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HomeMy WebLinkAbout11/18/1997 Adjourned Meeting 494 CITY OF YAKIMA, WASHINGTON NOVEMBER 18, 1997 ADJOURNED MEETING - BUDGET REVIEW The City Council met in session on this date at 8:30 a.m., in the Council Chambers of City Hall, Yakima, Washington, Assistant Mayor John Puccinelli, presiding. Council Members Henry Beauchamp, Ernie Berger, John Klingele, and Bernard Sims present on roll call. Mayor Lynn Buchanan and Council Member Clarence Barnett were absent and excused. City Manager Zais, Director of Finance and Budget Hanson, and Acting City Clerk Skovald also present. Assistant Mayor Puccinelli opened the meeting and welcomed Mary Place Council Member -Elect to the discussion. BUDGET STUDY SESSION FOR PUBLIC WORKS DEPARTMENT (See Policy Issues on Pages 53 - 72, Preliminary Budget Requests on Pages 398 - 501) The Transit Budget was considered out of sequence and reviewed first on the agenda. Transit Division (Policy Issues, Preliminary Budget Requests on pages 431 - 442) Transit Operations Bill Schultz, Transit Manager, answered questions from the Council about uniforms, since the green shirts, ties, and the vests are not available any more; new uniforms are needed. Transit Capital Reserve The purchase and installation of metal bus benches was reviewed. There were 50 benches ordered this year and there will be 50 more ordered next year. Initially, the benches will be chained and then eventually bolted to the concrete. Referencing page 441, City Manager Zais outlined Transit's one -time $150,000 contribution from the Transit Capital Fund as matching funds for certain street improvement projects included in the Street Capital Improvement policy issue. He also elaborated on why the Transit Capital Reserves Fund was chosen to participate, including expectations for federal funding next year and savings in the Dial -A- Ride program for two years. Account 640, Machinery and Equipment was also discussed to replace three buses,which have exceeded their projected life. The brand, size and capacity, as well as the differences between inter -city coaches and transit buses were discussed. Also considered were the resale value of a bus, the cost of a new bus, the cost to rebuild a bus engine, equipment buy -back options, and federal grant requirements. 495 NOVEMBER 18, 1997 Transit Administration (See page 398 for Preliminary Budget Requests and Page 53 - 54, Policy issues.) John Haddix, Transit Planner and Acting Administrative Assistant to the Director, described the expanded duties of the current Department Assistant I position, which is why the request has been made to I/ upgrade to a Department Assistant II. There was also discussion about the entry level duties of the of the Department Assistant I. Next was discussion about the request to upgrade two Administrative Division Department.Assistant III positions to Storekeeper Positions, along with the request to shift two Automotive Storekeepers from the Equipment Rental Division to the Public Works Administration Division. This is being done to provide adequate staffing for a department -wide storekeeping process to better utilize the AIMMS purchasing system. There was also discussion about the benefits of the AIMMS system over the previous system. Don Toney, Equipment Rental Manager, explained how parts replacement is kept. Council members discussed the capabilities of the AIMMS system as an inventory control, a repair and maintenance planner, and an accounts payable system. After a brief discussion about the floor care scrubber /polisher care machines budgeted in Account 640 Capital on page 400, Jerry Copeland, Public Works Director, directed attention to the Charges for Services Account 340. He explained the chart on page 404 indicates what is being charged to the other divisions which is based on who gets what services; it is the double budget, billing back system. Streets /Traffic Division (See page 408- 430 for Preliminary Budget Requests and Page 63 - 72, Policy issues.) Dave Hussell, Streets and Traffic Operations Manager, and Fred French, City Engineer, were available to answer questions. Referencing the Central Business District policy issue on page 63, John Hanson provided some background information about the downtown parking business improvement area. The Council talked about whether it would be feasible to provide the same level of service in the Central Business District without seeking an increase in PBIA assessments and parking lot fees to help offset those costs. It was the consensus of the Council to accept Mr. Zais' suggestion to revisit this issue after the Budget Wrap -up and after further negotiations and discussions are held with DARC. There was also discussion about straightening 2nd Street by the Larson Building and restoring the old park next to the Jade Tree demolition site. Council also briefly discussed maintenance, electrical costs, and code compliance for the I/ tree lights in the downtown area. There was discussion about the Traffic Operations policy issue on page 68 to increase temporary help to allow completion of the painting and stenciling program. There was also discussion about the adhesion properties of paint used for the lines on the streets. 2 496 NOVEMBER 18, 1997 Next came a considerable amount of discussion about potholes. Council Member Sims requested something be done to prevent water from leaking in and making the potholes even bigger in the spring. Council Member Berger suggested the Street Operations Report be prepared on a monthly basis instead of weekly. City Manager Zais explained the report responds to inquiries from the public about the location and the nature or type of work being done by the Street Division. Council Member Sims feels this information would be helpful to the public since it is extensive and shows the activity of the road crew. He suggested the Street Operations Report be aired on Channel 9 so citizens will know when work is scheduled in their area. Dave Hussell distributed supplemental information depicting asphalt repair of the streets for 1995 -1997, including area patching, utility cuts, and the grinding program. Mr. Hussell directed Council's attention to the increase in pothole repairs in 1997 and explained the reason is primarily because of the grinding program and not being involved in the utility cut program in 1997. Utility cuts are being done by private contractors for the Water and Irrigation Divisions. Although there has been a major increase in pothole repair, the underlying problem is the infrastructure of the streets need to be replaced; there are many streets in Yakima which have simply gone beyond their usable life. Mr. Hussell feels there needs to be enough resources available to rebuild some of the streets in Yakima which have failing bases. Jerry Copeland described the major