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HomeMy WebLinkAbout11/26/1991 Adjourned Meeting 70 CITY OF YAKIMA, WASHINGTON NOVEMBER 26, 1991 ADJOURNED MEETING The City Council met in session on this date at 8:30 a.m. in the Council Chambers of City Hall, Yakima, Washington. Council Members present were Mayor Pat Berndt, Clarence Barnett, Henry Beauchamp, Lynn Buchanan, and Skip Semon. Council Members George Pechtel and Bernard Sims absent and excused. City Manager Zais (present after 9:08 a.m.), Director of Finance and Budget Hanson, and City Clerk Roberts also present. PUBLIC WORKS DEPARTMENT Parks and Recreation Department Dave Flaherty, Parks and Recreation Manager, was present to respond to Council members' questions. Mr. Flaherty reviewed the policy issue requesting consideration of additional funding sources for Parks and Recreation operation, maintenance and capital improvements. Mr. Hanson explained the difference between a bond issue and a levy. Mayor Berndt commented on the positive comments she is receiving regarding the after school programs in the southeast area. Mr. Flaherty reviewed the need for a Recreation Services Supervisor, which would replace the currently budgeted Administrative Specialist Position. There was discussion regarding the request for funds for the ArtsVan program, including the possibility of decreasing the amount budgeted until the City no longer provides funds for their program. Mayor Berndt stated that perhaps staff should advise them to secure other funding sources next year. Referring to the policy issue on page 108, Mr. Flaherty explained this would allow them to repair the deteriorating phone lines at Lions Pool. Council Member Barnett questioned if the City should be enhancing the Parks programs when the revenues are uncertain. There was discussion regarding the issue of who is responsible for cleaning up Sunfair Park, which is adjacent to the bus stops. Mr. Flaherty spoke about the tree inventory which was recently completed, Chesterley Park concession stand, and the increase in the Parks and Recreation programs which impact Public Works Administration staff. He stated he would bring additional information to Council regarding cost per participant for leisure services. Council discussed the poor attendance for swim instructions at Washington Pool. Council Member Beauchamp suggested staff pursue some funding mechanism to boost attendance. Reviewing the Senior Citizen Center budget, John Hanson reported a request was made by the County Area Agency for the Aging for a nutrition program for senior citizens. They would like to expand home deliveries within the City limits. Mr. Flaherty, on behalf of the seniors, invited Council and the community to attend a dance at 1 70-1 - NOVEMBER 26, 1991 - ADJOURNED MEETING the Senior Center on Friday afternoon. Council Member Semon asked how staff can justify a $4,000 copy machine. Mr. Flaherty stated he would review the specifications for the copy machine. Mr. Flaherty gave Council updated figures for the Ron King Tournaments. He changed the $48,000 to $51,000; $50,000 to $53,972; $47,000 to $48,415; 101% to 105 %; and 94.2% to 94.4 %. If you subtract the total costs, it is just about $3,000. Mayor Berndt commented that the City needs to upgrade its facilities to accommodate softball and slow pitch tournaments. She asked if . anyone had analyzed the amount of money brought into the community each weekend by these tournaments. Ron King stated he figures about 2.5 people per player come to the tournament; there are 14 people on a team and about 99 to 101 teams per tournament. He commented that the problem now is trying to maintain the fields. Referring to the suggested $100,000 interfund loan for Parks, Mr. Hanson stated this would help fund the telephone lines project at Lions pool-. This would be paid back by future income in the Parks budget. If-revenues are down, the $33,000 would have to come from other programs. Mr. Zais reported that fee increases for the Cemetery were approved last year, however, were not finalized. Therefore, the increases will be implemented toward the end of this year. Council Member Beauchamp stated his concern is about the maintenance of the cemetery. He commented he thought the headstones should be flush mounted to ease maintenance. Mr. Copeland commented that the lack of revenues is a problem. The City cannot sell the same types of products offered by the private cemeteries. Public Works Administration Willma Meyer, Administrative Assistant to the Director, and Jean Reid, Purchasing Agent, were present for this discussion. Council Member Beauchamp asked how many storekeepers are at Public Works. Mr. Copeland stated that Equipment Rental Division has two automotive storekeepers for parts; Public works does not have any. Ms. Meyer s'tated there are a total of three storekeepers at the Complex; two for automotive and one in the Water Division. Council Member Beauchamp asked if there were some consolidation there, would four storekeepers be needed. Mr. Copeland explained that not all the storekeepers at the complex are under his Department and there is a strong likelihood that the other division will no longer be located at Public Works. The question is whether the automotive storekeepers' time is completely used. Don Toney, Fleet Manager, stated it would be difficult to add additional duties to the storekeepers, since their time is used 100% to maintain their inventory by acquiring and ordering parts for the City's fleet of vehicles. They also do some clerical support activities. There 2 71 NOVEMBER 26, 1991 - ADJOURNED MEETING is a policy issue in the budget which would eliminate those clerical duties so they can apply that time to storekeeping duties. He estimated there are about 