HomeMy WebLinkAbout11/12/1996 Adjourned Meeting 18.6
CITY OF YAKIMA, WASHINGTON
NOVEMBER 12, 1996
ADJOURNED MEETING - BUDGET REVIEW
The City Council met in session on this date at 9:00 a.m. in the
Council Chambers at City Hall, 129 North Second Street, Yakima,
Washington. Council members present were Mayor Lynn Buchanan,
presiding, Clarence Barnett, Henry Beauchamp, Ernie Berger, John
Klingele, and John Puccinelli. Council Member Bernard Sims absent
and excused. City Manager Zais, Director of Finance & Budget
Hanson, Accounting Manager Wheeler, Accountant Tim Jensen,
Accountant Cindy Epperson, Accountant Edna Pettyjohn, and Deputy
City Clerk Skovald were also present.
Mayor Buchanan called the meeting to order and directed attention
to the Preliminary Budget /Policy Issues for 1997. It was the
consensus of the Council to review first the policy issues and then
the preliminary budget requests for each department.
POLICE DEPARTMENT
Don Blesio, Chief of Police, introduced the staff involved in
developing the budget, Marsha Devine, Administrative Assistant to
the Chief; Captain Doug Bronson, Commander of the Police Operations
Division; and Captain Pete Adkins, Commander of the Police Support
Services Division.
Page 38, Add 1 Additional Police Support Officer
Council Member Beauchamp asked for clarification of this request.
Chief Blesio explained the position was approved last .year;
however, one of the police support officer's positions was
underfilled with the Fleet Maintenance position.
Page 39, Add 1 Additional School Resource Officer
Chief Blesio responded to questions from the Council concerning
this request for one additional School Resource Officer which will
make a total of three for the high schools and the middle schools.
He explained the additional School Resource Officer position would
be funded by part of a two -year Bureau of Justice Administration
Grant. The Yakima School District will pay the matching funds for
the grant and has indicated an interest in extending this program
to the year 2000. There was discussion about the benefits of this
program including enhanced public safety and the positive impact on
the students. There was also discussion about the ongoing costs of
the program which will be supplementally funded by the General Fund
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as the federal funding transitions down.
Page 40 - Reinstate 1 Fleet Maintenance Attendant Position
Chief Blesio responded to questions from the Council concerning the
duties of this position, which includes coordinating the
maintenance of the fleet or gathering estimates when any breakdowns
or damages occur. City Manager Zais pointed out that this position
should be reinstated and independent of the police support
positions within the jail staffing. Council Member Puccinelli felt
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November 12, 1996 - Budget Review
staff should consider negotiating with the people the City has
maintenance contracts with :::yyto pick up cthe vehicles and drop them
off instead of the maintenance person doing that. It appears that
would save manpower hours. Chief Blesio indicated they haven't
done that in the past but .could possibly be a consideration for
maintenance contracts in the future. He also pointed out that the
II person currently in this position has been on the job for many
years and does an outstanding job of keeping the vehicles in
service on a 24 -hour a day basis. All of the duties of this
position are fleet maintenance as indicated in the original
position in the budget in 1995.
Page 41 - Jail Cost Funding Options - ESSB 6211 Impact
Council Member Barnett referenced the Budget Forecast where it
called for other general cost reduction alternatives in addition to
a proposed new revenue source to help offset the funding deficiency
for jail costs. He requested at least a partial cost reduction
alternative be presented some time during the budget review process
in addition to the proposed tax on cellular phones. He also asked
why consideration of jail expansion is needed, particularly since
the facility was just built.
John Hanson referred to the Municipal Court Study which recommends
alternative sentencing programs, such as day and home detention
programs, to try to defray or mitigate the costs for incarceration
at outside facilities. Jail expansion is also an alternative to
consider to protect the city against increased jail costs. The
jail population is expected to grow and the new jail facility was
not designed to accommodate' the number of prisoners anticipated,
particularly with the ESSB 6211 inclusion of domestic violence
offenders. An alternative revenue source, such as the proposed tax
on cellular phones, is also.' -an 'option for Council to consider.
Mr. Hanson directed attention to the Cost Reduction Plan done last
year to shift General Government Resources to the Street. Fund.