efforts of the Street Department to repair and maintain the streets, including buying new equipment. Mr. Copeland pointed out that although the new equipment has really increased the crew's capabilities, more employees are needed to be able to do the grinding operation and pothole patching at the same time. Dave Hussell explained that the grinding effort will be reduced in order to sealcoat. The grinding program will start in April and May, and the sealcoating program in July. The grinding program will shut down when the sealcoating program begins because there are not enough employees to do both simultaneously. After the phone number for Public Works was provided for citizens to report potholes and the complaint process and the work order process were outlined, City Manager Zais introduced the Roadway Repair Policy Issue on page 69. This is a proposal to repair ten of the City's worst and most deteriorated high - volume roadway sections. The cost of the project would be $2 million, with the funding source tied to a $1.4 million Public Works Trust Fund Loan. It would also include $150,000 City matching funds from Transit and $50,000 from Street Reserves, for a $200,000 total match, and a $400,000 grant which will be sought from the federal 'Intermodal Surface Transportation Program. Since the Public Works Trust Fund loan is tied to the GMA planning process by the adoption of development regulations which are still under review, it is anticipated that the process can be completed by March or April with the first round of applications for Public Works Trust Fund dollars coming to the City in May of 1998. If that window of opportunity is missed, the City will have to wait until the fall of 1998 and that is not at all desirable. The loan would be repaid by a redistribution of property tax to the Street Budget and previously reallocated Airport Capital Improvement funds out of the quarter percent real estate tax allocated to apply towards debt service on repaying this loan. Repayment of the loan will be within the 10 -year service life of the repairs. The City's Engineering Division would handle the primary engineering and design of these repair projects 3 ER 18, 1997 4 .9, 7 NOVENA , 9 Y� during the wait for the funding cycle to emerge. Assuming the grant is authorized and the funding is secured, the designs could be presented for competitive bidding in June or July. Fred French and Dave Russell directed attention to the needed street improvements and the specific streets on the list. Then the Council discussed the funding cycle and the funding needs for the project. They also I/ discussed other aspects of the project, along with the expected time frame for consideration of development regulations. Phil Lamb, Hearing Examiner, requested the Council consider implementing a method, similar to what Yakima County has implemented, to regularly schedule traffic counts on the major arterial streets. Information on traffic counts is needed to determine a trend line for Yakima streets. In order to provide a data base, the Bell- Walker Study, done in 1989, would be a good place to start. Jerry Copeland explained information for arterials should be accessible when citizens request that information. The Council recessed from 10:30 a.m. to 10:45 a.m. Street and Traffic Operations (continued) Council Member Klingele referred to page 413, Preliminary Budget Requests, and asked about WSDOT inspections on bridges listed under Account 410 Professional Services. Dave Hussell explained inspections are required every two years. Some of the work is done by WSDOT on Nob Hill Boulevard for Trestle Bridges. This request is an increase over what was anticipated. There was discussion about the snow removal plan and contracted services for snow removal. City Manager Zais provided an additional resource document on street funding showing debt service, funding sources, and current minimum reserve status. Also included is a complete list of the capital funds tied to streets for street repair and rehabilitation. - Signalization costs, grant applications, and matching funds were also discussed. There was discussion about the storm drainage clean out process and the new vacuum street- sweeper truck. Dave Hussell explained there is a concerted effort with the Wastewater Division to clean drains concentrated in not only the downtown area, but other areas as well. Refuse Division Nancy Gaudette, Refuse and Recycling Manager, was available to answer questions from the Council. There was discussion about the volunteer recycling program with Yakima Waste Systems. Yakima County has asked if the City is interested in participating in a program within the City of Yakima; a report will be brought at a later date. I/ Council Member Berger directed attention to complaints about pickup for Yard Service. There was discussion about ways to mitigate that problem. Council Member Berger suggested a cancellation charge for yard service be considered. There was continued discussion about distribution of yard service containers. 4 498 NOVEMBER 18, 1997 Equipment Rental Division Don Toney, Fleet Manager, commented about the storekeeper's position , previously reviewed. There was also discussion about equipment and vehicle replacement requests. Environmental Fund There was discussion about underground storage tank removal at Tahoma Cemetery and Fire Stations 1 and 5. Parks and Recreation Division Denise Nichols introduced Edna Pettyjohn, Accountant from Finance. Ms. Nichols answered questions about the request to hire an Arborist to provide technical knowledge about tree plantings and removals. Council Member Beauchamp suggested a volunteer arborist be considered. City Manager Zais pointed out that Mayor Buchanan had asked that this issue be considered. Jerry Copeland added that after one year a far more definitive program could be developed. There was discussion about tree replacement within the City in which many times trees needing to be watered were. There was discussion about the cooperative effort that is needed on this issue. Council members expressed their philosophies about landscaping in the downtown area. The Fisher Golf Course phone bills, the meaning of Indexed • Participants, and revenues were discussed by the Council and staff. John Hanson reported that the Outside Agencies with budget requests have been invited to speak at the Budget Hearing this afternoon or next Tuesday morning at 8:30 a.m. It was MOVED BY KLINGELE, SECONDED BY BEAUCHAMP, TO ADJOURN AT 11:25 A.M. The motion carried by unanimous voice vote; Barnett and Buchanan absent. READ AND CERTIFIED ACCURATE BY: 1r '/=%l! q / CO IL ME ;I' r / DATE CetN IL M � DATE ATTEST: rte.! - TY CLERK 6'1 '!. , .,L. •YOR_,'RO TEM Minutes prepared by Acting City Clerk Skovald. An audio and video tape of this meeting are available in the City Clerk's Office 5