HomeMy WebLinkAbout08/18/1981 Study Session AUGUST 18, 1981
STUDY SESSION
The City Council net in session on this date at 1:00 P.M., in the
Council Chambers of City Hall, Yakima, Washington. Council members
present were Mayor Betty- L. Edmondson, Lynn Buchanan;*Bruce Crest and
Shirley Doty. Council'ffembers Henry Beauchamp and Don Hinman present
after 1:20 P.M.
1. OPEN DISCUSSION FOR THE GOOD OF THE ORDER
There was discussion regarding the appointments to be made to
the Cable TV Advisory Commission. Council member CarMichael,
Chairman of the Committee of the Council to make the
appointments, noted that there has been a delay requested in
making these appointments until the staff person (Cable
Television Coordinator) is hired. Mayor Edmondson questioned
the procedure followed by the Committee in postponing the
making of the appointments. Council member Doty explained
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that the Committee has not net as yet and since no other
Council member questioned the procedure, no action was taken
at this time.
It was noted that the Planning Commission will have a vacancy
on August 31, 1981, The Contmittee of the Council is composed
of Council members Hinman, Doty and Crest.
2. REPORT ON PROPOSED ADMINISTRATIVE REORGANIZATION OF CITY
DEPARTMENTS
City Manager Zais reviewed his memo regarding the
reorganization of the Public Works and Community Development
Departments. He stated that with the recent vacancy in the
position of Director of Community Development, the opportunity
arises to consider a different approach to the functional
organization and emphasis of Community Development as a whole.
Also, he has for sometime perceived a need to provide for a
better management organization and distribution of work load
in the Department of Public Works. He outlined the proposed
reorganization as follows:
1. Establish a new City Department of Engineering and
Water/Sewer Utilities managed by a new director
reporting to the City Manager.
2. Shift the City liaison and coordination with the
Convention Center and Capitol Theatre from the City
Manager's Office to the Department of Community
Development as a responsibility of the new Director.
3. Rename Community Development as the Department of
Community and Economic Development to direct
attention to the importance of this function in the
future.
4. Transfer the Budget Analyst position, approved
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earlier this year for Public Works, to the Finance
Department to provide for central reporting and
distribution of financial and budgetary information
affecting Public Works and the new Department of
Engineering and Utilities.
He further requested that the proposed reorganization be
implemented immediately with the exception of budget Changes
which would be effective January, 1982. Council members had
questions regarding the cost, whether it will be more or less
than at the present time. City Manager Zais stated that the
cost of the overall change would be approximately the same,
but over the long term, should result in a savings. Questions
were also asked about changing the Budget Analyst position to
the Finance Department when it was recently approved for the
Public Works Department. City Manager Zais explained that at
that time, the Council had felt that it would be in Public
Works rather than the City Manager's Office as it had been
requested, but with the proposed reorganization, it is felt
**Tnadvertently omitted: Lynn Carmichael
I. 1,
AUGUST 7 ST 18, 1981 r I
that this change will better provide for central reporting and
distribution of financial and budgetary information. After
further discussion, it was MOVED by Carmichael, seconded by
Crest that the proposed reorganization be approved as
recommended and that the necessary legislation be prepared as
outlined: carrel by 6-1 voice vote. Doty voting nay by voice
vote.
It was MOVED by Hinman, seconded by Beauchamp that the Council
move into Executive Session for the purpose of discussing
pending litigation. Unanimously carried by voice vote.
BUSINESS MEETING
4. ROLL CALL
A 3:00 P.M., the Council members commenced the regular meeting,
Mayor Edmondson presiding, Council members Buchanan, Carmidhael,
Crest, Doty and Hinman and City Manager Zais and City Attorney
Andrews present on roll call. Council member Beauchamp present
after 3:10 P.M.
5. INVOCATION
The Invocation was given by Council member Crest,
6. CONSENT AGENDA
Mayor Edmondson referred to the items placed on the Consent
Agenda, questioning whether there were any additions or
deletions from either Council members or citizens present.