That could be an alternative if the Council desires; however,
Mr. Hanson feels the best alternative would be the Cellular Phone
Tax. He directed attention to Page 42 of the 1997 Major Policy
Issues which lists communities in the state that currently impose
the utility tax on cellular phones.
City Manager Zais directed Council's attention to the potentially
major consequences on the city resulting from the unfunded mandate,
ESSB 6211. He explained how critical the home detention and day
detention options are, not only to help reduce costs, but to
provide a potential revenue source as well. Mr. Zais referred to
the cost reduction plan developed last year which was partly used
to generate funds for the Street Fund Budget. He did not recommend
II cuts in general government to offset costs of this magnitude,
perhaps a half million dollars, because of the new state law and
unknown consequences associated with incarcerating domestic
violence cases.
Council Member Barnett pointed out that . general government
functions are increasing . at a significant rate. He indicated he
will focus on this area during the budget process. Although it
might appear to be insignificant when compared to the whole budget,
he directed attention to the 55 percent increase in budget for
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November 12, 1996 - Budget Review
Telephone /Communications and questioned the necessity of expanded
communications. He indicated further discussion of details about
this issue will take place during its scheduled time for budget
review.
Council Member Beauchamp asked Mr. Zais to further elaborate on the
cellular phone tax alternative. Mr. Zais provided some background
information about the telephone franchise tax which was changed in
1989. He indicated that when the Council determined the six to
eight percent maximum amount, there was some discussion about
whether to include telephone, cellular, or satellite
communications. After a careful analysis of how much revenue could
be brought in based on what most .other cities do, the determination
was to charge the six percent rate on existing telephone uses.
Mr. Zais reported that things have changed dramatically since the
telephone franchise tax was changed in 1989 when the revenue stream
on telephones was somewhat limited; and with the increased use of
cellular phones, if the six percent was applied across the base of
the applicable communications technology, there would probably be
at least half a million dollars of new revenue a year. He also
pointed out that there are no new funding options, and the
contingency recommendation is meant to offset the cost of
implementation of the new state law without other major
consequential budget reductions.
Page 340, 1997 Police Preliminary Budget Request Summary
Council Member Klingele asked about compliance with the FLSA
mandates and the payment of overtime. Explanation and discussion
followed.
Page 343, Service Unit 114 - Support Services Division
Chief Blesio responded to a question from the Council concerning
Community Service Presentations. He indicated this line item
includes smaller and informal presentations and includes the costs
for both staff and police officers.
Mr. Zais reported that Council Member Sims had requested a canine
unit be added to the Police Department. Final information will be
available for Budget Wrap -up. Chief Blesio provided preliminary
information on costs of the dog and training and equipment needs.
He reported start up costs would be about $40,000 and annual costs
would be about $17,000. There was discussion about different ways
of utilizing a canine and training for a multitude of uses. Chief
Blesio indicated that the canine unit would be strictly a drug dog
to sniff out illegal drugs, but additional research on cross
training practices would be done. Council Member Beauchamp
requested that the officer's scheduled overtime be limited for
taking care of the dog at home and reflected in the information
brought back to Council. Chief Blesio indicated there have been
court rulings with regard to issues concerning caring for the dog
at home and for travel back and forth to work with the dog;
however, additional research is needed on this subject.
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November 12, 1996 - Budget Review
Page 347, Service Unit 119 -- Administration
Council Member Klingele commented about Account 410 Professional
Services and asked whether this money was spent this last year for
document imaging. He referenced page 355 where it indicates that
$90,000 is budgeted for document imaging for 1996. He asked if
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this is a request for more computers for that process. Tim Jensen
explained that it is a different account and the imaging project is
software for Operations. The applicable account is on page 355,
Account 640 Machinery and Equipment. Council Member Klingele asked
if the $60,000 was for a program to implement the imaging process
and whether it was spent in 1996. Chief Blesio explained the
$90,000 in the Capital Fund was a .1996 cost for. the equipment to do
the imaging process. The $60,000 was for the BIS System for 1996,
not 1997.
Page 341, the last paragraph - Account 950 - Rentals and Equipment
Council Member Beauchamp asked about car requests. Chief Blesio
explained there are nine replacement vehicles requested. City
Manager Zais added that originally they had requested 12 cars, but
the number was reduced during preliminary budget preparation.
