proposed sound walls, and Mayor Odermat responded the Points Communities would have an opportunity to decide whether or not they wanted them. Public Works Director Jahn stated the state was required to meet certain noise decibel requirements. If sound walls were acceptable to the communities, that was how the state would handle the noise decibel level issue. A Council member also asked why former Mayor Becker had not signed the letter. City Manager Schulze indicated a letter in the packet signed by former Mayor Becker stated WSDOT's position was unacceptable. A Council member expressed concern that the two-year old paperwork regarding Medina's becoming a Cooperating Agency needed to be updated. Mayor Oderrnat responded the other three Points Communities Mayors viewed it as a starting point, and Medina was welcome to make additions. Another Council member suggested Mayor McConkey be informed a new cooperatively drafted letter was in order. Mayor Odermat added if Medina could obtain the cooperation of the other Points Commuiities.. it would have Bellevue's backing. She agreed it was time to refine the letter in accordance with the understandings In existence at this time between WSDOT and the four Points Communities. Council consensus was to draft a new letter and to pass it around. City Manager Schulze suggested Council members submit comments, questions and concerns to him for incorporation into the draft letter. Steve Broback, 3223 Evergreen Point Road, noted the City of Seattle had given the cities money to fund a study. It was a very detailed document and might serve as a template for Medina's letter. He offered to e-mail this letter to City Manager Schulze Consideration of Citizen Request for Refund of Collection Fees —City Manager Schulze gave background information regarding the citizen request for refund of collection fees His biggest concern was Medina's Municipal Code did not authorize the City Manager to refund fees paid to a collection agency by holders of accounts that had been referred to collection. Council member Blaney furnished information regarding his involvement with the ITEM F - 1 refund request. He had been unaware of the City Attorneys written opinion when advising the claimants that sometimes the city could waive the collection fee when there had been a miscommunication. However, the variance application fee could not be refunded. The applicants paid because they had purchased property in Clyde Hill and were concerned about their credit rating, and had subsequently requested a refund of the collection fees. If there were a way to legally broker a compromise, Council member Blazey was in favor of such action. City Attorney Wines opined if there was evidence of a meritorious claim against the city, Medina could waive all or a portion of the collection fees. However, there must be a basis by which a refund would be acceptable to the State Auditor. City Attorney Wines stated if the City Manager and he could indicate this was a valid complaint with merit, there could be a compromise. Planning Director Gellings stated staff had interpreted the Code for the lot in question as it applied six years ago versus three years ago. Under either interpretation, there was a setback intrusion. Testimony from the applicants showed they understood the setback intrusion issue. Even though the applicants were aware of the two different interpretations and had expressed disappointment, they had still moved forward with the variance request. The applicants' request was denied by the Hearing Examiner, who issued the decision five days late. City Manager Schulze added there had been a similar situation a year ago regarding the effect of a late Hearing Examiner decision, and that person had requested waiver of the entire fee, which the Council had denied. City Attorney Wines stated he was unaware of any jurisdiction which stated if a Hearing Examiner's decision was late, the applicant automatically won by default. Council member Blazey wanted the City Attorney to review the request again. City Attorney Wines promised to do so and to furnish the Coancil with an information packet by mail. Staff was directed to review this issue for a potential claim against tre city. The Council unanimously authorized reimbursement of the collection agency fee plus interest for a total of $544, if justified by a potential claim for damages. City Manager Schulze will report his findings to the Council via the City Managers Activity Report. Discussion of Amendments to Parks & Recreation Commission Ordinance —The Council reviewed the proposed changes to Ordinance No. 771, Amending Chapter 2.40 of the Medina Municipal code Governing the Board of Park Commissioners. Council member Vall-Spinosa moved, seconded by Council member Phelps, to approve Ordinance No. 771. Following discussion, Council member Blazey moved, seconded by Council member Vall-Spinosa, to amend the original motion and second to include the following revisions, and the vote was unanimously in favor. The Council directed staff to prepare an upcated version of Ordinance No. 771 reflecting these changes. • Change name from Park and Recreation Commission back to Park Board • 2.40.020(c)—Membership Removal — The Council decided not to change the existing MIMIC language • 2.40.040—Duties and Responsibilities -- Remove the words, "and direction " • 2.40.050—Reporting — The Council decided to leave the language in the Ordinance as was originally written, which required the Park Board to provide them with a an established work plan at the beginning of each year, and a written report once per quarter. School Sign Restrictions —Planning Director Gellings presented background information regarding amending the Zoning Code for school sign restrictions He relayed Bellevue School District's project management team for Medina Elementary replacement had indicated they were not interested in a changeable message capacity for the sign that would be visible from the surrounding streets. The Council decided not to make a change to the ordinance for school signs. Council consensus was to allow the school sign issue to be included in the June 7, 2004 public hearing for Medina Elementary School NEW BUSINESS Medina Newsletter Article and Medina Website Insertion to Identify Long -Term Residents —The Council directed that a newsletter article be written, as well as a website oosting to identify Medina residents who had continuously lived in Medina for 50 years or more These residents would be recognized as part of Medina 50`h Anniversary Celebration. Council member Rudolph volunteered to chair this committee. Agenda Calendar —Council member Phelps requested that the Coancil discuss summer hours for City Hall. The Council decided to include summer hours on the May Study Session agenda. Another Council member requested that city facilities also be included as part of that Study Session agenda. Other Council calendar agenda changes were suggested, and Mayor Odermat requested that the Council be orovided with a revised agenda calendar. EXECUTIVE SESSION ITEM F - 1 At 11:36 p.m. Mayor Odermat announced the Council would recess into Executive Session for approximately five minutes to discuss personnel matters, per RCW 42,30.110(g). The rreeting reconvened at 11:55 p.m. ADJOURNMENT Council member Adam moved, seconded by Council member Vall-Spinosa, to adjourn the meeting at 11:55 p.m., and the motion carried unanimously. Mayor Mary Odermat Attest: Caroll P. Wedlund, Recording Secretary ITEM F - 2 MEDINA CITY COUNCIL REGULAR MEETING MINUTES May 24, 2004 Medina City Hall 7:00 PM 501 Evergreen Point Road ROLL CALL Present: Council members Miles Adam, Drew Blaney, Katie Phelps, Deputy Mayor Todd Nunn, Bob Rudolph, Pete Vall-Spinosa, and Mayor Mary Odermat. Staff Present: City Manager (CM) Doug Schulze, City Attorney Kirk Wines, Public Works Director Shel Jahn, Development Services Director Joseph Gellings, Development Services Coordinator Donna Goodman and Recording Secretary Caroll Wedlund. Building Official Bob Rohrbach was also present. CALL TO ORDER --The meeting of the Medina City Council was called to order at 7:05 p.m. ANNOUNCEMENTS Council member Adam asked if other members of the Council provided input to the City Manager regarding the customer service training information sent out with the last Activity Report, City Manager Schulze stated no other comments had been received. BUILDING PERMIT PRESENTATION Development Services Director Joseph Gellings and Building Official Bob Rohrbach gave a presentation on the building permit process. Gellings agreed to provide the Council with a written follow up report on post permit issuance activities conducted by City staff. SUMMER CITY HALL HOURS Council member Phelps requested that the Council consider returning to a summer schedule for City Hall hours. Following discussion, the City Council directed City Manager Schulze to add discussion of summer hours to the June 14, 2004 meeting agenda. EXECUTIVE SESSION At 9A5 p.m. Mayor Odermat announced the Council would recess into Executive Session for approximately fifteen minutes to discuss property acquisition matters, per RCW z2.30.110. The meeting reconvened at 10:07 p.m. ADJOURNMENT Council member Adam moved, seconded by Council member Vall-Spinosa, to adjourn the meeting at 10:20 p.m., and the motion carried unanimously. Mayor Mary Odermat Minutes taken by: Douglas J. Schulze, City Manager 1740 CITY OF MEDINA Memorandum DATE: June 14, 2004 TO: Mayor and City Council FROM: .Ian Burdue, CPFA RE: Finance Report — May 2004 COMMENT: General Fund Revenues Item F-3 Sales and Use Tax is slightly above (S16.S96) the projected S420,000 for this time of year. i Investment Interest is slightly bclow (S1,125) the projected S21.000 for this time of year Municipal Court Traffic Infraction is S16,822 above the projected $39,900 for this time of year. Fxpenditru-es i Departmental expenditures are inectim, budjet projections. x � x nil r. 7 C _ F _ = J i j it ii� 1 -4/( )-} _ _ _ _ .. _ 1.• L_._.� Gf a.._- ii; r�' ii�'-+ f) /,/ 1-1ii Ii-1 Yl N L ,�� 1,y�1 , 1) ;)/ 1 ,1()4 4/f A ._1LC3. e A-1 ',, 1 -l'o i I 41 1 t� ('/ 1 _j/(1- 1, :,� ! -ll• l� �� ,,i t �4/� !-� 'lid �:i' cif;_} , '� -i—il; a. -_ ,,;->. ,- �,, � -lj' i,! 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T_ M=- =1J?ID D +% JAI 4 ITEM F - 4 MEDINA CITY COUNCIL REGULAR MEETING MINUTES April 12, 2004 Medina City Hall 7:00 PM 501 Evergreen Point Road ROLL CALL Present: Council members Miles Adam, Drew Blazey, Katie Phelps, Deputy Mayor Nunn, Bob Rudolph and Mayor Mary Odermat. Absent/Excused: Council member Pete Vall-Spinosa Staff Present: City Manager (CM) Doug Schulze, City Attorney Kirk Wines, Police Chief Jeff Chen, Director of Public Works (DPW) Shel Jahn, Planning Director (PD) Joseph Gellings and Recording Secretary Caroll Wedlund. Consultant Building Official (BO) Bob Rohrbach was also present, as well as Jamie Burford and Pat Crickmore, of the PW staff. CALL TO ORDER The meeting of the Medina City Council was called to order at 7:06 p.m. APPROVAL OF MEETING AGENDA By consensus, the Council deferred agenda item J-7, Authorize Labor Agreement with Police Officers, to Executive Session. ANNOUNCEMENTS Mayor Odermat relayed the following: • City Manager Schulze will be on vacation April 13 through April 16, 2004. DPW Jahn will serve as Acting City Manager in his absence. • The Suburban Cities Association quarterly membership meeting will take place at 6:00 p.m. on Wednesday, April 14, 2004 at the Embassy Suites Hotel in Tukwila. • Annual Personal Financial Affairs Statements are due Thursday April 15, 2004. Forms are on the Public Disclosure Commission website at http_!!www odc wa.gov/f1/, and their toll -free number is 1-877-601-2828. • An Emergency Preparedness presentation will be given in the CDuncil Chambers by Barb Graff and Joann Jordan, with the City of Bellevue, on Monday, April 19, 2004 at 3:00 p.m. • An Eastside Women Mayors' Forum will be held Monday, April 26, 2004 at the Yarrow Point City Hall. • The City Council Authorized Compensation Study presentation by Jim Meith, Human Resources Consultant, will occur at the April Study Session • WSDOT will give a special Medina briefing regarding SR-520 on Tuesday, April 27, 2004 at City Hall. Julie Meredith, Engineering Manager at WSDOT, and Lindsay Yamane, of Parametrix, Inc, will give the presentation. It is important to attend, as the Council will seek a consensus position at their May 10, 2004 meeting. • The City Council Retreat will be on Saturday, May 8, 2004, with a tentative time of 8:00 a.m. to 4:00 p.m. Michael Pendleton, Ph.D., will facilitate the Retreat, and the location will be announced. CONSENT AGENDA Council member Blazey moved, seconded by Council member Phelps, to approve the consent agenda, and the motion carried, with Council member Rudolph abstaining for the March 8, 2004 minutes due to his absence from that meeting, and Council member Adam voting nay. E-1 Minutes of March 8, 2004 Council Meeting — approved E-2 Minutes of March 22, 2004 Council Study Session — approved E-3 March 2004 Checks and Finance Officer's Report— approved E-4 Adoption of City Council Guidelines Manual - approved AUDIENCE PARTICIPATION Mayor Odermat opened the meeting to audience participation. Karen Crenshaw, 9021 NE 101h Street, requested Council direction to save an old barn at 7722 Overlake Drive West. She provided a history of the structurally sound barn, noting her discussion with staff had revealed that no MMC language really addressed it. New owners have purchased that lot and an adjacent lot, plan to plat three parcels out of the two sites, and build three homes designed by Ms. Crenshaw The barn is tied to the proposed middle lot, with a farmhouse style home created as a complement, should the barn remain. CM Schulze commented moving the barn to a public site would open up a public benefit aspect. Ms. Crenshaw did not know what it would cost to move the barn to another location. CM SchulzE! suggested staff meet with the owners and report options for Council consideration. City Council Meeting Minutes April 12, 2004 Page 2 PD Gellings added everyone involved with the acquisition and subdivision of this property wanted to save the barn. However, saving it would spend some of the lot coverage allowance. The issue at hand is allowing the barn footprint to be exempt from the structural lot coverage allowance. Historical Preservation Programs must reveal public benefit to preservation of a structure. The barn is visible from Overlake Drive West. The Council directed staff to set up a meeting with the owner regarding barn preservation at 7722 Overlake Drive West, and to report back to the Council. REPORTS Police Department —Chief Chen gave an overview of MPD activity during March: • When a Medina resident was away from home on March 19, 2004, someone kicked in their back door and stole some unique items. Their vehicle was stolen and used as a getaway car. MPD recovered it a day and a half later on NE 141h Street. Chief Chen noted the disturbing trend of forced entries in Medina, as there had been three incidences in 2004 where burglars had kicked in the door. MPD was doing follow-up investigation, taking appropriate crime prevention measures and taking action to reduce fear by residents. Chief Chen was meeting on April 13 with a local television reporter to aid in identifying suspects. MPD had also obtained footage of suspects conducting this type of activity in Seattle. • In another March burglary, the resident's garage door did not close behind him, and he went to sleep. The garage door went back up, and someone pilfered through the garaged vehicles. • A second suspect had been brought to justice from a burglary that occurred over a year and a half ago. • Another individual was arrested from a burglary that occurred six months ago. • Chief Chen introduced Officer Shannon Gibson, who was present to give a presentation about protecting our children. He noted MPD, along with a few Eastside Police Departments, had worked with the Seattle Police Department in developing the Amber Alert protocol to rapidly respond and expedite safe return of children. Mayor Odermat referred to the MPD Monthly Activity Report and askec if the number of DUIs had increased. Chief Chen stated Washington State Patrol had reported a 20 percent increase in DUIs last year. MPD had restructured its staffing levels so that two officers were on duty most of the evening. In addition, MPD officers had participated on the Eastside DUI Task Force for several years. There were two instances in the last couple of months where individuals took the wrong ramp onto SR-520, but officers were right there to apprehend them. MPD had also recently sponsored the Anna Riley Foundation Fun Run, established after a drunk driver killed a family member. Council member Rudolph asked whether the alarm systems had been on when the burglaries took place. Chief Chen replied the alarms were not activated, even though the residents had security systems. Council member Rudolph requested an article be placed in the next quarterly Medina Newsletter reminding residents to use security systems. He also suggested the city mount cameras sunset to sunrise to capture license plates of vehicles entering and exiting the city. Council member Phelps added the Town of Hunts Point was considering mounting cameras in entry point areas. City Attorney Wines was not certain what legalities would be involved with such action. Officer Shannon Gibson announced she had been visiting classrooms to coach children how to respond if a stranger approached them. MPD wanted to ensure all elementary students in Medina were informed. Officer Gibson described the procedures that would be followed in the event of an Amber Alert. She turned to the 20"' Anniversary Special Olympics Torch Run in early June, noting she was hoping the run would come through Medina. If so, it would converge at the City Hall dock, be met by Mercer Island Marine Patrol and ferried to Mercer Island. Officer Gibson promised to bring additional information to the Council as she learned it. She invited anyone interested in participating in the Special Olympics Torch Run to contact her. Development Services---PD Gellings reported staff had been in regu ar contact with the project managers for the Medina Elementary reconstruction. The project managers were confident they could maintain the permit schedule provided to the city. No concept drawings were publicly available yet. The next milestone was the Special Use Permit application process in May or June. PD Gellings also indicated a stop work order had been issued for a T- Mobile cell tower construction project in the SR-520 right-of-way. The stop work order had been issued for public safety reasons. On a parallel track, the city had not yet seen the outcome of T-Mobile's appeal of the special use permit and variance decisions. PD Gellings gave a recap of action taken by the PC during their April 6, 2004 meeting, noting they had approved a Level II Construction Mitigation Plan, and had also discussed side yard setbacks. The PC would continue discussing the threshold at which a project moved from remodel status to new home construction. The PC had identified modest remodeling projects may be hitting that threshold unnecessarily. He explained when costs of a renovation project exceeded 60 percent of the value of the structure, it was viewed as a new home rather than as a remodel. PD Gellings added the city assigned a value to an existing structure as a City Council Meeting Minutes April 12, 2004 Page 3 benchmark for future work. He had received comments the value established by the city was consistently below appraised value. The PC wished to review this issue. BO Rohrbach stated if an owner initiated construction without a permit, tl-e Code required charging an investigation fee equal to the amount of a permit, so it was essentially a double permit fee. He also suggested it might be a good idea to review whether appraised values really were high in Medina. Council member Rudolph inquired whether the residential parking area at 1237 Evergreen Point Road had been reviewed and approved. He was concerned whether the large pre-existing trees on this site had been adequately protected from construction activities and the Code ramifications. PD Gellings stated the landscape plan reviewer had been provided with hardscape as part of the landscape plan. DPW Jahn added the owners had pulled up the existing driveway and repaved it. PD Gellings promised to review the situation. He also noted the project Council member Rudolph was referring to predated Medina's current Code. PD Gellings stated the Code implemented protection measures for each project to guarantee survival of every tree ':hat remained on site through construction. PD Gellings indicated 13 trees had been removed from that property (luring the course of construction because they were either already dead or were dying. Public Works —DPW Jahn referred to the Public Works report and responded to questions that had been raised by Council members. The Council expressed kudos to the PW staff for recent work completed at Viewpoint Park. Council member Adam requested a park use only sign in the parking area for the Viewpoint Park 84 Street dock. DPW Jahn stated two streetlights were being installed in that area, and new signs would be installed to identify the dock. PW also planned to install dawn to dusk signs. DPW Jahn stated the city had received grant funds in the past for stream work in Fairweather Park; however, due to lack of funds, NOAA had tightened up oversight of that program, and was focusing only on streams that led to fish habitats. He had wanted to construct three check dams along the si:ream to develop pools and to recharge the groundwater table. DPW Jahn had set aside $18,000 in the budget for this year, and he had been hoping I would match that amount through a grant. However, he planned to install one check dam and perform maintenance for it. DPW Jahn hoped to complete the project over the next few years. Council member Phelps suggested a city fundraiser might assist with this endeavor. Mayor Odermat announced the plans for Fairweather Park were available for Council perusal in the DPW trailer. CM Schulze clarified the whole plan had previously been approved, and Phase I was funded. Phase II was supposed to follow the next year, but was not funded by the Council. Finance Committee —Mayor Odermat indicated the Council no longer had committees at this time Emergency Preparedness Committee —Council member Blazey announced the March 17, 2004 meeting had been cancelled, and the next meeting might be in April. CM Schulze offered to furnish him with that information. City Manager's Report —CM Schulze explained the Association of Washington Cities (AWC) was accepting applications from elected officials for open AWC Board positions. Although District No. 7 was not up for election this year, the At -Large No. 2 position was open. This position was for an elected official from a western Washington city with a population of less than 5,000. Any interested Council member was invited to complete the Information sheet in the packet and return it to AWC by April 29. 