Councilmembers present: Donald MacGilvra, Alan Kiest, Peggy Gerdes, Carolyn Armanini, Dwight Thompson, Mary Jane Goss, Nate Herzog

Staff present: David R. Hutchinson, Mayor; Douglas Jacobson, City Administrator; Michael Ruark, City Attorney; John Rogers, Police Chief; Scott Drown, Administrative Sergeant; Joyce Papke, Finance Director; Ty Peterson, City Planner; Sarah Phillips, Government & Community Relations Coordinator; Susan Stine, City Clerk; Evelyn Jahed, Deputy City Clerk, Linda Page, Police Secretary

Others present: 49 visitors

The meeting was preceded by a reception honoring retiring councilmembers Donald MacGilvra and Peggy Gerdes.

Mayor Hutchinson called the regular meeting to order at 7:34 p.m.

A 10-minute recess was called for at 7:34 p.m.

The meeting was resumed at 7:43 p.m.

Hutchinson requested that a ten-minute executive session be added at the end of the meeting to discuss personnel issues.

Marta Brakke, chair of the Library Commission, thanked council for their support of the library since its annexation to the district and said that the Library Commission has appreciated being part of the budget process.

Tom Peterson expressed his gratitude for being considered for appointment to the Public Safety Commission. He said that civilian input is valuable to the mission of the police department and believes that such oversight is an important role for citizens.

Burton Bard said he currently chairs the Civil Service Commission and would like to serve the city in other areas. He noted that he was involved in the selection process for the current police chief where he worked closely with Cmbr. MacGilvra.

Cmbr. Armanini said she appreciates his background and noted that this will be helpful with the selection of the new police chief when Chief Rogers retires.

Cmbr. MacGilvra thanked him for his willingness to serve the city on another commission.

Hutchinson reported on several meetings he had attended where discussion revolved around the challenges faced by the passage of Initiative 695. He also said that Debby Eddy had been appointed Executive Director of the Suburban Cities Association.

Hutchinson noted that an application packet is being developed for the recruitment of a new chief and invited those who wanted to participate in this process to contact him.

Armanini noted that the Public Safety Commission's involvement in developing the criteria is an important piece of this process.

Cmbr. Gerdes reported the Regional Transportation Committee workshop and noted the transit cuts and service reductions that are being proposed. She also reported on the SeaShore Transportation Forum meeting and shared information regarding the Transportation Improvement Program (TIP) Intermodal Surface Transportation Efficiency Act (ISTEA) project.

Cmbr. Goss said she spent some time touring both the King County and city of Bothell dispatch centers. She said she did it because she was concerned that the city was not getting the best price available. She noted that King County is a very well-run agency and an earlier staff report had included outdated information. She noted that the IRIS technology would be very useful for the city to consider sharing with the county. She felt that this information was useful to her, and she learned a lot from touring these sites.

Thompson distributed copies of the current council rules and said that he, Goss and MacGilvra are the current members of the Rules Committee.

Thompson said he would like to see the Local Government Committee involved in the discussion of capital facility acquisitions and financing for parks and open space and suggested a timeline for a report to the council. He said that new appointments to the committee will be necessary and noted that the mayor serves on this committee also.

Cmbr. Kiest requested that this item be added under new business for further discussion.

Chief Rogers reported on the work of the Public Safety Commission related to the criteria for recruitment of the next police chief.

Hutchinson welcomed State Senator Darlene Fairley to the meeting. State Senator Fairley reported on the present budget process at the state level and discussed transit funding particularly.

Goss requested that the November 30, 1999 Council Budget Workshop minutes be pulled from the consent calendar.

Goss moved to amend the Nov. 30 minutes as follows:

Page 3, line 45: "…look at its record methods of collecting the current tax due from businesses at the current rate."

Goss moved to amend the Nov. 30 minutes as follows:

Page 3, line 46: "…does not think the city collects from every realtor business doing business in the city."

Goss moved to amend the Nov. 30 minutes as follows:

Page 4, line 41: "…and noted that infractions may occur across city boundaries. the marine patrol's presence at the north end of the lake helps to provide service and safety in Lake Forest Park.

Armanini moved to amend the Nov. 30 minutes as follows:

Page 7, line 27: "Thompson moved to amend the proposed 1996 construction fund budget as indicated on a separate page and to reduce the city hall construction fund by $50,000 and increase the project contingency's line item by $50,000.

Kiest requested that Resolution 574/City of Enumclaw Jail Service Agreement be pulled from the consent calendar.

