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HomeMy WebLinkAbout11/21/2000 Adjourned Meeting 12 CITY OF YAKIMA, WASHINGTON ADJOURNED MEETING - BUDGET REVIEW NOVEMBER 21, 2000 - 8:30 A.M. COUNCIL CHAMBERS - CITY HALL 1. ROLL CALL Present: Mayor Mary Place, presiding, Council Members Clarence Barnett, Henry Beauchamp, Lynn Buchanan, John Puccinelli and Bernard Sims present on roll call Absent: Council Member Larry Mattson was absent and excused Staff: City Manager Zais, Rita Anson, Director of Finance and Budget; Cindy Epperson, Accounting Manager; Tim Jensen, Accountant; and Acting City Clerk Watkins City Manager Zais announced that the unbudgeted policy issue for the Cost -of- Service and Rate Study for the Water Division is on the agenda this afternoon as well as the budget hearing. If it is determined more time is needed, the study could be deferred until next year and a special study session for the subject could be scheduled. After discussion it was the consensus of the Council to defer review of the Cost of Service and Rate Study until January 2001. City Manager Zais pointed out that the budget for Water and Irrigation is presently balanced without a rate increase and the Cost -of- Service Study is not presently budgeted. 2. FINANCE DEPARTMENT /MUNICIPAL COURT Intergovernmental (Budget Pages K -1) Cindy Epperson, Accounting Manager, explained this category contains contracts with other agencies and all of the agencies have been invited to come to this afternoon's public hearing. Mayor Place relatedthat she had received a request from the Clean Air Authority to complete their original budgeted request for 2000. They were cut back last year by $1,200 and they are requesting the City to reinstate that amount. Council Member Puccinelli explained since the other cities have gone back and given its full assessment, Clean Air's reasoning is the City of Yakima should pay its fair share as well. There were questions raised about the impact of the new census on the per capita rate. It was suggested these questions be asked at the afternoon budget hearing. t;. • 13 NOVEMBER 21, 2000 ADJOURNED MEETING — BUDGET REVIEW 3. COMMUNITY AND ECONOMIC DEVELOPMENT Urban Area Hearings Examiner (Budget Page G -1) Environmental Planning (Budget Pages G -2) Code Administration (Budget Pages G6; Policy Issue Pages 72 -84 discussed 11/14) Economic Development (Budget Pages G -16) Cable T.V. (Budget Pages G -28) Bill Cook, Director of Community and Economic Development, gave an overview of the above divisions noting overall they are operating at a 12.5% reduction in staff since 1995. The Planning Division was the most heavily hit with a reduction in staff of 33 %. He reviewed his department's various functions explaining how Neighborhood Development has moved away from an exclusive emphasis on housing needs into other areas such as financing support like ClientLogic and the Fruitvale area water and sewer projects. He noted the challenge to prepare for the mandated update of the GMA in 2002 and how, if relief is not seen in the legislative process in Olympia, they will be looking for ways to contract out those changes rather than enlarging the staff. He mentioned that Cable TV has become more and more focused on telecommunications and they are proposing a name change of that organization to Telecommunications. Visitors & Convention Bureau /Convention Center (Budget Pages G -40; Policy Issues Pages 85 -92) Kathy Coffey, General Manager of the Yakima Convention Center and Executive Director of the Yakima Valley Visitors Bureau, was present to answer Council's questions. She explained the difference between the Sports Commission and the Sports Complex. The Sports Commission is the marketing arm of sports in the Yakima Valley, designed to encourage tourism and the use of our facility, which their policy issue is requesting to continue. The management fee request has been increased for the year 2001 to accommodate additional labor required to support the increase in event days scheduled for next year. Mr. Cook commented that a recent marketing study comparing Yakima with Spokane, the Tri- Cities and Wenatchee shows we have captured 34% of the market rather than an anticipated 19.5 %. Capitol Theatre (Budget Pages G -47; Policy Issue Pages 93 -94) - CONTINUED TO 11/28/00 Engineering /Capital Projects (Budget Pages G -53) Kay Adams, City Engineer, was available to answer Council's questions. In response to Council Member Barnett's question about whether Mead Avenue is going to be completed in 2001, he responded that it is being submitted to the Transportation Improvement Board and if they approve the design, funds will be available in 2001 with construction in 2002. -2 14 NOVEMBER 21, 2000 ADJOURNED MEETING — BUDGET REVIEW 4. FIRE /POLICE PUBLIC SAFETY COMMUNICATIONS FUND (Budget Pages 1 -18; Policy Issue Pages 96 -102) Wayne Wantland, Public Safety Communications Manager, was available to answer questions. He explained that