2004. CM Schulze reported the April Points Mayor's Breakfast included a discussion with Mayor Connie Marshall and City Manager Steve Sarkozy from the City of Bellevue. Topics of discussion included transportation, regional forums, municipal courts, fire services, and options for developing a more collaborative and productive relationship between Bellevue and the Points communities. Bellevue's Mayor and City Manager had offered to provide their legislative agenda and to provide monthly electronic legislative briefings to Points cities. A follow up meeting is planned to discuss Bellevue's legislative agenda and opportunities for the Points cities and towns to benefit from Bellevue's legislative staff research/reports, as well as joining their efforts when we share positions on issues. CM Schulze relayed although more than 50 customer surveys had been distributed since January, the city had only received four completed surveys. PW will soon mount a survey receptacle box on the city hall wall so that surveys may be returned anonymously. With regard to the March Permit Performance Report, CM Schulze relayed the RCW requirement called for tracking applications received during the last 120 calendar days. Council member Adam requested a format more like that used for January 2004 and CM Schulze offered to provide more detail. CM Schulze also explained staff was still City Council Meeting Minutes April 12, 2004 Page 4 working out the bugs with the city's permit software. He will follow up wi.h the Council regarding the permit software cost and furnish an implementation status report. OTHER BUSINESS Discussion of Boarding House Regulations—PD Gellings furnished background information regarding boarding house regulations. He referred to City Attorney Winesresearch which had revealed Medina's MIMIC definition could be improved. PD Gellings recommended refraining from any Code changes until the Council could comprehensively examine the topic of home occupations. Theoretically a boarding house was a different land use from a single-family residence, and could be prohibited by the Zoning Code. The problem could be solved indirectly through a change to the definition of single-family dwelling. An indirect restriction already in MMC 17.64.010 allowed a maximum of two vehicles for employees and clients to be parked on the premises at a given time. He suggested this Code amendment process could be discussed at the Council Retreat, and they could be mindful of boarding houses during that dialog. City Attorney Wines added the Dverall fix should be integrated with home occupations. The Code as currently written allowed for single family dwellings to include renters or boarders as long as it was incidental to the use of the property as a single-family residence. He recommended adoption of a definition similar to that found in the Bellevue Code, but to add language specifying that the definition would not be used to discriminate against any protected class under state or federal law. PD Gellings relayed he had provided an update to the citizens who had complained about the boarding house issue. Discussion of Intersection Sight Distance Standards —DPW Jahn explained materials regarding intersection sight distance standards had been distributed for the March 8, 2004 meeting. He gave background information and distributed a Medina Streets Functional Classification Map. DPW Jahn cautioned sight distance guidelines would be a contentious issue. Medina's insurance carrier had stated there was no legal requirement for implementation of such standards, but they were highly recommended. His biggest concern was for bicyclists, as drivers could not see them. He encouraged consideration of the city's intersections with the highest traffic volume. City Attorney Wines advised Medina would be increasing its liability if the city had standards for specific sight distance and they were not enforced. He did not agree with the insurance carrier that there was no obligation in common law to provide for effective sight distance. City Attorney Wines cautioned this was a case that was ripe for liability at some future time. DPW Jahn promised to furnish the Council with the ordinance language which had originally been proposed to them in September 2003. Following discussion, the majority of the Council decided the intersection sight distance guidelines ordinance first reading should be on the May 10, 2004 agenda for a public hearing, with Council member Adam voting nay. It was noted no action would be taken on the ordinance at the May 101h meeting. Authorize Expenditure for 84`h Avenue NE Tree Trimming—DP\N Jahn furnished background information, noting he, PRC Chair Brazen, Mayor Odermat and Council member Adam had met with Overtake Golf representatives. Overlake wanted to participate in the tree trimming, but had funding constraints. It was explained Overlake was responsible for obtaining a variance for any fence installation, as well as the associated costs. DPW Jahn stated any trimming would only be done on Medina's side of the trees. Mayor Odermat read comments from Council member Vall-Spinosa into the record which urged the Counci not to spend $3,000, but rather to put that money into tree replacement over the next 3 years. DPW Jahn commented the trees had aged significantly over the last few years, and were brittle and hollow. Further, a lot of limbs and tree tops were falling. Mayor Odermat inquired about the wisdom of keeping trees if the trunks are hollow and the limbs are brittle. PW employee Burford added the standard used varied from tree to tree, but one would have to figure out how much solid wood was inside each Poplar. DPW Jahn continued the arborist had done some borings, and felt approximately 75 percent of the Poplars were dangerous. DPW Jahn stated he was meeting with two tree trimming contractors to show them what needed to be done and to obtain estimates. Council member Phelps rroved, seconded by Council member Blazey, to authorize expenditure of not more than $30,000 for trimming of trees along 84"n Avenue NE between NE 12"' Street and NE 24`n Street, and the motion carried unanimously. Mayor Odermat added Overlake was responsible for trimming their side of the Poplars at their cost. Deputy Mayor Nunn left the meeting at 9:58 p.m. Discussion of International Building Code Adoption—BO Rohrbach furnished background information and explained the proposed changes. He noted numerous architects did not want city adoption before July 1, 2004, and were attempting to submit their projects before then. He suggested adoption with an effective date of July 1, 2004. BO Rohrbach also proposed increased fee schedules to more adequately cover the city's costs for building, mechanical and grading permit and plan reviews and inspection services. He explained the new fee schedules were in Section 5 of the proposed ordinance which adopted the State Building Code as revised, and amended the MMC accordingly. Following discussion, the Council moved the Interrational Building Code ordinance to the May 10, 2004 agenda for further discussion and adoption, with an option for the International Residential Code (IRC). City Council Meeting Minutes April 12, 2004 Page 5 Update on Medina Beach Park Project —DPW Jahn furnished an update on the Medina Beach Park Bulkhead and General Improvement Project. CM Schulze added three to four years ago, one of the shoreline residents who had gone through a restoration project had talked about a grant program to encourage shoreline restoration. That resident might still be interested in assisting with this. The Council directed follow up with resident Lynn Grinstein regarding the shoreline restoration foundation/grant program. Authorize Labor Agreement with Public Works Union —Council member Adam moved, seconded by Council member Rudolph, to ratify the Public Works Labor Agreement, and the motion carried unanimously. First Quarter Financial Report —CM Schulze provided the Council with his First Quarter Financial Report in the packet. Council member Rudolph stated the city would be down about 5.300,000 to $400,000 per year, unless some revenue sources were identified. Council member Phelps suggested :his topic be included for discussion at the Council Retreat. Council Agenda Calendar —Council member Phelps asked that the Citizen Request for Refund be an agenda item soon, and the Council agreed to discuss it during their May 10 2004 meeting. PD Gellings reminded the Council when they dealt with the school zoning ordinance, school signage had been deferred. The Council agreed by consensus to include school signage as an agenda item within the next 90 to 120 days. NEW BUSINESS Girdling of Trees on NE 7`h Street --Council member Rudolph was concerned about lack of a police report regarding the girdling of trees on NE 7`h Street. CM Schulze stated a similar incident had occurred on the former Dustin property. The city had filed charges. However, the way the ordinance was written, Medina's City Prosecutor felt uncomfortable with being able to prevail. DPW Jahn added after the September, 2002 tree girdling incident, his PW crew had talked with residents in the area, and everyone stated they had been gone that weekend. However, one resident did indicate he had been in the area with a chain saw, but had not touched the trees. CM Schulze clarified it was difficult to pursue a case like this, unless an officer saw what happened or there was a witness. Following further discussion, the Council requested a letter be sent to neighbors along NE 7`h Street regarding the city's policy for illegal tree trimming or removal. They felt the newly planted replacement tree would serve as a deterrent to reduce further tree damage. Council member Rudolph requested MPD to reopen the investigation, interview all involved parties, and to file a report. He also suggested the penalty for such action should be increased, with an article inserted in the Medina Newsletter. The Council decided by consensus not to have MPD conduct an investigation. Enforcement of Illegal Construction Parking —It was requested NIPD enforce illegal construction parking on Overlake Drive East and Evergreen Point Road, between NE 81h and NE. 12 Streets. Representation on WRIA 8—The Council decided by consensus the city did not need representation on W RIA 8. EXECUTIVE SESSION It was noted the Council had met in Executive Session at 6:00 p.m. toright to discuss personnel matters, per RCW 42.30.110(g), and land acquisition, per RCW 42.30.110(c). The Coun 11 recessed into Executive Session at11:20 p.m. to discuss personnel matters, per RCW 42.30.110(g). The meeting reconvened at 12:07 a.m. ADJOURNMENT Council member Adam moved, seconded by Council member Blazey, to authorize CM Schulze to enter into a labor agreement with police officers, as discussed during Executive Session, which was approved by the Council. Council member Blazey moved, seconded by Council member Adam, to adjourn the meeting at 12:10 a.m., and the motion carried unanimously. Mayor Mary Odermat Attest: Caroll P. Wedlund, Recording Secretary ITEM F - 5 MEDINA CITY COUNCIL STUDY SESSION MINUTES April 26, 2004 Medina City Hall 7:00 PM 501 Evergreen Point Road Mayor Odermat called the Council Study Session to order at 7:03 p.m. ROLL CALL Present: Council members Miles Adam, Drew Blazey, Katie Phelps, Bob Rudolph, Pete Vail-Spinosa, Deputy Mayor Todd Nunn and Mayor Mary Odermat Staff Present: City Manager (CM) Doug Schulze, City Attorney Kirk Wines, Director of Public Works (DPW) Shel Jahn, Planning Director (PD) Joseph Gellings, Finance Officer Jan Burdue and Recording Secretary Caroll Wedlund ANNOUNCEMENTS Mayor Odermat relayed the following: • Both Council member Phelps and Mayor Odermat attended Chaplain Mike Ryan's information session. The next one will take place on Wednesday, May 19, 2004 from 7:00 to 9:00 at city hall. • There will be an informal briefing on the SR-520 project at City Hall on April 27, 2004 at City Hall, with no questions from the audience. A more formal presentation is availaole for the Council at a later date, as well as an open house with the community. City Manager Schulze interjected the Council would be discussing the SR-520 project at their May 10, 2004 meeting. Council member Vall-Spinosa requested that an article be inserted in the Medina Newsletter prior to the May Council meeting. • A Port of Seattle meeting will be held at Pier 69 on Thursday, April 29 at 12:00 noon. • At the May 10 Council meeting, Mayor Odermat will appoint another member to the Parks and Recreation Commission (PRC). She had received the PRC's first and second choices, as well as the resumes of the three applicants, but would meet with any of them who wished to be part of the interview process. • Mayor Odermat attended the Women Mayors' meeting today. People in surrounding jurisdictions knew Medina Park functioned as a dog park. DPW Jahn planned to forward an ordinance proposal regarding dog control in Medina Park for consideration. This issue will be discussed at the end of the May Study Session. CM Schulze referred to Paul Demitriades' request regarding concerns about the Magnuson Park lighting plan. This item had been included for Council information and to decide whether they wished to add it to the May 10 agenda. Mayor Odermat added the Seattle Council was expected to act on this in June. Mr. Demitriades wanted the Council to approve a resolution forcing the Seattle Council to hold hearings on the eastside prior to making a decision. She polled the Council regarding pursuing the Magnuson Park lighting issue. Following discussion, the Council decided not to take any action at this time. CM Schulze stated Council Retreat Facilitator Michael Pendleton would meet with the remaining Council members on April 27, after which an agenda will be assembled. He will know more about the agenda then. City Attorney Wines announced the T-Mobile court hearing would be held on June 9, 2004 at 9:30 a.m. in the Court of Appeals at One Union Square. He will be present to represen the city. DISCUSSION Compensation Study Report —Jim Meith, of Meith Human Resources Consulting, relayed he had conducted a classification and compensation study for the city ove- the past four months. He explained the process utilized for the Classification and Salary Study, noting each employee had completed a 24-page position description questionnaire. Class descriptions for vacant classifications were written based upon an understanding of the duties, required knowledge and skills. Five classifications were recommended for new titles —Patrol Officer to Police Officer, Records Manager to Police Records Information Specialist, Administrative Specialist to Administrative Assistant, Maintenance Worker to Maintenance Worker I & II, and Planning Director to Community Development Director. He conducted salary comparisons with 13 cities. Comparison factors took into account the classification structure and internal considerations, the organizational structure and staffing patterns, as well as delivery of services. Mr. Meith noted there was an expectation of a pretty high level of service delivery in Medina, which may not be found in other cities. Another comparison factor was employee recruitment and retention. A common consideration and problem for smaller jurisdictions in a labor market with larger ones was the retention of quality employees. Currently the city's salary ranges varied from approximately 8 to 18 percent depending on the classification. Mr. Meith recommended a salary range of 20 percent from minimum tc maximum for all classifications. The data was compiled using the median of all the maximum ranges for the comparable cities. He had used that standard City Council Study Session Minutes April 26, 2004 Page 2 to provide more consistent data, for better representation, and to neutralize both extreme lows and highs. The maximum was then established 10 percent above and the minimum 10 percent below the midpoint. Using the midpoint as the city's benchmark point with its comparables would IE!nd itself to the implementation of a merit pay plan. Under such a plan an employee would move to midpoint of the range with standard (satisfactory) performance. Increases for "satisfactory" performance would not be permitted beyond the midpoint, employees must achieve "above standard" or "outstanding" in order to move beyond the midpoint. Movement within the range could be by set steps or based on a pay for performance forrrula. Those who reached the maximum of their pay range could merit an increase above the maximum of their range if they were rated "exemplary°. However, this increase must be re -earned every 12 months, with continued "exemplary" performance. Otherwise, the employee's salary would revert to the maximum of the pay range. In all except four cases, the existing salary fell within the recommended range. The four exceptions were Administrative Assistant, City Manager, Community Development Director and Information Systems Coordinator. In the first instance, the employee's current salary was above the proposed maximum. In the latter three, the salaries were below the minimum proposed salary. The next step was implementation through the Council's acceptance, depending upon whether the city wanted to use the full recommendation or not. The city could phase it in if the cost of implementation was too high. It was pointed out six of the 13 comparison cities were much IargE!r than Medina and therefore, paid higher salaries. Mr. Meith indicated the other cities used for comparison 'mere part of the labor market with which Medina competed for employee recruitment and retention. Also in smaller jurisdictions, employees were expected to multi -task. Mr. Meith stated employee turnover was expensive, since a replacement average cost 1.5 times the salary of a departing employee. Replacement costs were calculated from the time a staff member left until a new one was trained to the level of the former employee, including training, productivity, and a learning curve. For a small jurisdiction, the hit for losing an employee was even harder. A Council member stated the salary information for Clyde Hill's City Administrator had not been included. The Council recessed at 8:17 p.m. so Mr. Meith could obtain the needed information, and the meeting reconvened at 8:24 p.m. Mr. Meith stated he would recalculate the data, including the Clyde Hill City Administrator's salary, and send it to CM Schulze. For consideration of additional options, the Council requested recalculation of the salary figures to Include the median maximum 75 percent and the median maximum 50 percent. Health Insurance Costs —CM Schulze referred to the health Insurance Costs report, which was for discussion only. He had also received a report from the Employee Health Benefits Committee, who had reviewed reducing employee health care costs for the city. The committee had found the Association of Washington Cities (AWC) rates to be the most competitive for the available carriers. All Plan A pities surveyed provided 100 percent of the employee premium, and the cities that required the employee to contribute toward their dependent coverage overall provided a higher contribution toward employee benefits than did Medina. The committee had determined that Medina was one of only four cities that did not provide AWC Plan A, which was more comprehensive than Plan B or a Preferred Provider Plan. They also discovered that most cities currently offered a more expensive plan with a higher level of coverage. Another finding was that cities that did not fully fund dependent coverage typically provided an additional benefit not offered by Medina, such as matching deferred compensation. Effective in 2004, Medina provided a match of different compensations for employees covered under labor agreements. This information was provided for the Courcil to absorb and to use as the city moved into negotiations and the budget process. He suggested prior to ente-ing the next round of collective bargaining, the Council might discuss reaching consensus on policy regarding compensation and benefits. CM Schulze added the committee had suggested it would be appropriate to reevaluate area health care benefit coverage trends in January 2005. The Council decided to discuss health insurance costs at the end of this year, and CM Schulze offered to provide them with a position paper. The Council will furnish direction to the City Manager during the first quarter of 2005. CM Schulze also offered to join the Board of Directors for the Insurance Trust. 2005 — 2010 CIP/TIP—DPW Jahn stated in 2003, the CIP had been adjusted to stretch the city s capital improvement needs so the program would not exceed $600,000 in any year. However, any project below $20,000 was included in the budget process, rather than being part of the CIP. Categories I through IV constituted the city's Transportation Improvement Program, which must be annually submitted to the state. Category I: Street Improvement Projects Category ll: Storm Drainage Projects City Council Study Session Minutes April 26, 2004 Page 3 Category III: Sidewalk and Path Improvement Projects Category IV: Miscellaneous Street Projects DPW Jahn continued most of the CIP funding came from the General Fund because the city's primary sources of revenue resulted from property taxes and sales taxes. City Mari Schulze suggested the Council discuss the 2005-2010 CIP/TIP during the Council Retreat. The North EGPR Overlay, Drainage Improvement and Sidewalk Project was not on last year's CIP. DPW Jahn explained the reason this project was planned for 2007 was because Bellevue Utilities planned to replace the entire asphalt concrete water line running under EGPR from the SR-520 overpass to the northern end of the road. Puget Sound Energy may install a gas line as well. When Bellevue does this work, they will have to tear up and then patch the old concrete slabs which currently provide the travel way surface. The proposal is to overlay this surface with asphalt concrete once Bellevue has completed replacement of the water line, slightly widen the road, and take advantage of this opportunity to make some much -needed improvements to the city's storm drain system along this road segment. To improve pedestrian safety, a sidewalk along the western side is also included in the project. It was noted residents had planted in the right-of-way in that area, and they also liked their ditches. DPW Jahn stated a ditch line helped to increase the quality of the water by providing a cleansing surface before it drained into the lake. The ditches were continually recharging the ground water table. Any infiltration into the city's water tables would create stability problems and hillside slides. CM Schulze added one of the reasons for a CIP/TIP was to avoid having to compress design and construction of a project into a short time frame. Not only could project compression lead to being over budget, but also residents become upset if they felt they had not been allowed to participate in the process. DPW Jahn wanted to get the neighborhood involved. DPW Jahn relayed sidewalk construction on the north side of NE 81h Street from 801h Avenue to Evergreen Point Road (EGPR) was likely to be controversial, given feedback recentl,/ received from residents who lived there. This project was programmed to coincide with construction of Medina Elementary during the 2005 — 2006 school year. The north side was selected to complement the proposed vehicular and pedestrian traffic circulation associated with the new school. He promised to work Nith each resident to make the sidewalk aesthetically pleasing and to meet his or her needs. DPW Jahn stressed that much of the preliminary work for the f01101Ning year's projects took place during the current year. Therefore, if the Council endorsed the CIP, especially the 2005 program, it was important that they also provide the funding in the 2005 budget to accomplish the approved CIP work. By consensus, the Council decided to consider the CIP/TIP in a public hearing on June 14, 2004. Discussion of New Parks and Recreation Commission Ordinance Proposal —DPW Jahn stated the PRC had suggested some modifications to the new Parks and Recreation Commission Ordinance that was approved by the Council on March 8, 2004. The PRC was requesting that their revised ordinance language be put on the consent agenda for adoption. Deputy Mayor Nunn suggested it be included in the May Study Session agenda. Discussion of Dog Control in Medina Park Ordinance Proposal --DPW Jahn relayed the PRC wanted the Council to consider a proposed change in the Code language governing dog control in Medina Park. They were recommending splitting Medina Park in half at the streamline bridge. The western portion would be an on -leash, on path area for dogs, and the larger, eastern portion would be an off -leash, under voice control area. By consensus, the Council agreed to discuss the issue of dog control in Medina Park during the May 10 meeting. Agenda Calendar —The Council wished to consider the Medina Elementary School Special Use Permit as a separate meeting on June 7, 2004. They also agreed to discuss intersection sight distance on May 10, 2004. ADJOURNMENT Deputy Mayor Nunn moved, seconded by Council member Adam, to adjourn at 9:39 p.m., and the motion carried unanimously. Mayor Mary Odermat Attest: Caroll P. Wedlund, Recording Secretary ITEM F - 6 MEMO TO: MAYOR AND CITY COUNCIL RE: INTERNATIONAL BUILDING CODE ORDINANCE FROM: KIRK WINES DATE: JUKE 2, 2004 This ordinance will adopt the State Building Code with amendments and additions as indicated. The new State Building Code adopts by reference the International Building Code and the International Residential Code. Use of the new State Building Code will become mandatory on July I, 2004. The attached ordinance has been rewritten in acceptable ordinance form. There are no substantive changes from the earlier draft submitted by Bob Rohrbach. CITY OF MEDINA ORDINANCE NO. AN ORDINANCE ADOPTING A NEW CHAPTER 15.04 OF THE MEDINA MUNICIPAL CODE RELATING TO THE ADOPTION AND ENFORCEMENT OF THE STATE BUILDING CODE, ADDING NEW FEE SCHEDULES FOR PERMITS AND AMENDING PORTIONS OF THE CODES REFERENCED IN THE STATE BUILDING CODE. THE CITY COUNCIL OF THE CITY OF MEDINA DO ORDAIN AS FOLLOWS: SECTION 1. MMC CHAPTER 15.04 REPEALED. Chapter 15.04 of the Medina Municipal Code is hereby repealed in its entirety. SECTION 2. MMC CHAPTER 15.04 ADOPTED. A new Chapter 15.04 of the Medina Municipal Code is hereby adopted to read as follows: 15.04.010 State Building Code Adopted All construction activity and construction materials in the city shall be governed by the State Building Code as adopted in Chapter 96, Laws of 1974, as amended by SHB 1734, RCW 19.27.031, which updates the State Building Code to include the 2003 editions of the International Code Council (ICC) building, mechanical, and fire codes, and the 2003 edition of the Uniform Plumbing Code and the Uniform Plumbing Code Standards, published by the International Association of Plumbing and Mechanical Officials (IAPMO). Also adopted are the most current editions of NFPA 54 & 58, (National Fuel Gas Code), the Washington State Energy Code, and the Washington State Ventilation and Indoor Air Quality Code. All such codes are hereby adopted by reference and included as if set forth herein in their entirety. This adoption shall include all other related codes, regulations, and standards adopted by the State Building Code Council. Also adopted by reference are all future amendments and revisions to any such codes which are adopted by the State Building Code Council. 15.04.015 IBC Section 101.2, Exception 1, amended. Exception 1 of Section 101.2 of the International Building Code is hereby amended to read as follows: 1. New and reconstructed detached one and two-family dwellings not more than three stories in height or 3,000 square feE!t or less in area, and additions or remodel activity that does not exceed 25% of the value of the existing structure may be constructed using the provisions of the International Residential Code (IRC), as amended by the State Building Code Council. All buildings and additions to buildings constructed under the IRC shall comply with ORD. IBC DRAFT the code provisions in the International Fire Code, thE� State Energy Code, the State Ventilation and Indoor Air Quality Code, and the Uniform Plumbing Code and Standards. 15.04.020 Additional Provisions Adopted. The following additional provisions are adopted: A. Appendix J of the International Building Code is hereby adopted and incorporated into the body of the International Building Code as though it were included therein outright. All administrative and enforcement provisions of the IBC shall apply to this appendix in the same way that they apply to other elements of the Building Code. Also adopted by reference are all future amendments and revisions to appendix chapter J. B. Appendix M of the Uniform Plumbing Code is hereby adopted and incorporated into the body of the Uniform Plumbing Code as though it were included therein outright. All administrative and enforcement provisions of the UPC shall apply to this appendix in the same way that they apply to other elements of the Plumbing Code. Also adopted by reference are all future amendments and revisions to appendix Chapter M. C. Appendixes B and C of the International Fire Code are hereby adopted and incorporated into the body of the International Fire Code as though they were included therein outright. All administrative and enforcement provisions of the International Fire Code shall apply to these appendices in the same way that they apply to other elements of the International Fire Code. Also adopted by reference are all future amendments and revisions to Appendixes A and B. 15.04.025 Permit Fee Schedules Adopted. All permits issued by the City of Medina in conformance with the provisions of the referenced codes in this Title shall be subject to a plan review fee and/or a permit fee as prescribed in the attached Tables A, B, and C. These fee schedules are adopted by reference and incorporated into this Title as though set forth herein in their entirety. 