CITY OF SHORELINE

SHORELINE CITY COUNCIL

SUMMARY MINUTES OF COMMITTEE-OF-THE-WHOLE WORKSHOP

Thursday, November 5, 1998

6:30 p.m.

Shoreline Conference Center

Mount Rainier Room

PRESENT: Mayor Jepsen, Deputy Mayor Montgomery, Councilmembers Gustafson, Hansen, King and Ransom

ABSENT: Councilmember Lee

1. CALL TO ORDER/ROLL CALL

Mayor Jepsen called the meeting to order at 6:36 p.m. Upon roll call by the City Clerk, all Councilmembers were present with the exceptions of Councilmembers Gustafson and Hansen, who arrived shortly thereafter, and Councilmember Lee.

Upon motion by Deputy Mayor Montgomery, seconded by Councilmember King and unanimously carried, Councilmember Lee was excused.

Councilmember Gustafson arrived at 6:49 p.m.

2. PROPOSED 1999 BUDGET DISCUSSION TOPICS

(a) City Council

Larry Bauman, Assistant City Manager, reviewed the 1999 planned activities and analysis of change. He noted that the budget allows for each Councilmember to attend one regional and one national conference during the year. Mayor Jepsen added that Councilmembers make the individual decisions about which conferences to attend and he doubted that a Councilmember would be precluded from attending a major conference.

Councilmember Hansen arrived at 6:45 p.m.

(b) City Manager

Mr. Bauman reviewed the 1999 planned activities and analysis of change.

Councilmember Ransom expressed concern at the size of the professional services budget, noting his belief that more work should be done in-house as the City grows.

Mr. Bauman explained that the level of consultant services is more or less the same as it was for 1998. Many services are tied to projects developed to support the City Council’s goals.

Robert Deis, City Manager, explained what was spent this year and what is anticipated in 1999.

Mayor Jepsen recommended that increased senior staff participation in various regional meetings be added as one of the 1999 planned activities.

(c) City Clerk

Mr. Bauman reviewed the 1999 planned activities and analysis of change.

Responding to Councilmember Ransom’s comment that the Clerk’s budget does not mention support of the Parks, Recreation and Cultural Services Advisory Committee, Mr. Bauman explained that this support will come from the Parks, Recreation and Cultural Services Department. Support to the Library Board by the City Clerk’s Office was a function of early staffing assignments.

Mayor Jepsen questioned whether any entity other than the Planning Commission needs more than summary minutes. He asked that the Library Board and the other groups in the City, such as the Council of Neighborhoods, move to briefer minutes, which should reduce staff costs. Mr. Deis agreed that this is an excellent goal.

(d) Community and Government Relations

Joyce Nichols, Community and Government Relations Manager, reviewed the 1999 planned activities and analysis of change. She explained the format of the citizen survey that will come forward next year, and she also gave some background on the mini-grant program. She said the Council of Neighborhoods is recommending not to carry over mini-grant funding in the future because now most of the neighborhood groups are functioning and should be able to plan projects in the fall and implement their grants early in the following year.

Responding to Councilmember Gustafson’s suggestion that more expensive projects could be accomplished by banking mini-grants over two or three years, Ms. Nichols explained that $5,000 represents a small project and it would require a neighborhood match. Projects larger than $10,000 actually become public works projects, with many legal requirements, and really should be considered as part of the Capital Improvement Program.

Councilmember Ransom wished to ensure enough funding to pursue lobbying efforts on energy regulations if needed. Ms. Nichols explained that the City will rely on the Association of Washington Cities and the Suburban Cities Association to monitor most issues. If more is needed for lobbying as the session progresses, she would return to Council. Mayor Jepsen identified the $400,000 contingency fund as the source of additional funding, if it is needed. He did not wish to budget for the worst case scenario.

(e) Health and Human Services

Mr. Bauman reviewed the 1999 planned activities and analysis of change.

Mr. Deis clarified that the Center for Human Services (CHS) requested $77,000 for 1999, of which $40,000 is budgeted (status quo from last year). CHS will have to compete for the additional funding from the pot of $50,000 that will be allocated through the advisory committee review process.

Noting Federal Way’s problems, Councilmember King questioned becoming an entitlement city, and Mr. Bauman said Shoreline would not be required to become an entitlement city and any action taken in that regard would be thoroughly discussed with Council.

