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HomeMy WebLinkAbout12/13/1983 Adjourned Meeting DECEMBER 13, 1983 161 ADJOURNED MEETING - BUDGET WRAP-UP The City Council met in session on this date at 9:00 a.m. in the Council Chambers of City Hall, Yakima, Washington. Council members present were Mayor Lynn Carmichael, Clarence Barnett, Lynn Buchanan, Shirley Doty and Jack Sparling. Council member Henry Beauchamp present after 9:35 a.m. Council member W. K. "Pete" Mbore present after 1:50 p.m. Mayor Carmichael stated this is a continued meeting for budget wrap-up, continuing the same format previously used, following the City Manager's memo of December 9, on Final 1984 Preliminary Budget Status/Policy Decisions. Mayor Carmichael advised Council that Terry Wakefield, an employee in II/ the Sewer Division has requested to address the Council. It was the general consensus of the Council to ask Terry Wakefield to approach the Council at this time. Terry Wakefield, Wastewater Treatment Plant employee, requested to have his Union representative speak about a position that is proposed in the 1984 budget to be reduced from a full-time position to a 3/4 time position in the Industrial Waste Sprayfield Division. Ken Coffin, AFSCME Business Representative, referred to pages 289 and 290 of the Budget, reviewing the current staffing level of 1.75 permanent workers and 1.02 temporary workers. He stated that for 1984, a 3/4 time seasonal Utility Worker and 1.02 temporary workers are budgeted. He reported that in 1983, the staff in the Industrial Waste Sprayfield Division was actually one permanent Utility Worker and through the year, two five-month temporary workers were hired for a total of 1.84 workers. He commented that the salaries for the actual personnel in this Division for 1983 is less than what is proposed for 1984; a _difference of about $1500. Terry Wakefield commented that work still exists for a full-time person. He stated that the work normally done during the three month period in Which that position would now be vacant would have to be done at a later time in order to prepare the next year's work; taking care of sprinklers, light maintenance of pumps, building maintenance and as weather permits, some field preparation before any irrigation flows begin. This work would be done in addition to the normal work scheduled for that time. He further commented that since the Industrial Sprayfield users were informed there would be no funds budgeted for capital improvements, maintenance becomes even more important. Cbuncil member Doty asked which three months would that position be vacant. Mr. Wakefield responded the months of January, February and March. Mayor Carmichael thanked Mr. Wakefield for bringing this matter to the Council 's attention and stated that Council would be taking this request into consideration. Bob Weaver, Personnel Officer, reported on Mr. Wakefield's opportunities to retain City employment through his bumping rights. He commented that the City has to give a two-weeks notice to the employee if his position is reduced. It was the general consensus of the Council to take this under advisement and discuss it later in the Budget process. II/ PLANNING A. Update Base Maps - Professional Services Council member Doty expressed concern about hiring a consultant to perform this service. Commenting that the Park Plan and Urban Area Plan are nearing completion, she inquired if staff could do some of the work on this project. Tarry Wright, Assistant Director of Community and Economic Development, responded, informing Council that educating the public about the new zoning ordinance will require a great deal of the planners' time. He further stated that map making is not a task that should be done piecemeal and with the new zoning ordinance, there is. going to be a lot of maps that need to be redone. Following further discusSion, it was MOVED by Barnett, seconded by Carmichael to authorize the $20,000 expenditure to update the basic maps, through professional services. Failed by 2-2 voice vote. Buchanan -and Doty voting nay. Sparling temporarily absent. Beauchamp and More absent. Council member Doty indicated she would like staff to reconsider resubmitting another proposal using staff time for sane of the Work. (Council member Beauchamp present after 9:35 a.m.) 162 DECEMBER 13, 1983 CODE ENFORCEMENT A. Weed Abatement Program Fred Norton, Code Manager, and John Beer, Jr., Director of Community and Economic Developrent, responded to Council's questions regarding this program. It was MOVED by Doty, seconded by