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Home My WebLink About04-30-2018 Minutes City Council Study Session �c April 30, 2018 - 5:30 PM CITY OF � * Auburn City Hall - Council Chambers �--- --� � i1AlIVUTES .-- �----- — = ., — — = , — — - � �" �' � - � ' Watch the meeting video * -� WASHINGT�N Meeting videos are not available until 72 hours after the meeting has concluded. I. CALL TO ORDER Deputy Mayor Bob Baggett called the meeting to order at 5:30 p.m. in the Council Chambers of Aubum City Hall, 25 West Main Street in Aubum. A. Roll Call Councilmembers present: Deputy Mayor Bob Baggett, Larry Brown, Claude DaCorsi, John Holman, Bill Peloza, Yolanda Trout-Manuel and Largo Wales. Mayor Nancy Backus and the following department directors and staff members were in attendance: City Attomey Daniel B: Heid, Assistant Chief of Police William Pierson; Finance Director Shelley Coleman, Director of Administration Dana Hinman, Innovation and Technology Director Paul Haugan, Employee Relations and Compensation Manager Aaron Barber, Solid Waste and Recycling Supenrisor Joan Nelson, and City Clerk Danielle Daskam. I I. ANNOUNCEMENTS, REPORTS,AND PRESENTATIONS There was no announcement, report or presentation. III. AGENDA ITEMS FOR COUNCIL DISCUSSION A. Ordinance No. 6681 -Salary Commission (Roscoe) Compensation and Employee Relations Manager Aaron Barber presented Ordinance No. 6681 amending the Aubum City Code to include the Mayor's salary in the salary setting responsibilities of the I ndependent Salary Commission. The Human Resources Department recommends the ordinance as it alleviates any potential perception of bias or conflict of interest in staff and/or the Mayor setting the salary of the Mayor. Manager Barber reported the cities of Renton, Kent, Redmond and Federal Way also use an Independent Salary Commission to set the salaries for both the Council and the Mayor. Councilmember Peloza spoke in favor of the ordinance. Page 1 of 4 In response to a question from Councilmember Wales, Manager Barber explained the Mayor's salary has been adjusted by the same cost-of-living adjustment granted to other unaffiliated or non-represented staff. Councilmember Wales questioned whether it is a conflict of interest for the Mayor to appoint the I ndependent Salary Commission, which would set the salaries of the Couneil and Mayor. City Attomey Heid noted the Independent Salary Commission is an independent board and receives no compensation. The Council eonfirms the appointments to the Salary Commission. Also, the decision of the Salary Commission is subject to referendum. Councilmember Wales expressed support for additional members on the I ndependent Salary Commission, if allowed. B. Resolution No. 5366 -Solid Waste Collection Contract(Coleman) Finance Director Coleman presented a proposal to procure a new solid wasCe collection contract through a competifive proposal process. Using a PowerPoint, Director Coleman and Solid Waste and Recycling Manager Joan Nelson reviewed the current contract terms and pros and cons of extension of the current contract, negotiation with the current contractor, and pursuing a competifive process. Manager Nelson reviewed the current contract terms. She noted King County's tipping fee increased in 2017 was not passed along to fhe customers; the customers have nof received an increase in rates since 2014. Waste Management's annual contract inflator was 2.83% in 2018, which was not passed on to the customers. There is no minimum or maximum CPI inflator. The current contract with Waste Management is eligible for a second two-year extension upon 90 days written notice. In 2016, the City inyited bid proposals for solid waste and recycling services. Waste Management was the sole bidder. Since that time, Waste Management requested the City retum their bid bond and fhe bidding process is no longer on the table. Manager Nelson spoke briefly regarding the cost of recycling and the impact of the China Sword policy, where China has restricted or banned certain recyclables from entering their country. Councilmember DaCorsi spoke in favor of a two year extension of the current eontract and pursue a Request for Proposal (RFP) proeess. Councilmember Wales requested an opportunity to brainstorm on the additional services to be included in the RFP. Councilmember DaCorsi requested capies of other cities' RFPs and scoring criteria. Page 2 of 4 Councilmembers recommended modifying the proposed resolu#ion to refiect the RFP process and a two-year extension of the current contract. C. Resolution No. 5367 - Council Rules of Procedure (Heid) City Attomey Heid presented Resolution No. 5367, amending the Council Rules of Procedure based on suggestions by Registered Parliamentarian Ann Macfarlane related to voting for ordinances and resolutions, preservation or order and deeorum for those in the audience who disnapt meetings, motions for reaonsideration, as well as use of social media and electronic equipment during Council meetings, refraining from actions detracting from deportment of the Council, absence from Council meetings, and Councilmember use of city equipment and facilities. Councilmember Wales suggested adding verbiage to Sections 4.1, 4,2 and 4.3 to include any need to leave early f.rom a meeting. Councilmember Wales suggested department directors attend Council meetings through the end of the meeting. Councilmembers Peloza and Trout-Manuel agreed. Mayor Backus stated it is an ad_ministrative choice as to which Councilmembers attend meetings. Resolution No. 5367 will be presented at the nexf regular Council meeting for consideration. D. Ordinance No. 6683 - Relating to Boards and Commissions (Heid) City Attorney Heid presented Ordinance No. 6683. Not too long ago, the Council changed the city code to restrict the number of boards or commissions one person could serve on. Currently no member shall be on more than one board or eommission for more than six months. It is reeommended that in order to prbvide the most flexibility and fill vacancies on boards and commission, that the limitation be repealed. City Attomey Heid noted the Mayor appoints members to boards and commissions with the Council confirming the appointments. Councilmember Trout=Manuel spoke against the proposed ordinance. She believes there are many in the community who would like to volunteer to serve on boards and commissions. Councilmember Wales spoke in favor of the exception for some committees that meet once or twice a year. Councilmember Wales also suggested term limits for some of the board and eommission memberships. City Attomey Heid stated that some boards and commission (ie Salary Commission) have term limits. Mayor Backus reported the process for applying for membership on a board or commission has changed in the last year or so. Applicants must apply on line, and there are numerous ways the vacancies are promoted in the eommunity. Applicants are interviewed by department directors, Page 3 of 4 members of the board or commission and the Mayor. The Council receives the applicant application and background information prior to the Council's confirmation of the appointment. Deputy Mayor Baggett noted recent information Council received about current vacancies on Boards. Councilmember Wales spoke in favor of more diversity on boards and commissions. Councilmember Brown suggested that those applieants who have incomplete applications be notified of the status of their application. IV. OTHER DISCUSSION ITEMS There was no other discussion. V. NEW BUSINESS Councilmember Brown announced it is his 40th wedding anniversary on this date. VI. ADJOURNMENT There being no further discussion, the meeting adjoumed at 7:28 p.m. APPROVED this 6th day of August, 2018. BOB BAGGETT, D TY MAYOR anielle Daskam, City Clerk Agendas and minutes are available to the public at the Gity Clerk's Office, on the City website (http://www.aubumwa.gov), and via e-mail. Complete agenda packets a►�e available forreview at the City Clerk's Offce. Page 4 of 4