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HomeMy WebLinkAbout1999-09-27 Committee of the Whole MinutesTUKWILA CITY COUNCIL September 27, 1999 7:00 p.m. Council Chambers City Hall CITY COUNCIL OF WHOLE COMMITTEE MEETING MINUTES CALL TO ORDER: Council President Dave Fenton called the Committee of the Whole meeting to order and led the audience in the Pledge of Allegiance. COUNCILMEMBERS PRESENT: Council President Dave Fenton, Councilmembers Joe Duffle, Joan Hernandez, Pam Carter, Steve Mullet, Jim Haggerton, and Pamela Linder. OFFICIALS: John Rants, Mayor; John McFarland, City Administrator; Viki Jessop, Administrative Services Director; Kathy Rohlena, Personnel Analyst; Keith Haines, Chief of Police; and Lucy Lauterbach, Council Analyst. CITIZEN COMMENT /CORRESPONDENCE: Fred McConkey announced the recent completion of the City's purchase of property in Tukwila Village. He presented a plaque to the Council expressing appreciation for launching the urban center. SPECIAL ISSUES: Non represented employees salary study Personnel Director Viki Jessop reported a biennial review of the non represented employee wage plan was initiated in May 1999. Jurisdictions surveyed in 1997 were again surveyed this year as part of the process. Requests for information from the private industry were not received in 1998 and subsequently; private industry figures were not sought this year. The salary study considered the top step average of comparable jurisdictions rather than the actual salaries of the individuals in those jurisdictions. This reflected a big difference as many jurisdictions have a higher turnover than Tukwila. The average number of employee years at Tukwila is approximately 10 years. The data was calculated on the top step average of comparable jurisdictions for Tukwila's benchmark positions. Responding to Council questions concerning what comparable jurisdictions were used in the study, Director Jessop indicated that only those jurisdictions responding to the study were listed. Oregon cities were used for top -level positions that are generally recruited for on a national or regional basis. Local jurisdictions were used for all benchmark positions. Director Jessop reported on two proposed changes that are recommended. One concerns the term "control point" versus "midpoint." What is referred to, as "midpoint" in the current system is the trendline resulting from the average of the actual wages of comparables. "Control point" is City of Tukwila Page 2 of 6 City Council of Whole Meeting Minutes September 27, 1999 clearer and is a defining place between the automatic steps and merit /longevity component. The second proposed change concerns replacing "market actual" terminology with "market top step average." Using the market actuals does not take into account the number of "new" cities with fluctuating staffing and wage levels, tenure of the City's non represented employees, and internal relationship with unions (whose rate are based on the market to step average). Director Jessop explained how benchmark comparisons were calculated and reviewed the graph showing all benchmark positions used in the study and how they were analyzed with comparable jurisdictions. Each benchmark position was analyzed using the following methodology. Each benchmark title (position) included a "market average top step' (market actual) rate, which was compared against the current (1999) "internal control point" rate. The difference between the two rates resulted in a "percent difference" amount. The average percent difference between the "market average top step" rate and the "current internal control point" rate for all benchmark positions totaled —6.4 The next equation took a "proposed internal control point" rate and compared it to the "market average to step" rate resulting in another "percent difference" amount. The average percent difference for all benchmark positions totaled 0 The final equation compared the "current internal control point" rate against the "proposed internal control point" rate resulting in another percent difference, which averaged -6.4% for all benchmark positions. The trendline comparison took all DBM ratings, compared the "current internal control point and "proposed internal control point." Percentage differences for all DBM ratings ranged from a low —3.9% to —7.3% with an average of —6.2 Ms. Jessop reported that as a result of the regression analysis, a recommended salary structure was developed based on the average of market top step. Step ranges for each DBM rating ranged from a low of 25% to a high of 60 For example, for DBM rating All the proposed salary range beginning at step 1 to step 9 totals a 25% rate spread. Each DBM rating included a proposed "internal control point." Merit components apply to positions that are C -level and above. A performance award element is recommended to provide more flexibility than currently in place. Currently, when an employee reaches a control point, if they are to receive a merit increase, they must achieve "exceeds" or "outstanding" in each of the performance classifications. Feedback from the employees and supervisors have indicated that many employees receive outstanding marks in some areas and meet