HomeMy WebLinkAbout11/28/1995 Adjourned Meeting 3 6 3
CITY OF YAKIMA, WASHINGTON
NOVEMBER 28; *1995
ADJOURNED MEETING - BUDGET REVIEW
The City Council met in session on this date at 9:00 a.m. in
I/ the Council Chambers at Yakima City Hall, Yakima, Washington.
Council Members present were Mayor Pat Berndt, presiding,
Clarence Barnett, Henry Beauchamp, Ernie Berger, Lynn
Buchanan, and Bernard Sims. City staff members present were
City Manager Zais, Director of Finance & Budget Hanson, City
Clerk Roberts, Accounting Manager Wheeler, Accountant
Sanders, and Department Assistant Thompson.
Mayor Berndt opened the meeting and welcomed John Klingele
and John Puccinelli, Council Members elect.
Mayor Berndt stated she wished to reconsider the appointment
of John Klingele to fill the unexpired term of Bill Brado who
resigned in October. She apologized for the pain and
disappointment Mr. Klingele experienced from not being
appointed on November 21st. It was then MOVED BY BERNDT,
SECONDED BY BUCHANAN, TO RECONSIDER THE MOTION FOR
APPOINTMENT. The motion carried by unanimous voice vote. It
was MOVED BY BERNDT, SECONDED BY BUCHANAN, TO APPROVE THE
APPOINTMENT OF JOHN KLINGELE TO FILL THE UNEXPIRED TERM OF
BILL BRADO. The motion carried by unanimous voice vote. -
OATH OF OFFICE
John Klingele, having been appointed to the office of Council
Member, and the Oath of Office having been administered by
the City Clerk, is now duly seated as Council Member for the
City of Yakima.
Mr. Klingele thanked the Council for his appointment saying
he has spent many hours watching Council meetings and
realizes that there is much work to do. He added he prays
for guidance and wisdom to serve all the citizens of Yakima
to,' "the ''best of his ability.
DIAL - A - RIDE PUBLIC HEARING
Mayor Berndt opened the public hearing for comments regarding
the Dial -A -Ride system. There being no one present wishing
to speak, Mayor Berndt closed the public hearing portion of
the meeting.
NOVEMBER 28, 1995
BUDGET STUDY SESSION
INTERGOVERNMENTAL
Airport
Airport Manager Bob Clem and Business Agent Macile Zais were
available to answer questions regarding the Airport budget.
Airport Manager Clem stated he feels they have put together a
good budget that works towards making significant strides for
cost control.
Discussion ensued regarding the foreign trade zone and the
costs involved in maintaining a customs agent in Yakima.
Airport Manager Clem stated they are looking into the idea of
sharing a customs agent with the Moses Lake airport which
would cut the cost of the agent in half. Yakima would have
to continue to maintain the office space for the agent, since
the agent would be assigned here certain days of the week and
would be on call the other days. The airport is attempting
to have U. S. Customs supply the 4 -wheel drive automobile for
the agent but, if they don't, Moses Lake and Yakima would
also have to share that cost.
Mayor Berndt stated Glenn Rice has been looking into other
options for funding and negotiations relating to the Federal
Trade Zone. She stated the City and County should be taking
care of negotiating terms, rather than the Airport staff
handling it. There is a possibility that the City and County
could contract with YCDA to handle the negotiations.
Council Member Buchanan asked if one of the two 4 -wheel drive
vehicles being purchased for the Airport could be assigned to
the customs agent. Airport Manager Clem stated they are both
pickups for use on the Airport grounds.
Council Member Buchanan requested Airport Manager Clem
inquire and find out when the closure of the Federal control
tower is scheduled. He stated the runway lighting needs to
be upgraded and the RVR needs to be installed on runway 9.
