HomeMy WebLinkAbout11/25/1996 Adjourned Meeting 208.
CITY OF YAKIMA, WASHINGTON
NOVEMBER 25, 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, Ernie Berger, John Klingele, and John
Puccinelli (present after 9:10 a.m.). Council Member Henry
Beauchamp and Bernard Sims absent and excused. Assistant City
Manager Rice, Director of Finance & Budget Hanson, Accounting
Manager Wheeler, Accountant Tim Jensen, Accountant Cindy Epperson,
Accountant Edna Pettyjohn, and City Clerk Roberts 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 continue discussion from the
November 12, 1996 Budget Review concerning the request for an
additional budget policy issue for the Convention Center. It was
noted that today's meeting had been previously scheduled for
December 19, 1996; however, due to a severe snow storm the meeting
was canceled and reschedule for today.
Yakima Center
Skip Semon, Chair of the Yakima Center Advisory Commission,
reiterated his November 12, 1996 request to the Council to consider
a policy issue to add $50,000 for promotional funding for the
Convention Center for the coming year. He explained more promotion
is needed because of the new expansion and the competition from
other convention centers throughout the Northwest. He explained
the funding would pay for brochures and other promotions to educate
the public about what is available at the Yakima Convention Center.
The investment would bring more tourism dollars into the Yakima
economy. Kathy Coffey, ; Visitors & Convention Bureau Manager,
answered questions from the Council concerning the existing $80,000
budget and the previously requested increase of $10,000 in addition
to this promotional funding request. There was discussion about
the Hotel /Motel Tax paying for maintenance of the Convention
Center, and that the City's General Revenue has never been used for
that purpose. Staff was directed to provide a breakout of receipts
from the Hotel /Motel Tax and the anticipated allocation for 1997
before the Budget Wrap -Up session.
COMMUNITY AND ECONOMIC DEVELOPMENT
Glenn Valenzuela, Director of Community and Economic Development,
introduced staff from his Department, including Don Skone, Planning
Manager; Leonard Hall, Code Administration Manager; Fred French,
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City Engineer; Randy Beehler, Cable Communications Manager; and
Dixie Kracht, Neighborhood Development Manager.
Concerning the addition of One Permanent Full -Time Neighborhood
Enhancement Officer (Code Compliance Officer) -- Unbudgeted
(page 25), Council Member Barnett asked that the record reflect his
receipt of a letter from Joe Walsh, Governmental Affairs Committee
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Chairman of the Central Washington Home Builders Association, which
outlined that organization'`s ideas `on +the proposed position of
Neighborhood Enhancement Officer. Concerning the Grants
Writer /Compliance Officer Policy Issue (page 23), Council Members
Barnett and Puccinelli explained they were very supportive of
hiring the extra Code Enforcement person, but they would like to
see some funding alternatives instead of the proposed funding
source from increased permit fees or from the General Fund. John
Hanson explained there will be some funding options presented in
the "Wrap -Up" document.
Concerning the Policy Issue on page 26, there was discussion about
"Miscellaneous Accounts" and the decrease in Code Administration
budget revenues due to major school projects which inflated the
revenue picture. Other issues discussed included the leaking water
coil in the City Hall boilers (page 278), the status of the
Economic Development Fund and UDAG funds (page 280). In the
Neighborhood Development budget (page 282), there was discussion
about the very few defaults which have occurred in the
Homeownership Program. The new Grants Writer position (page 23)
was discussed and the need for this position to be dedicated to
pursue Federal funding. The HOPE 3 Grant (page 282) used in
conjunction with CDBG funds to provide single family residential
housing was also discussed. The Council also discussed the
purchase of computers during the last two years needed to access
information from HUD.
Cable Communications Division (page 292)
There was discussion about the type of programming broadcast by the
City's cable communications channel. Staff was directed to provide
information concerning two proposed policy issues. The first
policy issue is to . set standards . for'• audio and video quality for
the Cable channel. The second policy issue is to discuss the
possibility of a C -SPAN or governmental affairs format only and to
eliminate the community access format. Randy Beehler explained
work has begun on technical standards and a proposed set of
standards will be presented shortly to the Cable Advisory
Committee. There was also discussion about the three -year periodic
review of the TCI Franchise which is to include the Legal
Department in discussion of proposed policy issues during that
review process. There was discussion about public access and the
amount charged for the use of cameras and equipment. Also
discussed was the Cable Communications capital outlay requests
concerning the new location for the Cable Division and how the two
proposed policy issues would change the capital outlay needs for
the Cable Division.
1/ Concerning Metropolitan Yakima Comprehensive Plan - 140 (page 298),
there was a brief discussion about the Public Hearing •scheduled on
the Yakima Urban Area Comprehensive Plan adoption. Staff was
directed to determine what actions may be pending concerning the
increase in requirements of, the .Growth Management Act and.. the date
of implementation.
