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HomeMy WebLinkAbout11/28/1995 Adjourned Meeting 3 6 3 CITY OF YAKIMA, WASHINGTON NOVEMBER 28; *1995 ADJOURNED MEETING - BUDGET REVIEW The City Council met in session on this date at 9:00 a.m. in I/ the Council Chambers at Yakima City Hall, Yakima, Washington. Council Members present were Mayor Pat Berndt, presiding, Clarence Barnett, Henry Beauchamp, Ernie Berger, Lynn Buchanan, and Bernard Sims. City staff members present were City Manager Zais, Director of Finance & Budget Hanson, City Clerk Roberts, Accounting Manager Wheeler, Accountant Sanders, and Department Assistant Thompson. Mayor Berndt opened the meeting and welcomed John Klingele and John Puccinelli, Council Members elect. Mayor Berndt stated she wished to reconsider the appointment of John Klingele to fill the unexpired term of Bill Brado who resigned in October. She apologized for the pain and disappointment Mr. Klingele experienced from not being appointed on November 21st. It was then MOVED BY BERNDT, SECONDED BY BUCHANAN, TO RECONSIDER THE MOTION FOR APPOINTMENT. The motion carried by unanimous voice vote. It was MOVED BY BERNDT, SECONDED BY BUCHANAN, TO APPROVE THE APPOINTMENT OF JOHN KLINGELE TO FILL THE UNEXPIRED TERM OF BILL BRADO. The motion carried by unanimous voice vote. - OATH OF OFFICE John Klingele, having been appointed to the office of Council Member, and the Oath of Office having been administered by the City Clerk, is now duly seated as Council Member for the City of Yakima. Mr. Klingele thanked the Council for his appointment saying he has spent many hours watching Council meetings and realizes that there is much work to do. He added he prays for guidance and wisdom to serve all the citizens of Yakima to,' "the ''best of his ability. DIAL - A - RIDE PUBLIC HEARING Mayor Berndt opened the public hearing for comments regarding the Dial -A -Ride system. There being no one present wishing to speak, Mayor Berndt closed the public hearing portion of the meeting. NOVEMBER 28, 1995 BUDGET STUDY SESSION INTERGOVERNMENTAL Airport Airport Manager Bob Clem and Business Agent Macile Zais were available to answer questions regarding the Airport budget. Airport Manager Clem stated he feels they have put together a good budget that works towards making significant strides for cost control. Discussion ensued regarding the foreign trade zone and the costs involved in maintaining a customs agent in Yakima. Airport Manager Clem stated they are looking into the idea of sharing a customs agent with the Moses Lake airport which would cut the cost of the agent in half. Yakima would have to continue to maintain the office space for the agent, since the agent would be assigned here certain days of the week and would be on call the other days. The airport is attempting to have U. S. Customs supply the 4 -wheel drive automobile for the agent but, if they don't, Moses Lake and Yakima would also have to share that cost. Mayor Berndt stated Glenn Rice has been looking into other options for funding and negotiations relating to the Federal Trade Zone. She stated the City and County should be taking care of negotiating terms, rather than the Airport staff handling it. There is a possibility that the City and County could contract with YCDA to handle the negotiations. Council Member Buchanan asked if one of the two 4 -wheel drive vehicles being purchased for the Airport could be assigned to the customs agent. Airport Manager Clem stated they are both pickups for use on the Airport grounds. Council Member Buchanan requested Airport Manager Clem inquire and find out when the closure of the Federal control tower is scheduled. He stated the runway lighting needs to be upgraded and the RVR needs to be installed on runway 9. He also stated upgrades to the approach systems need to be completed before the control tower closes or it will be much more difficult to obtain the necessary funding. Council Member Buchanan also questioned the installation of guillotine gates instead of roller gates stating that I/ airports in Salt Lake City, Utah and Boulder, Colorado use roller gates and they get more snow and ice than Yakima. He questioned why the FAA would require Yakima to use guillotine gates. He also questioned whether or not the County would be 2 NOVEMBER 28, 1995 3 6 5 helping with the costs of the Fire Department located at the Airport. Mayor Berndt stated the Airport fire protection funding would be a matter for discussion with the County Commissioners. 1/ Resolution No. R -95 -167, having been read by title, it was MOVED BY SIMS, SECONDED BY BUCHANAN, TO ADOPT THE JOINT RESOLUTION APPROVING THE YAKIMA AIR TERMINAL 1995 BUDGET AMENDMENT NO. 3 AND THE 1996 BUDGET. The motion carried by unanimous voice vote. RESOLUTION NO. R - 95 - 167, A JOINT RESOLUTION OF THE CITY OF YAKIMA AND YAKIMA COUNTY approving the Yakima Air Terminal 1995 Budget - Amendment #3 and 1996 Budget. Discussion ensued regarding the foreign trade zone funding. Macile Zais informed Council the customs office is on a quarterly renewal basis. It was the consensus of the Council to authorize the expenditure of funds for the first quarter of 1996 and instruct Assistant City Manager Rice to pursue other options. FINANCE DEPARTMENT Customer Service Finance and Budget Director Hanson introduced Customer Service Manager Bert Tabayoyon. Mr. Hanson informed