15.04.030 International Building Code and International Residential Code — Subsections 105.2, Building, and R105.2, Building, amended. Subsection 105.2, Building, of the IBC and Subsection R105.2, Building, of the IRC, which sections define work that is exempt from building permit requirements, are hereby amended to read as follows: Building: (a). Except as specified in Subsection (b) or ((;) of this Section, no building, structure or prefabricated or manufactured assemblage shall be placed, erected, constructed, enlarged, altered, repaired, moved, improved, removed, converted or demolished unless a separate permit for each building, structure or assemblage has been obtained from the Building Official. (b). Exempted Work by Type: A building permit shall not be required for the following: 1. Landscaping and other associated site work that does not incorporate structure as part of the work. ORD. IBC DRAM "I 2 2. Paving and surfacing of prepared earth surfaces. 3. Planters, rockeries or walls less than thirty'30) inches in height above original or finish grades which do not support a surcharge or any lateral loads of superimposed earth or other structures. 4. Decorative ponds or pools of water less than six (6) inches in depth. 5. Temporary, prefabricated or mobile structures to be used on site during construction and removed upon completion of construction. 6. Interior and exterior building trim, painting, papering, carpeting, finish flooring, and other similar finish work for which inspection to verify code compliance is not required. 7. Window awnings when not projecting more than 54 inches from the wall of the building and fully behind the setback lines of the property. 8. Moveable cabinets, cases and counters less than 5 feet 9 inches high and supporting only the weight of the cabinet and contents. 9. Interior non-structural partitions less than 5 feet 9 inches in height. 10. Glass and glazing replacement not involving replacement of window sash frames or supporting members when the glass or glazing is replaced with materials equal to or superior to the original in strength and thermal properties and the installation otherwise complies with the requirements of the State Building Code. All glass or glazing locations for which safety glass or glazing locations for which safety glass or glazing is required shall be replaced only with glass or glazing approved under the building code. (c). Exempted Work by Value: Except for walls or bulkheads governed by Chapter 17.76 MMC, a building permit shall not be required for any work less than one thousand five hundred dollars in total value in any one year, provided that such work: 1. Conforms to all zoning and other regulations of the city. 2. Conforms to all requirements of the Wash'ngton State Building Code. 3. Does not permanently demolish or remove a dwelling unit from use. 4. Does not affect or modify the thermal envelope of a heated structure. 5. Does not involve the construction of a structure. 6. Does not modify or change the structural elements of an existing building or structure. (d). Separate Permits Required: Unless otherwise exempted, exemption from the permit requirements of this code shall not be deemed to grant exemption from separate permit requirements of this or any other code, law or ordinance currently in effect nor grant authorization for any work to be done in any manner in violation of the provisions of this code or any other laws or ordinances of this jurisdiction or any other duly authorized agency having jurisdiction. No work for which a permit is required shall be begun without first obtaining a valid permit from the agency having jurisdiction. The property owner shall be responsible for obtaining all permits required and for posting all permits on the site of the work as required. 15.04.040 International Building Code Section 105.5 and International Residential Code Section R105.5 amended. Section 105.5 of the International Building Code and Section R105.5 of the International Residential Code are hereby amended to add the following: ORD. IBC DRAG-t - All work authorized by permit shall be completed and final inspections made within eighteen months from the date of permit issue and all permits shall finally expire by limitation eighteen months from date of issue. Extensions granted by the Building Official to commence or recommence under a permit shall automatically extend the time of final expiration by the time of extension granted. Any permittee holding an unexpired permit may apply for an extension of the time of final expiration for good and satisfactory reasons. If the Building Official finds these reasons acceptable, the final expiration date of the permit may be extended for a maximum of 180 days provided: 1. The project is complete as to visible exterior and site work and/or does not adversely affect neighboring property owners or the public. 2. All exterior stored materials, debris and waste have been removed from the site. 3. No unapproved changes to the original approved plans have been or will be made. 4. An additional inspection fee set by the Buiiding Official is paid. In order to renew action on a permit after final expiration, the permittee shall obtain a new permit and pay a new full permit fee. No new permit may be issued until a mitigation plan or a renewed mitigation plan is approved by the Medina Planning Commission. The Building Official may waive all or part of the plan check fee provided: 1. No changes have been made or will be made in the approved plans. 2. Revisions to the approved plans of the original permit have been submitted and approved as required. 3. All required inspections have been made to all completed work. 15.04.045 International Building Code Section 907.2.10.5 added. Section 907.2.10.5 is hereby added to the Intemational Building Code. The new section shall read as follows: 907.2.10.5 Additions, alterations and repairs. When interior alterations, repairs or additions requiring a permit occur, or when one or more sleeping rooms are added or created in existing dwellings, the individual dwelling unit shall be provided with smoke alarms located as required for new dwellings; the smoke alarms shall be interconnected and hard wired. Exceptions: 1. Smoke alarms in existing areas shall not be required to be interconnected and hard wired where the alterations or repairs do not result in the removal of interior wall or ceiling finishes exposing the structure, unless there is an attic, crawl space, or basement available which could provide access for hard wiring and interconnection without the removal of interior finishes. 2. Repairs to the exterior surfaces of dwellings are exempt from the requirements of this section. 15.04.050 Handrail exemption amended. Exemption 4 to Section 1009.11 of the International Building Code is amended to read as follows: ORD. 1B(' DRs1FT 4 4. Stairways having less than four risers and serving one individual dwelling unit in Group R, Division 1 or 3, or Group U occupancies need not have handrails. 15.04.060 International Building Code, Appendix J, Section J104.5 Added. Section J104 of Appendix J of the IBC is amended to add a new subsection to read as follows: J104.5 Review By City Engineer. In addition to the plan review by the Building Official, all requests for grading permits shall be submitted to the City Engineer for review and comment prior to approval and issuance by the Building Official. 15.04.070 International Fire Code, Section 307.2 Amended. Section 307.2 of the International Fire Code is amended to add an exception to read as follows: Exception Small recreational fires used for cooking or campfire purposes when contained in a stove, pot, receptacle, or other burner designed and approved for such use. 15.04.080 International Fire Code, Section 307.2.2, Amended. Section 307.2.2 of the International Fire Code is amended to read as follows: 307.2.2 Prohibited open burning. Open burning that could, in the opinion of the Chief, constitute a hazard to the property on which it is kindled, or to any adjacent property, or which will create an offensive amount of smoke or odor or other emissions in conflict with air quality standards shall be prohibited. The fire code official or any employee of the City of Medina is authorized to order the extinguishment of such fire upon a determination that it is in violation of this section. Examples of prohibited burning includes, but is not limited to, the following: 1. Burning of garbage, rubbish, tires, plastics, or waste petroleum products. 2. Burning of bulky waste, or natural vegetation from land clearing or maintenance operations. 3. Burning of any waste from the demolition, construction, recon- struction, or addition to any building, or any construction -related activity. 4. Any burning that presents a fire hazard die to atmospheric con- ditions or which is not in compliance with the regulations of the Puget Sound Air Pollution Control Agency. 15.04.090 Definition of Chief or Fire Code Official. All references to "chief' or "fire code official" within this chapter and within the International Fire Code shall refer to the chief of the Bellevue fire department or to such members of the Bellevue fire department to whom he/she may designate the functions or responsibilities described in this chapter ORD. HIC I)KAFT or in the International Fire Code. 15.04.100 Building Permit Plans — Compliance with International Fire Code. Prior to submittal of a building permit application to the building department for a new residence or new accessory structure or for an improvement to an existing residence or accessory structure which improvement constitutes reconstruction under the codes of this jurisdiction, the applicant shall submit plans and data to the fire marshal for review and determination of compliance with the International Fire Code. The submittal shall contain sufficient data as the fire marshal shall require to make such determination. 15.04.110 Building Permit Plans — Fire Marshal Determination. When the fire marshal has determined the proposed project meets the requirements of the International Fire Code or finds that the proposed project is acceptable under the code subject to stipulated conditions, he shall mark two sets of the plans as appropriate. The approved sets shall be included in the building permit application documents at time of submittal by the applicant to the building department and shall be incorporated into the approved set of building permit documents together with all conditions and inspection requirements noted or required by code. 15.04.120 Review and Inspections By Fire Department — Fees. Under provisions of the International Building Code, costs for review and inspections by the fire department shall be charged to the project on the basis of cost incurred by the jurisdiction for such service by the fire department. 15.04.130 International Fire Code, Section 3404.3.4.2, Amended. Subsection 7 of Section 3404.3.4.2 of the International Fire Code is hereby amended to limit the amount of flammable or combustible liquids that may be stored in tanks inside a residence. The new subsection shall read as follows: 7. Group R occupancies: Quantities in Group R occupancies shall not exceed that necessary for maintenance purposes and limited operation of equipment. The maximum quantity in an equipment -mounted tank shall not exceed 30 gallons and the quantity stored in safety cans shall not exceed 10 gallons. No increase in storage quantities is permitted when the building is protected throughout with automatic sprinklers. 15.04.130 Appeals In order to hear and decide appeals of orders decisions or determina- tions made by the building official or the fire code official relative to the application and interpretation of the State Building Code, applicants shall have a right of appeal to the Hearing Examiner, as provided in Chapter 2.78. This appeal process shall replace any reference to a Boa-d of Appeals in the adopted codes. ORD. IBC DRAFT 6 An application for appeal shall be based on a claim that the true intent of the subject code or the rules legally adopted thereunder have been incorrectly interpreted, the provisions of this code do not fully apply, or an equally good or better form of construction is proposed. The Hearing Examiner shall have no authority to waive requirements of the State Building Code. 15.04.140 Severability. If any provision of this ordinance or its application to any person or circumstance is held invalid, the remainder of the ordi-iance or the application of the provision to other persons or circumstances is not affected. SECTION 3. EFFECTIVE DATE. This ordinance shall take effect July 1, 2004. PASSED BY THE CITY COUNCIL ON THIS _ DAY OF JUNE, 2004. Mary Odermat, Mayor Approved as to form: Kirk R. Wines, City Attorney Randy Reed, City Clerk Passed Filed: Published Effective Date ORD. I13C DRAFT SUMMARY OF ORDINANCE I'VO. of the City of Medina, Washington On , 200z', the City Council of the City of Medina, Washington, passed Ordinance No. , the main points of which are summarized by its title as follows, and approved this summary: AN ORDINANCE ADOPTING A NEW CHAPTER 15.04 OF THE MEDINA MUNICIPAL CODE RELATING TO THE ADOPTION AND ENFORCEMENT OF THE STATE BUILDING CODE, ADDING NEW FEE SCHEDULES FOR PERMITS AND AMENDING PORTIONS OF THE CODES REFERENCED IN THE STATE BUILDING CODE. The full text of this ordinance will be mailed upon request. Randy Reed, City Clerk ORD. IM' URnrr s TABLE A -BUILDING PERMIT FEES TOTAL VALUATION FEE $1.00 TO $500.00 S25.00 $501.00 TO $2,000,00 S25.00 forthe first S500.00 plus S320 for each additional SI,0000C, or fraction tficreof to and mciudmg $2,000.00 $2,001,00 TO $25.000.00 S73.00 for the first S2,000.00 plus $14 75 fc,r each admtional $1,000.00 or fraction thereat to end mcludmg S25.000.00, $25,001,00 TO $50,000.00 S41225 for the first $25,000.00 plus $1 LOC for each additional $1,000.00 or fraction thcreoL to end mclud- mg S50,000.00. $50,001,00 TO $100,000,00 S68725 for the first $50.000.00 plus $7.50 for rash additional $1,000.00 or fraction thereof to and including $100,000.00. $100,001.00 TO $500,000.00 S1,%225 for the first S 100.000.00 plus S6.00 for each addmonal S1,000.00 or fraction therecE m and m- cludmg $500,000.00 $500.001.00 TO $1,000,000.00 $3,46225 for the first $500,000.00 plus S5.00 for each additional $1,000.00 or fraction thereof to and m- cludmg SI,000,000.00 $1,000,001.00 AND UP $5,96225 for the first S 1,000,000.00 plus 5335 for each additional S LOW % of fraction thcrea£ DEMOLITION OF AN EXISTING BUILDING ......................... ..................................$100.00 RELOCATION OF A BUILDING/ MOVE A BUILDING INTO THE CITY ..... ... ..... ..... ...... $250.00 IIVITLAL PLAN REVIEW ........... ...................................... ..................... ............. 65% OF PERMIT FEE ADDITIONAL REVIEW OF CORRECTIONS, REVISIONS, ADDITIONS -_ _ _ ... _ ...... _.... CONSULTANT COSTS REVIEW OF DEFERRED ITEMS ....................... CONSULTANT COSTS ONE INSPECTION & ONE RE -INSPECTION ............. .. .......... INCLUDED IN PERMIT FEE ADDITIONAL RE -INSPECTIONS FOR COMPLIANCE.. .... . ..................... ............... CONSULTANT COSTS WORK NOT READY FOR INSPECTION WHEN SCHEDULED ..... I COSTS INSPECTIONS FOR WHICH NO FEE IS SPECIFIED._........ ................................_CONSULTANIT COSTS TABLE B- GRADING PERMIT TOTAL YARDS FEE 25 TO 100 YARDS $10000 101 TO 500 YARDS $100 00 FOR THE FIRST 100 YARDS PLUS $10.0025 YARDS, OR FRACTION THEREOF, TO AND INCLUDING A TOTAL OF 500 YAFDS. 501 TO 1000 YARDS $260.00 FOR THE FIRST 500 YARDS PLUS $12.00,'25 YARDS, OR FRACTION THEREOF, TO AND INCLUDING A TOTAL OF 1000 YARDS. 1001 TO 2000 YARDS $500,00 FOR THE FIRST 1000 YARDS PLUS S 13.00,25 YARDS, OR FRACTION THEREOF, TO AND FNCLUDING .A TOTAL OF 2010 YARDS. 2001 YARDS AND UP $I 020.00 FOR "RILE FIRST 2000 YARDS PLUS S13.5025 YARDS, OR FRACTION THEREOF PLAN REVIEW......... ......I. CONSULTANT COSTS ONE INSPECTION & ONE RE -INSPECTION..... ..... . . .. INCLUDED IN PERMIT FEE ADDITIONAL INSPECTIONS FOR COMPLIANCE. CONSULTANT COSTS TESC AND DRAINAGE SYSTEM PLAN REVIEW . . CONSULTANT COSTS SEASONAL TESGEROSION CONTROL INSPECTIONS CONSULTANT COSTS INSPECTIONS FOR WHICH NO FEE IS SPECIFIED COSTS TABLE C — NIECHANWAL PERMIT FEES Permit Issuance I. For the issuanceofeachmechanicalpermit ..._.... -._--_.... _.._..-..------ _....... QS00 2. For issuing each supplemental permit for shish the original pcmrit has not c\pired_ been canceled_ or finaledd.. ......... _...7.60 Unit Fee Schedule 1. Furnaces For the installation OF relocation of cacti forced -air or gravity t}pe fuIII acc or burner. including duels and vents attached to such appliance, up to an includine 100,000 Unit, It (293 kN ) _-_ I_"SO For the installation or relocation ofeach forcCc] -airor gravity type futit acc or burner_ including ducts and vents attached to such appliance_ over100.000BaCh(293kN1 _._-... _.._----------_-_.._ _-_. _.___ _.___ _.19.10 For the installation or relocation of each Fluor furnace Fact udn e t eat. _-_- -_... ._..._-. -... _... I; SO For the installation or relocation of each suspended heater, recessed �sall heater or floor -mounted unit heater. _............ _. _...-.I S SO 2. Appliance Vents For the installation, relocation or replacement of each appliance vent installed and not included in an appliance permit_ _ _ _ _.. 7.h0 3. Repairs or Additions For the repair of, alteration of; or addition to each health appliance. refrigeration unit, cooling unit. absorption unit, or each heating, cooling_ absorption or evaporative cool ing,astern, including installation of controls regulated b_v the Aleehanical Code.. _-... _-. 1430 4. Boilers, Compressors and .Absorption Systems For the installation or relocation of each boiler or compressor to and Including three torsepower (I (1 0 kW), or each absorption system to and includ ing 100.000 Btu/h('_9.3 kW __. .. _...... _ -____ .._.. ___. ___ISSO For the installation or relocation of each boiler or compressor over three horsepower (10.0 1,W). to and includine lifteen honepowcr o_1 7 kW), or cacti absorption system oNer 100.000 13tu/h (29.3 k%kr) to and includin z SOO 000 PhO -16 (a kNr) _ _ _ _ _28 SO For the installation or relocation of each boiler or compressor over fifteen horsepower (s2.7 k%') to and includine thirty honcpowcr (10� S kW)_ or each absorption system over SO WOO Rtiilh (146.6 k%$)to and inclucine 1.000,000 Btu/h (293 I kW) _.... 39. 10 For the installation or relocation of each boiler or wmpressor over thirty horsepower (10,.5 kN) to and including filly horsep(sser (t76 kN'). or each absorption system occr 100000 Btu/h (293.1 kW) to and including 17f0.000 Rtu/h (512.9 kW ). _.. _..........58.20 For the installation or relocation of cacti boiler or compressor occr fifty horsepower "176 kN 1, or each absorption at°stem occr 1.75OMOBnr/ho12.9KW) --_..... _.... -.. _.-.._... _ _ __ __97.30 �. air handlers Foreach air -handling unit to and including 10.000 cubic feet per minute (cfin) (4719 I rs). including ducts attached thereto.. _ _.11 '0 Note. This fee does not apply to an air -handling unit which is a portion of a factory assemhled appliance, cooling unit_ cyaporative cooler or absorption unit for shish a permit is required elscschere in the Mechanical Code. For each air -handling unit over 10,000 cfm (47191 s) -.. _. -. _..... _ -.... _.. _.. _ _. 19-(10 6- Evaporative Coolers For each es aporative cool er other than portab le t_cpe. ..___. __. __. _..._-_...... _ I "'0 Ventilation and Exhaust For each ventilation fan connected to asinale duct--. __.. _. _. _-.__- .... __......_. 7-60 For each ventilation system ntiich is not a ortion of any heating or air-conditioning scs[em authorized by It permit.... _. I I ?0 P c For the installation of each hood which is sewed by mechanical exhaust_ includine the ducts forSUCh hood_.-_. _. _-_ _.. I I-20 S. Incinerators For the installation or relocation of each domestic -ape incinerator _-...... _. _-_. _. _........ 19 10 For the installation or relocation of each commercial or industrial -type incinerator-__.. _._. _. ____._ _.2SS0 9. Miscellaneous For each appliance or piece of equipment regulated by the Mechanical Cade but not classed in other appliance categories, or for N'hichnoOther fee islisted inthis table II_'O For all gas piping system fees see King County Health Department lec schedule. 10- For permits requiring a mechanical plan review, permit fees shall he determined by valuation and calculated using Table A. 11, Plan Review. initial ............................................. .......... ....................................................29;% OF PERMIT FE E 12, additional review of corrections, revisions, or additions................................__.____._.............0 CISSI LT.AST COSTS I Review at deferred items................................................................................................... C ONSI L FAN-1 If S 14. One inspection & one re-inspection.......................................................................................Included in Permit Fccs IS. Additional re -inspections for compliance..................................._.._.......................................COSTI 1,1 kA-I COSS 16- Work not rcadv for inspection when scheduled ....... .................................. ....................... ........ COAtiCI,LtAT COS I 17. Inspections for which no fee is Specific(] .................................................................................CO\SCI; 1 A\ 1 COS IS MEMORANDUM DATE: 9 June 2004 TO: Medina City Council FROM: Mary Odermat SUBJECT: Planning Commission Appointment Planning Commissioner Jim Lawrence's term is expiring. Mr. Lawrence has indicated a desire to continue to serve on the Commission. I have reviewed the applications submitted by Judy O'Brien and Cynthia Cooley, and considered input from Planning Commission Chairperson Mark Lostrom. Based on evaluation of the applications and Mr. Lostrom's comments, I recommend reappointment of Jim Lawrence to the Commission at the June 14"' City Council Meeting. If any Councilmember wishes to discuss this recommendation prior to the meeting, please contact me at 425.455.4776. P, CITY OF MEDINA Volunteer Position Information Name Address Home Phone, Business Phbne-?r Are you a Medina Resident' ('ti Length of Residenc} Position for which you are applying: Board of Adjustment City Council Park Board Planning Commission Civil Service Commissicn Library Board Other (Please List.) 1. Please make a statement about your desire to serve in this Fosition. Include relevant occupational or educational background. You may attach a resume or other information. lz , Have you ever served on a board or commission with the City of Medina, or some other a,zer;y? If so, please note the agency and length of term. Please describe other skills, knowledge, or abilities that r-maht be applicable to this position. Appointment to this position will require consistent attendance at reQula i} scheduled meenn_s. .Are you available for Day > J> Evening'--ii Meetinas? Sisnarure Please return to: Cit-N of Medina. PO Box 144, Medina, �N'A 9S039 --Thank you for your interest in serving the Cite of Medina -- U\of M66 CITIZEN ADVISORY COMMITTEE APPLICATION NOW TO: MEDINA CITY COUNCIL I request that you consider my application for the ' _ ;l„ . I am aware this advisory committee meets at least once a month and that it will take approximately six hours or more of my time per month. I feel that I will be able to devote the time necessary to perform the duties of this body. I am also aware that my name and address may be made public as an applicant for this body and that this application is a public record. Date Signature Name (Print) Address: (Street and Mailing Address) Home Phone: x' Work Phone I Fax Number: ECM "I Addre s: �. Own: Rent: How Long at This Address: 1 Employer: w1 Z11�- � +neb (—,a1 j?fC_ Employer Address: Years lived in Medina: Years lived in King County: P:IFORMSICITY FORMSIADVISORY COMMITTEE APPLICATION FORM.DOC I . Bricfly describe vour educational background: Siunilicant hotel sales and marketing training m cr 18 Vcars in the hotel business. High school education. no advanced degrees. ?. Briclly describe your emplovment background: I lotel marketing and sales training (Westin. I Tilton. I Iyatt and Mzrriott). real estate sales. broadband'internct sales. Describe vour recent ciNic. business and community actiNitics (in past give years): Grcw up in a political family in Michigan. Mother vgas the Mavor of Ho�lell, NII (near \nn Arbor) and father vNas a Sergeant on the Police force. Charities include: Ilospitality Chairman Dallas Heart Ball (American I leart Association) Board of Directors. Lupus Foundation. Dallas. Board Member/ Vice President -Elect t;nderwriting. Dallas Svnll-1hony Volunteer Gala Committee. Muscular Dystroph} Association 1- What do YOU believe is this Committee's role and respgnsibilit�O Elie Committee's primar} role is as advisor to the Cite Council 'Maaor regarding land use matters and changes. Its responsibilitN is as oversight and keeper of the use of the land for the public good. Ilie Committee must know and enforce the intent and the spirit of the law_ rcaulations and policies of the zoning committee. and give fair hearing to those �visin�T to use it as written. as intended, or as altered it if it serves the public good. ti. Briefly describe the specific qualifications. abilities and skills that you have which are va uaTwc to tiis _ommrttcc. I am a good observer of real estate activity. I notice chanues to land and buildings. and ❑caa development and redevelopment. Second. when I sold residential real estate. I found that I instinctually made good judgments regarding the deal. the buyers and sellers needs. and the equitable solution to problems. That practical experience can be valuable working with land use proposals to the Cite. I greaa up in a political family. Issues regarding the functioning of a small city. its resources and its challenges were discussed routinely around the dinner table. While I ya as less interested in these Cy cuts as a teenager. they were part of n1y upbringing. 