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HomeMy WebLinkAbout12/07/1981 Adjourned Meeting ( 0 ADJOURNED MEETING - BUDGET REVIEW DECEMBER 7, 1981 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 Betty L. Edmondson, Clarence Barnett, Henry Beauchamp, Lynn Carmichael and Shirley Doty. Council member Don Hinman present after 1:40 P.M., and Council member Lynn Buchanan present after 2:20 P.M. CONTINUATION OF DISCUSSION ON INTER-GOVERNMENTAL BUDGET Council members -discussed the budget for Emergency Services. City Manager Zais suggested thdt Council might like to have a briefing after the first of the year on this division. (Council member Hinman present after 1:40 P.M.) Council member Beauchamp stated he would prefer to have a briefing session first with Fire Chief Carroll, without the presence of the Director of Emergency Services. Don Horan, Finance and Budget Director, stated that the PBIA and LID payments have been II/ deducted from the City's support to the library. He commented that he understood the Library has never asked for the full amount it could be receiving. City Manager Zais stated that the proposal that is in the budget is acceptable to the Library. Council members discussed the Clean Air budget, commenting on the wood smoke in the area possibly affecting the City's rating. LEGAL DEPARTMENT Fred Andrews, City Attorney, distributed a chart on the personnel in his department. He explained the Indigent Defense service unit, stating that it is a court function for which the City has to pay. He reported that there are not any funds allocated for professional services because that is an unknown amount. He reported that $58,000 was spent last year on professional services. City Manager Zais commented that it has been many years since the City has added any permanent staff member to the Legal Department. He stated that costs for extra defense has continued to increase and that is appropriate because it's usually special projects needing specialized counsel. He further commented that there is enough work that would justify additional help in the future. COUNCIL BUDGET City Manager Zais stated that the Council budget has not changed that much from the 1981 budget. He commented that the COG budget is included in this budget. He commented that there has not been a request for additional funding for the International Year of the Disabled Person and so no funds were budgeted. He stated that the travel budget has been maintained at the same level as 1981. Council member Carmichael stated that last year $1,000 was spent to join the U.S. Conference of Mayors. She asked how beneficial to the City that membership was last year. She asked if that membership should be discontinued and the City join the National League of Cities instead for that same amount. (Council member Buchanan present after 2:20 P.M.) Following discussion, it was MOVED by Buchanan, seconded by Hinman to delete the City membership to the Conference of Mayors and apply those funds for membership in the National League of Cities. Carried by 5-2 voice vote. Barnett and Doty voting nay. Council member Doty expressed her concern about the amount of the travel budget. It was MOVED by Doty, seconded by Beauchamp that the Council travel budget be reduced from $7,542 to one-half of that, $3,750. Following discussion, it was MOVED by Beauchamp to amend the Motion to reduce it to $6,000. The Motion died for lack of a second. The question was called for the vote on the Motion. Failed by 5-2 show of hands vote. Beauchamp, Buchanan, Carmichael, Edmondson and Hinman voting nay. CITY MANAGER'S OFFICE City Manager Zais stated that there is not much change in this budget from the 1981 budget. He stated that current staffing level will be maintained except for the summer intern, which is being dropped for economic reasons. He stated that if they save money in their budget, he would like to come back and request this position. He stated that the travel budget for this division is $5,200 and a $110 monthly vehicle ADJOURNED MEETING - BUDGET REVIEW DECEMBER 7, 1981 0 - 1 allowance for the City Manager, which has been in effect for two years, is also included. Assistant City Manager Wittenberg spoke about the importance of the support divisions to the Council and other City departments. He stated he is also a Department Head, and spoke about the duties of the Assistant City Manager. RECORDS Iris Litzenberger, City Clerk, distributed some handouts giving information about the functions of the Records Division. She spoke about the proposed reduction of the Department Assistant II to a half-time position, stating that it would be difficult to keep up with services to the public. She reported that the street light bond issue would add $6,000 to her budget. Responding to the Mayor's question, she stated that it would cost about $5,000 to keep the Department Assistant II position full time. Mayor Edmondson commented that it is almost an absolute necessity to keep that position in the Clerk's and Animal Control Offices. There was discussion regarding the proposal to reduce the transcription of minutes of the Study Session and Executive Session meetings, Council member Barnett expressing his concern that minutes would not be taken in the Study Session where motions are made and directions given to staff. City Manager Zais stated