the Council that in 1987 staffmade the decision to eliminate the Lead Parking Checker position. Since that time, the City has taken over the Diamond parking lots and has received numerous requests to patrol the westside area which is outside of the downtown area currently patrolled. Council Member Beauchamp stated it does not appear to be cost effective to hire another parking attendant at $34,960 to write an estimated 950 tickets. He also stated he does not feel the westside has a parking crisis. Mr. Hanson explained that he made conservative estimates on the revenue side. He stated each ticket is $5.00 but the majority of the people do not pay the tickets on time which I/ means they become $20 tickets. Council Member Berger stated he has had a number of telephone calls from westside merchants complaining of parking problems in front of their businesses. Council Member Buchanan pointed out that the object of the parking checkers is not to see how many tickets they can write but rather to clear up parking spaces so there are more available spaces. 3 366 NOVEMBER 28, 1995 John Puccinelli stated he feels it is good to show a police presence on the streets even though these employees are not police officers. Council Member Sims stated he does not feel the presence of more parking checkers adds a positive presence on the street. Self- Insure Police /Fire Pension Long -Term Care Council Member Barnett questioned the purpose of this fund and if this is over and above the funds the City already has in place. Mr. Hanson explained that LEOFF 1 Police and Fire retired and current employees have medical care for life and the expense for that care can not be deducted from their pensions. He stated this account would set up a reserve in case the City were to have several LEOFF 1 individuals in need of long term care at the same time. There is currently one Police member requiring long term care which is quite expensive. Information Systems Mr. Hanson introduced Information Systems Manager Rick Pettyjohn. Council Member Barnett questioned'why the City needs a new payroll system. Mr. Pettyjohn stated the old system was purchased in 1981 and was a good system then but is now out dated. Also, Mr. Pettyjohn informed Council that Prime went out of business a couple of years ago and the City needs to get everything off of Prime. Council Member Klingele asked when the City would be off of Prime completely. Mr. Pettyjohn explained it is happening in phases but everything should be off by the end of 1997. Customer Services Customer Services Manager Bert Tabayoyon was available to answer questions. There were no questions regarding this budget. District Court Council Member Beauchamp asked if this budget reflects fees for use in the new police /legal center facility. Mr. Hanson stated the City will not know the fees until we actually begin using the new facility so this budget may have changes. 4 NOVEMBER 28, 1995 367 City Manager Zais stated the court system question still needs to be analyzed. At this time, the plan is to have a satellite system with a District Court judge assigned to our new facility. Mayor Berndt stated it may be more cost effective to go to I/ our own Municipal Court system. City Manager Zais stated every year the legislature looks at dissolving Municipal Courts because of complaints of injustice. Capitol Theatre Council Member Beauchamp questioned why the Capitol Theatre reserve fund appears to be growing at a very slow rate. City Manager Zais explained that some of the accumulated growth in the fund has been spent. Mr. Hanson also explained that this fund is in short term investments which earn less interest than some other type of funds. ADMINISTRATION City Council Marketa Oliver, Administrative Assistant was available to answer questions regarding'the Council agenda packet policy issue. Council Member Barnett stated he feels if citizens request a copy of an agenda item before the Council meeting the item should be free. He stated this is the only way someone could properly prepare to speak before the Council. Mayor Berndt pointed out that the packets would be available for viewing at both Library locations, the Southeast Community Center and the City Clerk's office. Council Member Klingele stated he feels it is wrong to treat the media different from the general citizenry and does not feel the media should receive the packets for free if the citizens have to pay for them. Mayor Berndt pointed out that she and City Manager Zais meet with the media on Mondays before every Council meeting to go over items of interest and this is the source of information for many citizens. John Puccinelli stated he feels packets should be provided free of charge to anyone filing to run for a Council position. 