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