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HomeMy WebLinkAbout05/17/1983 Study Session 1472 MAY 17, 1983 STUDY SESSION The City Council met in session on this date at 2:00 p.m. in the Council Chambers of City Hall, Yakima, Washington. Mayor Lynn Carmichael presiaing. Council members Clarence Barnett, Henry Beauchamp, Lynn Budhanan, Shirley Doty, W. K. "Pete" Moore and Jack Sparling and City Manager Zais and City Attorney Andrews present on roll call. L . 2. INVOCATION The Invocation was given by Dr. Clarence Lally. 3. OPEN DISCUSSION FOR THE GOOD OF THE ORDER Council member Doty cammented on the past and existing prdblem of stray cats in the southeast area of the City. She provided a history of the problem and questioned if it is possible for the City to assist citizens Who are willing to take stray cats to the Humane Society Shelter, but cannot afford to pay a donation. She also addressed the problem of excessive weeds in vacant lots throughout the City and questioned the City's participation regarding enforcement of the zoning ordinance pertaining to this prOblem. City Manager Zais commented on the stray cat problem and indicated the City currently provides a cat trap for citizen's use and will continue to provide this' He coMmented that although the City ddes nat City:Will continue to assist citizens on a case by case basis Wherever applicable. Regarding the problem of excessive weeds on vacant lots, City Manager Zais responded,' informing Council staff is monitoring this prdblem, especially during the summer months When the potential for fire hazards is most prominent. Addressing the new Council meeting format, City Manager Zais informed Council of the lack of a quorum for the June 14 Council medang'dtrie to Council attendance at the Association of Washington Cities Conference in June. He proposed Council cancel the regular June 14 meeting and call a special meeting for May 31, 1983. It was the consensus of the Council to proceed with the City Manager's suggestion. Mayor Carmidhael reminded Council of the Cable Communications Division's open house to be held on Wednesday, May 18, from 3:00-5:30 p Yakima Valley Vocational Skills Center. Mayor Carmichael addressed several invitations to Council Which included an invitation to extend a welcome address to - the Disabled American Veteran's Conference, June 9 at 9:00 a.m. She indicated Council member Barnett had expressed an interest in addressing this conference, however, a possible conflict has arose and she questioned if any other Council member would wish to attend in his absence, if necessary. She __informed.Cbuncil of an invitatiorLfram_the Washington State Researth Council for Council representation at the June 2nd meeting in Seattle. She also indicated Council had received an invitation to the Conference of Legal Secretary's at 9:00 a.m. on May 21st at the Thunderbird Motor Inn. Mayor Carmichael informed Council of the National Federation of Local Cable Programmer's Conference on Saturday, May 21st at 1:00 p.m. She informed Council of a call she received fran Bob Sinclair, Chairperson of the Cammunity Development Block Grant Advisory Committee, regarding his letter of April 8th requesting additional assistance regarding Council's philosophy and utilization priorities of the Community Development Block Grant funding. Following discussion, it was the general consensus of the Council to respond to the Community Development Block Grant Advisory Committee indicating Council's position that the determination of the allocation of CDBG funds is primarily up to the CDBG Advisory Cammittee. MAY 17, 1983 4'73 4. AUDIENCE PARTICIPATION - Ines Rice, 4409 W. Arlington; was- present to speak in opposition of utilizing citizen advisory committees. 5. REPORT FROM COMMUNITY & ECONGIIIC DEVELOPMENT REGARDING CITY COUNCIL REDISTRICTING, . John Beer, Jr., Director of Community & Econanic Development, ..., was present to refer to Article 11, Section I of the City _ Charter therein the Charter directs that upon publication of the results of each decennial federal census, the City shall be redivided - as practicable. John Beer indidated the results of the 1980 alternatives that net the City Charter requirements. He elaborated on the three alternatives provided to Council for their consideration. Council member Barnett cemented Option B appears to be the most equitable option and appears to be the best option to conform with the City Charter requirements regarding redistricting. It was MOVED, by Moore, seconded by Buchanan to direct staff to prepare the