5 3, 6' 6 NOVEER 28, 1995 Mayor Berndt stated since these costs are being discussed, she would like staff to look at the cost of mailing the Budget Forecast to former mayors, etc. who receive them. She felt they should pick them up to save the postage costs. Ms. Oliver pointed out that currently the agenda, meeting schedule, and action agenda are all put on Yakima On -Line. Ms. Oliver also explained that the cost of printing the extra Council packets is impacting the City Council, City Clerk, and Information Systems budgets. It was the consensus of the Council to have staff prepare another policy issue for this item which reflects Council Member Barnett's request that individual items of interest be supplied, free of charge, to persons making a request. CITY MANAGEMENT City Clerk City Clerk Karen Roberts was available to answer questions regarding the policy issue to eliminate a vacant Department Assistant III position and create a new Police and Fire Pension /City Boards Specialist position. Council Member Berger questioned the title for the new position suggesting the title Assistant City Clerk be considered. He also stated the Fire Pension Board has the authority to vote in their own secretary and there may be a volunteer willing to take the assignment. Council Member Barnett questioned if there would be enough work for this position if a volunteer became the Fire Board Secretary. City Clerk Roberts explained that several years ago the Fire Board had a volunteer calculating the pensions but the processing of medical claims and other administrative duties were still handled by the City Clerk's office. She also pointed out that the pension board work is only a portion of the new proposed position's functions and there would not be a lack of work even if some of the Fire Board functions were performed by a volunteer secretary. Assistant City Manager Rice stated the City Clerk's office is just now beginning to move into this decade. He stated the office is working hard to move from the 1952 office they have I/ been to an upgraded office. 6 369 NOVEMBER 28, 1995 Council Member Beauchamp 'asked how the position has been vacant. City Clerk Roberts stated since a retirement last August. City Clerk Roberts also informed the Council that the bid for the new filing system has been awarded and the office should be making the filing changes soon. Human Resources Archie Sutton, Personnel Officer and Sheryl Smith, Deputy Personnel Officer, were available to answer questions on the policy issue regarding Worker's Compensation Return to Work Program. Council Member Barnett questioned if this proposal would result in a cost reduction. Mr. Sutton explained that it may prove to, but that is uncertain at this time. Currently the City has no program to gradually bring injured workers back to work. He said they sit at home and draw approximately 60% of their pay until such time as they are released back to full -time employment. This proposal would keep them productive by bringing them back gradually and keeping them in the work force. Council Member Sims stated his company has a similar program and they have an excellent.: return; to work rate. The program builds the injured employee's self esteem by bringing them gradually back into the work force. Water, Irrigation, and Wastewater Doug Dodd, Water and Irrigation Superintendent, and Chris Waarvick, Wastewater Treatment Plant Superintendent, were available to` answer questions regarding the policy issue for the addition of a Utility Location Specialist. Mr. Dodd informed the Council that currently when someone needs utilities located three different City employees all go out to mark the different utilities. This proposal would 1/ have one employee locating all the utilities. Mr. Dodd estimates that one Water Division employee spends 2/3 of his time providing this service and one Irrigation Division employee spends approximately 10% of his time performing this service. Mr. Waarvick estimates his collections supervisor spends 50% of his time providing this service. This proposal would meet the legal requirement for marking the utilities in a more efficient manner. 7 370 NOVEMBER 28, 1995 Council Member Barnett voiced his concern that adding this position would eventually mean an increase in utility rates to the consumer. Assistant City Manager Rice stated it is critical that the person performing this service is giving accurate information. Council Member Buchanan stated he would like to see the I/ process accelerated as sometimes a person has to wait 24 -48 hours for someone to mark the utilities. Council Member Klingele questioned why the collections supervisor does not have as much time spent on utility locations as the Water Division employee. Mr. Waarvick stated because the sewer lines are deeper they do not always have to go out and mark them for people. Wastewater Restructuring Department Assistant Function Mayor Berndt stated she is concerned that so many times it seems part -time temporary help turns into full -time help. Council Member Beauchamp questioned if Mr. Waarvick would still need these temporary employees if the request for a full -time position is granted. Mr. Waarvick stated he would not, this request would alleviate the need for these temporary employees. Irrigation Irrigation Engineering and Rehabilitation Study Doug Dodd explained that the City is estimating repair costs using 30- year -old numbers and the figures need to be updated. He stated with this study the City should have accurate information on what it will take to rehabilitate the failing irrigation system. LEGISLATIVE City Council Council Member Barnett questioned the necessity of LegLink on -line computer services from the Legislative Services Center in Olympia and the expenditure of funds for graphic layout services for the City's Annual Report. 