standards in other areas. A performance award element would provide supervisors with some flexibility. The proposal includes allowing a performance award from $0 to the maximum dollars between steps, in $50 increments for employees for the first year they are within the merit component if they are above performance standards. The performance award would be documented through the performance system that includes checks and balances. In the second year, the current system requires that City of Tukwila Page 3 of 6 City Council of Whole Meeting Minutes September 27, 1999 employees must receive "outstanding" or "exceeds standards" performance reviews to be considered for the next step (merit) in the second year. The proposed change requires that the employee must have received the maximum dollars the first year and second year in order to move up to the next step in the second year. This allows for merit increases for employees who have received performance awards but who do not score consistent "exceeds" or "outstanding" ratings on their performance review. Councilmember Haggerton questioned the probability of retaining the proposed salary system over the next several years. Director Jessop reported that she is pleased with the system from an administrative standpoint because by completing a market review every two years, the internal comparisons and the market comparisons are always maintained. Director Jessop reported that during an association meeting of other administrative professionals she reviewed the City's salary study system and received inquiries from other professionals requesting more information about the City's method. Director Jessop referred to another proposed change concerning a "market adjustment." Due to the current economy, recruitment results have changed dramatically. For some positions, submittal of applications are sparse. There may be instances where the City would not be able to recruit from the marketplace because the market is paying more than what the salary schedule has established for that respective position. Another instance may involve a review of the market where a specific position is below the market because the classification of duties has determined a specific classification rating, which may be below the market. Director Jessop said any position that is 10% below the market average as compared to the City's control point market average should be considered for a market differential or "market adjustment." This provides the ability for those positions that cannot be recruited externally to be adjusted. It could also impact the City by an employee leaving a position, as they are not being paid the market average. Director Jessop responded to questions from Councilmembers and indicated that anything over a 10% variance in wage rates is too large a gap between internal rates and market rates and reduces the negotiating ability of the City. She indicated that the market adjustment might be reduced or eliminated during the next salary study if the study shows that the internal control point rate is in par with the market rate. Director Jessop reported that the budget impact resulting from the salary study is approximately $159,000. Finance Director Doerschel has included this projection within the proposed 2000 budget. She indicated that with the approval of the Finance and Safety Committee, she prepared a draft resolution incorporating the recommendations for Council to review as a budget discussion item. Councilmember Duffie expressed his support of the proposed salary study. Councilmember Hernandez indicated her overall support of the plan but expressed some reservations that employees could potentially lose money because of performance awards or market adjustments. Councilmember Mullet expressed his general approval and indicated he would be ready to approve at the next Council Meeting. He requested information on those employees who had City of Tukwila Page 4 of 6 City Council of Whole Meeting Minutes September 27, 1999 been redlined during the previous salary study. Director Jessop indicated the term "redlined" was incorrectly applied. Under the previous schedule, some employees were above the internal control point rate. Councilmember Carter indicated she is concerned with setting the control point at the average of top ranges. It appears that Tukwila's wages are higher than the market. Director Jessop explained what benefits would result to the City by maintaining the study's recommendations. Councilmember Haggerton said he has an obligation to the citizens to insure the best use of tax dollars. He believes the City has accomplished that. There is also an obligation to keep employees who work hard and excel. Councilmember Linder expressed her support for the proposed program. Council President Fenton moved consideration for approval of the salary study plan to the next Council meeting for action. REPORTS: a. Mayor Mayor Rants reported he met with the Gambling Commission during a public hearing on September 22. Legislators solicited input from the meeting attendees on how they could assist jurisdictions. Attendees requested that legislators clarify the language pertaining to jurisdictional zoning authority and