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HomeMy WebLinkAbout12/08/1983 Adjourned Meeting DECEMBER 8, 1983 153 ADJOURNED MEETING - BUDGET REVIEW The City Council met in session on this date at 1:30 p.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 3:45 p.m. council member W. K. "Pete" More absent. FINANCE John Hanson, Director of Finance and Budget, discussed the City's unfunded liabilities, and recommended a five-year plan be prepared to II/ address this problem. He stated he plans to present a proposal to the th Council within the first 90 days of 1984. Mr. Hanson then proceeded to introduce each member of his staff, briefly explaining their duties. Bob Wheeler, Accounting Manager, was also available - to respond to Council's questions. Discussion followed regarding the Check Rite System and how it works. Mr. Hanson also stated they are still in the process of preparing the 1982 Annual Report, and explained that this report and the 1983 report will not be as exemplary as might be, due to the computer changeover and various payroll changes. Bert Tabayoyon, Customer Service Manager, responded to questions concerning Humane Shelter costs and Animal Control. Council Member Doty questioned the reason for the substantial increase of approximately 33% of calls answered and field citations issued projected for 1984. Mr. Hanson said these figures would be reviewed again in more detail and mentioned that there is a difference in personnel now computing these figures, which might be responsible for the change in figures.. Council member Barnett questioned whether it might be more effective to conduct the Animal Control survey prior to increasing the dog license fees. Mr. Hanson advised that should the increase be delayed until after a survey has been conducted, then such increase would not impact the users until 1985. Mr. Hanson stated it is hopeful the canvass will have a positive effect, since a brochure will be distributed informing the public, not only as to animal control laws, but also City services which could be beneficial to them. Mr. Hanson distributed copies of an article from the Wall Street Journal discussing use of the "Denver Boot" for parking violators. Brief discussion followed regarding various-styles of parking meters. City Manager Zais reminded Council that a previously distributed memo regarding the Water Representative position changes the information on page 79 of the preliminary budget. Mr. Hanson explained the figures given under Custaner Service -- Central Account Billing, and also the reason for the substantially reduced figure given for salaries and wages in Unit 635, Utility Customer Service. Council member Buchanan recommended that some kind of notation be provided next to those figures Which are interrelated due to a person moving from one department to 11/ another. Mayor Carmichael stated she felt it is important t' let staff know in what areas Council is having difficulty in reviewing the budget material and Where further improvements can be made, even though it has improved from previous years. City Manager Zais advised that a formal action item will be on the Council Agenda next week involving the District Court and recommended delaying discussion on this item until that time. City Manager Zais stated that the budget for the Federal Revenue Sharing is also on the Policy Issue Summary, which will be in the upcoming Council packets and will update any changes in the FRS status. He further advised that anything not marked as committed expenditures are proposed figures. INTERGOVERNMENTAL Yakima Health District Council member Barnett requested that figures be provided for the Yakima Health District separate from the alcohol program. Mr. Hanson stated a breakdown could be provided in the final budget. 154 DECEMBER 8, 1983 Emergency Services Mayor Carmichael explained there were certain anticipated capital expenditures that were not made; and, therefore, the 1983 budget of $10,222 was in actuality only $6,261. Library Council member Doty questioned whether by remaining at the 7% increase, the City is coming closer to its fair share. City Manager Zais responded in the affirmative, stating that there was a gain from 1982 to 1983, but that in 1984 the ratio will remain'the same. Mayor Carmichael questioned why the assessment for COG isn't budgeted under the Intergovernmental portion of the budget. City Manager Zais stated those listed under Intergovernmental are mandated by State law. He further stated that even though the City's relationship with COG has been up to the Council as to whether or not to participate, he did not foresee any problem with listing Conference of Governments_under the Intergovernmental category. Council member Barnett stated be in favor of having COG removed from Council's budget since it artificially inflates it. f : CITY MANAGEMENT City Council Council member Barnett questioned why the City Council's communication expenses reflect a 42% increase for 1984. City Manager Zais explained that this category includes telephone charges and postage, which actuals for 1983 substantially exceeded the budget. Council member Barnett recommended that the telephone in the Council office be removed. City Manager Zais said the phone could be removed if Council so desires. Legal Council member Barnett questioned the status on the hiring of a public defender. City Attorney Andrews advised that the Council Ccmmittee, consisting of Council members Sparling, Beauchamp and Doty and the City Attorney, has conducted interviews with three of the four applicants, and this item will hopefully be brought before Council next Tuesday. Records Mayor Carmichael _questioned what progress had been made in setting up a records management system. City Clerk Roberts advised the Department still does not have a good records prcgram. Assistant City Manager Wittenberg stated that a proposal has been prepared requesting assistance by COG and will be submitted to than shortly. Mrs. Roberts explained that a volunteer is microfilming the City's old ordinances using the equipment in the Police Department. Personnel Assistant City Manager Wittenberg reminded Council that th e Travel and Training Report provided as.a supplement is to be considered under this category, as well as the proposed position of a "floating" Department Assistant. Council member It stated the examination fees do not seem to canpletely offset the cost. Bob Weaver, Personnel Officer, explained that persons who are unemployed can have the fee waived, and this has occurred about 20% of the time. He further advised that it is a City policy not to charge a fee for promotional exams. Mr. Weaver then distributed his memo as an Addendum to the Travel and Training Report. Council member Barnett questioned various items concerning the travel and training budget, such as the number of employees attending stress related seminars and finance conferences. He questioned whether it would be possible for only a few to attend a seminar and return to conduct an in-house seminar on the subject. Assistant City Manager Wittenberg stated that his philosophy of training is people need to have their skills updated and maintained just like machines in order to function properly. He said that since Yakima is an isolated area, there will be more costs involved in traveling to attend seminars. Council member Barnett stated that the 1983 budget for travel had been cut 20% to $73,000 and yet as of December 7th, only $57,000 has been utilized, therefore, he questioned the need for a substantial increase for 1984. 155 DECEMBER 8, 1983 Council member Doty questioned whether there is some way to determine if these seminars are benefitting the City, such as receiving a report from the employee, consisting of a few lines, stating whether sanething has been gained and can be used to the advantage of the City. Council member Buchanan stated that from personal experience he could attend a seminar and come back and say what he learned, but that he would not be qualified to come back and teach the course to others. Council member Beauchamp questioned the possibility of requesting that seminars which are of interest to the employees be held in Yakima, instead of traveling outside the area. Bob Weaver, Ersonnel Officer, said his office is pursuing this in certain areas. II/ Information Systems Council member Barnett expressed his concern over constantly needing to purchase additional equipment, and yet always being advised as to the limitations of the system. Assistant City Manager Wittenberg stated this is one of the reasons they are requesting approval to hire outside professional services to prepare a long range plan, to determine where we are going and how long it will take to get there. Rick Pettyjohn, Information Systems Manager, gave a brief description of the various levels of the system. There being no further business to cane before the Council, it was MOVED by Buchanan, seconded by Beauchamp that this meeting be adjourned at the hour of 4:55 p.m. to then meet on Monday, December 12th at 1:30 p.m. in the Council Chambers, City Hall, Yakima, Washington. Unanimously carried by voice vote. Moore absent. READ AND CERTIFIED ACCURATE BY Ii4041 / 1, / itpt DATE /-/ CO 7-47 IL MEMBER " 64.4ir 4f DATE 1 7- efl couNci i:ER ATTEST: X s ac ) 41A„-) C2 \ ( %)UYILIAgLel! ) CITY CLERK MAYOR 1