6. Give a specific example of hotiv you personally contributed toaaards a group arriving at a consensus. Nay example involves three groups with different agendas. While employed at the Westin in Dallas_ I was in charge of a charity event with Martha Steayart as the uuest speaker. She was tyro hours late, causing me to deal " ith 500 fairly hostile aaaiti1 ladies. and Ms. Steyyart's staff of 10 that yyere reluctant to accommodate these. ayonien. At the risk oftheir walking out and causing the hotel a significant loss in revenue_ I convinced Ms. Steayarts statfol 10 to provide the aaomen aaith beverages and food service until lunch was served. I convinced the hotel General Manager that this yeas the only solution, rather tlian to cancel the event, or change for the food service. This aaorkcd. ,lust as the food service was completed. Ms. StcNyart showed and the scheduled lunch event began. I lie ladies v ere happy. the hotel General Manager was pleased. and the event turned out to be a huge success. 7. Describe any' possible areas of conflict of interest that YOt ma, have. No knoaa°n conflicts. S. NN hat is your v ision for the -Mcclina coil, n-unit y ? btakinu %Medina the safest possible place to lip e. ease to get in ando Lit of. and a ell jo%able place to live and visit. Maintain access to beaches. increase availability of arts and culture: improv-c the walking trails, and insulate Medina from ncgatk c influences. in vv hateN er form the% may arise. 9. Briefly describe what you consider to be the top three issues that will face Medina in the nest_'0 rears. 1 ) Maintain if not manage Farm th. the dev elopment of under eloped lots, and the economic pressures to increase density. 2) Maintain present service levels. and increase the levels to match the increasin-U affluence of Medina. This means that the Cit%'s services ( Police. Fire..ldministrative) and facilities (sewer. water. snects and drainage) infrastructure may require serious studk. i fit hasn't occurred alread}°. ) Fspand/enhance the sense of the community and its identity_ the essential ��lue that small cities need to prosper and sure ive. 10 Briefly describe specific ideas rott have to improve the quality of file in Medina. 1 ) Investigate the viability of providing sound proofing along 1-520 corridor with screening, shrubbery. trees. This aftects a lot of residents. 2) Maintain shrubbery free sideNyalks and paths for vcalking. biking_ running. 3) Imprme park activityNyith events. art shows. vral'.s. jazz fares_ book fares. etc. to develop sense of community. This could include City sponsorship of an artists competition for Art «ills. the development of a fountain . or a gazebo for hosting public/civic cyents. Item H-1 of MS MEDINA POLICE DEPARTMENT Jeffrey T. Chen, Chief of Police CITY OF MEDINA MONTHLY ACTIVITY REPORT MAY 2004 Felony Crimes May YTD YTD Year End 2004 2004 2003 2003 Asaravated Assault 0 0 0 Robbcry 0 0 0 1 Se.Xual Assault,Rape 0 0 1 Burglary, Residential 0 4 5 16 Dru, Violations 0 3 0 0 Forgery Fraud , 9 6 15 Vehicle ProNv1 ? 7 2 14 Theft (Over $250) 0 '- 3 9 Malicious Mischief 0 0 ? 5 Arson 0 0 1 2 Auto -Boat Theft 1 I 1 Possession of Stolen 0 0 Propert% TOTAL " 6 26 24 68 r Misdemeanor May YTD YTD Year End Crimes 2004 2004 2003 2003 Assault, Simple 0 0 1 Malicious Mischief 1 4 12 26 (ender 5250) Vehicle Prowl 1 3 9 26 Theft (Under $250) 2 5 5 11 Domestic Violence 0 0 0 s Minor in Possession 4 S 6 Dru, Violations 0 l '_ 5 TOTAL 7 22 32 81 Page 2 Item H - 1 MEDINA POLICE DEPARTMENT Jeffrey T Chen, Chief of Police CITY OF MEDINA MONTHLY ACTIVITY REPORT MAY 2004 Accidents May 2004 YTD 2004 YTD 2003' Year End 2003 Injury I 1 0 1 Non -Injury 1 4 6 16 TOTAL 2 5 6 17 Traffic Citations May 2004 YTD 2004 YTD 2003 Year End 2003 Drivinlo Under Influence 6 50 27 42 *Other 17 97 92 206 TOTAL 23 147 119 248 Traffic Infractions May 2004 YTD 2004 YTD 2003 Year End 2003 Speeding 42 242 118 406 ParkinU 6 32 44 184 **Other 42 251 19� 53? TOTAL 90 525 357 1122, Traffic Warnings May 2004 YTD 2004 YTD 2003 Year End 2003 TOTAL 187 1116 940 2635 Calls for Service May 2004 YTD 2004 YTD 2003 Year End 2003 Ilouse Watch Checks 27 257 186 424 False Alarms 22 98 138 3387 Assists -Citizen I 94 97 317 Assists -Fire Medic 7 39 7-, I39 Suspicious Circumstances 1 7 Property- Found Lost 2 9 4 18 Animal Complaints 3 4 1 Missing PCrSOn 0 0 0 2 Warrant Arrests 1 33 I 68 ***Other 3 16 ;l 60 TOTAL 81 557 556 1332 * DWLS: Fail to Transfer Title, No License ** Expired Tabs: No insurance: Fail to stop: Detecti%c Equipment **" Verbal Domestic; Vandalism: Civil Dispute; Disturbance Item H - 1 Town of Hunts Point ...ram MEDINA POLICE DEPARTMENT Jeffrey T. Chen, Chief of Police TOWN OF HUNTS POINT MONTHLY ACTIVITY REPORT MAY 2004 Felony Crimes May Year To Date Year To Date Year End 2004 2004 2003 2003 Burglar%. Residential 0 Forgery (Identity Theft) 0 0 4 Vehicle Prowl 1 1 2 4 'flieft (Over S250) 0 0 1 Auto'Boat Theft 0 0 I 2 TOTAL 3 4 8 16 Misdemeanor May Year To Date Year To Date Year End Crimes 2004 2004 2003 2003 Assault, Simple 0 0 0 0 Malicious Mischief 0 0 0 (Under $250) Vehicle Prowl I I -1 heft (Under S250) 0 1 0 2 Domestic Violence 0 0 0 0 Minor in Possession 0 1 0 0 Drug Violations I l I I TOTAL 2 4 3 7 Pa_c 2 Item H - 1 Town of Hums Point MEDINA POLICE DEPARTMENT Jeffrey T. Chen, Chief of Police TOWN OF HUNTS POINT MONTHLY ACITVITY REPORT MAY 2004 Traffic May Year To Date Year To Date Year End Citations 2004 2004 2003 2003 Driving Under Influence 0 5 2 5 Accidents 0 0 0 0 *Other 7 29 17 67 TOTAL 7 34 19 72 Traffic May Year To Date Year To Date Year End tnfraetions 2004 2004 2003 2003 Speeding 0 10 30 68 Parkine 0 ? 3 7 **Other 20 96 69 206 TOTAL 22 112 102 281 Warnings May Year to Date Year to Date Year End 2004 2004 2003 2003 TOTAL 51 266 234 634 Other Calls May Year To Date Year To bate Year End for Service 2004 2004 2003 2003' House Watch Checks 1 15 8 28 False Alarms 9 33 31 91 Assists -Citizen 0 10 9 �7 Assists -Fire Medic 1 5 10 I Suspicious CirCLIItIStances 0 I 3 Property— FostFOnnd 0 0 1 - Animal Complaints 0 0 0 0 Warrant Arrests 6 -' 20 *'Other 0 6 I0 TOTAL 13 76 68 201 * D\�T.S: Fail to Transfer title: No License ** Lspired Tabs: No insurance: Fail to stop: Defective Equipment "** Verbal Domestic: Harassment: Civil Dispute: Arson MEDINA MONTHLY SUMMARY MAY, 2004 FE1,ON'i CRIM1:S Vehicle Theft 04NIO213 05/02/04 1:33 a.m. 8900 block of Groat Point Road Victim reports that while attending a teenage party, she discovered her purse (which contained her car keys) was missing. In the process of looking for her purse, the victim walked outside and noticed her silver 2001 Acura was also missing. On May 20, the vehicle was recovered by King County at the New Castle Golf Course, and had been stripped of parts. The vehicle is a total loss. Investigation continues. Vehicle Prowl (Theft) 04MO219 05/05/04 9:00 a.m. 8400 block of NE 10`" Street Victim reports that an unknown person(s) entered his vehicle sometime between 8:00 p.m. on 5/4/04 and 8:30 a.m. on 5/5/04. The vehicle had been left unlocked and parked in the owner's driveway at the time of the prowl. A camera was taken. Total loss: S400. Fraud (Attempt) 04MO241 05/19/04 9:00 a.m. 8400 block of Ridge Road Victim requested a fraud report be taken in order to file a bank claim. Unknown person(s) attempted to transfer $1,900 into a Republic Bank and Trust Account from the victim's Mastercard account, however were unsuccessful. No suspects or further information at this time. Vehicle Prowl (Theft) 04MO244 05/23/04 11:59 a.m. 2800 block of Evergreen Point Road (Park & Ride) Victim reports that an unknown person(s) gained entry into their vehicle, which was parked at the park and ride, sometime between 9:00 p.m. on 5122/04 and 10:30 a.m. on 5/23/04. Entry was made by prying both the driver and passenger side door handles. Taken from the vehicle was an electric clothes iron. Total camaLe and loss: S530. Forgery/Fraud (Identity Theft) 04M0247 05/26/04 2:05 p.m. 2600 block Evergreen Point Road Victim contacts officer at station and reports an unknown person(s) in Ft. Lauderdale, Florida obtained his name, date of birth and social security number and attempted to open accounts with MLtcN's and Chase Manhattan Bank. Victim was notified by Chase Manhattan and any attempts to open accounts were cancelled. No loss reported. Forgerv/Fraud 04M0248 05/26/04 3:00 p.m. 1000 block of Lake Washington Blvd Victim reports that sometime on 5/19/04 while in Seattle, his credit/debit card was stolen from his vehicle. Between 5/19/04 and 5/25/04 (when the card was ultimately cancelled), approximately S10,000 worth of fraudulent charges was appied to the account. As a result of the theft and subsequent charges taking place in Seattle, victim was told he needed to report the incident to Seattle Police. Information only. IIISDEME:-iN"OR CRIMES Theft (Mail) 04MO216 �05/03/04 1:00 P.M. 700 block of Overlake Drive East Victim reports that on 4/23/04, she went to check her mail acid noticed the mailbox door open and no mail was inside. The victim reports that she was expecting several pieces of mail and upon not receiving the mail, contacted the senders who confirmed the mail had been sent and had not been returned. No suspect information at this time; the incident was reported to the Postal Inspector. Theft 04MU22U Un/U!)iU4 z:UU p.m. 84th NE and NE 12`t' St (Chevron) An employee reported a gas drive -off that occurred at approximately 1:55 p.m. on 5/5/04. The theft was for 8.47 gallons of gas. The suspect vehicle was described as a red Ford Fiesta, driven by a white male, accompanied by a white female passenger, who ultimately pumped the gas. Both individuals appeared to be in their early twenties. Total loss: S19.74. Vehicle Prowl (Theft) 04M0221 05/08/04 12:33 a.m. 8000 block of NE 28`h Street Victim reports that an unknown person(s) entered his vehicle sometime between 12:10 a.m. and 12:33 a.m. on 5/8104. Officer arrives on scc:ie, determines a prowl had occurred, and further requests a K-9 unit (Bellevue). The K-9 track yielded negative reports. Total loss: S5 in change. Malicious Mischief 04NIO242 05/19/04 10:48 p.m. 8400 block of Ridge Road Unknown person rang the doorbell and left a smoke bomb (common firework) on the front step. Victim heard someone running away from the area. The purpose smoke caused damage to the front door. Total damage: S200. House watches 27 False Alarms 22 Assists (total) 22 Warrant Arrests (1) 04MO234 S 600 TOTAL: S 600 CALLS FOR sl'RN ,1('1" Edmonds Traffic (passenger) OTHCR Animal (Dog Bite) 04M0214 05/02/04 2:45 p.m. 3200 block of Evergreen Point Road Victim reports that while riding his bicycle by the above location, a Golden Retriever ran after him and bit his right calf. The victim was later transported and treated at Overlake Hospital. Incident is being handled as a civil matter at this time at the request of the victim. Lost Property 04M0215 05/03/04 12:15 a.m. 1500 block of 79`' Pl NE Complainant reported sometime on 4/29/04, her daughter lost a Motorola cell phone (model/serial number unknown). The phone was reported to possibly have been lost somewhere in the Medina area. Total loss: S15. Suspicious Circumstances 04M0222 05/08/04 9:30 a.m. 2500 block of Medina Circle Officer responds to report of an unknown person(s) possibly entering the residence at 2:30 a.m. on 5/8/04. Upon arriving at the residence, officer determined that the unmonitored alarm system went off at approximately 2:30 a.m., but the homeowners were unable to find anything out of place. When they awoke, they found a window open and a small amount of dirt on the carpet beneath the windo.v. Nothing was missing from the residence or the vehicles at the residence. Domestic Dispute (Verbal) 041V10229 05/13/04 9:15 P.M. 2500 block of Medina Circle Officers respond to 911 hang-up call and investigated a verbal domestic situation. No arrests. Animal (Dog Bite) 041b10231 05/14/04 10:15 a.m. 7700 block of Overlake Drive W Victim was walking her dog which was on a leash, when another dog, which was unleashed and unattended and both dogs got into a fight. When the victim tried to separate the two dogs, she was bitten on her left thigh. At _he request of the victim, this incident is being handled as a civil matter. Animal 04M0238 05/16/04 5:05 p.m. 8000 block of NE 12`h Street A citizen at the Medina Park reported a black Schnauzer jurr.ped on his S year old girl and then chased her. The owner of the dog quickly left when confronted. Attempts to locate the owner were unsuccessful. No injuries to the 8-yeas old girl, but her parents wish to have this incident documented. Lost Property 04M0246 �05/24/04 4:10 p.m. 800 block of Evergreen Point Road Complainant called and reported losing his Nokia cell phone and other items while on a boat on Lake Washington. Report taken for insurance purposes only. Domestic Dispute (Verbal) 04MO249 05/26/04 9:00 P.M. 78rn St and NE 12`' St Officers respond to report of a family dispute at listed address. A verbal and physical altercation occurred as both parents attempted to remove their 15-year old son from the residence as a result of his belligerent and disrespectful behavior. The parents were unable to control their son, and called 911 for police assista-ice as a result. The situation was ultimately resolved. No injuries or arrests were made. Domestic Dispute (Verbal) 04M0250 05/27/04 2:10 p.m. 1000 block of Lake Washington Blvd Officers respond to report of a domestic dispute at the listed address, called in by a friend of the female half involved in the dispute. An argument ensued between the female and male (involved in a dating relationship) as a result of personal problems and issues they are going through. The male half involved in the dispute left the residence at the request of his girlfriend. No injuries or arrests made. ITEM H - 2 CITY OF MEDINA Development Services 501 Evergreen Point Road, Medina, WA 93039 medina-wa.gov 425.454.9222 MEMORANDUM DATE: June 8, 2004 TO: Mayor and City Council FROM: Joseph Gellings, AICP, Planning Director RE: Monthly Development Services Department Report Historic Preservation Options — When the council recently learned about the questionable fate of a historic barn structure near Overlake Drive West they asked me to investigate what options the City would have to require or provide incentives for its preservation. I am now prepared to describe these options. Staff recommend that the council make an agenda item out of this topic; for the June 28 study session. This could take the place of the side yard setback item, which is still under consideration by the Planning Commission. Planning Commission Meeting Recap — The Planning Commission's June 1 meeting opened with Audience Participation and resident Judy O'Brien urged the City to make the Zoning Code's height restrictions less burdensome. The commission then requested that staff forward their recommendation to study this issue. The two discussion items on the agenda were side yard setbacks / reconstruction and site plan review. The commission continued to probe the issue of devising a equitable limit work to nonconforming homes and gave staff direction to develop proposed definitions. The commission opted to Postpone discussion of site plan review to give staff time to put the City Attorneys legal defensibility ideas into draft ordinance language. Project at 3329 Evergreen Point Road — A couple of council members have inquired about the new house currently under construction at this address. The council as a whole should be aware of why the City was not able to require undergrounding of the power lines along the private lane serving this lot. In fact, the City tried to require this undergrounding consistent with MMC 15.12.020. However, the owners recently succeeded in an appeal case before the hearing examiner. The reason for the success is that the ordinance does not speak specifically to the owner's circumstances. The question of when to require the undergrounding of a private lane overhead service is a little more complicated than with a traditional street - fronting property. The Building Official's interpretation has been to require! only undergrounding of the final power drop to each residence until the last home on the private lane redevelops. When the last home redevelops (the case at 3329 Evergreen Point Road), the entire private lane service would then be undergrounded. The hearing examiner determined that the existing ordinance does not support this interpretation. While this situation does not arise very often, the council may wish to clarify the ordinance. ITEM H -2 Remainder of Building Permit Process Presentation -- When time limitations required staff to eliminate the last component of our building permit procedures presentation, we offered to prepare a narrative summary of it. This is provided below. POST PERMIT TASKS & PROCEDURES NUMBER OF PERMITS AND DURATION The Building Code states that all structures and buildings shall have separate permits. Most jurisdictions stretch this to allow the construction of retaining walls, garden structures and small rockeries as a part of the primary permit for the residence, if they are constructed at the same time. The previous Building Official in Medina tried to establish a policy of having only one permit for all related work on the site. He found that this became completely unmanageable due to the number of separate structures and buildings that become inVIDIved in such a permit, and because of the number of revisions that occur during the course of an average project. The system gradually reverted to a series of permits for a site, based on the definition of structure. Today, we are issuing separate permits for each building and structure, as stated in the Building Code. Revisions are processed as revisions, and additional review and administrative fees are applied because of the additional work. This creates a hierarchy of permits, with the primary permit for the residence being the primary permit, and the ancillary permits for outbuildings, retaining walls, etc being the secondary permits. This hierarchy becomes an issue when a project goes on for more than 18 months and we must determine whether it is eligible for an extension or it must be renewed. Over a period of approximately 5 years, previous Councils have debated the effects of projects which go on for extended periods, often as the result of the very size of the building and the amount of site work necessary, but also fueled by revisions and added work as the primary structure takes shape. As a result of many complaints and a common observation that this process creates quite a disturbance for the adjacent properties, and can even affect traffic and utilities in a wider area, the codes were amended to provide incentives to get the work done on a site in 18 months or less. The Medina Municipal Code now provides that a permit is good for 18 months. If the work is completed in that time, everybody is a winner. If not, the Building Official must determine if the project is complete enough to qualify for an extension of 6 months. If not, the permit must be renewed by the payment of a full permit fee. The renewed permit does have the benefit of providing another 18 months to complete the project. (There have been 3 or 4 projects so far that have taken so long that the owners have had to renew their permit 2 and 3 times.) As currently written and enforced, a project must be complete as to the exterior finish on the building and the site work, so that after the initial 18 months, it will not be necessary to have contractors working on the exterior of the building. If all subsequent work on the project can be contained within the building, and there have been no unapproved revisions in the project, the project will qualify for a 6 month extension upon payment of a $50.00 processing fee. At this point, no new work can start on the site until the primary permit and all ancillary permits have been inspected and given final approval. This is intended to prevent a string of activity, one permit after another, year -after -year. What actually happens is that large projects that have large budgets simply pay for the additional permits in order to keep working and get the entire site built out at one time. Those with less Page 2 ITEM H - 2 aggressive budgets are beginning to see a way around the fees by completing one phase of the work and waiting a short period to get permits for the next phase, once the initial permits have been fnaled. Then there are the projects that are under funded, and often end in a flurry of activity in an effort to avoid additional permit fees, but usually can't make the 18 months. ALERT. Staff and consultants see a growing problem in the area of phasing projects, due either to the 18 month limitation, or because of the 60% limit on expenditures before a project becomes a reconstruction. A reconstructed project must comply with all current land use and building code provisions. Any previous non -conforming conditions must be removed. Phasing to avoid the additional fees or to avoid the current code provisions results in a string of projects that can conceivably go on for much longer than one complete project might have. INSPECTIONS Inspections are an integral part of the regulatory process. Unless the work is checked for compliance with the codes and ordinances, there is no real reason for having minimum standards and requirements. The inspection process begins with an on -site meeting of the City's representatives and the contractor and architect. The conditions of permit approval and construction mitigation are reviewed, and the inspection process is discussed. An effort is made to provide the contractor with information about the process, and to ensure that he is working with the approved plans. Inspections begin with the preparation of the site and continue through the many stages of construction and the site restoration. There are approximately 18 different points when an inspection is required, depending the on scope of the work, and some inspections are repeated more than once due to corrections or revisions. One aspect of our inspections that is different than many other jurisdictions is the insistence on submitting revisions for changed work. The inspectors check the work for compliance with the approved plans and the codes. If the work has been changed, no approval is given until the revision(s) have been submitted for review and approved. For a contractor or an architect who is not staying on top of the work and allows the construction activity to continue without approved plans, this often represents a delay. On the other hand, since most of the revisions are owner driven, the contractor and architect often don't have time to process the volume of revisions in a timely manner. In either case, delays do occur. Another difference is the effort we make to ensure that the building has all the final inspections in order to make sure that the work has been done according to the codes, and to provide some evidence to the homeowner that the building has been constricted safely and in accord with the local and state regulations. Most financial institutions now require a Certificate of Occupancy from the local jurisdiction before they will close on long-term financing, and we only provide a C of O when we are satisfied that the work is complete and approved. BILLING/ADDITIONAL COSTS Because of the practice of using outside consultants to manage and review development activities, Medina has adopted the policy of passing on many of the charges for consultant activity. In some cases, consultant activity is considered a part of the permit fee collected. Where there is no fee, all consultant review is billed to the owner as a pass -through charge. Even when permit fees cover some consultant activity, the added work to review revisions and Page 3 ITEM H - 2 corrections is billed as a pass -through charge also. Many jurisdictions have tried to avoid fee -for - service charges, while relying on the permit fees to pay for the level of service deemed appropriate for the community. In recent years, with the shrinking general funds, and the expanded demands for staff review and involvement in projects, it has become necessary for many jurisdictions to institute additional charges to cover adcitional services. Another process that is different from most other jurisdictions is the practice of reconciling the permit fees at the end of the project. The fee for the building permit is based on the valuation of the work covered by the permit. Over the years, it became evident that the original estimate of the value of the work given by the architect was just that, an estimate. Many of the new residences have a final valuation that is many times the original estimate, due to finishes chosen, changes (revisions), and sourcing of the quality of materials desired by the owners. Because of this change in valuation, the City was not getting the full permit fees appropriate for the level of activity and value of work. The reconciliation process works like this. At the end of the project, the owner is asked to sign an affidavit disclosing the full and true valuation for the project. This certificate is given to Donna who compares the final valuation with that used to compute the original permit fee. If the final valuation is higher, the owner is billed for the increase in the permit fee. If it is less, the owner is given a credit against other charges, or a refund. Once the permit fees are reconciled, and the consultant pass -through fees are accounted, Donna is able to prepare a consolidated invoice for all outstanding charges. Upon payment of these charges, the file is closed and a C of O is issued. We are sometimes criticized for the amount of time it takes to pull together this consolidated invoice, however. This can be a result of some reluctance on the part of the owner to reveal the full cost of the project, or the time it takes to get the billing from one or another consultant, or there could even be a disagreement over the actual true value. This happens when the valuation reported is obviously inconsistent with the work that was performed and the Building Official is required to make a final determination. (The Building Code states that the valuation shall be determined by the Building Official in determining the permit fees.) Page 4 ITEM H - 3 MEMORANDUM DATE: May 28, 2004 THRU: City Manager TO: City Council FROM: Director of Public Works RE: Public Works Activity Report 1. Attached is the Public Works Activity Report for the period 1 — 31 May 2004. 