Councilmember Ransom said the provision of health and human services is the County’s role, so he was concerned about hiring a Health and Human Services Manager. The position does not supervise providers; the Teen Program is now in the Parks, Recreation and Cultural Services Department; and the City already has a grants specialist. He said Mr. Bauman and Councilmembers can attend various regional meetings. He recommended striking this position and reallocating the salary, which he felt was high, into human services programming.

Mr. Deis reviewed that the position has been unfilled for some time while the responsibilities for human services are discussed throughout the County. However, now that the City has received its needs assessment and has a list of health and human services strategies, someone must make recommendations about the City’s role in each strategy and work to develop partnerships in the community. The salary is a function of the skill set needed for the job and what has to be paid to hire an individual with those skills. It was pegged to a similar position, Community and Government Relations Manager.

Mayor Jepsen felt the salary was appropriate and that someone is needed in this role. He questioned what the grant specialist does and what the return for investment has been.

Councilmember Gustafson agreed that health and human services is a key goal for the Council, particularly youth services. The Health and Human Services Manager will be key in youth programs and essential for seeking grants, particularly with partners.

Mr. Deis said the grants specialist makes sure that Community Development Block Grant (CDBG) funds are administered properly and is also working on the various human services contracts to develop performance-based measurements. He said she has had successes assisting departments in searching for grants, and Mr. Bauman added that it takes time to see outcomes in this arena.

Councilmember King commented that Shoreline is included with Seattle for northend services, and Shoreline residents cannot always get to where the services are provided.

She also commented that in the area of juvenile justice, the County is looking for municipal partners. Councilmember Ransom added that the County is interested in providing juvenile services in the local community.

Mr. Deis said this is the reason why the City needs a person working at the local level. Mayor Jepsen agreed that the City has a duty to fill the coordination role, the question is whether there is enough work for two full-time employees (FTEs).

Councilmember Hansen had some questions about the position and asked about the job description. He was not ready to take a position on the issue.

Mayor Jepsen said he would like to retain the grant specialist and then re-evaluate the position next year to determine a return on the investment.

Councilmember Gustafson raised the issue of funding for the Klub Kellogg program. Mayor Jepsen suggested this should be a competitor in the pool for the additional human services funding.

After a discussion of Teen Center activities, Councilmember King raised the idea of having a coffee house for teens.

Mayor Jepsen concluded the discussion by determining that all Councilmembers supported the Manager position except Councilmember Ransom, who opposed it, and Councilmember Hansen, who was still "on the fence".

(f) City Attorney

Bruce Disend, City Attorney, stated the only change in his budget from 1998 is $15,000, an estimate in anticipation of an increased code enforcement effort.

(g) Finance/Information Services/Citywide Services

Joe Meneghini, Finance Director, reviewed the 1999 planned activities and analysis of change.

Mayor Jepsen clarified the amount allocated to the five-year Technology Plan. Year One has been implemented, with $226,000 carried over to Year Two to continue Year-One projects. Year Two was supposed to have cost $920,000 but the department can only accomplish $590,000 worth of those tasks. Mayor Jepsen asked about the impacts of getting behind on the implementation of the plan.

Mr. Meneghini responded that it is important to do each step in the plan very well. It is an ambitious well-developed plan, but as time passes, it will be revisited. The big areas that will not be accomplished in Year Two are Geographical Information Services (GIS), where Seattle is currently providing good data, and the plan to interface between the fire department and City Hall. These postponements have been coordinated with Public Works and Development Services. The major areas that will be looked at next year are the permit tracking system and the customer response system.

Noting that this is a five-year plan, Councilmember Hansen pointed out that hardware costs are falling and software capabilities expanding. He did not think it surprising that the funding requirements in the plan may change and timelines shift. He agreed with the goal of implementing each step of the plan well in order to satisfy the users.

Council briefly discussed the GIS system, the new financial system to be implemented in April, the payroll system, the management of records electronically, and the operating supplies and training budgets. Then Mr. Hawley reviewed the 1999 Citywide services analysis of change.

Responding to Councilmember Ransom, Mr. Hawley explained the fund transfers and the asset depreciation fund. He also explained that the money in the salary column is the cost of living adjustment of 2.5 percent for 1999.

Mayor Jepsen suggested doing quarterly or semi-annual budget adjustments. Mr. Deis said that most new items are funded through departmental savings. Only once in 1998 was the contingency fund used. Mayor Jepsen said he would like to see the overall picture when budget adjustments are made, including all fund balances. He also suggested establishing a policy to address cost of living adjustments, rather than simply reviewing the actions of the ten cities used in the salary market survey. Mr. Deis said it is important not to lose competitiveness with the labor market. He said the City could peg adjustments to the Consumer Price Index, but it would be important to monitor the market and be able to do an additional market adjustment if needed.