Thompson moved for the adoption of the consent calendar as follows:

1. November 30, 1999 Council Budget Workshop Minutes
2. December 16, 1999 Finance Committee Report covering Warrants Nos. 36533 through 36583 drawn from the Claims Clearing Fund in the amount of $41,475.23 and Warrants No. through drawn from the Payroll Clearing Fund in the amount of $.
3. Resolution 572/Honoring Donald MacGilvra, 16 Years of Service
4. Resolution 573/Honoring Peggy Gerdes, Eight Years of Service
5. Authorize Mayor to Sign/City of Lynnwood Prisoner Detention Agreement Amendment
6. Authorize Mayor to Sign/Year 2000 Professional Services Agreement with Nancy Thompson for Probation Services
7. Authorize Mayor to Sign/Letter to Washington State Dept. of Transportation Office of Urban Mobility—SR 522 Pre-Design Study
8. Authorize Mayor to Sign/Professional Services Agreement with W&H Pacific—ISTEA Grant

Thompson brought to the attention of councilmembers that the consent calendar included the professional services agreement regarding the ISTEA grant.

Kiest referred to page 2, section 3 of the contract discussing medical care. He said that he is bringing this to council's attention because he believes that the city should look into procuring some insurance for inmates. He suggested building up a reserve account to offset the risk and says he is uncomfortable with this section in the contract because there are no funds to cover these expenses.

Jacobson said that the city does bear that risk right now with the city of Lynnwood. He noted that the contract with King County for detention services includes medical insurance. He indicated that research was done on this issue and that there is no insurance of this kind available for the city to procure.

In response to a question from Thompson on whether enrollment in basic health insurance is available, Kiest said there are two kinds of basic health, and more research is needed on this matter.

Armanini said it would be difficult for the city of Enumclaw to assume this risk and suggested this issue be brought back in January for further discussion.

Cmbr. Herzog suggested that other contracts for jail services should be reviewed also.

A ten-minute break was taken at 8:50 p.m.

The meeting was resumed at 9:07 p.m.

Chief Rogers introduced Police Chief Mark Ericks from the city of Bothell.

Rogers explained that Sgt. Scott Drown had done research on the costs involved in contracting dispatch services, and a total package proposal has been presented to council for their review and comments.

Police Chief Mark Ericks said that he was invited to speak to the council regarding outsourcing dispatch services, and he said he understands that this is a difficult decision. Ericks said Bothell is very committed to public service and providing a high level of customer service. He said Bothell's dispatch service is top quality. He said he is ready to discuss costs and respond to questions to assist council in making its decision.

In response to Rogers, Ericks said completion of the new police facility will be in September 2001, and the anticipated move into that facility is December 1, 2001.

In response to a question from MacGilvra, Ericks said Bothell decided to plan for an emergency operations center.

Ericks discussed Bothell's communication system and the backup to the system. He said the system would see Lake Forest Park as an extension of their system.

In response to a question from MacGilvra, Jacobson said the desired contract would be for a minimum of three years and possibly up to five years. The term of the contract is still being discussed.

In response to a question from Herzog, Ericks discussed the internal structure of the police department and the reporting structure for the dispatch unit. He said the dispatch center runs three shifts, and currently there are 10 dispatchers. Authorization to add another dispatcher in 2000 has been approved. In response to a question, Ericks discussed the procedure on how complaints would be handled.

In response to a question from Armanini, Ericks discussed how non-emergency calls would be handled during regular business hours and after hours.

In response to questions from Goss, Ericks discussed how the contract amount had been determined, and he introduced department staff members who had done the research for the proposal. He also discussed the anticipated life span for computer hardware and software used in dispatch and leases, purchased maintenance and upgrades. He also discussed the issue of regional information sharing.

Hutchinson said the council is being requested to approve an amendment to the proposed budget as outlined in the information sheet provided to the council.

Kiest moved to amend the proposed budget as outlined on the information sheet as follows:

MacGilvra seconded.

Kiest said that the information presumes the amount of $44,000 although no contract has been signed yet. He said that he believes the financial terms proposed are quite respectful of the needs of Lake Forest Park and noted that Bothell did not factor in overhead costs. He believes that the city is fortunate to have found this partnership and is very comfortable with this budget amendment.

In response to a question from Thompson, Drown said he had worked with Bothell and GTE to arrive at the numbers proposed in the budget amendment.

In response to a question from Armanini, Jacobson discussed the records clerk positions and personnel issues related to contracting for dispatch services.

Kiest said he believes that applicants for the police chief position will find this partnership with a neighboring city an attractive solution for dispatch services.

Thompson asked that the $11,702 be placed in the appropriate maintenance and operations line and in the budget, and Armanini said $1,946 should be transferred to communications. The maker and seconder accepted these requests as friendly amendments.