appropriate legislation to hring back to Council, adopting Alternative B. Unanimously carried by voice vote. 6. REPORT FROM PUBLIC WORKS REGARDING TRANSIT CAPITAL PROGRAM FUR BUS REPLACEMENT AND-TRANSIT FARES Dave Rhodes, Director Of Public_ Works, and Bill Schultz, Transit Manager, were present to address staff's report. Referring to staff's report, Item No. 1, Fare Policy, Bill ' I Schult2 expressed his understanding that fare policy was a -concern of the Council and commented that the greater issue to address is on .hat philosophy will the fare policy be based. He indicated the transit system is continuing to improve, providing .additional services and, therefore, staff concluded the City is- justified to raise the rates. Bill Schultz _ addressed the- necessity of holding public hearings on this . issue to,receive public input prior to raising the transit rates. 'Referring , to Item No. 2 of staff's report, Bus Cleaning, Bill Schultz informed Council of the current „situation, .therein the problem of getting buses clean, on a regular. basis, continues to exist. - He indicated lh employees are responsible for cleaning the buses as well as the additional responsibilities of maintaining bus shelters. He addressed the proposal from People for People included in staff's report which would provide the work to be completed by this agency on a contract basis, however, he expressed staff's desire to find an interim solution to this problem and then research the long-term idea of contracting versus purchasing bus cleaning equipment. Referring to Item No. 3, Passenger Shelter Cleaning, Bill Schultz addressed the substantial increase in the number of shelters and the increased responsibility of maintaining the additional shelters. He informed Council of the two proposals received for contracting shelter maintenance as outlined in staff's report, however, he indicated ,staff's desire to slow down the rate of bus shelter purchases and review hcw to best maintain the current shelters. Referring to Item No. 4, Bus Procurement, Mr. Schultz informed Council the high peak-hour ridership hours are in the morning and the afternoon-and staff is trying to keep the larger buses,on these routes to accommodate the high ridership. He proposed, of the six buses remaining in. the transit, capital program, at least three of the buses consist of the larger (35 feet in length and 43 passenger) , variety.. Mr. Schultz indicated the difference in price for the-larger buses is minimal. Referring to Item No. 5, Computer Procurement, Bill Schultz addressed the Transit Divison's need for a micro computer to tabulate, organize and report the system data collected by the division. He indicated staff would like to recommend that an item for micro canputer hardware and software procurement be included in Transit's next umrA Capital Grant. (Beauchamp tenporarily 71+ MAY 17, 1983 absent after 3:55 p.m.) Addressing Item No. 6, Downtown Terminal Facility, Mr. Schultz commented on the complaints received regarding the parking of buses at the main transfer point or staging area on Yakima Avenue. He indicated that due to crowds, odors, etc., the present location is not conducive to shopping in the downtown area. Mr. Schultz proposed Council direct or authorize staff to find a suitable location for a permanent transit terminal facility. Addressing Item No. 7, Capital Improvement Program, Bill Schultz commented the current capital improvement program is nearing an end and recommended Council reconvene the Council Transit Subcommittee to address this item, as well as the other items outlined in the report. Council member Barnett expressed his opposition to increasing fares for the transit system unless a decrease in the current transit sales tax is guaranteed. Bill Schultz responded, expanding on transit's improvements and the provision of additional services over the past year which would warrant an increase in the fare box structure. (Beaudhamp present after 4:10 p.m.) Addressing the Washington II/ State Fare Structure Survey provided in staff's report, Council member Barnett expressed his concerns that the proposed fare structure would be raising rates to the top of the fare structure. Council member Doty expressed her concerns regarding the lack of a scientific manner in which to determine fare box revenue. Referring to fare box revenue statistics provided in staff's report, Council member Sperling questioned the amounts of transit sales tax in other cities. He indicated he would like to explore Council member Barnett's suggestion of decreasing the