Barnett to approve the Weed Abatement Program. Unanimously carried by voice vote. Moore absent. B. Four Pickup Trucks Following discussion on the need for replacing all the vehicles in this Division at the same time, it was MOVED by Buchanan, seconded by Barnett to authorize the purchase of two pickup trucks for the Code Enforcement Division. Council member Doty requested clarification on the Motion, asking if it included the purchase of two ladders and racks, etc. Council member Buchanan responded in II/ the affirmative. Mr. Beer recommended that the funding for these two vehicles be out of the Equipment Rental Fund. It was the general consensus of the Council that the purchase of the two vehicles be funded through the Equipment Rental Fund. The question was called for a vote on the motion. Unanimously carried by voice vote. Moore absent. C. Increase In Regulatory License Fees It was MOVED by Barnett, seconded by Buchanan to increase the regulatory license fees by 15%. Unanimously carried by voice vote. Moore absent. D. Pagers -- Substitute four two-way radios for original request Fred Norton distributed a memo dated December 12, 1983 which compares four available options for the purchase or lease of pagers. He recommended council approve the purchase of four two-way portable radios, MT 500, (Alternative No. 2). Following deliberations, it was MOVED by Buchanan, seconded by Barnett to approve the purchase of four EXPO pagers and continue the utilization of the vehicle radios. Unanimously carried by voice vote. Moore absent. STREET DIVISION A. Sealcoating Arterials ' It was MOVED by Barnett, seconded by Doty to approve the sealcoating program. Unanimously carried by voice vote. Moore absent. B. Alley Clean-up Program Council member Doty suggested clean-up be performed as a two-year program. Del Kary, Street Superintendent, commented that the $42,000 does not adequately cover the expense for doing all the alleys in the City. It was MOVED by Doty, seconded by Beauchamp to allocate $25,000 for the alley clean-up program. Unanimously carried by voice vote. Moore absent. C. CBD Trash Container It was MOVED by Doty, seconded by Barnett to allocate the $5,000 11/ for trash containers for the CBD area. Unanimously carried by voice vote. Moore absent. ENGINEERING A. Reorganization It was MOVED by Doty, seconded by Buchanan to approve the reorganization of the Engineering Division. Unanimously carried by voice vote. Moore absent. B. Retain Construction Inspector It was MOVED by Barnett, seconded by Doty to retain the Construction Inspector full-time. Unanimously carried by voice vote. Moore absent. DECEMBER 13, 1983 163 C. Microcomputer & Software It was MOVED by Beauchamp, seconded by Buchanan to delay a decision on the microcomputer purchases until after the needs assessment is made and remove the money from the individual budgets. Unanimously carried by voice vote. More absent. TRAFFIC ENGINEERING _ A. Reorganization to Establish Traffic Operations Supervisor/ Delete Signal Tech I Council member Barnett expressed his concern about the establish- ment of another supervisory position. Hank Hein, Supervising Traffic Engineer, explained the reorganization, informing the Council that this position is not a management position, but will II/ supervise some of the signal crew, as well as do some of the traffic engineering work. It was MOVED by Beauchamp, seconded by Doty to approve this reorganization, as requested. Unanimously carried by voice vote. More absent. C. Street Light Program Financing City Manager Zais referred to page 272 of the Budget and commented that the savings has already been credited and taken into effect in the budget and is part of the cash balance for the year-end into 1984. The reported cash balance has been adjusted to $231,516. It was MOVED by Doty, seconded by Beauchamp to allocate $20,000 from the General Fund cash balance, together with $30,000 budgeted from the ;5 gas tax to embark on a street lighting program. Unanimously carried by voice vote. Moore absent. SEWER Chuck Greenough, Budget Analyst, reported on the difference in cost from the Sewer reorganization proposal for the Industrial Sprayfield Division. The current organization cost is $38,390, including fringe benefits and the 3/4 time position and temporaries would cost $38,595, assuming the 3/4 time person would be paid at step 5 in the salary range. Discussion ensued regarding the fine line of the Council making a policy decision on this or if this should be strictly a management decision. John Fisher, Wastewater Superintendent, not being