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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 II/ 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 II/ 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 IA 8 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 II/ 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 II/ 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 ID I: 1 COUNCIL R .1 cLe■' O.DATE q- /s eiUNCIL MEMBER ATTE T: - 0A11. )16 //246,74404/ j",? CLERK 1AYOR