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05/15/2012 04Ai Draft Minutes 03-27-2012 Study SessionYAKIMA CITY COUNCIL STUDY SESSION March 27, 2012 Council Chambers -- City Hall 10 a.m. City Council Study Session with Department Directors to Review Core Functions and Strategic Priorities; 11:30 a.m. Fire Code Inspection Process f Back rEM´┐Ż Print 1. Roll Call Present: Council: Mayor Micah Cawley, presiding, Assistant Mayor Maureen Adkison, Council Members Sara Bristol, Kathy Coffey, Rick Ensey, Dave Ettl and Bill Lover Staff: Interim City Manager Morales and City Clerk Claar Tee Interim City Manager Morales explained the reason for this meeting is to give an overview of the breadth of services City departments provide. The Council wants to prioritize the services provided by staff and establish the level of service acceptable to the Council and the public. The Strategic Priorities and the overall goals of the City were distributed. Mr. Morales explained Departments are charged with effective management of resources and ensuring fiscal stability. Community and Economic Development (CED) promotes economic development and provides diversification, which enhances quality of life. Council Member Ettl asked if there is currently a mechanism to measure satisfactory customer service levels. Interim City Manager Morales stated we are complaint driven and respond to customer service issues as they arise. In comparing the volume of services we provide and the complaints that rise to the Council's level, he believes we are effective. 2. Department Presentations on Primary Services and Alignment with Council Strategic Priorities Department Directors briefed Council Members on the duties of the divisions in their departments. Interim City Manager Morales pointed out the Information Systems division manager position was merged with the Public Safety Director position in 2011 as a budget reduction policy issue. Page 1 of 3 Council Member Adkison requested a report listing how many positions have been eliminated over the last few years. Mayor Cawley noted he understood retirement cash -outs are usually taken out of reserves. Interim City Manager Morales noted having gone through the budget process every year; the Managers will budget retirements from their respective departments. Mayor Cawley questioned if the City is doing anything to keep employees encouraged and motivated and if employees had training on working with angry customers. Acting Finance Director Epperson noted in Utility Billing they are cross training, which helps with motivation. 'Interim City Manager Morales responded the City's training budgets are primarily used for required certification training as there is little budget for anything else. Council Member Adkison questioned if the City has enough staff to cover grant reporting as there was a point when the City didn't apply for grants due to a shortage in staff. Interim City Manager Morales reported the City will not shy away from obtaining grants and will have someone in Finance who will manage the monitoring and reporting. The bigger issue is writing grants and soliciting invitations. Council discussed the possibility of reinstating the Assistant City Manager position. Interim City Manager Morales discussed several budget options in order to fund the position. Council Member Ettl questioned the cost of maintaining a Fleet Maintenance division and if it would be cost effective to contract the services. Public Works Director Waarvick indicated it would be less cost - effective. Council Member Lover questioned whether the newly installed lights in the high crime areas are having an impact. Staff will research and report back at a future meeting. 3. Review Fire Code Inspection Process (11:30 a.m.) Interim City Manager Morales briefed Council on the Fire Code Inspection process now that the Fire Code Inspector position has been eliminated. Mayor Cawley opened the meeting for comments from the industry representatives. Doug Barduhn, 714 Beacon Avenue, believes there is no way to enforce fire code deficiencies they may find with the elimination of the Fire Code Inspector. Council discussed the option of restoring the position or keeping the current system, put in place at the beginning of the year, wherein contractors /industry representatives will inform the city of any deficiencies they uncover and the City will then contact the property owner or business representative. Suspension of a business license for non - compliance is one possibility if legally permissable. Motion to continue our current process relating to Fire Code Inspections. Motion: Approve, Moved by Council Member Council Member Rick Ensey, Seconded by Council Member Council Member Bill Lover. Carried. 5 -2. Council Members voting Aye: Adkison , Bristol , Ensey , Ettl , Lover. Council Members voting Nay: Cawley, Coffey. 4. Adjournment Page 2 of 3 The meeting adjourned at 12:45 to the next Council Business meeting on April 3, 2012 at 6 p.m. in the Yakima City Hall Council Chambers. Page 3 of 3