present to respond to Council's questions, City Manager Zais suggested that perhaps Council might like to defer action on this item until after the first of the year. Council member Doty supported the City Manager's suggestion, referring to the recent Labor/Management Committee meeting. It was MOVED by Sperling, seconded by Beauchamp to not take any action on this item. Carried by 4-2 voice vote. Barnett and Doty voting nay. Moore absent. Upon the explanation by the City Manager that by not taking any action, the position will be reduced to a 3/4 time position. It was MOVED _by Carmichael, seconded by Doty to reconsider this question. Carried by 4-2 voice vote. Buchanan and Sperling voting nay. Moore absent. Council member Beauchamp stated he believes Management should have the prerogative of making a management decision, however, because there was such a concern voiced, perhaps Council should reconsider this. The question was called for a vote on the main Motion. Failed by 2-4 voice vote. Barnett, Beauchamp, Carmichael and Doty voting nay. Moore absent. Mayor Carmichael ccymented she misunderstood the original 11/ motion and thought this should be delayed until Council can hear from this John Fisher on is issue. It was MOVED by Doty, seconded by Beauchamp to delay action on reducing the full-time position to 3/4 time until Council has had an opportunity to hear from the management people and assess the factors that went into this decision. Carried by 4-2 voice vote. Buchanan and Sperling voting nay. Moore absent. FINANCE _ . A. Bad Check Recovery System B. District Court Increase It was MOVED by Barnett, seconded by Doty to approve Items A. & B. under Finance. Unanimously carried by voice vote. Moore absent. C. Customer Services Water Representative III,-as Revised 12/6/83 Memo It was MOVED by Barnett, seconded by Doty to approve Item C. Un- animously carried by voice vote. Moore absent. D. Animal Control License Increase It was MOVED by Barnett, seconded by Doty to approve Item D., animal control license - fee by 10%. Carried by 4-2 voice vote. Buchanan and Sperling voting nay. Moore absent. 164 DECEMBER 13, 1983 E. Animal Control Canvass It was MOVED by Doty, seconded by Barnett to authorize the animal control canvass as outlined in the budget. Unanimously carried by voice vote. More absent. LEGAL A. Professional Services For Public Defender Services City Attorney Andrews reviewed the bids received for this service; Patricia Powers - $45,000; Fred Porter - $42,_700 ;_ Glen Warren - $42,400; and James Hogan - $38,400. He counseled the Council to request staff to prepare the proper legislation for adoption at the next week's Council meeting, based upon the Council's acceptance of one of the proposals. Council member Sparling reported that the Council Committee interviewed Fred Porter, Glen Warren and James Hogan and their associates and would recommend that the proposal submitted by Glen 'Warren be accepted. It was MOVED by Sparling, seconded by Beauchamp to accept the Committee's report and recommendation and accept the bid of $42,400 submitted by Glen Warren. City Attorney Andrews commented that this decision impacts the budget in that the amount budgeted for this service was $46,000. He explained that since Mr. Porter is currently performing the duties of public defender and will see all current work to completion, funds should be budgeted to pay him for that work. He estimated a two-month funding ought to be budgeted for approximately $6,000. He stated that the amount budgeted for public, defender services should be $48,200 to accanmodate that transition cost. Responding to Council's questions, City Attorney Andrews clarified that this first year of transition would be the only year this additional cost would occur because there is language in the new contract which would require the attorney to complete all open cases at the end of the year for the amount in their proposal, should another attorney be awarded the bid for the following year. The question was called for a vote on the motion. Unanimously carried by voice vote. Moore absent. PERSONNEL A. Floating Department Assistant Council member Doty stated her preference would be to hire temporary help, rather than hire a permanent employee. Bob Weaver, Personnel Officer, canpared the staffing level in the Personnel Office for the years 1979 through 1983. He reported that the floating Department Assistant was a recannrendation from the City .Employees' Public Relations Canmittee as a means to provide a better level of support to the departments, and it was