He also stated upgrades to the approach systems need to be
completed before the control tower closes or it will be much
more difficult to obtain the necessary funding. Council
Member Buchanan also questioned the installation of
guillotine gates instead of roller gates stating that I/
airports in Salt Lake City, Utah and Boulder, Colorado use
roller gates and they get more snow and ice than Yakima. He
questioned why the FAA would require Yakima to use guillotine
gates. He also questioned whether or not the County would be
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NOVEMBER 28, 1995 3 6 5
helping with the costs of the Fire Department located at the
Airport.
Mayor Berndt stated the Airport fire protection funding would
be a matter for discussion with the County Commissioners.
1/ Resolution No. R -95 -167, having been read by title, it was
MOVED BY SIMS, SECONDED BY BUCHANAN, TO ADOPT THE JOINT
RESOLUTION APPROVING THE YAKIMA AIR TERMINAL 1995 BUDGET
AMENDMENT NO. 3 AND THE 1996 BUDGET. The motion carried by
unanimous voice vote.
RESOLUTION NO. R - 95 - 167, A JOINT RESOLUTION OF THE CITY OF
YAKIMA AND YAKIMA COUNTY approving the Yakima Air Terminal
1995 Budget - Amendment #3 and 1996 Budget.
Discussion ensued regarding the foreign trade zone funding.
Macile Zais informed Council the customs office is on a
quarterly renewal basis. It was the consensus of the Council
to authorize the expenditure of funds for the first quarter
of 1996 and instruct Assistant City Manager Rice to pursue
other options.
FINANCE DEPARTMENT
Customer Service
Finance and Budget Director Hanson introduced Customer
Service Manager Bert Tabayoyon. Mr. Hanson informed the
Council that in 1987 staffmade the decision to eliminate the
Lead Parking Checker position. Since that time, the City has
taken over the Diamond parking lots and has received numerous
requests to patrol the westside area which is outside of the
downtown area currently patrolled.
Council Member Beauchamp stated it does not appear to be cost
effective to hire another parking attendant at $34,960 to
write an estimated 950 tickets. He also stated he does not
feel the westside has a parking crisis.
Mr. Hanson explained that he made conservative estimates on
the revenue side. He stated each ticket is $5.00 but the
majority of the people do not pay the tickets on time which
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means they become $20 tickets.
Council Member Berger stated he has had a number of telephone
calls from westside merchants complaining of parking problems
in front of their businesses.
Council Member Buchanan pointed out that the object of the
parking checkers is not to see how many tickets they can
write but rather to clear up parking spaces so there are more
available spaces.
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NOVEMBER 28, 1995
John Puccinelli stated he feels it is good to show a police
presence on the streets even though these employees are not
police officers.
Council Member Sims stated he does not feel the presence of
more parking checkers adds a positive presence on the street.
Self- Insure Police /Fire Pension Long -Term Care
Council Member Barnett questioned the purpose of this fund
and if this is over and above the funds the City already has
in place.
Mr. Hanson explained that LEOFF 1 Police and Fire retired and
current employees have medical care for life and the expense
for that care can not be deducted from their pensions. He
stated this account would set up a reserve in case the City
were to have several LEOFF 1 individuals in need of long term
care at the same time. There is currently one Police member
requiring long term care which is quite expensive.
Information Systems
Mr. Hanson introduced Information Systems Manager Rick
Pettyjohn.
Council Member Barnett questioned'why the City needs a new
payroll system. Mr. Pettyjohn stated the old system was
purchased in 1981 and was a good system then but is now out
dated. Also, Mr. Pettyjohn informed Council that Prime went
out of business a couple of years ago and the City needs to
get everything off of Prime.
Council Member Klingele asked when the City would be off of
Prime completely. Mr. Pettyjohn explained it is happening in
phases but everything should be off by the end of 1997.
Customer Services
Customer Services Manager Bert Tabayoyon was available to
answer questions. There were no questions regarding this
budget.
District Court
Council Member Beauchamp asked if this budget reflects fees
for use in the new police /legal center facility.
