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OPE I&TI ONS COMMIT M *41N[JTE S
NOVEMBER 30, 1994
COMMITTEE MEMBERS PRESENT: Jon Johnson - Chair, Leona Orr, Christi Houser
STAFF PRESENT: Ed Allen, Norm Angelo, Tom Brubaker, Arthur Martin, Brent McFall,
May Miller, Laurie Murray, Kelli O'Donnell, Patty Roseto, Sue Viseth, Tom Vetch
MEMBERS OF THE PUBLIC: None.
The meeting was called to order at 9:32 a.m. by Chairperson Johnson.
Amproval of Vouchers All claims for the period ending November 15, 1994, in the amount of
$2,501,011.31 were approved for payment.
Long -`Perm Disability Plan Enhancement - Contract
Human Resources Director Sue Viseth explained that currently the City provides long-term
disability which pays 50% sof an employees salary after an 180 day elimination period.
Employees now have the option of purchasing enhancements to this plan the most beneficial
of which lowers the elimination to 90 days. Viseth stated that at her request the City's insurance
broker requested competitive bids and also looked at those that could be easily enhanced. In
addition to the benefits provided, the tax implications for those who have purchased
enhancements has been nightmarish due to benefits being divided between taxable and non-
taxable income which can be complex when the benefit is utilized. Sue explained that the
broker had checked on UNUM as the low bidder and found them to be a reputable well rated
company. In addition to simplifying tax implications, the option of the City enhancing the LTD
would be of benefit to the City due to the out of pocket expense of paying sick leave for
employees who have accrued benefits over 180 days. With a 90 day elimination,' the City would
benefit as well as providing more protection to the employees. She noted that the cost would
be an additional $5,000 which would be funded out of the self insurance fund. Viseth asked for
authorization to enter into a contract with UNUM on or about January 1, 1995. Orr moved to
approve the request and authorize the signing of a contract effective on or about January 1,
1995. Houser seconded and the motion passed 3-0.
Minitor Pager Replacement Authorization
Fire Chief Norm Angelo explained to the Committee that unlike a regular pager, the Minitor
pager provides a separate channel which is a direct link to 911 as well as radio contact
capabilities. Norm stated that there are a number of older Minitor pagers that have been utilized
and unfortunately the 800 mhz system does not allow for paging and maintenance costs are
increasing on the older pagers. The Chief noted that as a result of the Entiat-fire $50,000 was
reimbursed to the City for personnel and almost $70,000 was received due to an addition
$19,799 reimbursement for miscellaneous costs for the rental of apparatus. No damage was
sustained to the equipment and the fire district has possession of the rig. The Fire
Commissioners have agreed to use these one time funds for the replacement of the Minitor
pagers. Chief Angelo proposed that the additional $7,000 be funded from the hearing
equipment fund which has remaining funds available. He noted thit the purchase of
replacement pagers would be utilized by volunteers. Angelo asked that if this is acceptable the
item be placed on the Consent Calendar of the City Council meeting.
Houser moved to authorize the use of $19,799 of State reimbursement money and $7,000 from
the headset/communication equipment project for the purchase of replacement pagers for the
Fire Department. Orr seconded the motion which carried 3-0.
OPERA.TI�S COMMITTEE MINUTE Aont
NOVEMBER 30, 1994
L gislative Package for 1995
Government Affairs Manager Arthur Martin stated that in meeting with member cities of
Suburban Cities Association (SCA) and Association of Washington Cities (AWC) it was noted
that cities have not had the ability to effectively lobby. Member cities brought together a list
of 40 issues and narrowed the list down to 10 proposals with the hopes that lobbying can be
coordinated through a combined schedule. He noted that some issues are not a major issue for
Kent but all have some impact through which Kent's specific needs can be tied into the whole.
Assistant City Attorney Brubaker noted that the current legislation on annexation is punitive to
cities explaining that if an area is annexed after March 1 of any year no property tax revenue is
generated for 18 months. Arthur noted that this dilemma had been discussed. Afier;further
discussion, Orr moved to approve the legislative package and give Arthur Martin authority to
lobby on these issues. Houser seconded the motion which passed 3-0. Committeemember
Houser asked that proposed motions be included with agenda materials in the,future. Martin
stated that he wished to thank Councilmember Orr for her help on the Kiag County
Comprehensive Plan.
Public Defense Contract
Prosecuting Attorney Ed Allen stated that he was here on behalf of Roger Lubovich and
explained that for the past two years the City has utilized Ellis, Li & McKinstry and for a
number of reasons it was decided to go out for bid. Among the problems was the lack of
experienced criminal defense attorneys who could make quick decisions and process a large
number of cases as required by the congested court calendar. Another reason, Allen stated, was
the lack of a local presence. With their offices located in downtown Seattle it makes,,it difficult
for them to meet with their clients many of which have no privilege to drive. This has resulted
in delays due to attorneys meeting with clients in the courtroom during proceedings running up
City overtime costs. Ed noted that a matrix had been prepared from the eight proposals received
highlighting experience, public defense experience, number of lawyers available, and office
location. He noted that Director of Operations Brent -McFall had reviewed the proposals and
had a primary recommendation and a secondary recommendation.
