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HomeMy WebLinkAbout02/05/1980 Business Meeting • 4438 FEBRUARY 5, 1980 The City Council met in session on this date at 2:00 p.m. in the Council Chambers of City Hall, Yakima, Washington. Council members present were Assistant Mayor Don Hinman, Henry Beauchamp, Lynn Buchanan, Lynn Carmich- ael, Shirley Doty and Frank Roberts. Mayor Betty L. Edmondson absent. Assistant Mayor Hinman stated that reservations will be made for the five Council members going to Olympia to attend a legislative session on the 15th. He stated that staff will arrange for transportation and we will leave the 14th. Council member Doty expressed concern that the public is not being informed about issues far enough in advance for them to give input. She suggested forums or questionnaires and asked if there were any sug- gestions from the Council or news media. Assistant Mayor Hinman agreed stating that it especially applies to Executive Sessions where the public just hears about the action and not discussion behind the dec- ision. Council member Doty suggested that an article be published which II/ gives several topics that the Council will be discussing in the next few weeks. Councilman Beauchamp suggested a Town Hall type meeting and Assistant Mayor Hinman suggested community neighborhood meetings. It was the general consensus of the Council to have staff develop a similar type of format that the Community Development Department used for gather- ing input for the general plan. It was MOVED by Beauchamp, seconded by Doty that Resolution No. D-4201, authorizing the form of contract for printing and publishing City legal advertising and directing publication of a call for proposals, be pass- ed: carried, Beauchamp, Buchanan, Carmichael, Doty, Hinman and Roberts voting aye on roll call. Edmondson absent. RESOLUTION NO. D-4201, A RESOLUTION prescribing a form of contract for printing and publishing City legal advertising; and directing public- ation of a call fbr proposals therefore. It was MOVED by Roberts, seconded by Beauchamp that Resolution No. D-4202, fixing the time of hearing on the confirmation of the irrigation maintenance assessment roll for 1980 for March 11, 1980, be passed: carried, Beauchamp, Buchanan, Carmichael, Doty, Hinman and Roberts voting aye on roll call. Edmondson absent. RESOLUTION NO. D-4202, A RESOLUTION setting a date for hearing on the confirmation of the Irrigation Maintenance Assessment Roll for the Year 1980. Referring to the project agreement for 16th Avenue and Lincoln Avenue intersection improvement with the State Urban Arterial Board, Councilman Roberts inquired about the improvements to take place there. City' Manager Zais stated that we will be upgrading the street light and signal light and the left hand turn situation. He reported this is a $100,000 project with a City match of 10%, which will come from the W gas tax fund. Carol Darby, Director of Community Development, stated that the next step will be engineering which will be done by staff. Glenn Rice, Mayer Corporation, 415 No. 1st Street, stated that they own property on the northwest corner of 16th Avenue and Lincoln and they were surprised to find out that something was going to be done there. He stated that it requires the purchases of right-of-way and he does not believe any other adjacent property owners have been notified. Miss Darby stated that this project was approved two years ago in the Capital Improvement Program and the City is just now getting the funding. She stated that the design work on the intersection has not been completed. She stated that some of the right-of-way may need to be purchased to have enough turning ratio. Mr. Rice stated that he has a copy of the engineering plan. He stated that their property is out of the City limits and they are considering a project there and this may mean losing 20 feet on each side. Miss Darby stated she doesn't want to do too much work on that project before the prospectus is approved because the City would have to pay for that work. It was MOVED by Beauchamp, seconded by Carmichael to approve the prospectus agreement: carried, Beauchamp, Buchanan, Carmichael, Doty, Hinman and Roberts voting aye by voice vote. Edmondson absent. It was MOVED by Carmichael, seconded by Roberts that Resolution No. 4203, authorizing the execution and filing of a project agreement for 16th Avenue and Lincoln Avenue intersection improvement with UAB, be passed: carried, Carmichael, Doty, Hinman, Roberts, Buch- anan and Beauchamp voting aye on roll call. Edmondson absent. 