the general consensus of the department heads that that individual should be assigned to Personnel. It was MOVED by Buchanan, seconded by Barnett that this position not be added. Unanimously carried by voice vote. Moore absent. It was MOVED by Buchanan, seconded by Beauchamp to recess for lunch and reconvene at 1:00 p.m. Unanimously carried by voice vote. Moore absent. The Council recessed at the hour of 11:50 a.m. At 1:00 p.m. the meeting reconvened, Mayor Carmichael presiding, Council members Barnett, Beauchamp, Buchanan, Doty and Sparling present. Council member Moore present after 1:50 p.m. PERSONNEL B. Travel and Training for All Departments _ It was MOVED by Barnett, seconded by Sparling that the departments who increase the 1984 budget in excess of $1,000 over the 1983 amended budget will not exceed an additional $1,000 in 1984. Council member Barnett commented that the 1984 Travel Budget is 72% more than the actual expenditures were as of December 7, 1983. Council member Buchanan expressed his _philosophy that basing the 1984 travel budget on what a department spent in 1983 supports a theory that the more that is spent on travel in one year,.the more one will get the next. He cemented it does not encourage a department to underspend their travel budget, and penalizes those departments who must travel greater distance in 1984 to attend conferences. Assistant City Manager Wittenberg, speaking to the 165 DECEMBER 13, 1983 savings in the 1983 travel budget, commented that When there is an overall percentage cut in travel it tends to create a disproportionate savings since you cannot reduce a percentage of the travel costs, but must eliminate the trip entirely due to lack of sufficient funds. Council member Beauchamp commented that he does not have any problem with the costs for training, however, he would like to see more training for the line worker. The question was called for a vote on the motion. Failed by 3-3 voice vote. Buchanan, Carmichael and Doty voting nay. Moore absent. It was MOVED by Doty, seconded by Barnett that the travel budgets for 1984 stay at the same level as they were in 1983. Assistant City Manager Wittenberg requested clarification that if the motion limits the amount to the total 1983 travel budget, staff be permitted to reallocate that money among the different departments. II/ Council members Doty and Barnett agreed with that interpretation. The question was called for a vote on the motion. Carried by 4-2 voice vote. Buchanan and Carmichael voting nay. Moore absent. INFORMATION SYSTEMS A. Comprehensive Data Processing Plan - Professional Services B. Systems Development Software It was MOVED by Beauchamp, seconded by Doty to approve Items A & B. for the study and for additional software. Unanimously carried by voice vote. Buchanan temporarily absent. Moore absent. C. In-Hbuse Microfilming Equipment Study Larry Wittenberg, Assistant City Manager, and Rick Pettyjohn, Information Systems Manager, explained the purpose of the study Which is to be conducted by the Assistant City Manager, Information Systems Manager, and print shops and City Clerk personnel. It was MOVED by Barnett to approve Item C., in-house microfilming equipment study. The motion failed for lack of a second. Council members expressed their concern about the amount of staff time that would be devoted to this study. Council member Barnett indicated his support of this study on the condition that staff does not return to the Council with a request for funding. It was the general consensus of the Council to leave this matter up to the discretion of the City Manager. It was the general consensus of the Council to continue with the budget wrap-up during the Study Session portion of the Council meeting. (Council member Moore present after 1:50 p.m.) FEDERAL REVENUE SHARING (FRS) City Manager Zais stated that $926,004 FRS funds are available and commented on expenditures Which have been committed for the Police Cadet program, Data Processing needs, fish screening, the cemetery, loan repayments for street improvements and the 1983 General Fund loan repayment. It was MOVED by Barnett, seconded by Buchanan to approve the committed FRS expenditures, as indicated in Number 9, A.-E. of page A6 & A7 of the 12/9/83 hand-out. Unanimously carried by voice vote. It was the general consensus of the Council to adjourn at the hour of 1:53 p.m. until the 2:00 p.m. Study Session. 11/ READ AND CERTIFIED ACCURATE BY - A A( /1112 DATE /7- ioUNCIL MA:ER lir 41 . DATE // COUNCIL0ADmER ATTEST: X aAsL., ie-c3-6-0 4116k _AAA._ ;\, CITY CLERK A MAYOR