2. The intent of this report is to provide the City Manager and City Council with a narrative description of the primary activities occurrinc within the Public Works Department over the included period. ITEM H - 3 CITY OF MEDINA 501 Evergreen Point Road • P.O. Box 144 •_Medina, WA 98039-0144 Telephone 425-454-9222 Fax 425-454-8490 . Police 425-454-1332 MEDINA PUBLIC WORK53 ACTIVITY REPORT (1 — 31 May 2004) This report describes the activities of the City of Medina Public Works (PW) Department for the period shown. 1. Routine Public Works Maintenance — The Public Works Crew (PWC) continues to work on preparing and maintaining our parks, streets, street planter strips, right-of-way plantings and sidewalks for the summer season (mowing, edging, pruning, high spotting, weeding, etc.). Watering requirements have increased significantly. 2. Public Works Maintenance and Repair Projects, Special Activities — a. Work in and around City Hall - repaired two restroom fans. repaired men's restroom door, moved speaker in the Council chambers, replaced ballast in women's restroom light, replaced irrigation clock for sprinkler system, and fabricated and installed new temporary permit parking only signs for the summer season. b. Several more signage repairs and replacements around the City. c. Tennis courts prepped for CIP refurbislnnent work. d. Dug up storm drain line on north EPR. Discovered major problems. Will have to be repaired by line replacement through the small works roster bid process. e. Procured the shrubs, planted, shaped and performed general landscaping under the new 7'" St. Oak tree. f. PWC placed and removed 19 postings, and retricv ed several records from the City's records storage facility. g. Started summer boom mowing all around the City. This is a process which continues throughout the summer. h. The PWC posted the job vacancy offering for the summer hire position. I. The PWC has started the summer cycle of cleaning signs and removing overgrown vegetation from the City's right -of- %ays and sidewalks. ITEM H - 3 j. Two dead pine trees were removed from the corner of NE 32" `r St. and 78"' PL NE. k. The summer cycle of vactoring out the City's over 720 storm drain catch basins was initiated. 3. Park Projects / Issues — Given the new requirement for the Park Board to provide the City Council with a quarterly written report on Parks and Preserve related activities and projects, this section of the Public Works Activity report will be discontinued. 4. Capital Improvement Plan (CIP) Projects — All CIP projects are progressing as planned. 5. Committee and Seminar/Workshop and Training Attendance — a. The DPW attended the WSDOT SR 520 Bridge Replacement and HOV Project Eastside Community Roundtable meeting the evening of May 11`t'. The next Eastside Community Roundtable meeting is scheduled for July 14`h. b. The DPW is scheduled to attend a Technical Committee meeting for the SR 11 520 Bridge Replacement and HOV Project on June 9` 6. Other a. The PWC continues to work the PSE vegetation management project. A detailed spreadsheet which identifies what work has been done and what still needs to be done is still being created, and meetings and coordination with residents continues. b. The pruning of the poplar trees on 84"' Ave. NE and NE 24`" St. is nearing completion. The crew encountered more dead wood and dying limbs and main stems than was originally thought to exist in the trees. The OGCC decided not to have the contractor trim their side of the trees. The near -term safety of the trees has been significantly improved by this work, however, the trees are clearly in a state of decline and many main stems have extensive rot or are completely hollow. it is important that the City and the OGCC reach an agreement on the tree replacement project and the work be accomplished in the next 2-3 years. c. The storm drain outfloNv strearn (Fairweather Stream) running beside Wells Medina Nursery and into Medina Circle just north of NE 24t" St. was dredged utilizing a vactoring system. The outflow no longer appears to be backing up into the OGCC detention ponds. The stream which drains the south outflow from Medina Park will be dredged later in the summer during lower water conditions. This should solve the flooding problems recently experienced by the adjacent ho neowners. y cfi Pr1 fps CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 www.medina-wa.gov CITY MANAGER'S ACTIVITY REPORT DATE: June 7, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: City Manager's Activity Update Former City Manager Visit — Medina's 3`d City Manager Greq Cullin visited City Hall on June 7, 2004. Mr. Cullin served as City Manager in Medina from 1967 — 1972. He is currently retired and living in Cambodia. Thornton Thomas was Mayor of Medina during the time Mr. Cullin served as City Manager. Citizen Action Request Log — Attached for informational purposes. Meeting Minutes — As a result of the May 10th discussion regarding April meeting minutes, I asked the City Clerk to research meeting minute protocol. The attached memo is intended to provide some useful information regarding the purpose of meeting minutes and standards or guidelines used. Legislative Updates — Attached information from City of Bellevue. Permit Performance Report — Report for month ending May 31, 2004 is attached. Also, see attached Ordinance No. 600, establishing a time limit for notification regarding application completeness and establishing a time limit for issuing final pe-mit decisions. June Meeting Schedule June 1 — Planning Commission Meeting — 7:00 p.m. June 7 -- City Council Special Meeting — 7:00 p.m. June 14 — City Council Regular Meeting — 7:00 p.m. June 15 -- Hearing Examiner Meeting — 7:00 p.m. June 21 -- Park Board Meeting — 7:00 p.m. June 28 — City Council Study Session — 7:00 p.m. \ k c \/ - v a / \ \ \ \ 0 e E \ \ \ 0 k\� EL E2@� �j\\ D \"f� E E \\\\ _ y � CL / § /fo= \ / $\g�, \)m\\ -0 cz r{\ m -0 \\2{ 0- �\\7/\ 0 U) L) (D < { r C) o /\5 3°=oeo eaezee \ƒ / D {) / _ Gk \« ; _ -0 \\ )\ /; k{ \ § Er M \\ \: >®�®�° \ o�z���� \E2EE°�■ e2»%a@% \20\+?0C 0 o E g 5 = = o: ]7§]S0 0 0 C)U(L & �/>1 { »( _ 2E \)82 :6 nic - 2 « f� \06 �� CM Ek \ °�0 ( § = % 20 » t » > _ a) / > o 3 ƒ \ \ % �§� /\ 6 } " \/j/\ (D c §$°°°�� ==-2 f k\{@®2)S u §«@S.«!§1 ) \ ,o E o:3:E> f/0 JA)<@g/2_ 22 \ \ ACL § / / \\ \ \ / �,E - J g e [ > o 0 m Cl) 2�CD 3 > CD S CD CD CD CD 0 CN \ \ \ \ ) \ \ \ 2 2 k] \ CD \ 2 k® ©» .E fE2= f2 D e7-E \{� \7 /j]a e -o; \CD 2G£] }f b Z3 3o /� c(2£ - C l \ � aLa- E \{D-'& CL mL) CL 0 f -g°tee) `° )! u ^ _«���® 0 0EU 2\ \ CD TWI �0 ,3/,7 - 2� /3 §u E ,R] �( \Q°(2 -0 a) oa)�= $ _o %!/\\ �\ CL "o-- \ (3) 22 9 co : �(/{t 5 j/ / }GJ \3\G;.-�2 =s\«/ z«5 . - o ®\\]20 ! - f 2 \2'2% ® »\/{_;\\ \ z %a{)=E= _ .�_,&— �\\ 0 (D CD / ct—CL 00 = � 7= f { ƒ# ƒ \ / Ln m \ § \ E CT 70\ _ - - com C®\ \ { / J 2 2 / o - c \ \ / CD » CD CD CD C CD 2 CD >AS/ CD CD CD CD CD CC)~ \ co 3 _ / _ / J a \ r k J CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 www.Medina-wa-9ov MEMORANDUM DATE: June 3, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Meeting Minutes COMMENT: During the May 10, 2004 meeting, the City Council was asked to correct/amend meeting minutes from April 12 and April 26 meetings. In both cases, the corrections/amendments were not related to motions or formal actions of the City Council, but to discussion and comments made during the meeting. The City Council did not take action on the meeting minutes and requested that staff provide the audio recordings to members of the City Council for review prior to the June 14, 2004 meeting. The audio recordings from both April meetings were provided to the City Council. In addition to the audio recordings, the City Council should consider the purpose of meeting minutes and the adopted policy contained in Robert's Rules of Order. Meeting minutes are not intended to be verbatim transcripts of the meetings, but provide an official record of decisions and actions taken during the meeting. Robert's Rules of Order, Newly Revised, 48 (2000) states that minutes "should contain mainly a record of what was done at the meeting, not what was said by the members." The form in which meeting minutes are to be maintained is not spelled out in the RCW. However, the Washington Municipal Clerk's Association gives suggestions as to format and content. Keeping a good record of city council proceedings is very important for a number of reasons. Meeting minutes provide a record to furnish evidence that the city council has complied with the law or rules by which it is governed, so they must be accurate and clearly describe council proceedings, but not necessarily everything that was said. Some city councils require "action only" minutes, where little, if any, narrative is included, and only motions and votes are shown in the record. Other city councils require more extensive minutes, which may include not only detail of each agenda item listed, but discussion thereon. Sorne city clerks, as a matter of course, make no reference in the minutes regarding councilmember's remarks, except where a councilmember specifically requests that his or her remarks be included in the minutes. Other city clerks make reference in the minutes to councilmembers comments and reasons for voting for or against a motion. It is really a matter of individual city preference. More importantly, a standardized format should be used to develop uniformity of minute entries and to save time in composing the record. If minute formats change frequently, the lack of uniformity would lead to a lack of credibility. A minute format that includes the city clerk's interpretation or summary of councilmembers' remarks will be more likely to create situations like that of the May 10, 2004 meeting, which require review of audio recordings to confirm exactly what was said rather than creation of a record of what was done during meetings. Date: May 24, 2004 X Action X Discussion X Information SUBJECT: REGIONAL TRANSPORTATION INVESTMENT DISTRICT UPDATE & DISCUSSION STAFF CONTACT: Diane Carlson, CMO; Goran Sparrman, Transportation; Kim Becklund, Transportation POLICY ISSUE: Council's Regional Transportation Vision calls for comprehensive, multimodal solutions for 1-405, 1-90 and SR 520. ESSB 6140, the Regional Transportation Investment District (RTID) legislation created by the 2002 State Legislature, provides our region with an opportunity to make long-term investments in transportation for these corridors and others in the region. On May 24, RTID Executive Director Kjristine Lund, will provide Council: (1) an update on F'.TID's schedule and describe the decision -making structure; (2) a review of the three -county draft project list, including project benefits; and (3) a review of Sound Transit issues and summary of how Sound Transit and RTID funds could be "swapped" to achieve diverse county objectives. Finally, Bellevue staff will compare and contrast RTID's draft plan with Bellevue's transportation priorities. DIRECTION NEEDED FROM COUNCIL: While the purpose of this discussion is informational, Council will asked to consider sending a letter to RTID that clearly articulates Bellevue's regional transportation priorities. BACKGROUND Blue Ribbon Commission on Transportation. In 1998, the Governor and the Legislature created the Blue Ribbon Commission on Transportation (BRCT) to assess local, regional and state transportation systems; ensure that current and future funding for transportation is spent wisely; make the system more accountable and predictable; and prepare a 20-year plan for funding and investing in the transportation system. In its final report, the BRCT issued 18 recommendations. Recommendation #6, supported by Council, states that regions be provided with the ability to plan for, select and fund projects identified to meet the region's transportation and land use goals. Regional Authority Granted. In 2002, ESSB 6140 was approved by the Legislature to assist the Puget Sound Region in raising dollars to meet its unique regional transportation challenges. The legislation enables a county with a population over 1.5 million and adjoining counties with populations over 500,000 to create a Regional Transportation Investment Districts (RTID). Puget Sound's RTID was created in late 2002 and includes all three Puget Sound counties (King, Snohomish and Pierce). it is governed by the elected officials from each County Council. Together, they serve on the RTID Planning Committee. While RTID is governed by all three counties, it is steered by a Executive Committee —select members from each Council. Councilmembers McKenna, Pelz and Patterson serve as King County's representatives to the Executive Committee. RTID legislation also requires that each participating county ratify/approve the Draft RTID Plan prior to it going to the ballot. Project Eligibility. The regional projects to be funded with the regionally raised revenues must be capital improvements or improvements to highways of statewide significance adding a lane or new lanes to an existing state or federal highway. This includes associated approaches, HOV lanes, bus pullouts, flyover ramps, park and ride lots, vans for van pools, buses, signalization, ramp -metering and other transportation systE�m management improvements. Local arterials, new highways and other highways are eligible for funding if certain conditions are met. The bill also contains a provision for Sound Transit projects to be included in the package. RTID Update: On April 29th, the RTID Executive Board approved the draft proposal shown below (only King County projects shown). The RTID is to further refine this plan at its June 3 and 101h meetings. Projects — King County Revenue Source and Level Proposed Cost '' Corridor $1.9b 1-405 0.2% sales tax $1.Ob Alaska Way Viaduct $75 license fee $0.51d SR 167 2.8 cent local option gas tax $1.Ob SR 520 0.3% MVET $0.9b SR 509 0.1 % ST sales tax transfer $7.1b total funding for King County, assuming state $0.1b Triangle Interchange backed bonding $.820b I-405/SR 16 $.035b SR 518 Details re: King County Local Projects (roadway dollars): Non-HSS/Local •SE Issaquah Bypass (S7.5M RTID; total cost $.020b Projects 534;41M 9244 Ave NE (5LM RTID; total cost $8.1 M), •Phase I Coal Creek Parkway ($7.1M RTID; total cost $38.1 M). SO.08b SR 99 North BRT $.875b S.060b Light Rail SR 522 Transit $7.29b Total Finally, RTID is likely to modify the project list to address concerns about the local option gas tax and to incorporate Sound Transit's projects should Sound Transit vote to join the ballot. It is noteworthy that the 1-90 Two -Way Transit/HOV project was removed from the list in recent weeks. Sound Transit's Role/Policy Issues: ESSB 6140 allows Sound Transit to participate in RTID via a joint ballot process whereby Sound Transit would provide some of its existing tax authority for High Capacity Transit (HCT) projects. Sound Transit is currently considering whether or not to commit .1% of its sales tax authority for specific HCT projects. This level of revenue would generate roughly $1.8 billion dollars within the three -county area. The focal point for the use of this revenue is to accelerate extension of Link Rail in Seattle from Downtown Seattle north to the University of Washington or perhaps beyond. Other HCT priorities are also being explored within each county. A key/ policy consideration for Sound Transit is the accuracy of costing North Link. While Sound :Transit is nearing selection of its Preferred Alignment Alternative, the project's various segments are at varying levels of design, all well beneath the 30% design target Sound Transit identified as necessary to ensure greater confidence in project costs. Further, to focus HCT revenues primarily within King County, it would require Snohomish and Pierce Counties to "swap" their HCT/Sound Transit dollars in exchange for roadway dollars from King County. At this time, it appears that neither of these two counties would receive enough roadway dollars back to fulfill their funding priorities, nor does King County want to give up its roadway dollars given the enormous transportation needs unique to King County. This issue is exacerbated by the consideration that RTID may drop from further consideration the addition of local option gas tax revenues. The oil industry has been resolute in its opposition to this tax as has vowed to oppose the ballot measure should it be included in the mix. This in turn, has created concern among those in the business community --those likely fund a campaign in preparation for a November 2004 vote. Moreover, even if a viable joint -ballot package was to emerge, Sound Transit Board members continue to express concerns about how a ballot measure proposal this year could cause further delay of a separate Sound Transit Phase II vote. Protracted delay of the Sound Transit Phase I I vote would put much more political pressure on Sound Transit and the East Subarea to identify eligible projects to spend down the East's growing unanticipated revenue balance. (Note: Legally, Sound Transit must hold another vote in order to generate funds for any new projects, i.e., 1-90 HCT, 1-405 BRT in full, etc.) Finally, should Sound Transit commit its revenue to a joint ballot with RTID, it will have a direct impact on future HCT revenue availability. Currently, Sound Transit has an additional .3% of authorized, but unused sales tax authority. In effect, the East would realize a net loss of future HCT funding availability unless Sound Transit's enabling law were reopened and expanded or modified. Council's RTID Priorities: Council has received numerous updates on RTID over the last two years, including a notebook of informational materials earlier this year. Council took formal action related to RTID on June 23, 2003. At that time, Council reiterated support for the City's priority corridors-1-405, 1-90 and SR 520 with the assumption that key phases of each project would require similar prioritization. Below is a description of the rationale for Council's action at that time. Rationale: The 1-405 corridor is the furthest along in terms of environment work completed to date and early design among the all three corridors. 1-405 also recently received additional state dollars that can be leveraged with RTID revenues to provide early improvements. I-90 is the next most ready project with its EIS nearing completion and is the likely to be completed by 200612007 with outstanding congestion relief benefits expected upon project opening. It is considered a low cost/high benefit project currently on the RTID list. SR 520, while a high priority for the City and region should be last among the three as it is the least ready with i s EIS still needing at least an additional year of analysis. SR 520 has received some new state dollars for EIS completion and preliminary design. The same rationale appears to be applicable today. The major difference between RTID's list for King County and Council priorities is the absence of 1-90 on the RTID list and RTID's inclusion of more localized projects (please see Non-HSS/Local Projects list in table above). ALTERNATIVES: (1) Send letter to RTID Executive Committee communicating Bellevue's regional transportation priorities. (2) Do not send a letter to RTID. (3) Monitor RTID's progress through June 10th and ask staff to report back to Council with a report in mid to late June. (4) Take no action at this time. RECOMMENDATION: Staff recommends Alternative 1. Date: May 24, 2004 Action X Discussion Information SUBJECT: REGIONAL HOMELAND SECURITY GOVERNANCE AND CITY OF BELLEVUE HOMELAND SECURITY UPDATE STAFF CONTACT: Diane Carlson, CMO; Charlie Bush, CIVIC; Barb Graff, Fire POLICY ISSUE: Within King County, the allocaticn of Homeland Security funds is controlled primarily by the City of Seattle and King County in the case of the Urban Area Security Initiative (UASI) grant program or by the Emergency Management Advisory Committee (EMAC)/Region 6 Homeland Security Council (HSC) in the case of the Homeland Security Grant Program (HSGP) and the Law Enforcement Terrorism Prevention Program (LETPP). The Council may choose to establish policy interests regarding the structure of regional homeland security governance. NEEDED FROM COUNCIL: This briefing contains a written update on the county -wide grant process and of new information regarding the Seattle proposal to restructure the Homeland Security Council, presented to Council at the April 261h meeting. In addition, staff is requesting Council input and consideration of a draft interest statement on the Homeland Security Council issue. BACKGROUND: Grant Process Update In the past month, City Manager's Office staff, in coordinaticn with involved city departments, prepared and submitted 9 proposals totaling $2.7 million to compete for $4.4 million from the IFFY 04 Homeland Security Grant Program and the UASI II grant program; the EMAC/HSC is allocating the funds. A grant review subcommittee will be evaluating the proposals based on criteria developed from the grant program guidance and regional homeland security strategic planning efforts. The criteria are as follows: Required Criteria ■ The proposal relates to the prevention of, mitigation of, response to, or recovery from acts of terrorism ■ It falls into the category(ies) of planning, training, equipment, exercise ■ The proposal will be completed within the grant period ■ It adheres to the authorized expenditure guidelines ■ The proposal adheres to the Washington State Homeland Security Strategy Goals, Objectives, and Implementation Steps Optional Criteria (opportunity to win points in each category) ■ It promotes a collaborative environment for sharing information, resources, assistance, and expertise between regional partners ■ Contributes to interoperable communications or systems ■ Prevents attacks through intelligence, warning, or deterrence equipment ■ Reduces vulnerability of critical infrastructure (vital phys cal or cyber systems) ■ Assess the readiness to prevent or respond to a terrorist attack ■ Minimizes damage and speeds recovery from attacks ■ Project has significant regional benefit Their recommendations are in turn reviewed by the Regional Homeland Security subcommittee then forwarded to the EMAC/HSC for approval. In its role as Region 6 Homeland Security Council, EMAC is not acting in an advisory capacity, but rather in a multi -disciplinary regional homeland security planning capacity. Funding decisions should be announced by late July. Seattle's Oversight Board Proposal At the April 261h meeting, staff briefed Council on a City of Seattle proposal to change the Homeland Security Council governance body responsible "or distribution of HSGP funds; Seattle's proposal eventually included LETPP funds, which represent a smaller amount of money than the HSGP, but are also allocated by the EMAC/HSC. Council raised a number of concerns about the proposal and requested a set of principles that could help guide future discussions on the issue. Staff has provided a draft interest statement in Attachment A for Council consideration. Subsequent to the Council's discussion, staff communicated the concerns expressed by the Council to the King County Executive's office, the City of Seattle and to other cities. The Suburban Cities Association raised similar concerns, which were communicated in a letter opposing the proposal to King County and Seattle last wee,, as have the King County Fire Chiefs' and Police Chiefs' Associations. In addition, Mayor Nickels brought the proposal to a group of city mayors last week and it was not supported. As Seattle has had an opportunity to publicly discuss its proposal, it is clear that Seattle is interested in having greater representation on the body that distributes the HSGP and LETPP funds and wishes to fix the distribution of funds based on a pro-rata share based on a combination of population and threat potential. At this point, it is evident that there is not widespread support for making the changes as proposed by Seattle. There is general support for utilizing a multi -disciplinary, technical staff approach as currently provided in the EMAC/HSC structure and process. Seattle and King County have not indicated whether they intend to move forward with the proposal or whether they will delay making any changes to the EMAC/HSC structure. At the April 26" meeting, Council provided clear direction t-lat the Seattle proposal was not supported and requested staff provide an interest statement, or collection of policy principles, that could help define the Council's position on the Homeland Security Council structure and function. The draft interest statement (Attachment A) includes the following basic principles: ■ Continue to utilize the EMAC team of technical staff to provide the analysis and administration of regional competitive grant processes ■ Maintain an all -hazards approach ■ Consensus decision -making is the preferred method ■ Distribution of funds should be based on criteria that recognizes need, ability to respond and system -wide coverage ■ Conduct an evaluation of the 2004 EMAC/HSC processes and results ■ Work towards a goal of providing a coordinated oversight or guidance structure for the allocation of HSGP, UASI, and LETPP federal pass -through homeland security funding within King County ■ The State should provide an appropriate proportion of state pass -through funding to the Puget Sound Region At this time, staff is recommending the Council adopt the interest statement, as provided or with changes, to provide guidance through the approval of principles for the Homeland Security Council that retain and support the EMAC multi -disciplinary structure. The principles support establishment of a mechanism to evaluate the results of the fund allocation process and allow for future development of policy direction for criteria for the HSGP, LETPP and UASI grant programs. This approach would be intended to provide minimal change to the current EMAC/HSC process and