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Home My WebLink About11/10/2009 Study Session 117 YAKIMA CITY COUNCIL ADJOURNED MEETING -- STUDY SESSION NOVEMBER 10, 2009 — 8:00 — 11:30 A.M. COUNCIL CHAMBERS — YAKIMA CITY HALL 1. Roll Call Present: Council: Mayor Dave Edler, presiding, Assistant Mayor Micah Cawley, Council Members Maureen Adkison, Kathy Coffey, Rick Ensey, Bill Lover, and Sonia Rodriguez Staff: City Manager Zais, Finance and Budget Director DeBord and City Clerk Kloster 2. Council Budget Review by Department City Manager Zais gave an overview of material that had been supplied to the Council members. He noted one change where a position targeted for layoff was extended for two months to accommodate a retirement at the end of February 2010. Another change is the addition of the prosecutor position to be supported from the resources identified in the narcotics area. City Administration (continued) . • Community Relations - Randy Beehler, Community Relations Manager, described their services and funding which is from cable TV franchise fees and a grant provided by Charter Communications. Although the division does not receive any general fund tax support, in light of the economy they have exercised constrained spending in 2009 and budget reductions for 2010 of approximately $25,000. The reductions • include less spending for equipment, repair and maintenance, professional services and advertising. They are expecting to make some upgrades in 2010 continuing the transition to an all- digital video platform. • Legal City Attorney Cutter commented that they had already described the functions of the office during their previous presentation on budget reductions. • Indigent Defense Assistant City Manager Zabell gave a brief overview noting how this category provides indigent defense for people in need of public defenders. There are approximately 6,000 cases requiring these services that go through Municipal Court each year. Dixon & Lee is the primary firm used. • Risk Management Assistant City Attorney Helen Harvey explained that the primary components of the risk management budget are the City's property insurance and liability insurance. We joined CIAW in December 2005 and pay an annual premium for insurance coverage. Another component is claims processing and claims payments. For.the most recent CIAW fiscal year, approximately $136,000 was paid resolving claims. The quantity of claims has been reduced during the last couple of years. The risk management budget covers salaries and benefits for 6.33 employees. There are four accounts in Professional Services; 1) police litigation defense (there are currently twelve litigation cases involving the police 1.1'8 November 10, 2009 Budget Review department), 2) non - police litigation, 3) miscellaneous or general professional services account, and 4) Yakima Resources, involving testing on a property site being reimbursed by two insurance carriers. Charges from each of the operating budgets contribute to this budget. Community and Economic Development • Planning • Codes • Office of Neighborhood Development Services • Economic Development • Central Business District Capital • CED Director Bill Cook noted, with the exception of ONDS federal dollars, these divisions were discussed previously. There will be a public hearing on November 17 to review that in detail. The Planning Division is hoping to reduce expenses for the Hearing Examiner although it is somewhat out of the City's control. A planner will be moving to the Transit Division and, therefore, will no longer be included in the general fund. Although the workload is not significantly down, Planning revenue is down approximately 74 %. Deputy Director Morales said they foresee the downtown capital projects will be completed in the spring of 2010. The proposed contract with the Humane Society for additional animal control services was again reviewed. • Tourism Promotion John Cooper of the Yakima Valley Convention Center gave a state- of -the- industry update. Yakima County visitors spend nearly $345 million each year, creating 3,400 jobs and creating approximately $25 million in state and local taxes. Given the economy, the U.S. Tourist Association estimates leisure travel should grow nationally about 5% next year and business travel about 4 %. Yakima has been reduced about 5% versus the state at 8 %. Future bookings at the Convention Center have decreased and year -to -date revenues are flat. They made more than 10% in budget cuts earlier this year. • Capitol Theatre Steve Caffery noted that during the 2008 -2009 fiscal year, ticket sales dropped 30 %, in direct relation to the economy. They have reduced staffing by four employees. Their operational loss is substantial, but because they have significant reserves, they are able to weather it. Mr. Caffery reviewed the theatre renovations and the program plans for 2010. • Engineering Mr. Cook said they have made the necessary reductions and are also prepared should there be a turnaround in 2010. Finance (Finance, Information Systems & Utility Services) • Information Systems Rick Pettyjohn gave a review of implementations during 2009 and those projected for 2010. He said they are concerned about funding in the capital replacement area as equipment is getting old and replacements will have to be addressed in the future. He noted that their staffing has stayed flat although the workload continues to increase. 