Mr. Hanson stated the City will not know the fees until we
actually begin using the new facility so this budget may have
changes.
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NOVEMBER 28, 1995
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City Manager Zais stated the court system question still
needs to be analyzed. At this time, the plan is to have a
satellite system with a District Court judge assigned to our
new facility.
Mayor Berndt stated it may be more cost effective to go to
I/ our own Municipal Court system.
City Manager Zais stated every year the legislature looks at
dissolving Municipal Courts because of complaints of
injustice.
Capitol Theatre
Council Member Beauchamp questioned why the Capitol Theatre
reserve fund appears to be growing at a very slow rate.
City Manager Zais explained that some of the accumulated
growth in the fund has been spent. Mr. Hanson also explained
that this fund is in short term investments which earn less
interest than some other type of funds.
ADMINISTRATION
City Council
Marketa Oliver, Administrative Assistant was available to
answer questions regarding'the Council agenda packet policy
issue.
Council Member Barnett stated he feels if citizens request a
copy of an agenda item before the Council meeting the item
should be free. He stated this is the only way someone could
properly prepare to speak before the Council.
Mayor Berndt pointed out that the packets would be available
for viewing at both Library locations, the Southeast
Community Center and the City Clerk's office.
Council Member Klingele stated he feels it is wrong to treat
the media different from the general citizenry and does not
feel the media should receive the packets for free if the
citizens have to pay for them.
Mayor Berndt pointed out that she and City Manager Zais meet
with the media on Mondays before every Council meeting to go
over items of interest and this is the source of information
for many citizens.
John Puccinelli stated he feels packets should be provided
free of charge to anyone filing to run for a Council
position.
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NOVEER 28, 1995
Mayor Berndt stated since these costs are being discussed,
she would like staff to look at the cost of mailing the
Budget Forecast to former mayors, etc. who receive them. She
felt they should pick them up to save the postage costs.
Ms. Oliver pointed out that currently the agenda, meeting
schedule, and action agenda are all put on Yakima On -Line.
Ms. Oliver also explained that the cost of printing the extra
Council packets is impacting the City Council, City Clerk,
and Information Systems budgets.
It was the consensus of the Council to have staff prepare
another policy issue for this item which reflects Council
Member Barnett's request that individual items of interest be
supplied, free of charge, to persons making a request.
CITY MANAGEMENT
City Clerk
City Clerk Karen Roberts was available to answer questions
regarding the policy issue to eliminate a vacant Department
Assistant III position and create a new Police and Fire
Pension /City Boards Specialist position.
Council Member Berger questioned the title for the new
position suggesting the title Assistant City Clerk be
considered. He also stated the Fire Pension Board has the
authority to vote in their own secretary and there may be a
volunteer willing to take the assignment.
Council Member Barnett questioned if there would be enough
work for this position if a volunteer became the Fire Board
Secretary.
City Clerk Roberts explained that several years ago the Fire
Board had a volunteer calculating the pensions but the
processing of medical claims and other administrative duties
were still handled by the City Clerk's office. She also
pointed out that the pension board work is only a portion of
the new proposed position's functions and there would not be
a lack of work even if some of the Fire Board functions were
performed by a volunteer secretary.
Assistant City Manager Rice stated the City Clerk's office is
just now beginning to move into this decade. He stated the
office is working hard to move from the 1952 office they have I/
been to an upgraded office.
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NOVEMBER 28, 1995
Council Member Beauchamp 'asked how the position has been
vacant.
City Clerk Roberts stated since a retirement last August.
City Clerk Roberts also informed the Council that the bid for
the new filing system has been awarded and the office should
be making the filing changes soon.
Human Resources
Archie Sutton, Personnel Officer and Sheryl Smith, Deputy
Personnel Officer, were available to answer questions on the
policy issue regarding Worker's Compensation Return to Work
Program.
Council Member Barnett questioned if this proposal would
result in a cost reduction.