structure. The EMAC/HSC process has, to date, distributed homeland security grants funds throughout the region for IFFY 02, FFY03 and the IFFY 03 Supplemental without delay or grievance. If approved by Council, staff will work with other cities and the County to gain support for the principles included in the Interest Statement. After evaluating the results of the EMAC process to distribute the funds, staff will identify if further steps need to be taken to sharpen the policies to provide more specific guidance for the distribution criteria. ALTERNATIVES. (A) Approve the draft interest statement as provided, or with changes, and direct staff to communicate the policy interests to cities and King County. (B) Take no action at this time RECOMMENDATION: Alternative A. ATTACHMENTS: (A) Draft Interest Statement DRAFT - Homeland Security Regional Governance Interest Statement City of Bellevue - May 24, 2004 Background Currently, pass -through of homeland security funds within the Homeland Security Grant Program (HSGP) and the Law Enforcement Terrorism Prevention Program (LETPP) are allocated within King County by the Emergency Management Advisory Committee (EMAC)/Homeland Security Council (HSC), which is the State of Washington designated Region 6 Homeland Security Council. The EMAC was created in 1999 by King County Ordinance and features 23 emergency management professionals and elected officials representing a diverse set of agencies and associations across King County. It was designated as the Region 6 Homeland Security Council by King County. The City of Seattle has proposed, and the King County Executive has tentatively agreed, to replace the Region 6 Homeland Security Council with an elected official body to provide guidance to the fund distribution process. EMAC would remain to continue its all hazards approach to emergency management, but would likely not be involved in the allocation of homeland security funding. The other large homeland security pass through grant program within the region is the Urban Area Security Initiative (UASI) grant program. This Department of Homeland Security program provides federal financial assistance directly to large urban areas in the country considered to be at high risk. The "Urban Area" locally is designated as the City of Seattle and King, Pierce, and Snohomish Counties. Seattle is federally - designated as the core city and King County as the core county for UASI. Both have veto power on the committee that allocates funds from the UASI program, the Urban Area Work Group (UAWG), which features professional staff from each of the member organizations. The UAWG also includes representatives from Pierce County, Snohomish County, and the Washington State Military Department, which serves as the federally -mandated State Administrative Agency (SAA). The initial allocation of each round of UASI funds is made between the current UAWG agencies, as detailed in the UASI local urban area homeland security strategic plan. T-le UASI grant program receives 3 to 4 times as much annual funding for the region as the HSGP and approximately 10 times more funding than the LETPP. The City of Bellevue supports the following guiding principles for the decision -making process regarding distribution of Homeland Security funds within the State, Region, and County. Principles • Continue to utilize the EMAC team of technical staff and elected officials to provide the analysis and administration of regional competitive grant processes: Bellevue supports the current process of utilizing technical staff and elected officials in the EMAC/HSC structure to administer the County -wide grant processes. EMAC/HSC may need to be evaluated to ensure appropriate representation is being provided for all emergency providers. • Maintain all -hazards approach: Bellevue supports the HSC/EMAC focus on all - hazards planning and response. Distribution of Homeland Security funds should incorporate both an all -hazards and a threat -based approach to addressing needs and preparedness. Consensus decision -making is the preferred method: Any decision -making or policy guidance body should strive to make decisions on a consensus basis to ensure the many emergency service providers within the County are given an appropriate voice. Distribution of funds should be based on objective criteria that recognize regional needs, the ability to reduce vulnerability and improve regional response and recovery: Bellevue supports funding formulas that best benefit the entire region. .' An evaluation of the EMAC/Homeland Security Council processes and results for 2003 and 2004 should be conducted by September 2004 and shared with the participating emergency service providers: If warranted by the evaluation, Bellevue would support development of principles guiding the distribution criteria. Any proposed policies should be limited to providing guidance to the EMAC process not to directing the individual funding decisions. 49 Work towards a goal of providing a coordinated oversight or guidance structure for the allocation of HSGP, UASI, and ILETPP federal pass - through homeland security funding within King County: Bellevue supports an ultimate goal of providing a single coordinated structure within King County for all emergency management planning and funding allocation decisions rather than having a separate structure for the UASI program. A single structure must provide appropriate and direct representation for primary emergency service providers within the County. Ultimately, the Puget Sound Region should consider a coordinated process and structure encompassing King, Pierce and Snohomish counties. The State should provide an appropriate proportion of state pass -through funding to the Puget Sound Region: Bellevue believes that the Puget Sound Region faces the most significant threats in the State and as a result has significant homeland security needs, Bellevue supports a state allocation of funding through the HSGP and LETPP that directly correlates to population and threat data. Date: May 24, 2004 X Action Discussion X Information SUBJECT: UPDATE ON FEDERAL LEGISLATIVE ISSUES STAFF CONTACT: Diane Carlson, CMO, 452-4225 POLICY ISSUE: Congress, the Administration, and federal agencies each year approve actions that impact the City in a broad range of areas. NEEDED FROM COUNCIL: Staff is requesting Council input and approval of a draft letter to the City's Congressional delegation regarding re -authorization of TEA-21. BACKGROUND Congressional reauthorization of the transportation act was required by October 1, 2003. Due to disagreement over the total amount to be included in the -eauthorization, Congress did not approve a new act, but instead has been passing rolling extensions. President Bush just signed a third extension for TEA-21 through June 30, 2004, but if Congress does not send a bill to the White House by then, the likelihood is great that Congress will delay reauthorization until next year. The delay impacts all levels of government that receive and distribute federal transportation funds. The National League of Cities is requesting city action to urge Congressional action to pass a 6-year reauthorization bill before the current extension expires. Staff has provided a draft letter for Council consideration under Attachment A. ALTERNATIVES (A) Approve sending the draft letter as is, or with changes. (13) Take no action. RECOMMENDATION Staff recommends Alternative A. ATTACHMENTS (A1 Draft TEA-21 reauthorization letter. COUNCIL SUMMARY BACKGROUND BRIEF: METROPOLITAN KING COUNTY REGIONAL. COMMITTEES May 2004 This briefing summarizes recent actions taken by the three regional committees formed as a result of the merger of King County and Metro: the Regional Policy Committee (RPC), the Regional Water Quality Committee (RWQC), and the Regional Transit Committee (RTC) REGIONAL POLICY COMMITTEE (RPC) The RPC met on May 5, 2004. The Committee received a briefing on King County Ordinance 2004- 0125 — the transmittal by the Executive of the Waste Export Framework. The Ordinance was referred to the RPC as a non -mandatory referral. The RPC did not take any action on the Ordinance; however, a group of city, county council and Executive staff are working cooperatively to develop amendments to the Ordinance in response to the concerns raised by cities. The staff working group, led by City of Bellevue staff, is attempting to draft amendments for consideration by the RPC in July. The RPC also received briefings on the human services work program and the report of the King County Governance Commission. The Committee agreed to pursue independent study of the funding and needs for mental health and substance abuse, which are categories not being addressed by the Task Force on Regianal Human Services. REGIONAL WATER QUALITY COMMITTEE (RWQC) The May 1Z 2004 meeting included: ■ A report from the Metropolitan Water Pollution Abatement Advisory Committee (MWPAAC). MWPAAC reported that they are continuing contract discussions with the County and are working on the set of issues to be presented back to the County. In addition, MWPAAC will be reviewing the Executive's Regional Wastewater Services Plan Update. ■ The Committee adopted a 2004 Work Program, including more specific timelines for each item on the program. ■ A briefing on the Sammamish Valley Reclaimed Water Project. ■ A briefing on the 3 Year Regional Wastewater Services Plan Update. Upcoming Items: The next meeting will be on June 9, 2004. REGIONAL TRANSIT COMMITTEE (RTC) The following is a summary of items to be covered at May 19, 2004 Regional Transit Committee (RTC) meeting: ■ Briefing No. 2004-B0102: 2002-2007 Six -Year Transit Development Plan Update - Ride -Free Areas and Waterborne Transit. The adopted Six Year Transit Development Plan 2002-2007 ("Six -Year Plan') calls for that plan to be updated every two years. In February the RTC received a briefing outlining a work program to update the plan in 2004. An assessment of progress towards achieving plan targets and implementing plan strategies was also presented, along with the staff conclusion that there is not a compelling need to update or amend the existing strategies. However, interest in waterborne transportation and activity center circulation argue for addition of two new strategies. Activity Center Mobility: Six Year Plan strategy F-3 calls for analysis of expanding or creating new ride -free areas. Since ride -free areas are one of several means to improve access to bus service for mobility within a downtown area, this strategy will consider the broader question of how to enhance activity center mobility and when a given option may be appropriate. A variety of options will be examined such as ride -free areas, circulators and shuttle routes, shoppers' token programs, employer incentive programs, and VanShare. Metro's current and past experience with these options will be examined. ► Waterborne Transit: Consistent with a 2004 County Budget proviso, this strategy will identify a proposed 2004-2005 work program to recommend conditions and circumstances under which the County should participate in provision of waterborne transportation service. Four representative passenger ferry options will be modeled and costed under varying financing, operating and fare collection assumptions. Stakeholder input will be solicited. Recommendations will include recommended policies, criteria and potential next steps. ■ Briefing No. 2004-B0103: ACCESS Paratransit Program Overview- Committee members from the Accessible Services Advisory Committee were present io share their 2004 Work Program. COUNCIL SUMMARY BACKGROUND BRIEF: SOUND TRANSIT May 2004 CURRENT ISSUES ST response to ETP re: potential eligible projects for East King unanticipated revenue 1. If the Eastside's unanticipated revenues are reserved in Scund Transit's financial plan for 1-90-related improvements, what kinds of projects might be eligible? (This responds to the ETP's November 2003 letter): a. If WSDOT were to charge ST for the future use of the center roadway for HCT purposes, this would likely take the form of an air rights easement. Any charges could be paid by deducting the value of the charges against the balance in the ST/WSDOT "land bank," resulting in no actual cash outlays. b. In the Mirai report, there are three 1-90-related projects that were identified: Unfunded portion of R8A (note, however, that this; would require a change in Board policy). Mercer Island P/R expansion: $3m deficit was identified in the Mirai report. However, it is not yet known with certainty if the current MI P/R will have a deficit. Bellevue Way Southbound HOV lane, from the South Bellevue P/R to 1-90: This is currently identified as a potential mitigation measure in the 1-90 Two -Way Transit / HOV Access Project EIS. 2. In the RTID context, can ST pay for BRT-related elements of the 1-405 project? (This responds to a question asked at the 4120104 Subcommittee meeting). There are 4 transit projects in the current RTID 1-405 project: 112th SE in -line station ($36m); Newport Hills P/R expansion ($19m); Brickyard P/R expansion ($26m); and Brickyard Direct Access ramps ($116m). These projects were included in the 1993 System Plan EIS and have been reviewed by the Expert Review Panel. Therefore, all are eligible for ST funding if included in an RTID package. A proposal to fund any project above would require explicil approvals by the ST Board. Sound Transit's Tacoma Link hits 500,000 riders Tacoma Link, the 1.6 mile light rail line operated by Sound Transit, carried its 500,OOOth passenger on Saturday April 24. Weekday boardings are averaging 2,320, the agency reported, a number that exceeds projections made for the year 2010. Sound Transit & RTID The Sound Transit Board asked staff for additional informaiVon on the possibility of joining a ballot measure this November with the Regional Transportation Investment District. (RTID). The joint ballot measure would ask voters to approve a tax increase to pay for transportation improvement projects in King, Pierce and Snohomish count es. Those projects would include money to extend the Central Link light rail project. The ST Board is scheduled to take action on whether to participate on May 27"' and the RTID is scheduled to take action on May 29'n BACKGROUND Sound Move - A Ten -Year Regional Transportation Plan In November 1996 voters in King, Pierce, and Snohomish counties approved a $3.9 billion plan to provide rapid transit service to the central Puget Sound region. Sound Move includes: • 20 express bus routes Express buses operating on existing and 100 miles of new high occupancy vehicle (HOV) freeway lanes • 81 miles of commuter rail near the 1-5 corridor • 25 miles of light rail between Seattle and Sea-Tac and a line between downtown Tacoma and the Tacoma Dome East King County will receive express bus service and HOV freeway lanes. Capital projects directly impacting Bellevue include (1996 dollars): 1-405 to Downtown Bellevue HOV access improvements ($66 million), Bellevue Transit Center expansion ($15 million), 1-90 at Eastgate P&R HOV access improvements ($29 million), and conversion of the 1-90 express lanes to two- way transit operation. Express bus service to Bellevue will total $104 million in capital, operations, and maintenance costs. Sound Move is funded through tax revenue (a 0.4 percent increase in sales tax and a 0.3 percent increase in motor vehicle excise taxes collected within the three -county region), long term bond financing, and federal transit funds. Local tax revenues will be used to benefit each of the five planning subareas based on the share of revenues that each generates. Regional Transit Authority Membership Board membership is proportionate to county population, plus the Secretary of the Washington State Department of Transportation. The membership includes: King County: Connie Marshall (Bellevue Mayor); Jack Crawford (Kenmore Council); Fred Butler (Issaquah Deputy Council President); Pete Von Reichbauer (King County Council); Richard McIver (Seattle Council); Julia Patterson (King County Council); Greg Nickels, Vice Chair (Mayor of Seattle); Dwight Pelz (King County Council); Larry Fhillips (King County Council); Ron Sims (King County Executive) Pierce County: John W. Ladenburg, Chair (Pierce County Executive), Claudia Thomas (Lakewood Council); David Enslow, (Sumner Council); Kevin Phelps (Tacoma Council) Snohomish County: Aaron Reardon (Snohomish County Executive); Mark Olson Vice Chair (Everett Council), An additional Boardmember from Snohomish County will be named in the future. Washington State DOT: Douglas MacDonald (Secretary) Bellevue Staff Contacts Goran Sparrman, Kim Becklund, Franz Loewenherz COUNCIL SUMMARY BACKGROUND BRIEF: PUGET SOUND REGIONAL COUNCIL May 2004 This briefing summarizes recent actions taken by the Puget Sound Regional Council. Executive Board: The Executive Board met on April 22, 2004 and an overview of that meeting was provided in your last briefing. The Executive Board's next meeting is scheduled for May 27, 2004. Bellevue nowhas a seat on the PSRC Executive Board. Transportation Policy Board (TPB) and Growth Management Policy Board (GMPB): The TPB and GMPB held a joint meeting on May 131', 2004. The GMPB reported on plans for the Vision 2020 Update Scoping Report, which will include input from the TPB. The policy boards heard a status report on the study of public interest in acquiring the railroad corridor that connects the City of Renton to the City of Snohomish. An ad hoc PSRC committee met for the first time on May 6 to discuss this issue. PSRC is coordinating with the Washington State Department of Transportation to submit an application for the regional FTA funding competition in order to fund a more detailed preservation/acquisition study. The policy boards conferred on the High Capacity Transit (HCT) Planning Assistance PSRC is providing for Sound Transit, an analysis of transit corridors that is limited to HCT but will be incorporated into corridor studies that are underway. The policy boards recommended certification o f comprehensive plan amendments for Bellevue and Everett as well as certification of Mountlake Terrace's Comprehensive Plan Update. The Transportation Policy Board also recommended the change in project status from candidate i`o approved for 11 Destination 2030 projects. The next meeting of the policy boards is scheduled for June 10, 2004, which will be anotherjoint meeting. At that meeting, the boards will provide a recommendation to the Executive Board, resulting from the Scoping Report, regarding the scale of the Vision 2020 Update. Economic Development District (EDD): The EDD met on May 5, 2004. It added Councilmember Chelminiak to the EDD Executive Committee, after his nomination by Councilmember Lee at the previous meeting. The EDD Board also released a Request for Proposals for the development of a long-range Regional Economic Strategy, its anticipated update of the Comprehensive Economic: Development Strategy (CEDS). A. Leonard Smith, the Director of the Economic Development Administration (EDA), gave a brief presentation on EDA funding programs and services to the Board. The Board approved the grant application to submit to the Economic Development Administration for funds to develop the CEDS Update. The Board reviewed a summary of their previous comments regarding the CEDS Update. It received an update on the Public Works Project Selection Process, a federal competitive grant program in which projects are submitted to the EDD for ranking and the top projects are then submitted to the EDA. Finally, the EDD Board heard an update on Vision 2020 Update scoping activities. There will be an EDD Executive Committee meeting on June 9, 2004, with the next Board meeting planned for July 14, 2004. Background The PSRC is an association of cities, towns, counties, ports and state agencies, formed by Interlocal agreement. It serves as a forum for developing policies for regional growth management, economic and transportation issues in the four -county central Puget Sound Region. PSRC operates under both state and federal mandates, and Interlocal Agreements between the member jurisdictions. PSRC is the Metropolitan Planning Organization (MPO) under federal law, charged with allocated federal transportation dollars allocated to the region. Federal lew requires the PSRC to develop, approve, and periodically update a Metropolitan Transportation Plan (MTP), a fiscally constrained long-term transportation plan for the four -county region. PSRC is also the Regional Transportation Planning Organization (RTPO) under state law for the four county region, charged with certifying the adequacy of local transportation elements of jurisdiction's comprehensive plans. PSRC is also the author of VISION 2020, the Puget Sound region's overall growth management guide. County and city comprehensive plans must, by law, be consistent with VISION 2020. PSRC maintains a comprehensive database used by local jurisdictions in their planning efforts. It also undertakes a variety of special studies at the direction of the PSRC Executive Board. PSRC operates under a 4-committee structure. There are two policy boards, which make policy recommendations to the Executive Board: the Growth Management Policy Board and the Transportation Policy Board. Bellevue has a direct seat on each of the policy boards. There is also an Operations Committee, which makes budget recommendations to the Executive Board. Bellevue has no representation on the Operations Committee. The Executive Board is the top management committee for PSRC. Cities in King County other than Seattle have 4 seats on the PSRC Executive Board. The General Assembly, which is an annual meeting of all member jurisdictions of PSRC, is empowered to adopt any bylaws amendments, and must also approve the annual budget and workplan and board officers. Councilmember Conrad Lee is Bellevue's representative to the Executive Board (Alternate: Mayor Connie Marshall). Mayor Connie Marshall serves on the Growth Management Policy Board and is currently the Chair of the committee (Alternate: Councilmember Grant Degginger); Deputy Mayor Phil Noble serves on the Transportation Policy Board (Alternate: Councilmember Claudia Balducci). Councilmember John Chelminiak serves on the Economic Development District Board (Alternate: Councilmember Conrad Lee). In addition, City Transportation Director Goran Sparrman serves on two key PSRC staff committees: the Regional Project Evaluation Committee (RPEC) and the Regional Staff Committee (RSC). Definitions GMPB Growth Management Policy Board MTP Metropolitan Transportation Plan PSRC Puget Sound Regional Council RPEC Regional Project Evaluation Committee RSC Regional Staff Committee TIP Transportation Improvement Plan TPB Transportation Policy Board Staff Contacts Diane Carlson, CMO; Charlie Bush, CMO; Goran Sparrman, Transportation; Kim Becklund, Transportation, Dan Stroh, PCD; Kevin O'Neill, PCD. CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 w Medina-wa.Tov MEMORANDUM DATE: June 8, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: 2004 Building Permit Processing Performance Report COMMENT: The attached report monitors performance of the permit process. Permits have been separated into ten (10) categories or permit types: New Construction, Remodel and [Repairs, Additions and Alterations, Rockeries and Walls, Right of Way Use, Mechanical, Fences, Re -roofing, Grading, and Landscaping. The statistics on application review time in this report reflect periods within individual reviews in which the applicant was on notice of the City's need for revisions or clarifications. During this time, the City review has been stopped until revisions or clarifications are provided by the applicant. The City began tracking application review timelines at the end of 2003. The 2003 performance has been established as a benchmark for 2004. Finally, it is important to note that there are numerous factors, which influence the amount of time required for application review, some of those factors are completely within the control of the applicant. For example, an applicant can shorten the timeline of an application by: • obtaining technical, process, and other information to help prepare complete application documents • being responsive to requests for additional information or clarifications New Construction — Includes permits for new residential dwellings, garages, cabanas, and accessory structures. Twelve (12) permit applications for new construction have been accepted since January 1, 2004. Nine (9) of the twelve permit applications are still pending approval. The average time between application acceptance and permit approval is thirty-one (31) days for the three (3) permits that have been issued. The average will increase significantly when five (5) of the penJing permits are finally issued due to the fact that three (3) pending permits are beyond one -hundred (100) days and two (2) pending permits are beyond sixty (60) days. Remodel and Repair — Seventeen (17) permit applications for remodels and repairs have been accepted since January 1, 2004. The average time between application acceptance and permit approval is twelve (12) days. This category includes a repair permit application issued over-the-counter the same day of acceptance, which is the shortest time between application acceptance and permit approval. The longest period of time between application acceptance and permit approval was forty-eight (48) days. Additions and Alterations — Includes permits for additions or alterations to structures including, room additions, reconstruction, and interior alterations involving structural modifications. Thirteen (13) permit applications for additions and alterations have been accepted since January 1, 2004. The average processing time is twenty-one (21) days. The shortest period of time required for processing was two (2) days. The longest period of time required for processing was forty-three (43) days. Rockeries & Walls — Six (6) permit applications for rockeries and walls have been accepted year-to-date. The average time between application acceptance and permit approval is twenty-eight (28) days. The shortest time between acceptance and approval was four (4) days and the longest time was ninety-five (95) days. Right -of -Way Use — Twenty-four (24) permit applications for right-of-way use have been accepted year- to-date. The