In response to a question from Goss, Ruark said he has reviewed the lease agreement with IBM and believes that the language is clear.

In response to a question from Thompson, Rogers said that establishing a day court has changed the requirements for reserve officers.

Thompson moved to amend the salary schedule to include payment to reserve officers at $10 per hour for assigned duties. Armanini seconded.

Armanini said this will provide flexibility in the last six months of the year which the new chief may find useful.

The motion carried 5-2 (Aye—MacGilvra, Thompson, Armanini, Goss, Herzog; Nay--Kiest, Gerdes).

A five-minute recess was called for at 10:39 p.m.

The meeting resumed at 10:49 p.m.

Thompson moved to amend the proposed budget and that, based on the due diligence report, $120,000 be taken from the 1996 construction fund and the construction cost expenditures be increased by $120,000.

Thompson said we need to be realistic and not go over budget. In response to a question from Thompson, Jacobson said this amount would be sufficient.

Herzog moved to amend as follows:

Page 6, legislative salaries: $33,600 $32,700.

Herzog moved to amend as follows:

Page 12, salaries and wages: $178,446 $183,486, and to add to the salary schedule the part-time office help which had been deleted.

Goss seconded.

Herzog said that it would be appropriate to utilize part-time help to assist staff with a variety of office tasks.

Goss concurred with this amendment and said she believes this increases efficiency for the staff and will vote in favor.

Armanini asked what is the hourly rage and Herzog said $6.50/hour and Armanini made a friendly amendment two part-time positions at that rate and should be re-named "student aid".

Thompson noted that this should be a .35 position.

Herzog moved to amend as follows:

Page 35, library rent: $35,300 $26, 475.

Goss seconded.

Herzog said his intent with his proposed amendment is that the library should be responsible for part of the rent for their space.

Goss said she supports this motion. She said she is not interested in trying to get rid of the library, but this could be used as leverage to lower the cost. She believes that it's worth a try, and the money will be available in the contingency fund if negotiations are not successful.

Armanini said King County is already contributing to the rent. She is not opposed to trying to renegotiate the contract, but she is fully opposed to this motion.

MacGilvra said he concurred with Cmbr. Armanini's remarks.

Gerdes said she is not in favor of this amendment.

Hutchinson discussed the issue of an officer who is completing the academy and his desire to remain with the city. Hutchinson noted that turnover rate that the department has experienced and proposed that the officer remain in the city's employment.

Rogers said that an officer must be laid off on January 1 according to the proposed budget. He said the reduction in force could be through attrition rather than laying off a trained officer, and the costs of each option should be considered.

Armanini said she believes this argument is well-grounded, and she noted the department's turnover rate experience. In response to a question from Armanini, Rogers discussed the process of this proposal to council.

Discussion followed regarding the expected turnover rate, training costs, budget impacts and changes to the salary schedule.

Goss said she thinks this is a good idea but expressed her concern regarding other departmental costs. She said she would much rather have the officer remain employed since the city has already invested in training.

Armanini moved to amend the 2000 budget salary schedule attachment increasing the number of police officers from 15 to 16 and footnoting this number as follows:

"Authorized until such time as on patrol officer resigns the position of patrol officer, then the total number will be reduced to 15 officers"

Herzog moved to amend as follows:

Page 12, salaries and wages: $183,446 $183,046

Employee benefits: $48,738 $48,768

Armanini seconded. The motion carried 6-1 (Aye—MacGilvra, Thompson, Kiest, Armanini, Goss, Herzog; Nay—Gerdes),

Thompson moved to amend the proposed budget 1996 Construction Fund to create a new expenditure line for rent for the Ballinger Way city hall building in the amount of $9,500. Goss seconded.

In response to a question from Armanini, Jacobson said this amount is being included in the negotiations with Windermere.

Thompson moved to amend the proposed budget to increase the council contingency line by $26,692. Armanini seconded.

Kiest said he presumes that administration plans to do a cash flow analysis during the next twelve months.

Thompson moved to amend Ordinance 807 as follows:

Page 1, Line 48: "…as the budget for 2000 with the conditions as stated hereafter. "

Thompson moved to amend Ordinance 807, Section s to adjust the fund totals to reflect changes previously approved.

Thompson moved to amend Ordinance 807 as follows:

Page 2, Lines 26-28: Section 3. The Current Expense Fund operating reserve is to be monitored by the Mayor who will report to the Council any program budget changes using more than $1,000 of these reserves.

Section 3. Positions allocated in the salary schedule, other than Police Patrol Officers, that become vacant for any reason shall only be filled upon reauthorization by a majority vote of the City Council.

Armanini said this amendment allows the executive to function as such.