8 NOVEMBER 2 8, 1995 3 7 • Marketa Oliver informed Council,that the majority of the City's Annual Report is done in- house but a small portion needs the graphic layout services. She stated the expenditure for this service was approximately $3,500 two years ago and last year approximately $800 was spent. She I/ also stated LegLink allows for quick response to legislative matters and is used daily when the legislature is in session. Mayor Berndt stated she wants to see the graphics remain in the Annual Report because that is the only part many people pay any attention to. Council Member Barnett requested staff to develop a separate policy issue for the graphics portion of this account for review at budget wrap -up. Mayor Berndt recommended that in future budgets, the requests from the two Chambers and other'similar organizations be placed in a separate section of the budget. Mr. Hanson stated they would be listed under Intergovernmental in the 1997 budget. Legal Ray Paolella, City Attorney, introduced Helen Harvey, Assistant City Attorney, and Linda Spence, Paralegal, who were present to answer questions regarding the Legal Department budget. Council Member Klingele questioned the number of legal opinions listed for 1996. Mr. Paolella pointed out that the figure is a projection based on previous years. City Manager Zais stated the figures may change on indigent defense. The contract recently went out for bid and interviews with the bidders will be conducted this week. Purchasing, Sue Ownby, Purchasing Agent, was available to answer questions. I/ Council Member Berger asked about the increased number of requisitions received. Ms. Ownby explained that with the new computerized automation, purchase orders are made prior to the purchase so the figures will show more requisitions and purchase orders and fewer disbursement requests. 9 17 2 NOVEMBER 28, 1995 Council Member Beauchamp asked if the City works with. the Women and Minority Business Enterprises when going out to bid for items. Ms. Ownby stated the City has a goal of 10% City -wide and the Women and Minority Business Enterprise policy goes out with each bid but the City has trouble finding minority vendors for most projects. Ms. Ownby pointed out some cities have employees who are hired for the purpose of finding minority businesses to bid on projects but Yakima does not have any employees hired for that purpose. Sewer Chris Waarvick, Wastewater Treatment Plant Superintendent, introduced Bruce Bates, Assistant Superintendent, and Doug Mayo, Project Engineer. City Manager Zais informed the Council that the Terrace Heights Sewer District has hired legal counsel to represent them in their longstanding dispute with the City. He stated the matter is now in the mediation process and the City has supplied reams and reams of data and documentation for the mediation. Council Member Barnett asked if the Storm Water Management Plan is the same as the Storm Drainage Plan. Mr. Waarvick stated it is the same plan. Council Member Barnett stated since it is not going to help drainage at the intersections, he thinks it should be called Storm Water Management Quality Plan. Discussion ensued regarding the capacity of the treatment plant, the type of grass used in the pasture, and the costs of treatment chemicals. Water Doug Dodd, Water and Irrigation Superintendent, introduced Duane Calvin, Water and Irrigation Engineer. Council Member Beauchamp asked if the City has a quality control person for projects that require repaving after work has been done. He stated the work recently completed on Pacific Street needs to be fixed. 1/ Mr. Dodd stated the City Engineer's office has inspectors for some projects but not for all projects. He stated he would contact the contractor responsible for Pacific Street and see if he can get him back for repairs at no cost to the City. 10 NOVEMBER 28, 1995 3 7 3 Awb Council Member Klingele asked how often the fire hydrants are painted and if this coild. be done'' thirough jail inmates or Rebound. Mr. Dodd stated they are painted whenever they are in need of new paint and last summer they were painted by cadets of the Fire Department. Council Member Barnett requested the Convention Center I/ Facility Relocation Project be presented as a policy issue rather than dividing the cost in the Water and Sewer fund budgets. Council Member Barnett asked about Commute Trip Reduction Funds being used for the Central Washington State Fair and the 4th of July festivities at the fairgrounds. City Manager Zais distributed a legal opinion relating to this question. Council Member Barnett questioned why overtime is up 14% City -wide. Mr. Hanson stated there are several reasons; the largest contributing factors are the ladder truck enhancement in the Fire Department necessitating the use of Kelly day people to cover for training; Information Systems working overtime to cover for vacancies; and Finance working overtime to learn and implement the new AIMMS computer system. It was MOVED BY BUCHANAN, SECONDED BY BERGER, TO ADJOURN TO DECEMBER 5, 1995 AT 9:00 A.M. . FOR . WRAP —UP IN THE COUNCIL CHAMBERS, THEN TO 12:00 NOON AT PROVIDENCE MEDICAL CENTER FOR YAKIMA VALLEY PUBLIC SERVICE ORGANIZATIONS LEGISLATIVE LUNCHEON. The motion carried by unanimous voice vote. READ AND CERTIFIED ACCURATE BY;Or . CO IL 1•.. �: DATE f44 ,Airr d ' AdgLi r,,c-9-7 47 COUNCIL MEMBE' DATE ATTEST: . 1/ � J CITY CLERK MAYOR • Minutes prepared by Department Assistant Thompson. An audio and video tape of this meeting are available in the City Clerk's Office. 11