average time between application acceptance and permit approval was is ten (10) days. The shortest time between acceptance and approval was several over-the-counter permits and the longest time was eighty-seven (87) days. Mechanical — Thirty-six (36) applications for mechanical permits have been accepted year-to-date. The average time between application acceptance and permit approval is eight (8) days. The shortest time between acceptance and approval was several over-the-counter permits and the longest time was sixty- nine (69) days. Fences — Seven (7) permit applications for fences have been accepted year-to-date. The average time between application acceptance and permit approval is twelve (12) days. The shortest time between acceptance and approval was two (2) days and the longest time was twenty-nine (29) days. Re -Roofing — Nine (9) applications for re -roofing permits have been accepted year-to-date. The average time between application acceptance and permit approval is one (1) day. Seven (7) of the nine (9) re- roofing permit applications were issued over-the-counter. Grading — Seventeen (17) application for a grading permit has been accepted year-to-date. The average time between application acceptance and permit approval is twenty-six (26) days. The shortest time between application and permit approval was seven (7) days and the longest time was seventy (70) days. Landscaping — Fourteen (14) applications for landscaping permits have been accepted year-to-date. The average time between application acceptance and permit approval is thirty-five (35) days. The shortest time between application and permit approval was one (1) day and the longest time was one -hundred - fourteen (114) days. 0 Page 2 • • 15r-g 1� AN ORDINANCE ADOPTING DEVELOPMENT PERMIT REGULATIONS, ESTABLISHING A TIME LIMIT FOR NOTIFICATION REGARDING APPLICATION COMPLETENESS AND ESTABLISHING A TIME LIMIT FOR ISSUING FINAL PERMIT DECISIONS. WHEREAS state legislation requires the adoption of regulations governing the processing of development permit applications, and WHEREAS the City has administrative policies defining the requirements for development applications but has not formally adopted regulations; now, therefore, THE CITY COUNCIL OF THE CITY OF MEDINA ORDAINS AS FOLLOWS: S$4TXQX 1 PROJECT PERMIT APPLICATION DSFINED: Project permit application means any application for land use or development permitted by the City including but not limited to building permits, mechanical permits, subdivisions, conditional uses, variances, special uses, nonconforming right of way development, lot line adjustments, right-of-way permits, grading and drainage permits and substantial development permits but shall not include rezones, amendments to the comprehensive plan or the adoption or amendment of ordinances or regulations relating to land use and development. SECTION 2 ADOPTION OF REGIILA'IION AND DEL$GATION OF LTKITED A ORITY TO AMEND REGULA IONS: The Regulations Describing Requirements of Completed Permit Applications attached hereto are hereby adopted as the regulations of the City. The City Manager may propose amendments or additions to said regulations from time to time, only upon notifying the City Council in writing of the intention to do so, at least forty five (45) days before the effective date of said amendments or additions. The City Council may reject or modify any proposed amendments or additions. In the absence of action by the City Council, such amendments or additions shall become effective on their proposed effective date. 63=10N 3. TIME LIMIT FOR NOTIP;CATION l�f ,ETHER PERMIT APPLICATION IS COMPLETE. Within twenty eight (28) days after receiving a project permit application, the City shall mail or provide in person a written determination stating either: A. That the application is compete; or B. That the application is incomplete and what is necessary to make the application complete. The determination shall, to the extent known by the City, identify other agencies of local, state or federal government that may have jurisdiction over some aspect of the application. The project permit application shall be complete for purposes of this section when all the requirements of the Regulations Describing Requirements of Complete Permit Application have been complied with, even though additional information may be required or project modification may be undertaken subsequently. A determination of completeness shall not preclude the City from requesting additional information or studies if new information is required or substantial changes in the proposed action occur. The determination of completeness may include any additional information the City chooses to include. Within fourteen (14) days after an applicant has submitted additional information after a determination that the initial application is incomplete, the City shall issue a new determination of completeness. An application shall be deemed complete upon failure of the City to issue a written determination that the application is incomplete within the time limits set forth in this paragraph_ SECTION 4 TIME ZOR DECISION. A. Except as otherwise provided in this section, the City shall issue its notice of final decision on a project permit application within one hundred twenty (120) days after the City has notified the applicants that the application is complete. The following periods shall be excluded from the calculation of the number of days that have elapsed after notice of a complete application: (1) Any period during which the applicant has been requested to correct plans or provide additional required information beginning with the date the applicant was notified of the need to correct plans or provide additional information and ending when the City determines that the corrected plans 2 or additional information are complete or fourteen (14) days after the corrected plans or additional information have been supplied if the City does not issue a cletermination that such materials are not complete. (2) Any time required for preparation of an environmental impact statement. (3) Up to ninety (90) days for the processing of any appeal of a determination relating to the project permit. B. The applicant and the City may extend the time for issuance of a final decision upon mutual agreement. C. The time limits set forth in this paragraph shall not apply to any application that requires amendment to the comprehensive plan or to city ordinances. D. If the City is unable to issue its final decision within the time limits provided for in this paragraph, it shall provide written notice of this fact to the applicant including a statement of the reasons why the time limits have not been met and an estimated date for issuance of the notice of final decision. E. This section shall apply to project permit applications filed on or after April 1., 1996. §ZgXION 5 DESIGNATION OF REPRESIMATLVE. The City may require the project permit applicant to designate a single person or entity to receive determinations and notices pursuant to these regulations and to be responsible for the submittal of all application documents,. SECTION S. SEMMBILITY If any section, sentence, clause or phrase of this ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this ordinance. SLION 7. EFFECTIVE DATE. This ordinance shall take effect five days after its publication or the publication of the summary of its intent and contents attached hereto. PASSED BY THE CITY COUNCIL ON THIS llth DAY OF 3 March , 1996 AND SIGNED IN AUTHENTICATION OF ITS PASSAGE THE 8th DAY OF ._ April , 1996. Approved as to form: ` Kirk R. Wines, City Attorney ATTEST: SZ44� H wood T. Edvalson, City Clerk e,..em 1/11/96 Rod .,0&- 33/16/96 6 Pffiliioa: Wwwenw gb iErAma T. BtaLgM ;Mr•eyortMynrewaanragar�c dttrpgrdlMlrpfrR•iMgM•rMsMO••Na 600 Boom 8 New Construction - 2004 Timeline Performance Date Date Date Total Type/Permit No. Accepted Approved Issued Days New Construction 010504-0434 1/5/2004 3/17/2004 3/23'2004 71 012904-0456 1/29/2004 020404-0466 2/4/2004 022604-0480 2/26/2004 032504-0497 3/25/2004 040104-0506 4/1/2004 041304-0519 4/13/2004 4/13/2004 4/20/2004 1 050604-0558 5/6/2004 051304-0570 5/13/2004 6/4/2004 22 051404-0574 5/14/2004 052004-0587 5/20/2004 052604-0598 5/26/2004 AVERAGE F 31 Remodels Repairs - 2004 Permit Timeline Performance Date Date Date Total :/Permit No. Accepted Approved Issued Days )del/Repair 010804-0438 1/8/2004 1/9/2004 1/21/2004 1 011304-0442 1 /13/2004 1 /22/2004 1 /27/2004 39 012604-0451 1/26/2004 3/15/2004 4/19/2004 48 012804-0455 1 /27/2004 1 /28/2004 2/5/2004 1 012904-0461 1/29/2004 1/29/2004 2/5/2004 1 021204-0475 2/12/2004 2/17/2004 2/19/2004 5 031804-0488 3/18/2004 3/30/2004 4/1/2004 12 040804-0516 4/8/2004 5/7/2004 5/12/2004 29 042004-0534 4/20/2004 042804-0544 4/22/2004 042904-0553 4/29/2004 5/11/2004 5/17/2004 12 051104-0566 5/11/2004 5/12/2004 5/13/2004 1 051404-0572 5/14/2004 5/18/2004 4 051804-0579 5/18/2004 5/19/2004 6/2/2004 1 051904-0586 5/19/2004 5/19/2004 5/2C/2004 1 052604-0595 5/26/2004 052704-0600 5/27/2004 AVERAGE 12 Additions Alterations - 2004 Permit Timeline Performance Date Date Dale Total :/Permit No. Accepted Approved Issued Days 'Alteration 012204-0448 1/22/2004 2/24/2004 3/3/2004 2 031704-0485 3/17/2004 3/19/2004 3/24/2004 2 031804-0487 3/18/2004 3/23/2004 3/24/2004 5 031804-0489 3/18/2004 4/30/2004 5/4/2004 43 032504-0494 3/25/2004 040804-0514 4/8/2004 5/11/2004 5/25/2004 33 042104-0535 4/21/2004 6/1/2004 6/7/2004 40 042104-0537 4/21/2004 042904-0544 4/29/2004 042904-0546 4/29/2004 042904-0550 4/29/2004 051904-0581 5/19/2004 060304-0604 6/3/2004 Rockeries Walls - 2004 Permit Timeline Performance Type/Permit No. Date Accepted Date Approved Date Issued Total Days Rockery/Wall 020504-0471 2/5/2004 5/11/2004 95 021904-0477 2/19/2004 2/23/2004 4 031804-0491 3/18/2004 3/31/2004 4/5/2004 12 032404-0492 3/24/2004 3/30/2004 4/1/2004 5 040104-0511 4/1/2004 4/23/2004 4/28/2004 22 060404-0609 6/4/2004 A Right of Way Use - 2004 Permit Timeline Performance Date Date Elate Total Type/Permit No. Accepted Approved Issued Days Right of Way 2846 1/14/2004 1/16/2004 3/22/2004 2 2847 1/26/2004 1/28/2004 2/10/2004 2 2848 1/26/2004 1/28/2004 2/10/2004 2 2849 1/30/2004 2/13/2004 3/31/2004 14 2850 2/4/2004 4/28/2004 87 2851 2/12/2004 2/12/2004 2/13/2004 0 2852 2/20/2004 2/20/2004 2/20/2004 0 2853 2/20/2004 3/8/2004 3/8/2004 16 2854 2/27/2004 3/16/2004 3/31/2004 18 2855 3/11/2004 3/16/2004 3/19/2004 5 2856 3/11/2004 3/16/2004 3/19/2004 5 2857 3/15/2004 3/19/2004 3/22/2004 4 2858 3/25/2004 2859 3/29/2004 4/2/2004 4/7/2004 4 2860 3/31/2004 4/2/2004 2 2861 3/31/2004 4/5/2004 4/21/2004 5 2862 4/9/2004 5/11/2004 5/12/2004 32 2864 4/21/2004 5/3/2004 6%/2004 12 2865 4/27/2004 4/27/2004 4/27/2004 0 2866 4/29/2004 5/3/2004 5/5/2004 5 2867 5/11/2004 2868 5/12/2004 5/12/2004 5/17/2004 0 2869 5/14/2004 5/19/2004 5/24/2004 5 2870 5/20/2004 AVERAGE 10 Mechanical - 2004 Permit Timeline Performance Date Date Date Total Type/Permit No. Accepted Approved Issued Days Mechanical 010504-0435 1/5/2004 3/15/2004 3/23/2004 69 010504-0433 1/5/2004 1/5/2004 1/5/2004 0 010804-0439 1/8/2004 1/8/2004 1/8/2004 0 010804-0440 1/8/2004 1/8/2004 V8/2004 0 012204-0447 1/22/2004 1/22/2004 1/22/2004 0 012204-0449 1/22/2004 2/24/2004 3/ 3/2004 2 012904-0457 1/29/2004 020404-0467 2/4/2004 020504-0472 2/5/2004 2/5/2004 2i5/2004 0 021004-0473 2/10/2004 2/10/2004 2/10/2004 0 021104-0474 2/11/2004 2/18/2004 2/19/2004 7 022004-0479 2/20/2004 2/20/2004 2/20/2004 0 031104-0484 3/11/2004 3/24/2004 3/26/2004 13 031704-0486 3/17/2004 3/19/2004 3/24/2004 2 030804-0490 3/18/2004 4/30/2004 5/4/2004 43 032504-0495 3/25/2004 032504-0498 3/25/2004 032904-0502 3/29/2004 4/20/2004 21 040104-0507 4/1/2004 041904-0533 4/19/2004 4/19/2004 4/19/2004 0 042104-0538 4/21/2004 042604-0542 4/26/2004 4/26/2004 4/213/2004 0 042604-0543 4/26/2004 4/26/2004 4/213/2004 0 042904-0545 4/29/2004 042904-0547 4/29/2004 042 904-0551 4/29/2004 050604-0559 5/6/2004 050604-0564 5/6/2004 5/26/2004 6/"/2004 20 051404-0573 5/14/2004 5/26/2004 5/2-7/2004 12 051904-0582 5/19/2004 051904-0583 5/19/2004 5/19/2004 5/19/2004 0 051904-0585 5/19/2004 5/21/2004 5/24/2004 2 052004-0588 5/20/2004 052504-0594 5/25/2004 5/25/2004 5/25/2004 0 052804-0601 5/28/2004 5/28/2004 5/28/2004 0 060304-0605 6/2/2004 AVERAGE Fences - 2004 Permit Timeline Performance Date Date Gate Total Type/Permit No. Accepted Approved Issued Days Fence 011304-0441 1/13/2004 1/21/2004 1/23/2004 8 012604-0454 1/26/2004 2/11/2004 2/13/2004 16 032403-0493 3/24/2003 040704-0512 4/7/2004 4/9/2004 4/15/2004 2 042904-0552 4/29/2004 5/27/2004 6i2/2004 29 043004-0554 4/30/2004 5/5/2004 5/6/2004 5 051804-0580 5/18/2004 5/27/2004 6/3/2004 9 AVERAGE 12 Type/Permit No. Reroof 033004-0503 040704-0513 040904-0517 041204-0518 051204-0567 051304-0576 052604-0596 052604-0599 060204-0602 RAGE Re -Roofing - 2004 Permit Timeline Performance Date Date ❑atp Tr :ceptea Approved Issued Dai 3/30/2004 3/30/2004 3/30/2004 0 4/7/2004 4/7/2004 4/7/2004 0 4/9/2004 4/9/2004 4/9/2004 0 4/12/2004 4/14/2004 4/28/2004 2 5/12/2004 5/12/2004 5/12/2004 0 5/13/2004 5/19/2004 5/20/2004 6 5/26/2004 5/26/2004 5/25/2004 0 5/26/2004 5/26/2004 5/23/2004 0 6/2/2004 6/2/2004 6/2/2004 0 Type/Permit No. Grading 010504-0436 011504-0445 012604-0452 012904-0458 020404-0468 021904-0478 022604-0481 032504-0499 040104-0510 041304-0520 042104-0536 042104-0539 042904-0548 050604-0560 051304-0569 051304-0571 052004-0589 Grading - 2004 Permit Timeline Performance Date Date Date Total Accepted Approved Issued Days 1/5/2004 3/15/2004 1 / 15/2004 1/26/2004 2/24/2004 1 /29/2004 2/4/2004 2/19/2004 2/25/2004 2/26/2004 3/25/2004 4/1 /2004 4/13/2004 4/20/2004 4/21/2004 5/11/2004 4/21/2004 4/29/2004 5/6/2004 5/13/2004 5/13/2004 5/20/2004 3/23/2004 70 4/19/2004 29 0 4/20 2004 7 6/7 2004 20 26 Landscaping - 2004 Permit Timeline Performance Date Date Date Total Type/Permit No. Accepted Approved Issued Days Landscaping 010504-0437 1/5/2004 2/19/2004 46 012204-0450 1/22/2004 2/11/2004 2/20/2004 20 012604-0453 1/26/2004 1/27/2004 2/27/2004 1 012904-0459 1/29/2004 3/24/2004 55 020404-0469 2/4/2004 5/28/2004 114 032504-0500 3/25/2004 033104-0504 3/31/2004 040104-0508 4/1/2004 4/21/2004 20 042604-0541 4/26/2004 4/29/2004 5/3/2004 3 042904-0549 4/29/2004 050604-0561 5/6/2004 051704-0575 5/17/2004 6/3/2004 6/8/2004 17 052004-0590 5/20/2004 060304-0608 6/3/2004 AVERAGE 35 ITEM I - 1 CITY OF MEDINA Evergreen Point Road, Medina, WA 98039 (425) 454-9222 www.ci.medina.wa.us MEMORANDUM DATE: May 28, 2004 THRU: City Manager TO: City Council FROM: Director of Public Works RE: 2005 - 2010 Capital Improvement Plan ;CIP) Approval 1. Alternatives / Options — The following are the two primary options the City Council has relative to the adoption of the 2005-2010 Capital Improvement Plan. As previously noted, the CIP includes the City's Transportation Improvement Plan (TIP) which, by RCW 35.77.010, must be submitted to the State of Washington DOT annually and not later than July 1st of each year. a. Approve the 2005-2010 CIP as proposed. b. Make amendments to the proposed 2005-2010 CIP and approve the CIP as amended. 2. Recommendation — The City Council approve thE: proposed six -year Capital Improvement Plan (CIP) for the period 2005 — 2010 as proposed and adopt the plan by Resolution No. 306 (attached). 3. Discussion - The 2005 - 2010 Capital Improvement Plan (CIP) was presented by the DPW to the City Council at the April 26, 2004 Study Session. No amendments to the CIP were directed at that time. Copies of the cover memo and 26 page CIP were provided to the Council for the SS meeting, thus they will not be reproduced and included here. However, if Council members would like another copy of what was provided for the SS, please contact the DPW. CITY OF MEDINA RESOLUTION NO. 306 A RESOLUTION OF THE CITY COUNCIL OF MEDINA, WASHINGTON, ADOPTING A SIX -YEAR TRANSPORTATION IMPROVEMENT PROGRAM AND DIRECTING THE SAME TO BE FILED WITH THE STATE SECRETARY OF TRANSPORTATION AND THE TRANSPORTATION IMPROVEMENT BOARD. WHEREAS, pursuant to the requirements of Chapters 35.77 and 47.26 RCW, the City Council of the City of Medina has previously adopted a Comprehensive Street Program, including a collector and local access street construction program, and thereafter periodically modified said Comprehensive Street Program by resolution, and WHEREAS, the City Council has reviewed the work accomplished under said Program, determined current and future City collector and local access street needs, and based upon these findings has prepared a Six -Year Transportation Improvement Program for the ensuing six (6) calendar years, and WHEREAS, a public hearing has been held on the said Six -Year Transportation Improvement Program, and WHEREAS, the City Council finds that there will be no significant adverse environmental impacts as a result of adoption or implementation of the Six -Year Transportation Improvement Program. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Medina, Washington, that: Section 1. Program Adopted. The Six -Year Transportation Improvement Program for the City of Medina, as revised and extended for the ensuing six (3) calendar years (2005 — 2010, inclusive), a copy of which is attached hereto as Exhibit A and incorporated herein by this reference as if fully set forth, which Program sets forth the project location, type of improvement and the estimated cost thereof, is hereby adopted and approved. Item I-Ia_ 6-fear FIP Resolution'05-'l0 Section 2. Filing of Program. Pursuant to Chapter 35.77 RCW, the City Clerk is hereby authorized and directed to file a copy of this resolution forthwith, together with the Exhibit attached hereto, with the Secretary of Transportation and a copy with the Transportation Improvement Board for the State of Washington. PASSED BY THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON ON THIS 14th DAY OF June, 2004 AND SIGNED IN AUTHENTICATION OF ITS PASSAGE THE 14th DAY OF June, 2004. Nlary Odermat, Mayor Approved as to form: Kirk R. Wines, City Attorney Attest: Randy Reed, CIVIC, City Clerk Item I - la, 6-YearTIP Rcsolution'05-'10 ITEM J - 1 CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 %vww.rnedina-wa.ciov MEMORANDUM DATE: May 21, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: 2005 Budget Goals and Process RECOMMENDATION: Provide City Manager with direction regarding Council's goals for 2005 Budget and preferred process for adoption of 2005 Budget. POLICY IMPLICATION: The City Council has final approval authority for the annual budget of the City, but should be involved in many different ways. The budget can facilitate the setting of community goals, serve as a method for accomplishing various improvements in the community, and focus efforts of the team of service providers, both internally and externally. The City Manager is responsible for preparing and presenting a preliminary budget to the City Council. The guidance or "goals and targets" provided by the City Council will assist the City Manager in providing a preliminary budget that reflects the desires of the City Council. BACKGROUND: Within the next thirty (30) days, direction will be given to department managers for preparation of 2005 Budget requests. Communication of financial policy and planning goals as well as goals and targets to control expenditures will give department managers the guidelines necessary to develop appropriate and reasonable departmental budget requests. The budget process involves four distinct phases: policy/strategy phase, needs assessment phase, development phase; and the adoption and implementation phase. The 2004 Budget was developed based on policies established by the City Council in seven (7) major categories. The City Council may wish to use the same policies or modify the policies for the 2005 Budget. Financial Stability Policies ■ The City will strive to maintain a General Fund reserve of 8% or 1/12`h of the annual revenues to provide a fiscal cushion that meets seasonal cash flow shortfalls, and assists in facing unpredictable economic downturns. • The City will provide a Council Contingency, within the General Fund, by an annual appropriation that is intended to pay for unforeseen emergencies. Revenue Policies • The City will follow an aggressive effort of collection. • The City will establish all user charges in relation to the cost of providing the service. ■ Annually, the City will recalculate the costs of activities supported by user fees to identify the impact of inflation and other cost increases. • Because revenues, especially [hose of the General Fund, are sensitive to both local and regional economic activities, revenue estimates will be conservative. Capital Budget Policies • The City will maintain a utility tax rate of 0%. The Real Estate Excise Tax will serve as the primary revenue source for capital funding. ■ The City will finance the community's needed capital facilities in an economic, efficient and equitable manner as possible. Debt Policies • The City will maintain adequate available debt capacity for specific priority projects. • The City shall use Inter -fund borrowing where such borrowing is effective. Investment Policy • The City will use the State Investment Pool for all funds not required for cash flow. Operating Budget Policies • The City will maintain a level of expenditures, which will provide for the public well-being and safety of the residents of the community. ■ Expenditures will be within the onfines of generated revenues. 0 Page 2 • High priority should be given tc expenditures that will reduce future operating costs such as increased utilization of technology and equipment, and more prudent ousiness methods. ■ Current operating expenditures will be paid from current revenues and cash carried over from the prior year. ■ The operating budget will provide for adequate design, construction, maintenance, and replacement of the City's capital, plant, and equipment. Specific direction/guidance requested at this time includes the follow: Does the City Council wish to continue using the adopted budget policies or modify the budget policies for 2005? The City Council indicated during 2004 Budget discussions that increasing the utility tax would oe considered for the 2005 Budget. Currently budget policy maintains a 0% utility tax. The budget policies are based on sound financial principles and do not require modification. However, the utility tax should be seriously considered as a dedicated source of funding for capital improvements, which are currently under -funded and require significant transfers from the General Fund. A utility tax of 3% - 4% would generate a substantial amount of revenue with impact of approximately $10.00 to $20.0D per month for a typical household. Actual monthly cost to a household will be based on total utility consumption and/or usage. 2. How does the City Council wish to address the potential reduction of the property tax levy, if voters approve Initiative No. 864? The impact of this Initiative would be a loss of more than $500,000 in 2005. The initiative must be certified by July 2, 2004, if it is to be placed on the November ballot. There are a variety of approaches cities are using to address this issue. Some cities are planning to develop two budgets for 2005 (one assuming 1-864 approved by voters and one assuming 1-864 is not approved). Some cities are planning ballot measures in September or November to either approve a levy lid lift or approve the current levy, which will provide an exemption from 1-864. Several cities have voter -approved levy lid lif.s, which also exempt them from I- 864, according to opinions from the Department of Revenue, King County Assessor and the law firm of Foster Pepper & Shefelman. Finally, at least ten cities are considering a levy ratification or lid lift election in September or in November, which would supersede 1-864. The City Council may want to review this matter during the July 12'h City Council meeting, which wi I be after the deadline for certification of an initiative to be placed on the November ballot. • Page 3 3. Does the City Council prefer approaching budget decisions from a line item perspective or expenditure category perspective? A line item perspective involves the most detailed review of budget expenditures within each program. Typically, this is referred to as "counting paper clips" and can become very time consuming. For example, office supplies, travel and training, equipment repair and maintenance, postage, photocopies, professional services, advertising, etc. An expenditure category perspective involves a general review of the major expenditure categories within each fund. For example, personnel, supplies, services and charges, intergovernmental services and capital outlay. 4. What special projects or issues does the City Council want to include in the 2005 Budget? Previous budgets have included appropriations for special projects or issues, which were priorities for the City Council. Examples include, SR 520, jet noise, water and air quality studies, etc. 5. What is the City Council's target for total expenditures? During previous years, the City Council has not set a target for total expenditures, which has led to significant increases or decreases to the preliminary budget. The preliminary budgets presented to the City Council since 1997 have teen based on expenditure targets established by the City Manager. These targets have been set to fall slightly below the projected revenues to be generated. Options to consider might be: • No increase in total expenditures over 2004 Budget; • Decrease by X% of the 2004 Budget; • Increase of not more than X% of the 2004 Budget; • Page 4 ITEM J - 2 Ilk N101" 0( M43/1 CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 www.irnedinawwa.gov MEMORANDUM DATE: May 21, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Cable Television Franchise Renewal RECOMMENDATION: Authorize City Manager to enter into an Interlocal Agreement for the purpose of hiring a consultant to jointly negotiate terms for a renewed franchise agreement with Comcast. Provide City Manager with direction regarding goals for cable television franchise agreement. POLICY IMPLICATION: Financial commitment required is estimated to be $6,200, which has not been included in the 2004 Budget. BACKGROUND: The cable television franchise agreement between the City of Medina and Comcast will expire on July 31, 2006. Federal law establishes a process for franchise agreement renewal, which allows a cable television operator to initiate negotiations three (3) years prior to the date of expiration. Comcast has notified the City of Medina of their desire to begin the renewal process. In addition, the Cities and Towns of Clyde Hill, Hunts Point, Newcastle and Yarrow Point are also in the process of considering franchise renewal with Comcast. As a result, representatives from the Cities and Towns met with a consultant to discuss a joint negotiation process, which would significantly reduce the cost of the consultant services to each individual organization. The process of franchise renewal typically requires 100 to 150 hours of consultant or staff time. The City Managers/Administrators believe there are a sufficient number of common interests among the organizations to provide a significant benefit from jointly negotiating a new franchise agreement. The consultant we met with to discuss our desired approach concurred with our assumptions and estimated the cost to be approximately one -fifth of the cost of conducting the renewal negotiations independently. In addition to the reduced costs for consultant fees, the City will also benefit from a collaborative effort representinq a population of more than 15,000 people rather than 3,000 people, which represents five times more potential subscribers for Comcast. A collective process will most likely benefit Comcast as well since they will have an opportunity to complete five separate franchise agreement renewals with an effort equivalent to that which is typically required for a single renewal. 