After a brief discussion of the community-building event, Councilmember Ransom raised the issue of an event at the 4^th of July. He felt a commitment for an event was made when the fireworks ban was adopted. Mayor Jepsen recalled that at the budget retreat Council gave direction not to include such an event in the budget. Mr. Deis added that Council had indicated more interest in a family-type event and that staff is researching this. Councilmember Hansen recalled the 4^th of July in 1996, when a successful, low-budget event was held in Hamlin Park.

Councilmember Gustafson confirmed that the dues assessment to the Lake Washington Watershed Group is included in this budget.

(h) Human Resources

Marci Wright, Human Resources Director, reviewed the 1999 planned activities and analysis of change. She and Mr. Deis explained the work being done around the City’s corporate values. He said his goal is the development of the organizational culture based on these values, and Ms. Wright is key to doing this.

Mayor Jepsen asked to see the personnel policies when the revisions to it are completed, and Councilmember Gustafson asked for an update on the performance evaluation system.

Councilmember Ransom stated most organizations have a human resources professional for every 200 employees or more, while Shoreline has two for 80 FTEs. Furthermore, the salary for the Human Resources Director is higher than those of directors at some bigger organizations.

Noting Shoreline has 104 employees including seasonal and part-time staff, Mr. Deis said the dividends from this type of position are many-fold but somewhat hard to quantify. The Human Resources Director helps him build on the human resources in the organization and works as an adjunct to the City Manager’s Office. This is a higher skill set than the typical Personnel Director of the past. He said quality people have been attracted to Shoreline as a result of the Director’s efforts.

Councilmember Ransom stated he wished to see quantifiable proof of output.

Councilmember Hansen asked about the professional services expenditures, noting if this is for training efforts, it might be clearer to list it there.

(i) Public Safety

Mr. Hawley reviewed information on jail and judicial services, and Sue Rahr, Police Chief, described the reasons why the 1999 public safety budget is higher than that in 1998, which include: salary and benefit adjustments; motor pool cost increases; insurance; technology support; position upgrades and new positions (community service officer [CSO] and an additional patrol officer. With regard to overtime, she said Shoreline benefited under the original staffing model because the County and other cities subsidized some of Shoreline’s overtime costs. In 1999, the formula will change and the City will pay overtime at actual costs. Since she began with the City, the amount of overtime has been reduced by about $50,000, but the City will be paying for what it gets.

Mr. Deis noted that it is hoped that part of the CSO salary will be funded with a grant. If the City does not receive the grant, Council will be asked for further direction about this position.

Chief Rahr concluded her analysis of change, noting the Shoreline School District is partnering with the City for the School Resource Officer (SRO) Program for 1998/99. This partnership will put the City in a better position to obtain grant funding for the program, which is very popular and successful. The school district has even initiated discussions about expanding the SRO program to the high schools.

Mayor Jepsen expressed a concern about the number of officers working in Shoreline without Shoreline uniforms. He suggested transfers should not be made until a replacement officer with a uniform is available for Shoreline. Chief Rahr explained why getting uniforms has been a problem and said a new vendor and a small supply of uniforms on hand should solve this problem.

Bringing up a second image issue, Mayor Jepsen said he has seen Shoreline officers working overtime outside Shoreline in Shoreline cars. Chief Rahr said the Sheriff is sensitive to this issue and new rules should diminish this problem.

A brief discussion followed regarding the SRO and CSO programs and training for them, as well as the programs implemented by the police volunteers.

Councilmember Ransom asked about Part 1 and Part 2 (felony and misdemeanor) crime statistics for Shoreline, and also about 911 calls. He emphasized the reduction in drug-related crimes. Chief Rahr did not have those statistics but said she would get back with them. She said it is difficult to track the statistics because Shoreline is small and the numbers are small. Shoreline is consistent in crime rate with others cities of similar size across the country. There is usually a delay in crime rate drop after drug houses are cleaned up and other police activity has occurred.

Councilmember Ransom commended the Chief for her performance.

3. PUBLIC COMMENT: None

4. ADJOURNMENT

Mayor Jepsen declared the meeting adjourned at 9:56 p.m.

__________________________
Sharon Mattioli, CMC
City Clerk