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Trolley Fund - 162 (page 303)
Staff was directed to change the term Trolley to Electric Railway.
Capitol Theatre - 171 (page 313)
Steve Caffery, Manager, briefly outlined the needs for ongoing
maintenance at the Capitol Theatre.
Council Member Barnett questioned the increase in the
communications account to each department in the City. It was
noted that this issue will be addressed in the Budget Wrap -Up
document.
Fund 342 -- Public Works Trust Fund (page 332)
In response to a comment from Council Member Barnett on the cost
levied against water utility customers, Fred French briefly
summarized the Fruitvale Canal covering project as it relates to
Fund 342 - Public Works Trust Fund.
Staff was directed to present a policy issue for Council
consideration for $30,000 usually set aside for the Airport who
then use $30,000 for the FTZ.
PUBLIC WORKS
Jerry Copeland introduced Nancy Gaudette, Refuse & Recycling
Manager, and Dave Hussell, Streets & Traffic Operations Manager.
Nancy Gaudette answered Council Member Barnett's questions
concerning Refuse Rate Increase -- Budgeted Policy Issue (page 44),
specifically the deficit projected at $100,000 due to the initial
startup for costs of new containers when the program was not fully
underway. There was discussion about the preparation of the Refuse
budget and the deficit amount. Council Member Barnett expressed
concern that charges for refuse will not cover expenditures in the
Refuse budget. He questioned $5,000 budgeted to cover bad debt
expense for the Refuse Division. John Hanson explained how a
change in the system will now equalize the burden of bad debts
among all the utilities involved, rather than just have Water carry
the bad debt. Tim Jensen explained the loss of revenue as it
relates to a change in the allocation in the system to recoup the
cost for new containers. After a discussion about the accumulation
of bad debts, there was discussion about whether the time had come
to consider privatization of Refuse collection because the costs
are accelerating at a higher pace than private industry. It was
noted, however, that the issue had come up several times before and
had been voted down by the people and rejected as an alternative to
City Refuse operations.
Transit
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In response to questions from the Council concerning the Transit
Division Funding Contingencies -- Cost Reduction Plan /Revenue
Enhancements -- Unbudgeted Policy Issue, Bill Schultz, Transit
Manager, feels further cost reductions won't be necessary in 1997,
but it will depend on Dial -A -Ride with ADA requirements. There was
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discussion about whether the implementation of Transit route
changes helped the revenue` 'is tuation'' and provided better service
and whether the new routes were better accepted.
Streets and Traffic Engineering /Operations Preliminary Budget
Requests (page 394)
In response to questions from the Council concerning the Traffic
Calming Program (page 51), Dave Hussell reported that neighborhood
residents are satisfied with the Traffic Calming Program, but the
population that travels the neighborhood streets are dissatisfied
with the speed humps. There was discussion about additional
methods of traffic calming measures utilized in other cities which
staff is investigating. A report on traffic calming will be
available soon. After Council reviews staff's findings, then a
public hearing will be scheduled to receive citizens' testimony;
this is expected to be done next year. There was discussion about
the crowded traffic conditions complaints received.
There was discussion of the Traffic Associate position and the
deletion of a Traffic Technician II position (page 52). There was
also discussion about the Traffic Sign Specialist position (page
53) and the number of man -hours devoted to taking care of signs in
the CBD parking lots, the rates charged for parking in the City
lots, and possibly, the need to increase parking rates. There was
discussion about the revenue from monthly parking rates which go to
the Parks Division to fund maintenance of flowers in the downtown,
sweeping of the parking lots, some striping and that kind of
activity. The issue of parking lot maintenance being paid through
user fees should be looked at in next year's budget.
Parks and Recreation
Discussion moved forward from parking lot maintenance to the Policy
issue proposed by the Parks and Recreation Division (page 54).
There are two new categories proposed for fee charges beginning
January 1997. The first is a special event fee and the second is a
concessionaire permit fee. 'Denise Nichols, Acting Parks and
Recreation Manager, supported the proposed policy issues, and
Council Member Barnett noted his receipt of a memorandum regarding
Cemetery rates.
Funding for the Yakima Gang Prevention and Intervention Coalition
(Budgeted Policy Issue) and the Substance Abuse Coalition
(Supplemental Budget Request)
Ester Huey, Executive Director of the Yakima County Substance Abuse
Coalition, provided a brief outline of the program, explained' how
the funding is spent, reported that incidents of juvenile criminal
activity have been reduced due to this program, and requested
funding for 1997. There was discussion about the funding for this
agency and how it is allocated to the various services within it.
560 Public Works Administration
In response to a question from Council Member Barnett concerning a
Public Works Preliminary Budget Request (page 385), Jerry Copeland
explained why increases have been requested for the Miscellaneous
Revenues accounts (due to depleted reserves) and in the Parks
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Administrative Costs (due to new method of charging where expenses
are billed at actual use instead of based on budget size). Since
Parks uses the largest share of administrative services, the costs
will be incrementally billed at $50,000 per year until the
allocation is correct.