transit sales tax and review the effect the decrease would on the Transit system. City Manager Zais commented on the $500,000 reserve the City is building for the bus replacement fund. He indicated the replacement cost of one bus is approximately $100,000. Bill Schultz commented on staff's intention to provide a regular report addressing ridership data and budget status information. Referring to a previous report from Transit regarding anticipated bus cleaning needs, Council member Barnett requested clarification of staff's present report on this item wherein staff is indicating a significant increase is necessary at this time. Council member Buchanan questioned the status of the two buses currently -being leased from Seattle. Bill Schultz responded to Council's questions. It was MOVED by Moore, seconded by Barnett to follow staff's recommendation that the Transit Subcommittee be reinitiated or reconvened to address the issues outlined in staff's report and report back to Council with recommendations. Ines Rice, 4409 W. Arlington, was present to speak in opposition to an increase in bus rates for senior citizens and students and also expressed her concerns regarding the cost involved with locating a permanent transit terminal facility. The question was called for a vote on the motion. Unanimously carried by voice vote. Mayor Carmichael addressed-the membership on the Transit Subcommittee, indicating she would like to continue to work on the Transit Committee. Council member Sparling indicated he would also like to remain on the committee. Council member Doty indicated she would like to be replaced as II/ a member of the committee, however, she indicated she would remain temporarily to share the information she obtained at the Transit Seminar/Workshop she attended recently. 6a. PRESENTATION CF PETITION BY BETTY CARLSON REPRESENTING YAKIMA SUBSTANCE ABUSE 00UNCIL (YSAC) Betty Carlson, 617 South 58th Avenue, presented a petition on behalf of the Yakima Substance Abuse Council, requesting enforcement of existing laws prohibiting drug and alcohol abuse. She informed Council of the membership, activities and purpose of YSAC. MAY 17, 1983 475 7. STATUS REPORT ON DATA PROCESSING CONVERSION: CONSULTANT PERFORMANCE AND SPECIAL STAFFING NEEDS City Manager Zais informed Council this report represents the efforts and the failure of those efforts to meet goals and take proper direction over the computer project. He indicated. there are many problems in the Data Processing area Which are substantial and will require a great effort by all staff to work through these difficulties as they are long-term and complex prdblems. Assistant City Manager Wittenberg was present to expand on staff's report, explaining the bottom line of this report is that staff cannot recover their course without additional funding resources being devoted to the project. He indicated staff has tried to do too mudh, too fast with too little resources. Addressing the proposed use of micro computers as a partial solution to the existing problems, Assistant City Manager Wittenberg responded to Council member Barnett's concern of the role micro computers would play in the overall computer system. He indicated the use of micro computers would be complementary to the central data system and expanded on the purpose of the proposed use of low cost micro computers. Discussion followed regarding clarification of the City's current central computer and the specialized use of micro computers. City Manager Zais emphasized the main thrust of this report is the need to address the difficulty staff is experiencing with the main system and the main programs. He clarified the future equipment necessities outlined in staff's report are all related to the central system, the Prime Ccmputer. He indicated the requests for additional capacity to handle additional systems has been laid out in the report for planning purposes for the 1984 Budget. City Manager Zais commented the specific request at this time is the support for additional staffing to address the current deficiencies of this year and for 1984; hardware decisions would be discussed during the budget process. He addressed another major problem regarding the data processing conversion Which exists with the City's software consultant, SYSCON Corporation, of which a major commitment of money has been invested. He indicated the City needs to demand and receive accountability from SYSCON in an effort to correct the unsatisfactory systems delivered by SYSODN. Discussion followed regarding the manner in Which the