suggested the Gambling Commission should operate under the same rules that the Liquor Board operates under. Mayor Rants reported that he and Mayor -elect Mullet would be meeting with Senator Prentice. Sound Transit Boardmembers have conveyed to the downtown business community that if they want Sound Transit to run to Northgate, the business community should lobby the legislature for more funding. b. City Council Councilmember Duffle reported he attended the Backyard Wildlife Sanctuary on September 21. The meeting was standing room only. For the City to qualify for the designation, the City must have a minimum of participation from 20% of single family housing, 10% apartments, 1 school, and a public demonstration area. Councilmember Hernandez attended a REACH meeting on September 21 and shared copies of the minutes of the August 17 meeting with Councilmembers. She shared some pictures of houses that were painted during the "Paint Your Heart Out" event and read a letter of thanks from one of the owners of a house painted. Councilmember Hernandez reported that the gentleman who was going to assume the AmeriCorp position with the Equity and Diversity Commission has decided to remain in California. Another City of Tukwila Page 5 of 6 City Council of Whole Meeting Minutes September 27, 1999 AmeriCorp volunteer has been recruited. Jennifer Winfield, a graduate of the University of Wisconsin will assume the position on October 1. Council President Fenton reported he attended the SITE Council Open House on September 22. and Councilmember Carter is the new president. He also attended a meeting involving Senator Prentice at the Foster Community Club. The Senator spoke about gambling issues and some of the issues related to tribes and casinos and is aware of the gambling issues Tukwila is experiencing. Councilmember Mullet attended a Cascade Water Alliance meeting. A new member joined and the alliance lost a member. The alliance is continuing its membership effort. He shared that the audits take considerable time, which slows the membership process. Councilmember Carter attended the September 21 SCATBd meeting which involved discussion on linking transportation to urban centers to promote density. She attended the open house at Foster High School on September 22. Councilmember Linder reported the majority of the Finance and Safety Committee meeting was spent discussing the non represented employee salary survey. She also attended the Backyard Habitat Sanctuary meeting. Thirteen people volunteered to be on a committee to certify Tukwila as a Backyard Habitat Sanctuary City. The criteria include supplying food, space, shelter, and water for birds /wildlife. She explained other criteria requirements and stated it may be possible for the City to obtain certification. c. Staff Administrator McFarland reported on the community meeting on Sound Transit's proposed commuter routes. The meeting is scheduled for October 21. Possible meeting locations include Foster Commons, SGI, or the Church By the Side of Road. He indicated that the acoustics at Foster Commons was not conducive for a public meeting and recommended researching the Church By the Side of the Road location. Councilmembers concurred. Administrator McFarland announced that a special edition of the Hazelnut would be published and distributed during the week of October 11, which will feature only information on Sound Transit with a large map that graphically demonstrates how the E1 alignment will impact the community. The meeting will consist of a question and answer format followed by an opportunity to find out how the public can get involved. A follow -up postcard mailing will follow. Staff is seeking volunteers for phone contacts. Administrator McFarland said an open house on the launch of Tukwila's urban center would be held next month at Foster Library from 5:30 p.m to 7:00 p.m. He will follow up with Council on the date. City of Tukwila Page 6 of 6 City Council of Whole Meeting Minutes September 27, 1999 Administrator McFarland reported he is working on an agenda for a meeting on Wednesday, September 29 with Councilmember Mullet, Mike Ragsdale, himself and Sound Transit officials Bob White, Paul Day, and Paul Price. Mr. McFarland also attended a regional commercial realtor's forum luncheon as a guest speaker with Mike Ragsdale. He congratulated staff and the Mayor regarding some comments conveyed about the City of Tukwila and its balanced and fair approach to development. d. Miscellaneous Councilmember Linder announced the departure of Brian Bixenman from Larry's Market. Councilmember Carter announced a Meet the Candidates forum would be held at the Foster Library on Saturday, October 2 from 2:00 p.m. to 4:00 p.m. Mayor Rants requested Council's help and advice regarding the Burlington Northern Issues Task Force. He reviewed the list of suggested names to contact and requested additional names from the Council. Councilmembers provided additional names to contact. Moved by Councilmember Duffle; seconded by Councilmember Carter; to adjourn the meeting. The motion carried. David Fenton, Council President Robert H. Baker, CMC, Deputy City Clerk for Valerie Gow, Recording Secretary Date Minutes Signed: 1/ /99