There was also discussion about the type of vehicles and an
explanation of various types of equipment and devices requested in
the Budget for the Police Department. •
Page 348, Account 510, Intergovernmental Professional Services - '
Jail Costs
City Manager Zais explained this is the budget line item which pays
for jail costs to Yakima County Corrections and the Wapato Jail.
The delayed opening of the new City jail facility created more days
to pay for jail space at the .'.County and Wapato, and there were more
prisoners incarcerated in 1996 than was originally forecast. Those
increased jail expenses were offset by a combination of savings set
aside from the 1995 Police Budget for vehicles purchased ($235,000)
and from savings from personnel costs from position vacancies not
filled through the year ($200,000). If the impact of jail costs
were set aside, the budget would be less in terms of .actual
spending for 1996. After the combination of savings from those
categories offsetting the increase in jail costs, it is close to
the original budget estimate (up about $30,000 or $40,000).
Mr. Zais reported an increase in the current expense . is expected to
maintain the current jail population at a rate still being
negotiated with Yakima County, and it does not provide for the
unknowns of the cost implications of domestic violence cases.
Council Member Beauchamp asked if the potential for expansion was
taken into consideration when the new jail was designed, and if the
layout of the facility would lend itself to expand by another 50 or
100 beds. City Manager Zais commented that expansion was not
considered when the original facility design was established. It
was thought that it would serve the needs of the city for many
years to come, but the new law has changed the whole approach to
criminal justice issues and incarceration questions and options.
Also the uncertainty of the Wapato Jail, if it were to close, could
have very serious cost implications. That is why other financial
considerations, revenue options, and cost containment measures, as
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November 12, 1996 - Budget Review
well as alternatives to incarceration are needed. There was
further discussion about the need to expand the new jail. City
Manager Zais explained an architectural analysis is needed to
evaluate the feasibility of expansion of the current structure to
accommodate more prisoners. Mr. Zais reported money has been
proposed in the Capital Budget for a study to evaluate options.
Council Member Berger asked how many police officers are there on
patrol at any given time and how many cars are in the fleet. Chief
Blesio explained there are a minimum of six . officers on the
streets, plus there are six to eight officers, plus a number of
support officers depending on the shift structure and the
overlapping of squads and police officers on special detail and
special assignments within the city, as well as the detectives who
handle investigations. Mayor Buchanan also added there are 25 -30
reserve officers who use the remainder of the vehicles not being
serviced. There are 34 patrol cars. There was discussion about
the purpose of travel vehicles and the approximately 20 vehicles
assigned to the Narcotics Task Force. There was also a brief
discussion about confiscated and seized property.
Paste 354, Police Pension
Council Member Klingele asked how many people are drawing pre -LEOFF
and LEOFF 1 Police and Fire pensions and whether the pension
section will likely to remain fairly stable or drop off. John
Hanson explained the two types of pensions and explained those
costs will continue to rise as medical costs rise. Mr. Hanson
referred to the actuarial study done every year and the obligation
to pay the medical costs for LEOFF 1 pensioners. Council Member
Barnett invited Council Member Klingele to attend the Police & Fire
Pension Board Meetings.
Council Member Beauchamp asked if the drug house enforcement
program was still an active program. He explained this is where
you go after a landlord who is tolerating drug activity within
their homes. Chief Blesio explained that program is administered
by Captain Bronson through the National Guard personnel working
with the Police Department. Probably close to 60 drug abatement
letters have been sent to property owners and those letters usually
have a fairly immediate response and some action is taken within
the limits of the law.
Page 355, Law and Justice Capital
Council Member Klingele referred to Service Unit 111, Revenues,
Account 330 Intergovernmental Revenue, and asked if'the $81,000
indicated on this page was for the COPS Ahead Program. Chief
Blesio explained there was an error in the printing and the amount
should be $80,000 instead of $81,000. He explained the $80,000
comes out of the $140,000 Grant from the Bureau of Justice
Administration.