Prime Computer system and the software programs were selected. Council member Beauchamp expressed his opinion that due to the inefficient software programs provided by SYSCON, there is a matter of liability on the part of SYSCON. City Manager Zais clarified the communications currently underway with SYSCON regarding their liability. City Manager Zais referred to staff's report Wherein the need for additional staffing in the data processing area is imperative to resolve the problems with SYSCON and the other deficiencies outlined today. Council member Budianan requested clarification regarding the II/ warranty policy for the 14 additional terminals and printers scheduled for installation, as outlined in staff's report. Rick Pettyjohn, Information Systems Manager, responded, informing Council an agreement has been reached with the supplier Wherein staff will notify the supplier When the equipment is installed, thereby activating the warranty on the equipment. Following discussion regarding future computer hardware cost estimates, it was MOVED by Barnett, seconded by Buchanan to accept staff's report and direct the preparation of legislation amending the 1983 Budget, taking the funds from the Contingency Fund Reserve as required, not to exceed the amount outlined. Council member Beaudhamp indicated he would vote in favor of the motion only if staff proceeds to investigate SYSCON's responsibility in this matter. Mayor Carmichael requested Assistant City Manager Wittenberg to elaborate upon the negotiation process in place with SYSCON CoLporation. Mr. Wittenberg informed Council of a letter he sent to SYSCON the early part of May wherein he outlined the difficulties staff was experiencing and informed SYSCON no further payment would be made to then until an action plan had been decided upon, installed and approved. He indicated SYSCON responded, indicating they would repair, at no charge, those programs which experienced "bugs" or errors in the 7E) MAY 17, 1983 prcgrams. Mr. Wittenberg addressed the areas of mutual difficulties regarding communications of which SYSCON proposed to repair on a half/half cost basis. He commented on the area of enhancements to which SYSCON responded, indicating said enhancements were not originally communicated to than as needs and, therefore, would be completed on a time and materials basis charge to the City. He addressed the lack of docunentation originally received, to which SYSCON responded, supplying additional documentation. Assistant City Manager Wittenberg informed Council, staff is in the process of evaluating SYSCON's proposal and staff will arrive with a counter proposal to submit to SYSCON, The question was called for a vote on the motion. Unanimously carried by voice vote. More abstaining expressing his concern of not being qualified in this area to make an accurate determination. 8. EXECUTIVE SESSION REGARDING COLLECTIVE BARGAINING It was MDVED by Sperling, seconded by Buchanan to move into Executive Session for the purpose of discussing collective bargaining and then immediately adjourn the meeting. Unanimously carried by voice vote. Information Itets: Items of information supplied to Council were: letter to the Washington State Department of Ecology re: Yakima Project C530557-04 -- Litigation Settlement Documentation. 5/11/83; memo from Director of Engineering & Utilities _re: Water Treatment Plant Intake Structure - Consultant Study. 5/13/83; letter from the Mayor of the City of Bremerton expressing appreciation for time provided by the City Manager and Sanitary Engineer re: discussion of the Wastewater Treatment Plant. 5/5/83; letter from Crowley Maritime Corporation re: appreciatiOn to City staff and the Fire Department for assistance in the clean-up operation of a subterranean gasoline spill located in the vicinity of South 24th & West Nob Hill Boulevard. 5/6/83; MOW) from City Manager to Department and Division Heads re: Telephone Committee. 5/5/83; - monthly report from the Chief of Police for April, 1983; monthly report of Code Administration Office Activities for April, 1983; monthly report of Permit Center for April, 1983; minutes of the Parks & Recreation Commission Special meting dated April 27, 1983; minutes from the Board of Adjustment Special meeting dated April 1983; minutes of the Civil Service Commission dated April 7, 1983. 9. ADJOURNMENT Followdng completion of the - Executive Session, the meeting was adjourned at the hour of 5:45 p.m. READ AND CERTIFIED ACCURATE BY dew DATE NCIL i i R / d DATE igig3 sou..., ATTEST: 1 F CITY CLERK MAYOR •