12,000- 14,000 items in stock. I/ Council Member Barnett expressed his concern that the requested 7.5 positions in the Department are all considered overhead and would impact refuse and water rates. Mr. Copeland responded that in the past, staff would only bring a proposal to the Council that they thought might get approved; it did not reflect their true needs. The recreational services have doubled and, in addition to that, the regulations have increased and require additional efforts for compliance and documentation. They are asking for 7.5 employees, plus two Transit employees and a temporary in Parks & Recreation Division. Mayor Berndt commented she is not sure this is the answer; Public Works has had annual reorganizations. Council Member Beauchamp commented that he is concerned that the City is facing difficult times, and he doesn't see any efforts to streamline operations. It would seem like some of these tasks done by various divisions could be combined. City Manager Zais stated that could be an assignment to be factored into the facility study. The current facility won't accommodate any more additions of real size and staff allocation. Mr. Copeland stated that regardless if the Water Division moves out, Public Works will still be responsible for about 60 -65 percent of the City's purchases. He stated that he, John Hanson and Jean Reid have discussed that possibility. Staff would need to know if Council wants this function designed into the new facility. He believes that if Purchasing is moved to the Public Works Complex, they may have to request additional staff to do their job properly. Council Member Buchanan suggested that maybe a computer program is needed instead of moving Purchasing. Council Member Semon asked why a Department Assistant III was requested instead of a Department Assistant II. He asked staff to prioritize these positions. Mr. Copeland explained that when he first came to the City as Public Works Director he questioned why there was a DA I and ,a DA III at the window. The staff advised him that it is difficult to keep anyone in that low position, since they promote to higher positions. He stated there is enough turnover in the City that his DA Its promote to positions in other divisions. The job description for a DA II is somewhat limited for his needs, and special assignment pay would be required for a DA II to do some of the required tasks. He stated he would have to prioritize the positions in the same 1/ context of how they did the other requested positions, which would have to be done with his management group. Responding to Mr. Barnett's concerns regarding increased staffing, Mr. Copeland stated he tried to show their goal for 1992, as opposed to what they were requesting. The DA IV position and Administrative • Assistant to the Director are not actually budgeted in 1992. For a year they have been operating without a budgeted position. Council 3 1: !. NOVEMBER 26, 1991 - ADJOURNED MEETING Member Semon inquired if it will take separate action to approve Phase II of the proposal. Mr. Copeland stated that would come back in 1993. The Council recessed at 11:09 a.m. and resumed the meeting at I/ 11 :19 a.m. Equipment Rental Mr. Copeland advised the Council he was in error earlier when he said the DA IV position was not in the budget. It is under another position and the money was there. Council Member Barnett reiterated his concerns about the $40,000 increase in budget for Public Works Administration, which results in an 8% increase in cost distributed to Transit, Streets, Parks and other divisions. Don Toney, Fleet Manager, was available to respond to questions. Council Member Beauchamp inquired how many new pieces of equipment were added to the fleet over the last couple of years. Mr. Toney estimated there were about 20 pieces of equipment added. Mr. Beauchamp commented he has heard complaints from Refuse employees about the delay in getting their equipment back. Mr Toney stated that is a concern they receive from almost all the departments. They try to maintain 340 pieces of equipment with only eight mechanics. They have to prioritize that equipment. Mr. Copeland stated one delay may have to do with parts availability. Since there are so many different pieces of equipment, they can't keep all the parts in stock. In a previous study, it was found the City garage was doing far more maintenance of vehicles with fewer mechanics, even minus the police vehicles. Mr. Toney explained the chart on page 339 in the budget, "Table I, 1989/90 Equipment Rental Rate Comparison," comparing it to the policy issue on page 103. That is 12.9% of the budget policy issue which would be included in the Refuse rates; the overall will be up 10%. There was discussion regarding the small amount of revenue the surplus equipment auction generates. Council Member Beauchamp suggested staff consult with a local car dealer to see what kind of minimum should be placed on the vehicles. Mr. Toney stated he would work with Purchasing on that. He commented that the revenue from the sale of vehicles would not go into the other budgets, but would be placed in the Equipment Rental Fund. Referring to the surcharge adjustment on the environmental fund, Mr. Hanson stated the adjustment is based on the fuel rate increase. Council Member Barnett requested that in the future, the percentage amount be included in the narrative. 4 73 NOVEMBER 26; 1991 - ADJOURNED MEETING Prior to adjournment, City Manager Zais suggested that the Street Division budget be reviewed following today's Council meeting and the review of the Transit budget begin at 8:30 a.m. next Tuesday. The meeting adjourned at 11:50 p.m. READ AND CERTIFIED ACCURATE BY: // i / _ ‘ CO "''L MEMBER DATE CO NCIL MEMBER DATE ATTEST: (;;; CITY CLERK J MAYOR 5