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Home My WebLink About12-16-2010 ~ G[TYOF - COUNCIL OPERATIONS COMMITTEE WASHINGTON ' December 16, 2010 . . 3:45 PM COUNCIL CONFERENCE ROOM MINUTES , I. CALL TO ORDER Chair Rich _Wagner called the meeting : to order at 3:45 p.m. in the Council Conference Room located on the first floor of Auburn City Hall . located at 25 West Main Street in Auburn. Committee members present included Chair Wagner, Vice Chair Sue Singer, and Member Nancy Backus. Also in attendance were ~ , Councilmember John Partridge, Risk .Manager Rob Roscoe, Employee Relations and Compensation Manager John Fletcher,- and City Clerk Danielle Daskam. II. APPROVAL OF NlINUTES . Committee members reviewed the following minutes. A. June 24, 2010 Motion by Vice Chair Singer, second by Member Backus to approve the June 24, 2010 minutes. Motion carried unanimously. 3-0. B. July 15, 2010 Motion by Vice Chair Singer, second by Member Backus to approve the July 15, 2010 minutes. ' Motion carried unanimously. 3-0. , C. August 5, 2010 Mofion by Vice Chair. Singer, second by Member Backus to approve the August 5; 2010 minutes. Page 1 Council Ouerations Committee December 16. 20'i0 Motion carried unanimously. 3-0. D. August 11, 2010. Motion by. Vice Chair Singer; second by Member Backus to approve the August 11, 2010 minutes. _ Motion carried unanimously. 3-0. E. October 19, 2010 Motion by Vice Chair Singer, second by Member Backus to approve the October 19, 2010 minutes. Motion carried unanimously. 3-0. III. PUBLIC EiVIPLOYEES RETIREMENT SYSTEM - VESTING CREDITS METHOD Chair Wagner explained that the Committee has been asked to develop a list; of service activities and their hours of service for the purpose of calculafing hours for receiving service credits. Chair. Wagner submitted a list of activities and estimated hours per occurrence. Following discussion, it was agreed that hours would include actual meeting time, study time, and actual travel time out of state. Hours are to be rounded to the nearesf hour. - • Council meetings = 4 hours • Committee meetings, assigned or invited = 4 hours (not assigned or invited, just attended = 0 hours • Regional Council, Boacd or Committee (e.g. PSRC, RAMP, GMPS) _ actual attendance hours and study hours • State Cbmmittee or Board meetings, assigned or designated = 4 hours • National -Committee meetings, assigned or designated = actual attendance and study fiours, plus actual travel time out of state • Conferences where fee is paid by the City for attendance = actual attendance and study hours and actual travel time for out of state • Board meetings, assigned or designated (e.g. Tourism, VRFA, Farmer's Market, etc.) _:actual meeting and study hours _ • Commissions, assigned (e.g. Arts Commission) = 2 hours . • Assigned speciaf projects (e.g. WSU IDeX, Bike Task Force) = actual meeting time and study hours • Community events (e.g. fund raisers, parades, ,ribbon cuttings) if , speaker/host = 2 hours (if just attended = 0 hours) Page 2 Council Operations Committee December 16. 2010 • Special representation (e.g. Congressional advocacy) = actual meeting . and study hours, plus actual travel time out of state • Gubernatorial appointment activities = actual meeting and study hours, plus actual travel time out of state • Nefinrorking events (e.g. SCA, AWC, MII) = actual meeting and study hours • Training classes (e.g. AWC) = actual meeting and study hours Employee Relations and Compensation Manager John Fletcher reminded the Committee that the Council will automatically receive one-quarter service credit per month based on 0-69 hou"rs of work per month in accordance with Resolution No. 4656. For service credit above 69 hours per month, an accounting for the hours worked must be documented should the City be audited by the State. Service credit for hours worked 70-89 hours = one-half credit; service credit for hours worked 90 or more hours = 1 credit. Employee Relations and Compensation Manager. Fletcher advised that the Council time cards are due to payroll by the 15th and last working day of the month. Chair Wagner agreed to develop a reporting form for use by Council. Committee members also discussed estimated contributions by Councilmembers and the City for PERS credit for past service through start of the Councilmember's current term.. Committee members reviewed the chart of contributions by Councilmembers and the City for PERS credit - for prior and current term which appears as Exhibit A to Resolution No. 4644. Motion by Vice Chair Singer, second by Member Backus fo recommend to the Council that the City not pay PERS credit beyond the current term. Motion carried unanimously. 3-0. IV. COUNCIL COMMITTEE ASSIGNMENTS The Committee discussed Council Committee assignments and meeting schedules and reviewed the existing committee assignments as presented in the chart title 2010 Auburn City Council Committees and separate recommendations submitted by Vice Chair Singer. Vice Chair Singer recommended that the Council retreat continue to be planned by the Council Operations Committee. She also suggested that the Deputy Mayor chair the Council Operations Committee and that the Page 3 Council Oaerations Commiftee December 16, 2010 Deputy Mayor be„ designated. from among the three longest tenured Councilmembers (members of the Council Operations Committee). After further discussion; it was agreed #hat no change would be made to the Council Opecations Committee structure and the longest serving Councilmember would continue to serve as Chair ofithe Committee. - ' Vice Chair Singer agreed to serve another year as Deputy Mayor. Commiftee members agreed to replace Rich Wagner on the Planning and Community Development Commiftee with John Partridge. Rich Wagner will replace John Partridge on - the Finance Committee. No further changes will be made to meeting times. The barrier-free playground will be removed from the Planning and Community Development Commiftee and all Parks activities will be moved to Planning and Community , Development Committee. Responsibility for planning the CounciPs annual retreaf will be moved to the Council Operations Committee. The City Clerk will pre~pare the appropriate resolution for Council consideration on December 20 h. Corrections were also made to the Councilmembers'. additional local, regional and national committee appointments to reflect current assignments. V. COUNCILMEMBER ROOM ASSIGNMEIVTS The Committee discussed shared office space for Councilmembers. Councilmember will be utilizi:ng office space on the second floor (west wing) ofi Aubum City Hall. The Commiftee members recommended that the Depufy Mayor be assigned an office and the remaining ` Councilmembers be assigned shared office space based on seniority on the Council. Offices would be assigned to the following: Deputy Mayor Singer, Councilmembec Wagner and Councilmember Backus; Councilmember Peloza and Councilmember Norman; Councilmember Haugen and Councilmember Partridge: Commiftee members moved to the east wing of the second floor of Auburn City Hall to view~a mock-up of the proposed Council Chambers. The Commiftee expressed opposition to the proposed room divider and suggested a bigger screen for projection and a curved dais. Commiftee members also questioned staff space. Committee. members moved to the west wing. of the second floor to view the proposed Council office areas. Commiftee members agreed that the Page 4 Council_Oaerations Committee ` December 16, 2010 office areas are satisfactory; but the Committee members questioned the permanency of the location. VL ADJOURNMENT There being no further business, the meeting adjourned at 5:22 p.m. ~ APPROVED THE DAY OF , 2011-. Rich Wagner, Chai Danielle Daskam, City Clerk Page 5