2019-07-17 Salary Commission MinutesSALARY COMMISSION
Meeting Minutes
SPECIALLY CALLED MEETING
Wednesday, July 17, 2019
7:00 pm
Police Department Training Room
250 5t" Ave. N., Edmonds, WA 98020
Present: Jay Grant, Chair
Ava Dubno, Vice -Chair
Jeff Hodson, Commissioner
Marilynne Beard, Consultant, MMB Consulting
Excused: Carl Zapora Commissioner
Don Hall, Commissioner
CALL TO ORDER
Chair Grant called the meeting to order at 7:02 p.m.
APPROVAL OF AGENDA
Chair Grant asked the Commissioners if they had any changes to the agenda.
Commissioner Hodson moved approval of the Agenda. The agenda was
approved as submitted.
APPROVAL OF MINUTES
Chair Grant asked the Commissioners if there were any changes to the Meeting
Minutes of the July 11, 2019 meeting. Commissioner Hodson asked if
typographical errors had to be approved; the Chair said no, they can simply be
submitted to Ms. Beard provided the edit is not substantive or changes the
meaning of the record. Vice -Chair Dubno moved approval of the July 11, 2019
minutes. The Meeting Minutes were approved as submitted with the correction of
typographical errors.
PUBLIC COMMENT
There were no public comments received.
DISCUSSION ITEMS
Review and Update of Additional Data Received since Last Meeting
ELW 7/2/2019
• Wage and Benefit Comparable Cities -- Ms. Beard described the
updates and changes in format that were incorporated in the 2019
Mayor/Council Wage and Benefit Comparable Cities table:
o Updated information for Lynnwood and Wenatchee (Lynnwood
Mayor's current salary still pending)
o Added General Fund tax base information for all cities that had not
responded
o Placed footnotes at the bottom of the table previously shown in the
"notes" column
o Organized cities according to form of government with all Strong
Mayor/Council cities first and all Council/City Manager cities
second.
o Added an average wage for all Strong Mayors, Councilmembers
and Council Presidents.
o Cities that had not responded were moved to the end and
highlighted in yellow (all Council/City Manager)
• Comparable Cities FTE's and Population — Ms. Beard converted the
table provided in the binders from Word to Excel to allow for data sorts
and added a column for FTE per 1,000 population. Chair Grant noted that
some of the Strong Mayor/Council cities were missing from the table. Ms.
Beard will add them.
• Updated Cost of Living Adjustments — Data for 2018 and 2019 had not
been added to the History of Cost of Living Adjustments due to staff
availability during the short period between Commission meetings. Data
should be available by the next meeting.
• Availability of Alternate Meeting Rooms — Staff was unable to identify
an alternate location for Salary Commission meetings in City Hall or in the
Public Safety Complex due to conflicts with other groups and after-hours
accessibility. The Commission agreed to continue to meet in the Police
Training Room with enhanced signage.
Commission Topics of Interest or Concerns
Chair Grant discussed via phone with Adrienne Fraley-Monillas, the Edmond's_City
Council President, the Salary Commission's work and how best to reach out to
Councilmembers for their input. Their meeting included a discussion about the
relationship between Council Compensation and the ability to attract a variety of
candidates for open positions. In addition to regular Council meetings,
Councilmembers are assigned to Council Committees and regional committees,
which can amount to a significant time commitment and, in some cases, may result
in inconsistent attendance at committee meetings.
The Commission discussed the importance of Councilmembers' attendance at all
assigned committee meetings as well as City Council meetings. There may be
laws or local rules about the number of unexcused absences per year that are
allowed for each Councilmember at regular Council meetings; however, the
Commission was unaware of any similar rule for assigned committee attendance.
It was noted that the Council's compensation was brought up to par with the
average. However, in order look at further increases and offer some form of
measurement other than just comparing what other similar jurisdictions are paying,
it was discussed how best to measure accountability.
In some cities, Councilmembers are paid a base salary plus additional pay for the
number of Council meetings they attended. If they attend all scheduled meetings
of the Council, they receive the additional pay. If not, their additional pay is
reduced to reflect the number of meetings they attended. The Commission
discussed the possibility of including an incentive for consistent attendance by
providing additional pay or a disincentive for not attending meetings by deducting
pay. It was noted that a previous Edmonds Salary Commission eliminated such a
system. The Commission asked to get more information about how payment for
meeting attendance works in other cities and confirmation about whether the
salaries shown in the Comparable Cities table includes the base pay plus
additional pay for meeting attendance.
After a lengthy discussion on accountability., it was agreed they would like to
explore this direction. Several questions emerged as to measuring accountability
for attending all Council meetings as well as assigned committees. They would
like more information about how attendance is tracked for Lynnwood elected
officials.