Page 336
John Hanson referred to an error in the permanent budget on page
336, 1997 Police Preliminary Budget Request Summary, AUTHORIZED
PERSONNEL chart, 6221 Police Support Officers item, 1996 Amended
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November 12, 1996 - Budget Review
Budget column, where the number 9.00 should be 13.00. Then on
page 337, 6252 Police Department. Assistant II item, 1996 Amended
Budget column, where the number 20.00 should be 25.00; and Total
Personnel item, 1996 Amended Budget column, where the number 169.36
should be 168.36. He referred to footnote (5) Total Permanent
Budgeted Positions, where 166 should be 162. Captain Bronson
referred to the Organizational Chart on the Police tab section and
explained 164 positions would be indicated, not 165. City Manager
Zais explained the principal reason for the decrease is the
transfer of the dispatch unit to the Communications Department.
Public Safety Communications Budget Paae 376
City Manager Zais reported the Public Safety Communications Budget
has no policy issues; it is a new division and is overseen by both
the Police Chief and the Fire Chief; Wayne Wantland is the Manager
that oversees the Communications Telephone Costs Budget. Council
Member Barnett expressed interest in the significant increases
projected in telephone costs for 1997. He requested a detailed
explanation for each fund listed on Page 110 which is expected to
significantly increase.
Mr. Wantland identified three events which significantly impacted
the telephone budget. Those include the actual costs to move into
the new Police Station /Legal Center (which were higher than what
was anticipated); the shared costs allocated to departments on that
new system (which does not include Public Works or City Hall); and
the integrated system added to. City Hall to meet the increased
telephone equipment needs to conduct business. So effectively,
City Hall is paying for two systems because the current phone
system could no longer meet the demand. After discussion about
associated costs for the additional equipment needs for City Hall,
Council Member Barnett questioned the necessity for the telephone
equipment enhancements and the additional costs for communication
devices, such as fax machines and additional telephone sets and
voice mail. He also questioned the projected 32 percent budget
increases anticipated in this area. There was also a considerable
amount of discussion about the current number of phone lines
compared to past decades as well as the efficiency of the system
which has an increased number of telephone sets and telephone
users. City Manager Zais added that there were some higher
expenses in 1993 and 1994 and the 1995 actual represents a
significant drop from prior years' costs. Discussion also
• included the City's cellular phone use policy. At the request, of
Council Member Barnett, Mr. Hanson provided separate copies of the
Communications, Cellular Telephone, and Postage Budget accounts.
Mr. Zais reported a new Public Safety Dispatch Communications
Operating Fund has been established independent of the General
Fund. This includes dispatchers for Police and Fire along with the
911 Call Takers. Revenues associated with the 911 Call Takers are
separately identified and tracked in this budget
FIRE DEPARTMENT
Chief Chronister described the achievements of 1996 and summarized
some of the goals set for 1997. Included in his summary were a
variety of events, issues, programs and projects including the new
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November 12, 1996 - Budget Review
ladder truck put in service, the success of the EMS levy, the
consolidated dispatch issue, the new labor contract with the
Firefighters, long term solutions for the Fruitvale Fire District
fire protection, participation in Mobilization programs, finishing
the bond projects including the new fire station and anticipation
of completion in 1997 of the new fire training facility, and
landscaping the new reservoir property next spring.
Page 368
There was discussion about the state mandated training provided and
the coordination of training activities involving the various
service units and how those costs are allocated under the training
account within the Fire Department including emergency medical
services, basic first aid training throughout the city departments
and other training demands. There was discussion about the
Battalion Chiefs agreement and whether a policy issue is needed on
this subject to establish and determine an ending date and review
of the agreement and legislation and special conditions applicable
to this. There was also discussion about the new Vehicle
Maintenance Facility as well as the cost for the bond issue and the
premium cost on the bonds. There was also discussion about the
number of alarms being monitored by the Fire Department.
The Council recessed from 10:50 a.m. to 11:00 a.m.
Council Member Barnett referred a document to staff for comment
concerning the 1997 Proposed Partnership Activities to show how it
relates to the budget. He also referred another document
concerning Projected CDBG 1997 Revenue for an abbreviated response
on the high percentage of overhead or staffing costs in
relationship to the allocation of the Community Development Block
Grant Funds. Glenn Valenzuela will prepare a written response.