Mr. Sutton explained that it may prove to, but that is
uncertain at this time. Currently the City has no program to
gradually bring injured workers back to work. He said they
sit at home and draw approximately 60% of their pay until
such time as they are released back to full -time employment.
This proposal would keep them productive by bringing them
back gradually and keeping them in the work force.
Council Member Sims stated his company has a similar program
and they have an excellent.: return; to work rate. The program
builds the injured employee's self esteem by bringing them
gradually back into the work force.
Water, Irrigation, and Wastewater
Doug Dodd, Water and Irrigation Superintendent, and Chris
Waarvick, Wastewater Treatment Plant Superintendent, were
available to` answer questions regarding the policy issue for
the addition of a Utility Location Specialist.
Mr. Dodd informed the Council that currently when someone
needs utilities located three different City employees all go
out to mark the different utilities. This proposal would
1/ have one employee locating all the utilities. Mr. Dodd
estimates that one Water Division employee spends 2/3 of his
time providing this service and one Irrigation Division
employee spends approximately 10% of his time performing this
service.
Mr. Waarvick estimates his collections supervisor spends 50%
of his time providing this service. This proposal would meet
the legal requirement for marking the utilities in a more
efficient manner.
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NOVEMBER 28, 1995
Council Member Barnett voiced his concern that adding this
position would eventually mean an increase in utility rates
to the consumer.
Assistant City Manager Rice stated it is critical that the
person performing this service is giving accurate
information.
Council Member Buchanan stated he would like to see the
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process accelerated as sometimes a person has to wait 24 -48
hours for someone to mark the utilities.
Council Member Klingele questioned why the collections
supervisor does not have as much time spent on utility
locations as the Water Division employee.
Mr. Waarvick stated because the sewer lines are deeper they
do not always have to go out and mark them for people.
Wastewater
Restructuring Department Assistant Function
Mayor Berndt stated she is concerned that so many times it
seems part -time temporary help turns into full -time help.
Council Member Beauchamp questioned if Mr. Waarvick would
still need these temporary employees if the request for a
full -time position is granted.
Mr. Waarvick stated he would not, this request would
alleviate the need for these temporary employees.
Irrigation
Irrigation Engineering and Rehabilitation Study
Doug Dodd explained that the City is estimating repair costs
using 30- year -old numbers and the figures need to be updated.
He stated with this study the City should have accurate
information on what it will take to rehabilitate the failing
irrigation system.
LEGISLATIVE
City Council
Council Member Barnett questioned the necessity of LegLink
on -line computer services from the Legislative Services
Center in Olympia and the expenditure of funds for graphic
layout services for the City's Annual Report.
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NOVEMBER 2 8, 1995 3 7 •
Marketa Oliver informed Council,that the majority of the
City's Annual Report is done in- house but a small portion
needs the graphic layout services. She stated the
expenditure for this service was approximately $3,500 two
years ago and last year approximately $800 was spent. She
I/ also stated LegLink allows for quick response to legislative
matters and is used daily when the legislature is in session.
Mayor Berndt stated she wants to see the graphics remain in
the Annual Report because that is the only part many people
pay any attention to.
Council Member Barnett requested staff to develop a separate
policy issue for the graphics portion of this account for
review at budget wrap -up.
Mayor Berndt recommended that in future budgets, the requests
from the two Chambers and other'similar organizations be
placed in a separate section of the budget.
Mr. Hanson stated they would be listed under
Intergovernmental in the 1997 budget.
Legal
Ray Paolella, City Attorney, introduced Helen Harvey,
Assistant City Attorney, and Linda Spence, Paralegal, who
were present to answer questions regarding the Legal
Department budget.
Council Member Klingele questioned the number of legal
opinions listed for 1996. Mr. Paolella pointed out that the
figure is a projection based on previous years.
City Manager Zais stated the figures may change on indigent
defense. The contract recently went out for bid and
interviews with the bidders will be conducted this week.