Kiest said he is opposed to Thompson's and Armanini's amendments. He discussed the responsibility for budget preparation and expressed concern regarding the potential for a "shadow mayor" process.

Gerdes said she agreed with Kiest's remarks and noted that the position of mayor is elected. She said the council does not need to micromanage.

Goss said she is in favor of Armanini's amendment and believes that this level of oversight is needed.

Thompson said he is in favor of Armanini's amendment and believes that this is in the purview of the council.

Kiest said the council must act judiciously and will have an opportunity in six to nine months to look at the long-term picture.

Armanini noted that the city is facing more substantial cuts in the 2001 budget cycle.

Jacobson said that the open public works position will be placed on the consent calendar for authorization to hire.

Kiest said the city must do an analysis in 2000 that will put city on a glide path for the future. He said this proposal is a misuse of council time and takes away from the work that must be done.

Armanini moved to amend language in (5) of Thompson's motion to amend with the following language:

Gerdes expressed her concern regarding this process and said she will vote against this motion.

Regarding Thompson's proposed language (6), Armanini said she believes that this clearly is micromanaging and is opposed to the amendment.

Goss said she views this as a way of keeping track of the budget and does not view it as micromanaging.

Armanini said the council can see the line item reports, and she is comfortable with the fund total budget.

Armanini moved to amend Thompson's amendment and replace it with the following motion:

1. The Mayor shall report to the City Council, preferably in writing, on the status of the city hall project no less than at the first regular council meeting of every month.
2. The Mayor shall report to the City Council at each regular meeting, but not at workshop sessions, on the status of the recruitment and appointment of a new police chief, until the position is filled.
3. The Mayor shall provide quarterly updates of 5-year projected revenues and expenditures for the City's funds to the Finance Committee of the Council. Such projections shall include a detailed description of assumptions and a list of potential issues that may affect the projections, if any.

Thompson requested that these reports be in the form of a short memorandum. The maker and seconder accepted this as a friendly amendment.

The motion to amend by striking Thompson's amendment and replacing it with Armanini's motion carried unanimously.

MacGilvra moved to advance Ordinance 807/Adopting Year 2000 Budget to final action calendar and to take final action on Ordinance 807 out of order. MacGilvra seconded.

MacGilvra moved to adopt Ordinance 807/Adopting Year 2000 Budget.

Gerdes seconded. The motion to adopt carried 6-1 (Aye—MacGilvra, Kiest, Thompson, Armanini, Gerdes, Goss; Nay—Herzog).

Armanini moved to advance Ordinance 809/Amending the 1999 Budget Ordinance No. 775 to the final action calendar. MacGilvra seconded. The motion carried unanimously.

Armanini moved to adopt Ordinance 809/Amending the 1999 Ordinance No. 775. Thompson seconded. The motion to adopt carried unanimously.

Mayor Hutchinson handed the gavel to Mayor pro tempore MacGilvra and requested that he chair the remainder of the meeting.

Kiest said he has read the report and is comfortable with most of it. He expressed his interest in having additional information regarding the potential for underground springs at the site. He said he is concerned regarding the stability of the land and noted that more weight will be placed on the site in the construction phase.

Jacobson said the studies indicate that the site should be able to carry additional weight, and he noted that borings will be done later in the process. He said he believes that the due diligence report is very conservative and reviewed information regarding the roof and the heating, ventilation and air conditioning (HVAC) system.

In response to a question from MacGilvra, Jacobson said if Windermere finds nothing in the due diligence study of the police department building, the sale and purchase will proceed.

Thompson moved that capital facility acquisitions and financing for parks and open space shall be referred to the Local Government Committee for further study, and that the committee shall prepare written recommendations and provide background information to justify the recommendations to the council by the study session in March, and that the mayor shall provide staff support to this committee at the request of the committee chair. Kiest seconded.

Armanini requested that the May study session would be preferable for the committee recommendations. The maker and seconder accepted this as a friendly amendment.

In response to a question from Herzog, Thompson said the council has authorized the expenditure for Worthy & Associates for the Morris property.

Gerdes said she believes that councilmembers taking office in January should have a vote on this matter.

Armanini moved to cancel the December 23, 1999 Council meeting. Goss seconded. The motion carried unanimously.

Mayor pro tempore MacGilvra said the next item on the agenda is a 15-minute executive session regarding personnel issues. Those not required to remain for the executive session exited the Council chambers at this time.

The meeting was recessed to executive session at 12:45 a.m.

The meeting was resumed at 12:58 a.m.

There being no objection, the meeting was adjourned at 12:59 a.m. by Mayor pro tempore Donald MacGilvra.

Susan Stine, City Clerk

David R. Hutchinson, Mayor

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