Understanding the Councilmembers are elected officials and how to measure
accountability would be a consideration. Chair Grant shared documents from the
City of Lynnwood that he found interesting, including a City Councilmember Job
Description and City Council Member Responsibilities. The Commission will
continue their discussion about developing a compensation model that is linked to
constituent accountability.
The Commission had further discussion about how to best conduct outreach to the
public and the City Council. In the previous process, members of the public could
respond to an online survey, which was publicized through local media. The
Council and Mayor were provided questionnaires to complete. Half the Council
members responded; more than two dozen citizens responded to the online
survey. The Commission discussed ways to better publicize the work of the
Commission and to encourage even more response and public participation this
year.
The Commission will discuss the survey at the next meeting, including the number
and types of questions to include. They would like to reach out to community
groups to include the Chamber of Commerce, Lions, the Rotary; Kiwanis,
Edmond's Moms and Next Door to distribute and to provide information to the
public about the Salary Commission and a link to the survey. The Commission
wanted to have some of their earlier questions answered about meeting
attendance before they determine which questions to ask. The Commission
agreed that it will be important to get a survey out to the City Council soon, possibly
next week.
Agenda items for the next Commission meeting will include a Public Hearing (the
first of two), further discussion about survey questions and development of a list
of community groups that can assist in distributing surveys.
Commission Meeting Schedule
• Wednesday, July 24, 2019, 7:00 pm— Commission Meeting and Public
Hearing
• Wednesday, August 7, 2019, 7:00 pm — Commission Meeting
• Wednesday, August 14, 2019, 7:00 pm — Commission Meeting
• Wednesday, August 21, 2019 7:00 pm — Commission Meeting and Public
Hearing
• Wednesday, September 11, 2019 7:00 pm — Commission Meeting
Ms. Beard noted that a press release had been drafted regarding the upcoming
Public Hearing on July 24.
OTHER
There were no other items for discussion.
Chair Grant adjourned the meeting at 9:02 p.m.
ATTACHMENTS
City of Lynnwood Council Member Job Description
City of Lynnwood Council Member Responsibilities
CITY OF LYNNWOOD
JOB DESCRIPTION
Title: City Council Member
Lynnwood Status Part Time, Elected
Summary
Final: 0512015
Among the Council's primary duties are to make laws, adopt regulations and budgets, levy
taxes, authorize public improvements, provide for public safety and health, approve board
and commission appointments, oversee a wide-ranging agenda for the citizens and to
exercise the powers that State Statutes and City Ordinances empower the Council
Members to lawfully govern the community.
Essential Duties and Responsibilities
Includes but is not limited to such essential functions as listed below:
♦ Regularly and thoroughly prepare for each Council Meeting; read and review agenda
material provided; become familiar with the City Comprehensive Plans, City Budget,
Capital Improvement Plan, City Policies and other City documents that impact City
policy.
♦ Participate in discussion of issues; receive input from various sources and carefully
considers all perspectives.
♦ Respond to constituent requests for information or assistance.
♦ Participate in community strategic and long range planning.
♦ Adopt the bi-annual City budget.
♦ Approve expenditures of City funds.
♦ Work with citizen advisory committees established by the City Council to formulate
recommendations to the City Council on policies and projects. Each Council
Member is expected to take committee assignments and attend all committee
meetings.
♦ Serve as Council liaison to intergovernmental programs; serve on regional and state-
wide boards, committees, commissions and task forces to advance and protect the
interests of the residents of the City of Lynnwood.
♦ Review and approve capital improvements for the City.
♦ Set and interpret rules governing Council proceedings.
♦ Participate in community civic events.
♦ Perform other duties established by ordinance, resolution, contract or regulation.
Minimum Requirements
♦ Elected by City of Lynnwood residents.
♦ Must be eligible to vote in the State of Washington.
Must be a City of Lynnwood resident for at least one year prior to election.
City Council Member Compensation
Per Lynnwood Municipal Code 2.48.192, each elected or appointed City of Lynnwood
Council Member shall receive a base payment per month plus a `per meeting' payment
bank.
Base payment: The base payment for each Council Member is $900 per month. The
Council President shall receive an additional $200 per month for the additional
responsibilities of the position.
Per Meeting payment: Council Members who attend five regular scheduled council
meetings shall have earned the full $750 payment. If a Council Member attends less that
the five regular scheduled council meetings, a $150 deduction for the `per meeting'
payment bank shall occur for each meeting missed.
In addition to Base and Per Meeting compensation, provided that applicable policies are
satisfied, Council Members and their eligible dependents are eligible to receive health
benefits at the same levels and premiums provided to non -represented regular full-time
employees.