Purchasing,
Sue Ownby, Purchasing Agent, was available to answer
questions.
I/ Council Member Berger asked about the increased number of
requisitions received.
Ms. Ownby explained that with the new computerized
automation, purchase orders are made prior to the purchase so
the figures will show more requisitions and purchase orders
and fewer disbursement requests.
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Council Member Beauchamp asked if the City works with. the
Women and Minority Business Enterprises when going out to bid
for items.
Ms. Ownby stated the City has a goal of 10% City -wide and the
Women and Minority Business Enterprise policy goes out with
each bid but the City has trouble finding minority vendors
for most projects. Ms. Ownby pointed out some cities have
employees who are hired for the purpose of finding minority
businesses to bid on projects but Yakima does not have any
employees hired for that purpose.
Sewer
Chris Waarvick, Wastewater Treatment Plant Superintendent,
introduced Bruce Bates, Assistant Superintendent, and Doug
Mayo, Project Engineer.
City Manager Zais informed the Council that the Terrace
Heights Sewer District has hired legal counsel to represent
them in their longstanding dispute with the City. He stated
the matter is now in the mediation process and the City has
supplied reams and reams of data and documentation for the
mediation.
Council Member Barnett asked if the Storm Water Management
Plan is the same as the Storm Drainage Plan.
Mr. Waarvick stated it is the same plan.
Council Member Barnett stated since it is not going to help
drainage at the intersections, he thinks it should be called
Storm Water Management Quality Plan.
Discussion ensued regarding the capacity of the treatment
plant, the type of grass used in the pasture, and the costs
of treatment chemicals.
Water
Doug Dodd, Water and Irrigation Superintendent, introduced
Duane Calvin, Water and Irrigation Engineer.
Council Member Beauchamp asked if the City has a quality
control person for projects that require repaving after work
has been done. He stated the work recently completed on
Pacific Street needs to be fixed.
1/
Mr. Dodd stated the City Engineer's office has inspectors for
some projects but not for all projects. He stated he would
contact the contractor responsible for Pacific Street and see
if he can get him back for repairs at no cost to the City.
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NOVEMBER 28, 1995 3 7 3
Awb
Council Member Klingele asked how often the fire hydrants are
painted and if this coild. be done'' thirough jail inmates or
Rebound.
Mr. Dodd stated they are painted whenever they are in need of
new paint and last summer they were painted by cadets of the
Fire Department.
Council Member Barnett requested the Convention Center
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Facility Relocation Project be presented as a policy issue
rather than dividing the cost in the Water and Sewer fund
budgets.
Council Member Barnett asked about Commute Trip Reduction
Funds being used for the Central Washington State Fair and
the 4th of July festivities at the fairgrounds. City Manager
Zais distributed a legal opinion relating to this question.
Council Member Barnett questioned why overtime is up 14%
City -wide.
Mr. Hanson stated there are several reasons; the largest
contributing factors are the ladder truck enhancement in the
Fire Department necessitating the use of Kelly day people to
cover for training; Information Systems working overtime to
cover for vacancies; and Finance working overtime to learn
and implement the new AIMMS computer system.
It was MOVED BY BUCHANAN, SECONDED BY BERGER, TO ADJOURN TO
DECEMBER 5, 1995 AT 9:00 A.M. . FOR . WRAP —UP IN THE
COUNCIL CHAMBERS, THEN TO 12:00 NOON AT PROVIDENCE MEDICAL
CENTER FOR YAKIMA VALLEY PUBLIC SERVICE ORGANIZATIONS
LEGISLATIVE LUNCHEON. The motion carried by unanimous voice
vote.
READ AND CERTIFIED ACCURATE BY;Or .
CO IL 1•.. �: DATE
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47
COUNCIL MEMBE' DATE
ATTEST: .
1/
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CITY CLERK MAYOR •
Minutes prepared by Department Assistant Thompson. An audio and video tape of this meeting
are available in the City Clerk's Office.
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