Council member Hinman requested that Item No. 9 be added to
the Consent Agenda. It was the general consensus of the
Council that the addition of Item No. 9, as requested, be
made. The City Clerk then read the Consent Agenda items,
including Resolutions and Ordinances by title. It was MOVED
by Buchanan, seconded by Carmichael, that the Consent Agenda,
as read, be passed. Unanimously carried by roll call vote.
(Subsequent paragraphs preceded by an asterisk (*) indicate
items on the Consent Agenda handled under one motion without
further discussion.)
*7. MINUTES
The Council minutes of the meeting of August 4, 1981, were
approved, having been duly certified accurate by two Council
members and no one present wishing to have said minutes read
publicly.
*9. REPORT ON CONTRACT COMPLIANCE ACTIVITIES
The report on contract compliance activities dated
August 14, 1981 was accepted.
10. REPORT FROM INFORMATION SYSTEM USERS GROUP RE: CITY DATA
PROCESSING NEEDS AND ALTERNATIVES.
(Council member Beauchamp present after 3:10 P.M.) Assistant
City Manager Wittenberg reported that quotes have been
received from hardware manufacturers and the rate from the
County has been confirmed to be increased by 30% next year.
He stated that the funds cane from unexpended budgeted funds
in the Police Cadet PrOgram and the Personnel Payroll
Management system that was aborted earlier this year. In
addition, a special appropriation from FRS funds would be
required for the purchase of the software and the continuing
expense of City funds for the 60 month lease being proposed.
He reported that the Information Systems Users Canrnittee did
not want to go with several mini computers. He introduced
the Committee members; Carol Darby, Don Horan, Ed Carroll and
Tom Froula• He stated that the cost figures for the hardware
are firm, but the cost figure for the software aren't.
Council member Carmichael expressed her concern about using
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AUGUST 18, 1981
anticipated unexpended funds from the Police Cadet Program.
She stated she would not want to diminish any of the program
because we thought we would not need those funds. Assistant
City Manager Wittenberg stated that that was an allocation to
implement the Cadet Program parly this year, but it was not
implemented as soon as it was thought it could have been. If
that allocation would be left untouched, it would be carried
over to the next year and funds will be budgeted for that for
the full year anyway. City Manager Zais suggested Council
consider unobligated FRS funds. City Manager Zais stated that
the Committee determined that the small computer units in the
Fire and Community Development Departments would not be
needed. There was a brief discussion about the location of
the computer and Assistant City Manager Wittenberg commented
that it was thought that approximately $3,000 worth of
remodeling might need to be done in order to accommodate the
equipment in the existing location. Council member Beauchamp
inquired if this equipment will have the capability to be
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updated. Assistant City Manager Wittenberg stated that the
Prime Company was selected because of its flexibility and
stated that at the end of the 60 months, the equipment can be
upgraded. Fire Chief Carroll mentioned that the computers in
the Fire Department and Community Development Department can
be used as terminals to interface with the Prime Computer. It
was MOVED by Hinman, seconded by Carmichael to accept the
report and proceed as outlined. It was MOVED by Carmidhael,
seconded by Doty to amend the funds so that FRS funds in the
amount of $24,000 will replace the funds from the Police Cadet
Program as a source of funding. Unanimously carried by voice
vote. The question was called for the vote on the motion, as
amended. Unanimously carried by voice vote.
*11. DISPOSITION OF DAMAGE CLAIM
RESOLUTION NO. D-4525, A RESOLUTION authorizing payment of
$40.16 to Thomas M. Mattingly 'in settlement of the claim for
damages filed with the City of Yakima.
RESOLUTION NO. D-4526, A RESOLUTION denying the claim of Ozona
Bonner filed with the City of Yakima on July 28, 1981.
