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05/15/2012 04Ai Draft Minutes 04-10-2012 Study SessionYAKIMA CITY COUNCIL STUDY SESSION April 10, 2012 Council Chambers -- City Hall 10 a.m. -12:00 p.m. City Council Study Session to review department service levels; 12:OOp.m. -2:00 p.m. Executive Session {� Back 4ES Print 1. Roll Call Present: Council: Mayor Micah Cawley, presiding, Council Members Sara Bristol, Kathy Coffey, Rick Ensey, Dave Ettl and Bill Lover Absent: Assistant Mayor Maureen Adkison (excused) Staff: Interim City Manager Morales and City Clerk Claar Tee 2. Review Department Service Levels Interim City Manager Morales explained this meeting is to discuss services by departments, discuss any Council questions and possibly prioritize general fund services by department. Management is struggling to define levels of service and needs Council's input. Council Member Ensey questioned where Council would like to go with this. Mayor Cawley indicated his initial intention was to discuss the price of government in Yakima. Council Member Coffey noted she thought they were establishing minimum service levels and questioned Council's thoughts about reestablishing the POG model. Council Member Ettl stated he hoped to look at what the City of Redmond has done. Redmond looked at what their community could afford for government and adjusted services accordingly. He believes the book regarding the Price of Government would put everyone on the same page. Council Member Coffey noted this meeting could be laying the groundwork and be a springboard to the next meeting. Council Member Lover stated that government should not be the scratch for every itch and feels the costs of government have risen by $1 million in Yakima each year. Interim City Manager Morales reported there are different cities utilizing different processes. He could ask a city representative to report on their process or perhaps a speaker from AWC or ICMA. Mayor Cawley stated the Council needs to work in tandem with staff and utilize some structure to work on the budget. Interim City Manager Morales suggested Council have these budget discussions up front, instead of during the budget process. If service levels are set and departments are given a budget to maintain those levels, they should have the authority to achieve those levels in a manner they choose. If Council doesn't agree, or gives a different policy directive, that is Council's prerogative. Mayor Cawley noted they have generally been a reactionary Council and as previous City Manager Cooper noted, if Yakima is not doing something well, should they be doing it? Community Relations Manager Randy Beehler shared the important part of any process is to decide what the outcome should be. If Council determines what outcome they would like that is the key, then decide which process to follow in order to get there. Council Member Bristol noted she thinks the vision statement is ambiguous. She thinks they should have more trust in the Page 1 of 3 Department Directors and how they are going to make their budget work instead of constantly reinventing the wheel. Council Member Coffey noted the City needs a 4 to 5 year plan, which includes community input. She likes Council Member Ettl's comments on what other cities are doing and suggests researching those concepts. Council sets parameters, department heads present to Council, and Council comments on it. She feels the last few years have been the most difficult to budget due to the economy. They should go back to basics, give parameters to staff and let the professionals do their jobs. If something is out of line with established priorities then Council can correct it. Mayor Cawley opened the meeting for public comments Rich Hochrein, Summit Crest Construction, 4710 Summitview (office location), thanked Council for their hard work. He feels a dilemma is coming from developers as they see how things have changed and fees have been developed. As a short history, developers would pay a fee and if an inspector spent more time on their project than anticipated, they would pay more, if the inspector took less time, they would receive a partial refund - -they paid as they went. Now the City has taken an inspector away and has put the inspection burden on the contractor. He thinks the system may have worked in Florida for former City Manager Cooper but it doesn't work in Yakima. Developers are willing to increase the fees to 200% which doubles the fee, in order for the City to retain the inspector. Interim City Manager Morales reminded Council the City previously contributed $50,000 as a subsidy for this service, which was eliminated in the budget. Management's proposal was either fees would go up to eliminate the subsidy or the inspector position would be eliminated. Council eliminated the position. Mayor Cawley closed audience comments. It was Council consensus for staff to bring back strategic planning processes from other cities. Council Member Coffey indicated she would like to see where the POG model is now. Mayor Cawley noted they will begin the budget process soon. Interim City Manager Morales stated the budget process will begin in several months; however, he would like general policy guidance from Council on what the priorities are going to be. Council recessed at 11:45 a.m. and reconvened at 12 noon for Executive Session 3. Executive Session to evaluate the qualifications of an applicant for public employment, review the performance of a public employee and collective bargaining Council reconvened at 1:14 p.m. in open session at which time Council Member Coffey exited the meeting. Mayor Cawley moved to consider the qualifications of the semi - finalists for the position of City Manager and invite candidates 4, 6, 7, and 8 to be notified of the City's_ intent to interview them the week of April 23, 2012. Motion: Approve, Moved by Council Member Mayor Micah Cawley, Seconded by Council Member Council Member Rick Ensey. Approved. 5 -0. Council Members voting Aye: Bristol , Cawley, Ensey, Ettl , Lover. Council Members Absent: Adkison , Coffey. 4. Adjournment The meeting adjourned at 1:16 p.m. to the next Council Business meeting on April 17, 2012 at 6 p.m. in the Yakima City Hall Council Chambers. Motion: Approve, Moved by Council Member Council Member Rick Ensey, Seconded by Council Page 2 of 3 Member Council Member Bill Lover. Approved. 5 -0. Council Members voting Aye: Bristol , Cawley, Ensey, , Ettl , Lover. Council Members Absent: Adkison , Coffey. CERTIFICATION READ AND CERTIFIED ACCURATE BY ATTEST: CITY CLERK COUNCIL MEMBER DATE COUNCIL MEMBER DATE MAYOR Page 3 of 3