2 119 November 10, 2009 Budget Review • Utility Services Pete Hobbs spoke about the consolidation of the cashiering and customer service functions. • Community Services— Healthy Families Cindy Epperson referred to the five year grant that started in 2008. • Financial Services Rita DeBord reviewed proposed reductions, plus additional, potential reductions requested by Council Member Coffey. The impacts of those reductions were presented. City Manager Zais also emphasized the importance of our financial positions with regard to meeting legal reporting requirements. We have reached our capacity to handle the current grants with their reporting obligations. Staffing decisions will have an effect on our ability to handle more grants. If we are unable to do it properly, the grants are disallowed and there is a requirement for repayment. Mrs. DeBord stated she believes we are at considerable risk if we reduce the staff below what was outlined in the budget. Public Works • Administration Chris Waarvick noted that proposed budget cut strategies were previously presented. He pointed out that Public Works administrative staffing is at 9 compared to 18 in 1998. • Streets and Traffic • Equipment Rental • Parks and Recreation Discussion included the potential of contracting out the operation of Fisher Park. Additionally, the idea of replacing the deck lights and extending the grassy area at Franklin pool to increase usage /revenue was discussed. An updated version of a proposal to convert to a metropolitan park district will be provided in 2010. • Cemetery • Transit There is a policy issue for five new 35 -foot, low -floor buses from Gillig. Funding will come from stimulus funds with no match required. • Refuse Nancy Fortier, Refuse Manager, reviewed the policy issue for a rate increase. Yakima County notified the City of a 14.28% increase in their landfill tipping fees. To cover that increase, they are proposing a 3% rate increase for our refuse service. She noted that the Leaf Program is no longer a general government program. City Administration • Wastewater Wastewater Manager Scott Schafer gave a short presentation on their programs and regulations. The Wastewater facility is the City's largest asset and we must continue to invest in it. He spoke about their policy issue for evaluating a collection system, a critical area due to the potential health hazard for the community. Once the evaluation is incorporated into the facility plan, we become eligible for funding. Other policy issues discussed were mandated NPDES & TMDL issues, the nutrient removal project, and the need to hire a hydrologist funded equally between Wastewater and Stormwater. 3 1 20 November 10, 2009 Budget Review • Stormwater Scott Schafer also gave a presentation on stormwater covering the Regional Stormwater Planning Group's (RSPG) proposed rate increase for 2010 -2011. City Manager Zais advised there has been a transfer of funds from stormwater revenues to street activities. • Water and Irrigation Water and Irrigation Manager Dave Brown gave an overview of the division's activities. Their next big project is developing a water systems plan to cover the next six years with projections for the next twenty -five years. He also reviewed the Irrigation operating budget. Council Member Coffey brought up the placement of public art. This has recently been a controversial issue and she suggested going to the North Front Street Association and the Giving Circle to have them consider the potential of placing the art piece in another location. She advised that the Visitors and Convention Center has sent a letter to Brooke Creswell of the Giving Circle asking if they would consider placing the art piece at the Convention Center. Bill Cook, Community and Economic Development Director, said the Executive Committee would like to meet with one or two Council members to discuss alternative sites. 3. Adjournment CAWLEY MOVED AND ENSEY SECONDED TO ADJOURN TO NOVEMBER 17, 2009 FROM 8:00 TO 11:00 A.M. IN COUNCIL CHAMBERS FOR A COUNCIL BUDGET REVIEW. The motion carried by unanimous voce vote. The meeting adjourned at 11:15 a.m. READ AND CERTIFIED ACCURATE : CASrj� _3 '. C• uNCIL ME =If DATE (' 03 -02 - 1d COUNCIL MEMBER DATE ATTEST: / 11 ' 1 CITY CLERK DAV D EDLE ` AYOR Minutes prepared by Linda Watkins. A CD and DVD of this meeting are available in the City Clerk's Office. 4