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
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