COMMUNITY AND ECONOMIC DEVELOPMENT
Page 23, Grants Writer /Compliance Officer -- Budgeted
Glenn Valenzuela, Director of Community and Economic Development,
summarized this request and responded to various questions from the
Council. Currently, grant writing is done as time allows; however
if a Grants Writer was hired the process would be more efficient
and competitive as far as receiving grants. Also an important part
of this position would be the Compliance Officer portion of this
position to make sure that reports are filed in a timely manner and
programs are monitored to comply with federal rules and
regulations. This position would be utilized by all City
departments to compete for grants and would require a person with a
very good understanding of federal funding. There was a
considerable amount of discussion concerning the justification and
expectations for this position to compete for grants and leverage
money to create more opportunities.
Page 24, Diversity of Community Development Block Grant Activities
-- Budgeted (Neighborhood Development Services)
Council Member Barnett expressed 'concern with this policy issue
request because it is too vague. Glenn Valenzuela explained this
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November 12 1996 - Budget Review
money would be used for infrastructure and to provide a gap
financing for new economic- development:activities. Council Member
Berger expressed concern that this is repetitive since other
organizations already provide this opportunity. Mr. Valenzuela
pointed out required performance .standards and emphasized the
importance of infrastructure and sometimes a joint effort is
necessary. Mr. Zais added that this would be for new
infrastructure, not rehabilitation.
Page 25, Add One Permanent. Full -Time Neighborhood Enhancement
Officer (Code Compliance Officer) -- Unbudgeted (Code
Administration)
Glenn Valenzuela explained this position would facilitate the need
to enforce codes without impacting application processing. Council
Member Berger pointed out the targeted neighborhood enforcement
program was a success according ,to the neighborhood. Although
Council Members Barnett and Puccinelli did not oppose the position
and felt the need was there, they did express concern about
utilizing the permit . fees as a. revenue source to pay for a
Neighborhood Enhancement Officer to benefit the whole community.
They feel one group should not be singled out. Council Member
Beauchamp feels more discussion about this issue is needed and a
funding source should be identified.
Page 34, Commute Trip Reduction Park - and -Ride -- Develop a Ride
Share Lot on City -Owned Property -- Budgeted (Environmental
Planning)
There were no questions about the interim parking lot proposal.
Page 35, Increase in Management Fees` -- Budgeted (Yakima Convention
Center)
Kathy Coffey, Manager, answered questions from the Council about
the request for $10,000. This increase would be a specific wage
increase for overtime. In response to questions from the Council,
Mr. Zais explained the request was based on the historical trend on
expenditures, on revenue growth, and what the impact on the cash
balance and cash reserves would be. He provided copies of a
handout to the Council which included a table showing the impact on
the 1997 budget and also the 1998 budget. Ms. Coffey explained the
formula she used to estimate the impact of the Convention Center
expansion over the next four years. She pointed out that she
included very conservative revenue projections along with
aggressive estimates for expenditures.
Skip Semon, Chair of the Center Advisory Commission, asked that the
Council consider a policy issue to add $50,000 for promotional
funding for the Convention Center for the coming year. He provided
copies of additional information about the request. More promotion
is needed because of the new expansion and there are many
convention centers throughout the Northwest offering a lot of
choices of facilities. He indicated the funding would pay for
brochures and other promotions to educate the public about what is
available.
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November 12, 1996 - Budget Review
Ms. Coffey explained some of the differences between the Yakima
Center and the Visitor Center of which the Bureau Budget is
separate. The Visitor & Convention Bureau has a budget for the
promotion and development of convention visitors coming to Yakima.
There is a private contract with the City of Yakima to manage,
maintain, and operate the Convention Center. In addition to that
there is a contract to promote Yakima as a visitor and convention
site. There was continued discussion about -the request and the
long range promotional plans and marketing strategy for the Yakima
Center.
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The session adjourned at 12:10 p.m. to 9:00 a.m. on
November 19, 1996.
READ AND CERTIFIED ACCURATE BY: f,�— / / /`if
( 2 . 7 , 31, MEMBE DATE x-ir •
C CIL MEMBER DATE
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ATTEST: /�
4 127.-(Z--7--t--"Xf CITY CLERK LYNN U CHANAN, MAYOR
MINUTES PREPARED BY DEPUTY CITY CLERK SKOVALD. An audio and video tape of this meeting is
available in the City Clerk's Office.
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