Brent McFall stated that after consultation with the Attorney's office he would recommend
authorization to negotiate a contract with Tim Jenkins and Patrick Hardy ba ed `upon their
experience and reputation as well as their local presence. As an alternate, Mcl r + ",tnmended
Stewart and Goss. After discussion of the number of cases anticipated, Hain mated that it
would be nice to have office space in Kent. Orr questioned the possibility tgo over the
maximum cases and asked what would happen in that case. Ed responded that the;n.ount per
case over the limit would be negotiated in the area of $90-$125 per case. Houser inquired as
to the length of the contract and was informed it would be a 12 month contract from 111/95 to
12/31/95. Houser asked why Jenkins was recommended over Scott Stewart. McFall replied
that the added experience of a former prosecutor and experience of providing services as
Auburn's public defender was significant. Allen added that in addition to having the most
experience Jenkins has the ability to provide the needed coverage as well as having experience
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OPTION COMMITTEE
S MATES, Cont
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handling the actual contract implementation. Houser noted her concern of going over 1350
cases.
During further discussion Houser noted that Stewart and Goss also had office space two blocks
from the court. Orr stated she had two concerns; the dollar amount and the accessibility when
also handling Auburn's public defense contract. Allen stated that he anticipated that Jenkins and
Hardy would each take responsibility for one jurisdiction. He also noted that the low figure
received from Stewart and Goss was an effort to get an initial contract and would probably be
higher in any future years. Assistant City Attorney Brubaker added that a low figure can work
against the City if it becomes a disincentive to fully administer the contract. After further
discussion, Committeemember Houser moved to enter into negotiations with'Stewart and Goss
for the public defense services for the City of Kent. Orr seconded the motion which passed 3-0.
1994 Receivables Write -Off
May Miller requested authorization to write-off $8,520.11. She explained that this action would
remove these funds from the books while still allowing the City to make collection if possible.
Miller reviewed the graphs included with the agenda noting the decline in write-offs requested.
May complemented the staff who had been working on reducing the amount of write-offs.
Customer Services Manager Tom Vetsch stated that the numbers continue to go down and
complimented Patty Roseto on her work with departments to accomplish this. He noted that in
1995 his department will be looking at a cashiering system that will work with accounts
receivable and will take over the 5 letter follow up currently contracted out while still
contracting out the difficult collections.
Leona asked if there was a set annual fee currently. Vetsch replied that most accounts were
$8.45 each while difficult accounts were paid at 50 to 60%. May Miller recommended that
these write-offs be approved and go on the Consent Calendar of the next City Council meeting.
Orr so moved, Houser seconded and the motion passed 3-0.
1994 Budget .Adjustment Ordinance
May Miller explained that once a year this item is brought forward as a housecleaning item.
She explained that her department keeps track of items approved through the year. The majority
of the items requesting approval were previously approved with the following exceptions. The
insurance fund needed to be revised to account for accidents, etc., the unemployment claims
received needed adjustment, liability insurance settlements needed to be transferred from
reserves, Central Services had additional expenses from Court rental, annexation and Cable TV
start-up costs. Additionally, internal services required accounting of seized assets, the golf
course had received higher revenue on the restaurant requiring additional payment to the
contractor and as a final step for the budget process the final salary credit needed to be
approved. May explained that this action would also cover a line -of -credit required at the end
of the year to cover payment of community development costs which are reimbursed from the
State after expenses are incurred. Miller recommended approval of the 1994 budget adjustment.
Orr inquired as the $45,000 allocated for postage and printing with the need for additional
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OPER.ATAS COMMITTEE MINUTES!Cont
NOVEMBER 30,1994
annexation mailings, etc. in 1995. Miller clarified that an extra $20,000 had been included for
1995 with a total City-wide budget of $126 572. Further, if annexation did'
ty- g pass, a supplemental
budget would be prepared to cover additional expenses. Johnson asked if unemployment claims
were going down or if employees were being rehired. Miller noted that a firm had been hired
recently to monitor these expenses. Lauric Murray noted that some claims were still being paid
with a departure date of July 1992 which she will be looking into. Houser moved to approve
the 1994 budget adjustment ordinance and H&CD line of credit. Orr seconded the motion
which passed 3-0.
December Committee Meetings
After Committee discussion, it was confirmed that the Committee would cancel the December
14th meeting and meet on December 28th. Houser noted that she would not be able to attend.
October Financial Report
May Miller distributed the October financial report to the Committee. During review of the
report Miller noted on Page 6 the general fund revenue had increased in October and was up 2%
in total. Page 7 showed the general fund close to budget, she noted that retroactive, pay, for the
Police contract settlement had reduced the amount of cash last month. Miller pointed out that
on page 9 the sales tax had been reported up 15.5% for October and that upon inquiry, no one-
time payments stood out. She elaborated that the actual tape had not been received .to conduct
in depth analysis. Jon noted that the wire service was reporting that the mood of consumers was
improving. Miller noted on page 10 that when one-time payments were taken out, ,Wes tax was
up 5.2% for the year. She noted that retail was up with 709 businesses reporting 27% of sales
tax collected. In reviewing the building permit revenue and valuation Miller expla�ued that it
may be time to adjust budgeting in this area since the area was becoming built out a higher
majority of permits were for tenant improvements and renovation. After rev�ewing the
remainder of the report, Miller noted that the criminal justice grant had been received at
$50,000. Jon Johnson asked what the minimum fund balance required is. Miller stated that
$200,000 would be required and 1994 will end with $500,000. A discussion followed regarding
the fund balance and bond rating. Miller noted that the City's debt had also been r6duced.
King County • Allocations ;
Arthur Martin informed the Committee that King County Councilmembers ` `,� ..1�bility to
allocate $100,000 at their discretion for their districts. He noted that these, fp uld be
available to Kent from Vance as well as a portion from VonReichbauer and Pia' ;end asked
if Council had any programs they would like to request funding for. I46tl et ,noted her
preference for additional senior housing grants for Harrison House.
After further discussion, the meeting adjourned at 11:05a.m.
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