Streets and Traffic Enaineerina /Operations (Page 394)
In response to questions from the Council concerning the
Preliminary Budget Requests for this Division (page 396),, Dave
Hussell directed attention to a typographical error (page 396) in
the Performance Statistics table, Maintenance Miles Traveled -
Sweepers, 1997 Projected Budget column which should be 26,000.
There is also an error in the last sentence of the Explanatory
Narrative on page 398 which references a non - existent Streets
Operation policy issue. Mr. Hussell also explained the projected
loss of a one -time Gas Tax payment. City Manager Zais spoke to
issues of manpower, equipment, staffing and supplemental assistance
from outside contractors during the snow removal effort. He
provided an informational handout to the Council. Mr. Hussell
directed attention to the record breaking snowfall and its
significant impact on government resources. He reported that
private contractors and available staff from the Water /Irrigation,
Wastewater, City Shops, Traffic Operations, and Parks & Recreation
have been utilized for snow removal, sanding, downed tree and limb
removal, flagging, and clearing sidewalks. There was discussion
about the amount of time to get trucks ready to roll, the plowing
procedure, and the issue of snow and ice covered sidewalks near
schools leaving the school kids no choice but to walk in the
street. There was discussion about the cost of snow removal
services and the problems that exist in the snow removal
procedures.
The Residential Street Light Program budgeted under Service Unit
116 on page 409 of the Budget and the upgrading requirements for
street signs were discussed by the Council and staff.
Council Member Barnett referred to page 413 of the budget
concerning annexation costs; he expressed concern for the cost of
service requirements and he felt a moratorium to slow down
annexations would be a good idea to allow services to catch up. A
method needs to be developed to deal with unimproved streets that
are brought into the City limits as a result of annexations.
Transit
There were comments and questions concerning the Transit Capital
Reserve -- Fund 364 Preliminary Budget Request (page 429),
specifically the HVAC /Roof Project at the Public Works Facility and
the design costs of $46,060; this amount does not include
construction, but provides complete design specifications for the
entire HVAC /Roof Project at the Public Works facility and the
proper bid specifications. It was noted that the amounts listed
for expenditure in Service Unit 518 do not total the $720,000
listed.
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Equipment Rental and Revolving Fund (page 443)
Mr. Copeland commended the Equipment Rental (Garage) staff for
their hard work during the snowfall emergency to keep equipment
running. Don Toney, Fleet Manager, described some of the duties of
staff to keep the equipment operating including putting chains on
all City vehicles (including Transit) and maintaining the steel
blades on snow plows and road graders worn down by ice.
The topic - shifted to the AIMMS System on Page 444 of the Budget.
Mr. Toney feels this system is an excellent warehousing,
purchasing, storage control system; however, he felt it is not a
good fleet maintenance management system. Council Member Barnett
called for a careful re- evaluation of the AIMMS system. There was
a considerable amount of discussion about data entry and the
proposal to utilize a Department Assistant II to help with that
task. There was also discussion about the proposed purchase of a
snow blower for the Cemetery and the specific capacity of the
machine as to whether it is large enough to blow snow from a
traffic lane.
Parks and Recreation -- Service Unit 424 -- Aquatics (page 468)
Denise Nichols reported that Franklin Pool has been budgeted to be
sandblasted in 1997 which will make the paint adhere much better to
the pool. Ms. Nichols responded to questions about the significant
decrease in revenues projected for the Senior Center which she
attributed to the tour program where revenues and expenditures
fluctuate.
Environmental Fund Preliminary Budget Request (page 452)
City Manager Zais directed attention to the issues of environmental
safety and actions to safeguard City facilities, manage hazardous
waste, and other environmentally sensitive issues is one has
taken a great deal of staff time and attention. He reported
studies have been done in the Wastewater Division and there is a
study pending in the Water Division, and a report beginning this
year in audit compliance in the Public Works Department. This cost
will escalate in the future because of policy issues involving the
environmental side of compliance with regard to the City's future
responsibilities and mandated obligations under the law for safety
and compliance with these requirements. Council Member Barnett
asked staff ' to determine if when the cap was put on the tax related
to debt service for sewer, was it put on Water and Refuse. He
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would like a policy issue presented to use the same language and
the same criteria on the In- Lieu -of Tax on debt service for Public
Works Trust Fund Loans for Water and Refuse. He does not think the
City In- Lieu -of Tax should be applied to debt service.
The meeting adjourned at 11:48 a.m.
READ AND CERTIFIED ACCURATE BY: Z �� �/�
/ OUNCIL MEMBER DATE
C UNCIL MEMBER DATE
ATTEST:
Afr
CITY CLERK / / YNN : ' ANAN, 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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