*12. ORDINANCE APPROPRIATING FUNDS FOR PURCHASE OF BASKETBALL GOALS FOR
WASHINGTON PARK TENNIS COURTS, (SECOND READING)
ORDINANCE NO. 2541, AN ORDINANCE amending the 1981 Budget for
the City of Yakima and appropriating the amount of $1,675.00
within 331-Parks and Recreation Capital Fund for expenditure
during the year 1981.
13. OTHER BUSINESS
Council member Carmichael requested that the item of
Administrative Reorganization be brought up for discussion
again for clarification of the chart regarding the number of
personnel in the proposed Department of Community and Economic
Development. She stated that the number of personnel listed
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at the bottom does not compute correctly after deleting the
number of personnel being transferred to the Department of
Engineering and Utilities. Carol Darby, Director of Community
Development stated that the number of personnel under the
Department of Community and Economic Development should be 33
instead of 26. City Manager Zais stated that the same
staffing level would be maintained with the exception of the
traffic engineering and engineering personnel being deleted.
INFORMATION ITEMS
Items of information supplied to Council were: memo from Tan
Froula, Information Systems Manager, resigning position
effective August 26, 1981. 8/21/81; letter to CDBG applicants
re guidelines for public hearings. 8/14/81; letter to Mr. and
Mrs. K. Bennett from Supervising Traffic Engineer re: South
First Street - Pepin Parking Strip. 8/11/81; memorandum from
City Manager to Committee re: Street Light Citizens
AUGUST 18, 1981 LLS
Committee -- meeting notice 8/16/81. 8/6/81; Yakima Fire
Dept. Emergency Activity Report for July, 1981; minutes of
July 14, 1981 Parks & Recreation Commission meeting; monthly
report of Chief of Police for July, 1981; monthly report from
Yakima Air Terminal for June, 1981; Boards and Commissions
1981 Term Expirations Up-date - 8/11/81; list of boards and
commissions. 8/13/81; article from 8/13/81 Yakima Valley Sun,
"Plague of Sewage Woes Precipitated Local Government."; The
Mayor, Vol. 48, No. 15. August 1, 1981; AWC City News.
July/August 1981; and Conference of Governments News In Brief
& A-95. Vol. 7, No. 8, August 7, 1981.
13A. AUDIENCE PARTICIPATION
Carol Darby, Director of Community Development, speaking on
th
behalf of the Community Development management staff, stated
II/ that they aren't convinced the reorganization is necessary.
that She stated at when Mr. Covell was hire, that d, he was told at in
the event the Director of Public Works would leave, he would
be in the position to apply for that and engineering and
traffic engineering would be transferred to that department.
She also stated that staff was concerned about the number of
personnel listed on the proposed organizational dart being 26
when they figured it should be 33. Authorized personnel would
be 6 - Planning; 8 - Code; 3— Facilities; 13 - Housing, plus
two not filled; and 1 for Cable W. She stated that perhaps
this is the time to look at total reorganization and two years
ago the Community Development Department presented to the City
Manager a reorganization plan for the entire City. She stated
that the last year she presented a reorganization plan to use
Larry Wright as a coordinator for Economic Development. For
Council's consideration she suggested the relocation of data
processing to be under the direction of the Finance Officer.
She stated that Fire Chief Carroll, Director of Finance, Don
Horan and herself discussed this arrangement, however, the
City Manager was not comfortable with it. She also stated
that they discussed putting Purchasing under the direction of
the Finance Officer. She further suggested that Council might
want to consider the reorganization of the Parks Department.
She stated that her staff can provide alternatives for that
reorganization, if requested.
City Manager Zais apologized for the addition error in the
number of personnel for the Department of Community and
Economic Development, which should be 33.6 positions.
14. ADJOURNMENT
There being no further business to come before the Council, it
was MOVED by Hinman, seconded by Carmichael that this meeting
be adjourned at the hour :45 P.M., to reconvene at 7:30
P.M. this evening. Unani us1fr carried by voice vote.
READ AND CERTIFIED ACCURATE BY
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j",? CLERK 1AYOR