439 FEBRUARY 5, 1980 RESOLUTION NO. D-4203, A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute and file a project agreement, for 16th Avenue and Lincoln Avenue intersection 'improvement, with the State of Washington Urban Arterial Board. Council members discussed the purchase of a rebuilt diesel motor for a refuse packer. Willis White, Director of Public Works, reported that if this were to be let out for bids, it would take about 60 days. He stated that the engine has already been ordered and should arrive next week. Councilman Buchanan questioned how the City is running up add- itional costs for this packer. Mr. White stated that it takes three men to operate the backup unit and the other units only need two men. He stated he expects the rebuilt engine will cost about $4,000. It was MOVED by Roberts, seconded by Beauchamp that Resolution No. D-4204, authorizing the purchase of a rebuilt diesel motor for a refuse packer, without calling for bids, be passed: carried, Doty, Hinman, Roberts, Beauchamp, Buchanan and Carmichael voting aye on roll call. Edmondson absent. RESOLUTION NO. D-4204, A RESOLUTION authorizing the purchase of a re- built diesel engine and component parts without calling for bids. An Ordinance amending the 1980 Budget, appropriating money within the Equipment Rental and Revolving Fund, having been read by title only at this meeting, was laid on the table for one week or until Tuesday, February 13, 1980. City Manager Zais stated that staff needs input on how Council wishes to handle the selection of members to the Boards and Commissions. He stated that staff is still working - on the issue of - removal of a member from a Board or Commission and preparing the legislation to make DARC official. Assistant Mayor Hinman reported that the Mayor had suggested a Council Committee to do the interviewing and then have them - make a recommendation. Following discussion, it was the general consensus of the Council to agree with Councilman Budhanan's suggestion in having a couple of committees to review the vacancies. Council member Doty suggested setting up - committees to take care of current vacancies and then in April set up committees for vacancies Occurring in May through August. The following camittees were formed: Board of Adjustment Parks & Recreation Frank Roberts' Don Hinman Lynn Buchanan - Shirley Doty Don Hinman, Chairman Lynn Carmichael, Chairman Civil Service Regional Library Board ' Don Hinman ' . Frank Roberts Henry Beauchamp Henry Beauchamp Betty Edmondson, Chairman Betty Edmondson, Chairman Housing Authority' Shirley Doty Henry Beauchamp Betty Edmondson, Chairman City Manager Zais stated that staff will review the City'sibudgeting system, and some suggestions on the proposed creation of the Fin- ance COmmittee. Art Zerbach, Director of Finance &,Budget, reported that the- BARS method of accounting was mandated to take effect in Wash- ington State in 1970. He stated that budgeting has a number of fun- ctions -- planning, management and control, - He described the' function of a line 'item budget, zero base. budgeting and program budgeting and stated that the City is somewhere line iterm and program bud- geting. City Manager Zais :reviewed the history of the budget prepar- ation for the City. Mr: Zerbach briefly the proposed 1981 budget schedule, stating. that it is the approximate schedule used for the 1980 budget review. Mr. Zerbach reviewed the funds of the City - stating that most these funds are required by State law. He ex- plained the budgetary accounting system the City uses. He stated that the City uses accrual accounting for the enterprise funds which means that a revenue is recognized when it was actually earned and an expend- ' iture is recognized when it becomes a legal liability to the City. He stated that this system is being reviewed and changes may be made this year. He stated that the State Examiner's Office shall prescribe the system of form of accounting used by the City. He also stated that the FEBRUARY 5, 1980 City prepares an annual financial report and the State Examiner audits us against that. He reported that Washington State is a leader in government accounting. He reviewed the function of the Treasurer's Office, stating the treasurer is responsible for the custody and receipt of City funds. He reported that the treasurer earned over $1 million of interest last year. They plan to present Council with a quarterly financial status report in the future. Mr. Zerbach reviewed staff recommendations for the Finance Committee, as follows: - Work with boards and commission groups seeking funds - Aid in review of revenue forecasting - Review alternative revenue sources - Review expenditure problers presented by management - Hold informal meetings re financial issues with public - Review body for utility rate increases - Capital improvement program planning/budgeting - On-call meetings, as needed. Councilman Beauchamp suggested that perhaps citizens and staff should also serve on this committee. City Manager Zais stated that there might be times when Council might call on an outside resource to look at a particular area. Council member Doty questioned the committee reviewing some of those functions. Councilman