that the transcription of minutes in Executive Session provides the City with a good record where litigation is concerned. Council member Doty questioned if part of that Department Assistant III position could be partially funded with Community Development Block Grant funds because the boards and commission functions are handled in that office and are a form of community participation. City Manager Zais stated that he was not sure that would be legally permissable as that money has to be targeted for the CDBG area. Council members discussed the decision of funding the quarter-time position of this same Department Assistant II position under Animal Control, as discussed during the presentation of the Animal Control budget. Mayor Edmondson stated that it was the general consensus that we would save money by not picking up cats and Council was going to give more information during the budget wrap-up. Mayor Edmondson stated that the general consensus was to retain that position. Council member Hinman stated he would like to bring this up at the budget wrap-up. There was discussion concerning the policy issues of protecting the records, which are susceptible to fire and/or water damage. It was sug that the records could be temporarily protected by some kind of saran wrap. It was MOVED by Hinman, seconded by Carmichael that staff come back by April 1, 1982, with a proposed records management system and options. Unanimously carried by voice vote. It was MOVED by Hinman to allocate $200 to protect those records. The Motion died for lack of a second. Council member Barnett stated that it would be a management procedure to protect the records with the money they have and Council members indicated their concurrence with that statament. PERSONNEL Bob Weaver, Personnel Officer, described the proposed reorganization in II/ this Division due to the vacancy of the position of Personnel Analyst, Secretary-Examiner. He stated that each of the Civil Service Commissions desire their own Secretary He discussed the work schedule at the beginning of each year and the time frame to prepare a recruitment list for the Police and Fire Departments. The addition of a part-time position for the Police and Fire Civil Service Commission Secretary would cost $11,000. He commented that the position could be restructured, reducing the need for $600 overtime, bringing the actual cost to about $10,000. We are required by State law to provide four-tenths of one percent of the previous year's payroll for Police and Fire Civil Service Commission, which is $19,000. City Manager Zais commented that the City Civil Service Commission, by State law, is entitled to one-half of one percent of the previous year's payroll. There was concern expressed by the Council regarding this request, and discussion followed regarding this subject. Council member Beauchamp recommended that the same level of service be maintained as in the past. Council member Doty stated that the Commission ought to be reminded that this is not an unlimited budgetary item. Council member Hinman stated that he has difficulty justifying increasing the personnel. It was the general consensus that the Council agrees with Council member Beauchamp's statement to continue at the same level. (Council member 02 ADJOURNED MEETING - BUDGET REVIEW DECEMBER 7, 1981 Hinman absent after 4:25 P.M.) (Council member Beauchamp absent after 4:30 P.M.) PURCHASING Jean Shipman, Purchasing Agent, spoke about the savings in this division due to the raise of the bid limit. She requested a change in this budget to purchase the computer printer rather than rent it, saving $1,530. Following discussion, it was the general consensus of the Council to change from leasing this equipment to purchasing it. INFORMATION SYSTEMS Assistant City Manager Wittenberg stated that there have been requests for additional information sent to 15 finalists for the management position of this division. He stated that Barbara Hill is the new programmer hired. Rick Pettyjohn, Acting Information Systems Manager, explained the 45% increase in this division's budget over the 1981 budget. He stated that the Division consists of Word Processing, Print Shop and Data Processing. He stated that 1981 has been a year of change that will effect the 1982 budget. He spoke about the personnel changes in that division during the year and about the computer changes to take place. He referred to a chart which gives an explanation of the increased costs, and commented that when the items relating to the computer changeover is deducted, the increase would only be 5% over the 1981 budget. Council member Doty inquired if the transition from the County to the City's computer could be made before December. Mr. Wittenberg commented that we are installing three new systems and will be going through a total change in the BARS system and converting their programs. He stated he was advised that it makes more problems and takes more time if the conversion is rushed. Council member Barnett agreed that even if it takes longer, it should be done right. He requested a time schedule or status report on this. Mayor Edmondson declared the meeting tl pe adjourned at the hour of 5:00 P.M. r 4 4 A READ AND CERTIFIED ACCURATE BY i f DATE . a.,"•1*- COU4L MEMBER '7411P, ,4'11ATE CO NCIL MEMBER ATTEST: AP O / / 1„:„ 1 Palm on 14177) CITY CL? ( MAYOR