L LYNNWOOD
WASWINGTON
CITY COUNCIL
CITY COUNCIL MEMBER RESPONSIBILITIES
City of Lynnwood, Washington
INTRODUCTION:
Thank you for your interest in serving on the Lynnwood City Council. The citizens
and stakeholders of our community desire and deserve council members who are
proud of our past accomplishments and have a passion for our future opportunities.
Each council members is expected to reach out to all segments of our city.
In anticipation of serving on the City Council, you are strongly encouraged to give
serious consideration to several critical questions. They are as follows:
1) Why are you interested in serving on the Lynnwood City Council?
2) What strengths would you bring to the Council?
3) Have you thought through your highest priority issues for the City?
4) Do you have any past or current community involvement in Lynnwood?
5) What is your vision for our community?
6) Are you prepared for a heavy/ongoing time commitment?
7) Are you prepared for the scrutiny of public life by the media?
8) Have you verified that you meet all requirement for elected office?
CITY COUNCIL DUTIES:
The City Council has seven primary responsibilities. They are as follows:
1) Policy Making & Implementation
• Listen to city residents — keep track of their concerns and wishes.
• Discuss, develop and adopt city policies governing many aspects of
city operations.
2) Personnel Matters
• Adopt personnel policies, establish positions, set wages/ benefits
• Establish bargaining parameters and approve final labor contract
3) City Budget
• Establish goals and priorities which provide the framework for the
budget —discuss and adopt final budget — amend budget as needed
• Set city tax rates, to the extent permitted by statues
• Set utility rates and other fees as required
19100 44TH Ave W I PO Box 5008 1 Lynnwood, WA 98046-5008 1 Phone: 425-670-5010 1 Fax: 425-670-5913 1 www.ci.lynnwood.wa.us
L LYNNWOOD
WASHINGTON
CITY COUNCIL
4) Council Meetings
• Adopt council rules of procedure
• Prepare to discuss work session agenda items
• Make decisions at business meetings following adopted rules — (see
additional comments below)
5) Land Use and Planning
• Adopt and amend zoning, development regulations, and
comprehensive plan after receiving input from staff, planning
commission, residents and other.
• Act in quasi-judicial capacity to decide land use issues
• Amend planning documents as necessary
6) City Expenditures and Contracts
• Approve contracts and all city expenditures
7) Relationships with Other Entities
• Decide whether city will participate in optional government
organizations and provide guidance to mayor or other city
representatives
• Serve as Council/City representative on local boards and commissions
plus intergovernmental bodies where mayor is not a designated
member. *
*The above enumerated duties of the Council implies the review and oversight of
ALL city programs and services.
COUNCIL TIME COMMITMENT
The City Council meets weekly for either a business meeting or work session.
• Regular business meetings meet on the 2nd and &I' Monday evening from
7.00 — 10.00 PM.
• Regular work sessions are schedule on the 1st and 3rd Monday plus the 3rd
Wednesday from 7:00 — 10:00 PM
• If there is a 5th Monday in a month that is also used as a work session
• Special business meetings/works sessions are called infrequently
Assuming there is no call for a special meeting, regular work sessions and business
meeting will require 15 hours a month.
• Each Council member is also asked to serve on at least 2 boards,
commissions or intergovernmental bodies. Most of those entities meet
monthly on either Tuesday or Thursday evening from 6.00 to 9:00 PM.
The above committees regularly add an additional 4 hours a month.
2
L LYNNOOD
WASHINGTON
CITY COUNCIL
COUNCIL TIME COMMITMENT (cont.)
• Study time for either business meetings or work sessions adds an additional 2
hours per week (depending on how fast you read and comprehend)
Study time adds an additional 10 hours per month.
• Infrequently, you may be asked to attend special functions such as ribbon
cutting ceremonies, group events, etc. Such happenings probably add an
additional 2 hours a month (average).
IN SUMMARY ... YOU SHOULD PLAN ON 30+ HOURS A MONTH TO BE SAFE.
The Council does not meet the last two weeks in August or December.
COUNCIL TRAVEL AND EDUCATION
Some travel is expected locally, regionally, and/or state wide. Councilmembers may
also at their discretion travel and attend training/ educational opportunities. Such
activities are reimbursed strictly in accordance with city policy applicable to all
employees and city officials, and only up to the budgetary limit set for each
councilmember as set for the city council as a whole.
COUNCIL PAY
Council pay is $1,650 per month. An additional stipend of $200 per month is paid to
the Council President for additional responsibilities performed. The City does carry
an accidental death policy on each council member as long as s/he are on the
Council. An optional health care package is available, if so desired.
KEEPING SOME PERSPECTIVE
The job of the councilmember is a unique combination of stress and joy. Just
remember that there is a tremendous amount of discomfort in making very important
public decisions. You won't be able to satisfy all of the people, and you have to
know that. Still you must strive to do what's right. Your job is to find the long term
public interest of the entire community.