0 Page 2 INTERLOCAL AGREEMENT FOR CABLE TELEVISION CONSULTING SERVICES An Interlocal Agreement between the City of Newcastle, City of Medina, Town of Yarrow Point, Town of Hunts Point, the Town of Beaux Arts Village and the City of Clyde Hill for cable television consulting services. WHEREAS, the parties to this agreement all have current franchise agreements with Comcast for the provision of cable television services for their respective communities; and WHEREAS, the parties to this agreement share a need to re -negotiate a franchise agreement for the continued provision of cable television services to their communities: and WHEREAS, it is useful for the cities and towns to obtain the assistance of a cable television expert to help understand current federal regulations and procedures, industry technology, industry trends and help with the development of a renewal franchise agreement to address the needs and desires of each city or town; and WHEREAS, each city and town will receive this service at less cost per jurisdiction than if they were to obtain individual assistance; and WHEREAS, this agreement is entered into pursuant to RCW Chapter 39.34 governing interlocal agreements; NOW, THEREFORE, in consideration of the mutual benefits to be derived from cable television consulting assistance, the parties agree as follows: 1. Cable television consulting assistance shall be conducted by the firm of River Oaks Communications Corporation (hereinafter "consultant"), which is acceptable to the parties to this agreement. 2. The cable television consulting assistance shall include services as outlined in Exhibit "A," which is attached hereto and made a part hereof. 3. Newcastle shall act as the lead agency with responsibilities that include, but are not limited to: A. Developing a contract for the consultant's services. This contract shall be reviewed and approved by Medina, Clyde Hill, Yarrow Point, Beaux Arts Village and Hunts Point. B. Monitoring the activities and progress of the consultant and reporting same to Medina, Clyde Hill, Yarrow Point, Beaux Arts Village and Hunts Point. C. Coordinating payments to the consultant for services performed and reimbursements from Medina, Clyde Hill, Yarrow Point, Beaux Arts Village and Hunts Point, which shall forward their reimbursements to Newcastle within 30 days of the date of billing. 4. The total estimated cost for the consulting assistance ($35,000) will be divided among the parties in the following way. If the actual costs are different than the estimated cost of $35,000, then the actual costs will be prorated according to the following percentages: Amount: Prorated %: Newcastle - $17,600 47% Medina - $6,200 17% Clyde Hill - $6,200 17% Yarrow Point - $2,500 7% Hunts Point - $2,500 7% Beaux Arts Village - $2,500 7% 5. If any one or more of the participants desires specific work by the consultant for the respective city or town, the participant receiving the service shall pay for the cost of the same. No such special services shall be authorized without an agreement in advance that the cost is not a group expense. 6. This agreement is for the benefit of the participating parties only and no other person or entity shall have any rights whatsoever under this agreement, as a third party beneficiary, or otherwise. 7. This agreement shall become effective when it has been executed by the duly authorized representatives of the City of Newcast e, the Town of Yarrow Point, the Town of Hunts Point, the Town of Beaux Arts Village the City of Medina and the City of Clyde Hill and filed with King County Records and Elections. This agreement may be signed in counter parts to facilitate and expedite its execution. 8. This agreement shall expire on December 31, 2005 unless extended by the duly authorized representatives of each of the parties. In the event that the parties to this Interlocal decide to terminate this agreement for other good cause, this Interlocal Agreement shall be null and void. IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day of , 2004. Town of Yarrow Point Jeanne R. Berry, Mayor Approved as to forni: Wayne Stewart, Town Attorney Town of Hunts Point Fredrick W. McConkey, Mayor Approved as to form: Michael Kenyon, Town Attorney City of Medina Doug SChn1Ze, City Manager Approved as to form: City of Clyde Hill George S. Martin, Mayor Approved as to form: John D. Wallace, City Attorney City or Newcastle Rob Hendrickson, City Manager Approved as to form: xxx, City Attorney Town of Beaux Arts Village Charles R. Lowry, Mayor Approved as to form: Kirk R. Wines, City Attorney Waync Stewart, Town Attorne,, ITEM J - 3 *yofM`, CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 980:19 www.meding-wa.gov 425.454.9222 MEMORANDUM DATE: June 1, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: City Hall Summer Hours RECOMMENDATION: Consider options for City Hall business hours. POLICY IMPLICATION: Policy implications include, City Hall business hours, customer access to services/City staff, and non -monetary benefits to City staff. BACKGROUND: During the May 24, 2004 City Council Study Session, the City Council moved discussion of this matter to the June 14"h regular meeting agenda. Several members of the City Council expressed concern with the customer service implications of closing City Hall on Fridays during summer months, while other members considered extended hours on Monday — Thursday and the additional beach parking on Fr days to be a customer service improvement. A survey of City Hall business hours, using comparable cities, is shown in the table below: Arlington Clyde Hill 9:00 — 5:00 pm 8:00 — 5:00 pm Mean 8:30 Mill Creek 8:00 — 5:00 pm Gig Harbor 8:00 — 5:00 pm j Newcastle 8:00 — 5:00 pm Issaquah 9:00 — 5:00 pm Normandy Par k1 8:00 — 5.00 pr Kenmore 9:00 — 5:00 pm S�noqualmie I Woodinville 9:00 — :00 — 5:00 pm 5:00 pm Lake Forest Park 9:00 — 5:06pm Lake Stevens 9:00 — 5:00 pm Based on the results of the above survey, City Hall business hours of 9:00 am — 5:00 pm or 8:00 am — 5:00 pm would be consistent with other cities. However, City Hall business hours do not necessarily need to be completely consistent with other cities if customer needs are better met with slightly different business hours. As such, the City Council may wish to consider options, which might meet the needs of customers more effectively. Business hours starting at 7:00 a.m. might provide more opportunities for City staff to respond to and enforce early starts to construction projects, which are one of the more frequent subjects of citizen complaints. If City Hall opens at 7:00 a.m., an eight -hour day with a one -hour lunch break would result in an afternoon closure of 4:00 p.m. A modification of the 7:00 a.m. — 4:00 p.m. hours could be extending hours just one day per week. For example, 7:00 a.m. — 7:00 p.m. every Monday, 8:00 a.m. — 5:00 p.m. on Tuesday, Wednesday and Thursday, and 8:00 a.m. — 12:00 p.m. on Friday. It should be clearly understood that City Hall business hours have a relatively minimal effect on the majority of City staff. The Police Department operates on a 24-hour, 365-day schedule and Public Works staff are not involved with City Hall business. The primary services impacted by City Hall business hours are Development Services and the City Clerk's office. Three members of the City staff have responsibility for coverage of the City Clerk's office and Development Services (City Clerk, I.S. Coordinator and Permit Coordinator). The Director of Public Works, Director of Development Services and City Manager typically interact directly with customers, but more likely through scheduled appointments, which are not directly related to City Hall business hours. A significant amount of customer contact and customer service is provided by consultants, who are only available through scheduled appointments and do not maintain office hours at City Hall. The Building Official, Building Inspector, Landscape Consultant, and Planning Consultant all fall into this category. • Page 2 ITEM J - 4 0�M CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 vvww-mediina-wa.qov MEMORANDUM DATE: June 2, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Emergency Preparedness/Management Issues RECOMMENDATION: Provide direction regarding City Council desires and expectations for emergency preparedness/management. This direction will assist staff ,vith development of a recommended 2005 budget for emergency preparedness as well as assist emergency preparedness volunteers to focus their efforts appropriately. POLICY IMPLICATION: Financial resources and staff time to be dedicated to implementation of the City's emergency preparedness program. BACKGROUND: It has been almost eighteen (18) months since the City Council adopted the Comprehensive Emergency Management Plan. Since adoption of the Plan, staff and a volunteer committee have been working on implementation of the Plan. Public safety is one of the paramount responsibilities of local government and, although the City of Medina is ahead of most small cities in our emergency preparedness efforts, we have a long way to go. My observation is that the current effort will not achieve the level of preparedness necessary for the continuation of basic local government services nor meet the needs and expectations of Medina residents. Key problems associated with the current effort include: 1) lack of resources; 2) lack of clear program goals; 3) inconsistent volunteer participation; and 4) difficulty reaching the public. Lack of Resources — A considerable amount of time is required for coordination of training, identification and acquisition of supplies/materials, and implementing the Plan. Little, if any, progress has been made in these areas. Public outreach and volunteer committee meetings account for almost all of the budget appropriation for emergency management. Significant issues to consider: 1. We now know that communication will be the most critical issue in the event of a major event. Currently, we have no means to communicate beyond the Police Department's 800 Mhz system, which was insufficient during the last earthquake. 2. City Hall will either collapse or be structurally unsound following a major earthquake. We know that the elementary schools and St. Thomas Church are not likely to accommodate the City's needs for an EOC or alternate EOC. We have not identified an alternate EOC. 3. In the event of a power outage, the two generators we have do not provide sufficient power to operate anything more than the lights and desktop computers in the Police Department, which is essentially useless because the network servers will be down making it impossible to access software and data. 4. We have no emergency supplies/materials/provisions to respond to a major event including, basic items such as: flashlights, flood lighting, food provisions, blankets, cots, individual emergency kits. If an emergency event occurred during a time when city staff were on -duty, we have no means to provide basic sustenance. Lack of Clear Program Goals — We need to identify the goals for the City's emergency preparedness and management efforts. There are two separate issues relative to this program. First, community response and recover efforts should be identified and communicated to the residents of Medina so it is clear what can be expected in terms of access to shelters and emergency services. Second, City services will need to be continued at some level. Public safety, at a minimum, vvill require ongoing law enforcement and removal of debris from streets to provide access for emergency vehicles. Issues to consider: 1. A community survey was conducted last year for the purpose of better understanding the public's expectations of the City. Unfortunately, we had a very low response rate and learned very little from the responses. The few responses that were received demonstrated a broad range of expectations. 2. Public safety services will be critical to maintain, but the level of service will most likely require more than basic law enforcement. Public Works will play a critical role in clearing debris, opening streets to allow emergency vehicle access or evacuation, response to flooding problems, etc. Code enforcement services will be necessary for inspection of structures and emergency permits for immediate repairs. These basic services will require detailed record keeping of expenses to eventually seek reimbursement through emergency state and federal funds, which will involve administrative personnel to process checks, document expenses, enter into emergency contracts, and procure supplies/materials. 3. We now know it will be important to have someone to represent the City, who is knowledgeable about the community and City resources, in the Emergency Coordination Center (Bellevue City Hall) following a major event. This person will need to communicate with others in the ECC about the resource needs in Medina as well as the resources available in Medina that might be needed elsewhere in the region. 4. We also know that we will need someone to represent the City in the Zone 1 EOC (Bellevue City Hall). Most likely, this will be the City Manager, but at least one alternate will be necessary. The alternate(s) will need to be given appropriate training. Inconsistent Volunteer Participation — A number of residents nave volunteered to serve on the Emergency Preparedness Committee, but each month we seem to have different people at the meetings due to various conflicts. This is not uncommon for a volunteer comrrittee, but it also creates a variety of problems that affect the ability to be effective. For example, it took the committee more than six months to complete the final version of the "Emergency Quick Guides" due to suggested changes month -to -month from different volunteers. We have a strong group of individuals, who are busy and will not continue participating if their time is wasted. Issues to consider: 0 Page 2 1. What is the best way to use volunteers? Will the community's needs be better served by using the volunteers to "administer' the emergency preparedness needs or by using the volunteers as emergency response personnel, which will require training them to carryout specific duties (e.g., alternates to staff positions, supplementing staff, etc.)? 2. What do we need to make sure volunteers will be provided with sustenance? If we have volunteers who will respond to an emergency, do they have access to City Hall or an alternate EOC? How do we communicate with volunteers to let them know where to go, what we need, what we don't need? Difficulty Reaching the Public — Our experience has been that the newsletter, Medina Days surveys, and special mailings are not effectively raising public awareness. Despite repeated efforts to encourage residents to participate in the SPAN Program (Strengthening Preparedness Among Neighbors), we have not been successful in organizing a single SPAN training. We know that the most effective and critical emergency response is at the individual household level followed by neighbor -to -neighbor. Issues to consider: 1. Public outreach is difficult in Medina to begin with because a large number of residents travel frequently and have homes in other communities where they may live during part of the year. 2. Medina residents typically have not responded to surveys at a level to obtain a valid sample. 3. Information and education is the most effective tool we have for assisting the community in emergency preparedness. The City does not have the resources to provide more than a very basic level of emergency response so residents must prepare themselves for at least the first seventy-two (72) hours following a major event. 4. What can be done to effectively and efficiently communicate our message to the public? a. City Website b. City Newsletter c. Medina Government Access Channel (coming soon on Comcast) d. Community Groups (schools, neighborhood events, Medina Days) 0 Page 3 2004 ITEM J - 5 City Council Calendar Description Oath of Office 2004 - 2005 Mayor 2004 - 2005 Deputy Mayor 2004 Study Sessions January 12, 2004 Regular Meetin Completed o pleted Completed— Completed January 26, February 9 2004 Study 2004 Regular Session Meeting February 23, 2004 Study Session 1 2004 Committees 2004 City Work Plan Completed Council Policy Manual f Intersection Sight Dist Tabled Building Code Update 84` Ave NE Trees Parking Regulations- _ Tabled Discussion Discussion Completed Site Plan Review Tabled� M.I. Marine Patrol Completed - Discussion 2004 Fee Schedule Resolution Health Care Zoning Code Ao ted- Completed Moved forward Adopted Housekeeping NE 12' Street Project 2003 -Discussion - 2005 Police I Moved forward IL Labor Agreement 12003 - 2005 PW Labor Moved forward - Agreement ARCH Budget & Work Plan �— Approved 1 FaFa a er Park & Preserve Name Approved - I 2003 Year End Financial Report L School Zoning Issues �— I Moved forward Completed Discussion 2004 Leg Action Plan School SUP Hearin s— Moved forward Approved Ado ted Boarding Houses p Disc ussion -� Mgmt Employment Agreements Discussion I Discussion Approved �- 06/09/2004 Page 1 of 1 P:\2004 Agenda Packets\06142004 Agenda Packet\Item J-5, Council Agenda Calendar.doc 2004 City Council Calendar ITEM J - 5 84' Ave Trees Boarding Houses March 8, 2004 Regular Meeting March 22, April 12, 2004 2004 Study Regular Session Meeting Completed Action t Discussion April 26, 2004 Study Session Building Code Update Moved forward CIP/TIP — 2005 - 2010 Moved to June 14th Citizen Request for Refund Cit Facilities City Mgr P.I.P. Moved forward Moved to May 10th Moved to Special - m pensation Study Council Annual Retreat Completed jEMo_vedf:or_W_aard Mt Moved to June 14th Council Polic Manual Financial Report — 1" Quarter Adopted Completed Health Insurance Costs Moved to 1 Intersection Sight Distance Tabled Moved forward November Jail Assembly Appointment Medina Beach Project Mgmt Employment A reements NE 12t' Pro Park Board Appointments Park Board Or. Amend Park Property Acquisition Approved q proved Completed Adopted j �— Completed Moved forward Authorized Police Labor Agreement Tabled Moved forward Approved Pool/Spa Locations FPublic Works Labor Agreement Regional Comm JPA Approved Approved Approved �— 1 School Zoning Adopted Sideyard Setbacks Site Plan Review Weymouth Rezone Denied — Moved forward Ji 06/09/2004 Page 2 of 2 P:\2004 Agenda Packets\06142004 Agenda Packet\Item J-5, Council Agenda Calendar.doc 2004 ITEM J - 5 City Council Calendar Description May 10, 2004 Regular May 24, 2 004 June 14, 2004 June 28, 2004 Meeting Study Session Regular Meeting I Study Session Budget Goals - 2005 Building Code Update Moved to 6/14 Discussion Consent Building Permit Process Cable TV Franchise_ Com feted CIP/TIP - 2005 2010 Citizen Request for Refund Completed Discussion Hearing/Action City Hall Summer Hours Cit Facilities/Parkin Moved to 6/14 Action City Manager Authority _ Discussion Ordinance City Manager Performance Review I Discussion/Action Discussion Compensation Stud Discussion Emergency Preparedness Discussion Historic Preservation Discussion Options Intersection Sight Dist ' -�— Moved to Sept. for hearin I Management � Discussion Employment A reements Medina Elementary SUP Medina Park Dog Control Moved to Public Fiearin� T - Special Meeting on June 7th Park Board Appointment Completed Commission Ord. Park—E7— Adoped -�— Amendments [Planning Commission Appointments Discussion/Action Pool/Spa Locations - — Discussion LProperty Acquisition Moved to 6/14 Discussion/Action j School Signage� Completed — Sideyard Setbacks �— Site Plan Review— T— l SR-520 Project Partially —7 Completed_ SR-520 Roundtable * Discussion Representation tWork Plans - 2004-05 06/09/2004 Page 3 of 3 P:\2004 Agenda Packets\06142004 Agenda Packet\Item J-5, Council Agenda Calendar.doc 2004 ITEM J - 5 City Council Calendar Description July 12, 2004 July 26, 2004 August 9, 2004 August 23, Regular Study Session Regular 2004 Study Cable TV Franchise City Manager Authority Ordinance City Manager Meeting Discussion/Action Discussion/Action Meeting Session Performance Review City Facilities/Parkin Financial Report - Mid Discussion Year Historic Preservation Options Management Di scussion/Action Employment A reements Medina Beach Pro ect Condina trol Park Dog Pool/Spa bo—cations C Discussion/Action Side and Setbacks Hearing/Action Discussion Site Plan Review Tree Replacement - 84" Avenue NE Discussion Discussion Work Plans - 2004-05 Discussion �I - - - 06/09/2004 Page 4 of 4 P:\2004 Agenda Packets\06142004 Agenda Packet\Item J-5, Council Agenda Calendar.doc 2004 City Council Calendar ITEM J - 5 September 13, September 27, October 111 October 25, Budget 2005 2004 Regular Meeting 2004 Study Session Discussion4 2004 Regular Meeting 2004 Study Session Cable TV Franchise City Manager i _ Discussion Discussion Discussion/Action Employment Agreement Discussion Quarter Intersection Sight Distance Public Hearing Property Tax Lev Discussion Sideyard Setbacks_ Site Plan Review Hearing/Action 4_ I TE T— 06/09/2004 Page 5 of 5 P:\2004 Agenda Packets\06142004 Agenda Packet\Item J-5, Council Agenda Calendar.doc 2004 ITEM J - 5 Citv Council Calendar Description November 8, November 22, December 13, December 27, Budget - 2005 2004 Regular 2004 Study Meeting Session Hearin Discussion 2004 Regular Meeting Hearin_ /Action 2004 Study Session Cable TV Franchise City Manager Performance Review Action Discussion Health Insurance Costs Property Tax Levy Discussion Hearin /Action T f 06/09/2004 Page 6 of 6 P:\2004 Agenda Packets\06142004 Agenda Packet\Item J-5, Council Agenda Calendar.doc ITEM J - 6 �l of Mg�i v CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.454.9222 www.med i na-wa.gov MEMORANDUM DATE: June 7, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Park Property Acquisition RECOMMENDATION: Authorize City Manager to enter into purchase agreement for acquisition of property. BACKGROUND: The City Council has previously discussed terms of a purchase agreement in Executive Session. During the May 24, 2004 Study Session, direction was given to the City Manager and City Attorney for terms of a purchase agreement, which would be acted on at the June 12, 2004 meeting. Prior to action, which must occur in public session, the City Council will briefly discuss the matter in Executive Session. If the City Council is prepared to take action on the purchase agreement, the terms of the agreement and subject property will be publicly disclosed. ITEM J - 7 �\y of M� CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 980:39 425.454.9222 ww .usedina-wa.aov MEMORANDUM DATE: June 3, 2004 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Administrative Assistant Position RECOMMENDATION: Authorize City Manager to fill vacant Administrative Assistant position. POLICY IMPLICATION: Position previously authorized, but not funded in 2004 Budget. A budget amendment may be required prior to December 31, 2004. BACKGROUND: The City Council authorized several new positions, which were not funded in the 2004 Budget due to lack of officE� space. An Administrative Assistant position was one of the authorized positions. The 2004 Budget included funding for a recording secretary positian, which would be responsible for attending meetings of the City Council, Planning Commission and Park Board to record and transcribe meeting minutes. Caroll Wedlund resigned as City Clerk to fill the recording secretary position in September 2003. Caroll's recent resignation from the recording secretary position has resulted in a review of the recording secretary position and administrative assistant position. The recording secretary position has required between 20 — 30 hours per week, which includes time spent attending meetings as well as time preparing meeting minutes. The Administrative Assistant position was proposed as a full-time position without responsibility for meeting minutes, but the duties could be adjusted to include responsibility for meeting minutes. The Administrative Assistant position would also have primary responsibility for reception duties (phone and front counter) as well as for clerical support for the City Manager. In addition to the recording secretary position budget appropriation, new revenue generated from passport fees could be used to offset the cost of the administrative assistant position. The administrative office area would need to be reconfigured to provide work space for the position, but a work space could be created on a temporary basis. Cost Analysis Description Salary and benefits Training Other Total Annual Costs: Amount $52,000 i $500 $500 $53,000 Work Space (desk, chair, etc.) $2 000 Desktop PC $1,000 Total Capital Outlay: $3,000 Funding Sources Description Amount Passport fees Recording Secretary appropriation $3,600 $24,000 Total Funding Sources: $27,600 Additional Funding Required: $28,400 • Page 2