Roberts expressed concern that the utility rate review would be part of the committee's function. City Manager Zais stated that these are options and that if the Council wanted, they could create a special commission for utility rate reviews. Following further discussion, it was the general consensus of the Coun- cil to bring back the committee idea function. Carol Darby, Director of Community Development, gave Council some back- ground information on the preparation process of the Community Develop- ment Block Grant. She reported that in 1979 the City was requested to submit a three year plan which described the needs of the City's target area and the strategy for meeting those needs. She stated that in the next three years, the City's funding has to be related to that three year plan. She stated that the City does not have a lot of flexibility as 92% of the funds is recommnded to be designated for current act- ivities established through the current three year plan. She stated that staff is working on the 1981 application now and also developing the framework for the next three year period, 1982 to 1985. She re- ferred to the staff memo dated January 31, 1980 and stated that the deadline for submitting the final application is October 15, 1980. Following discussion, it was MOVED by Buchanan, seconded by Carmichael to adopt the 1981 Funding Guidelines for the Community Development Block Grant, as proposed: carried, Beauchamp, Buchanan, Carmichael, Doty, Hinman and Roberts voting aye by voice vote. Edmondson absent. City Manager Zais stated that the report on Cable TV would have to be continued. It was the general consensus of the Council to continue the report on Cable TV for one week. Councilman Buchanan suggested keeping the Fire Committee active to do future planning. Councilman Roberts stated that the Carnittee could be charged for the responsibility of seeing how the Fire Department changes II/ are doing. Council member Doty stated that there should be some written material given to Council to keep us informed. It was MOVED by Buch- anan, seconded by Doty to keep this committee active: carried, Beau- champ, Buchanan, Carmichael, Doty, Hinman and Roberts voting aye by voice vote. It was the general consensus of the Council that Council members Buchanan, Doty and Hinman serve on this canmittee. Council member Carmichael related that a citizen had called her regard- ing the permits at the City-owned parking lots, reporting that just about anyone can purchase the permit and not just business owners or managers as first intended. City Manager Zais stated that he was not sure that there was such a criteria. He stated he would check on this. Council member Carmichael asked for information on the cat leash law. City Manager Zais stated that in terms of enforcement it is being en- forced. He stated that it is not really a leash law, it has to do with animals running at large and being bothersome to the neighbors. He reported that staff is negotiating with the Humane Society on the con- tract for reducing costs for non-essential services provided. He stated that staff is looking at other alternatives in lieu of raising dog licenses. He stated that staff is considering a license for cats. 441 tehBRUARY 5, 1980 City Attorney Andrews reviewed the City-owned parking lot regulations, stating that the permit may be issued upon written application of the owner or -manager of a business only for vehicles regularly used in the business operation. Council member Carmichael stated that the concern expressed by this individnal was that the letter was not being required. She stated that she was interested in knowing how many permits there are and if we are within the allowable amount for permits issued. Itens of information supplied to Council ware: letter from HUD re report on audit on Community Development Block Grant No. B-77/78/79- MC-53-0008. 1/24/80; memo from Director of Finance & Budget to City Manager re Legislation Analysis. 1/29/80; memo from Transit Manager to Director of Public Works re HB 1397; Economic News Bulletin frOm Vis- itors & Convention Bureau. 1/25/80; The Visitor Speaks-1979 Annual Report from Visitors & Convention Bureau; ANC Legislative Bulletin No. 3, January 1980; Washington State Research Council Report. 1/15/80. It was MOVED by Beauchamp, seconded by Carmichael to move into Executive Session for the purpose of discussing disposition of property and pend- ing litigation and then adjourn the meting: carried, Beauchamp, Buch- anan, Carmichael, Doty, Hinman and Roberts voting aye by voice vote. Edmondson absent. Following the completion of the ExecUtive Session and there being no further business, the meeting was adjourned e hour of 6:05 p.m. READ AND CERTIFIED ACCURATE .BY IATE2cfriarS 144 CI •, if r_ A / , r DATE 3 _5 r A 4/1 • AA A • A _ COUN ATTEST: 1111 / AP e "7,11LilLa' c:\ 515 -k k i - CITY MAYOR 44A • _ - _ - • _ .