the service contract with Yakima County expires in June of 2001 and they have processed a new five -year contract. The most significant change is allocating administrative support at 45% to 911, 45% to dispatch and 10% to the electronic technician section. Council Member Puccinelli interjected that the first five -year contract didn't include any compensation to the City for the use of the building and it's utilities. He suggested it would be appropriate to include that in the new contract. During discussion it was brought out that this was a negotiable item that was used as an incentive to encourage initial participation in the joint services of 911. Mr. Wantland also noted that there are other administrative costs they are sharing that offset some of that expense. He was unsure as to how they would specifically address rent. Another point he made was the new contract was taken to both the 911 Operations Board and the Administration Board during the summer and was approved by both as it is proposed here. Council Member Beauchamp asked how language problems are handled. Mr. Wantland answered that some of the staff is bi- lingual as well as they can rely on some of the police dispatch employees. He said if it is necessary, they contact the AT &T Language Line and have access to a translator for virtually any language. Council Member Barnett asked about the 10% increase in the dispatch fees and was advised that all fire districts involved have agreed to it and that this increase is currently only for one year. The agreement is to review the formula in July for determining the cost per dispatch and prepare a proposal at that time. Council noted that the policy issue needs to be amended as it shows this as a three -year contract rather than for one year. 5. POLICE DEPARTMENT Police Services (Budget Pages H1 -H13) Council Member Barnett asked how many cars would the equipment replacement fund purchase. City Manager Zais said with the combination of general funds and capital funds the amount is about $200,000 and it could possibly purchase up to 10 cars. The contingency plan reduction, although the smallest percent of any in the budget at 1.3% or $165,000, does translate into personnel cuts if it is considered. Chief Blesio said it's necessary to look at the impact this has on the entire department. He said, with the reductions, they will be forced into becoming a more reactive 3 15 NOVEMBER 21, 2000 ADJOURNED MEETING - BUDGET REVIEW rather than proactive department. He explained that the current breakdown of department commissioned personnel is about 1.65 officers per thousand population. That is about the same as what was in effect in 1979: If the contingency plan goes into effect it will be necessary to reduce some of the services and they will once again have to look at priorities and dealing with life threatening issues rather than lesser calls such as for car prowls. Council Member Sims inquired whether putting video cameras in the entire fleet would possibly decrease contested cases and decrease complaints against officers. Yakima currently has one car with a camera at this time. The cost of putting one into a car is about $5,000 for a complete unit. Council Member Sims asked Captain Schneider to research this idea and report back whether that would be an efficient means to reduce our costs in court or charges against officers. Police Pension (Budget Page H14) No discussion Law and Justice Capital (Budget Page H15 -17) No discussion 6. CITY MANAGEMENT City Council (Budget Page D -1) Based on last year's recommendation from the Auditor's office there will be no salary increase in 2001 for Council members. City Manager (Budget Page D -4) City Manager Zais commented on travel cutbacks made this year and stated they would continue to cutback as needed. Legal (Budget Page D -7) In response to the question of whether we would be'prosecuting shoplifters this year, City Attorney Paolella responded they are attempting to fully perform those functions. There was discussion on the efforts of the Washington D.C. law firm of Manatt, Phelps & Phillips and how they are used to seek and leverage federal funding. Council Member Beauchamp asked about the option of work release for 4 1 .it. NOVEMBER 21, 2000 ADJOURNED MEETING — BUDGET REVIEW jail prisoners to reduce costs of housing prisoners. Mr. Paolella advised that would be part of Municipal Court's budget, however he would speak with the prosecutors . about their current recommendations and approaches to recommending that. The Tier 1 Contingency Plan was identified as $45,000 in three professional services accounts. This is money that would be used for vacation relief and in unanticipated litigation matters or for efforts from June De Hart of Manatt, Phelps & Phillips for leveraging federal funds. Records /City Clerk (Budget Page D -13) No discussion Human Resources (Budget Page D -17) The contingency plan eliminates approximately $2,000 in temporary help. City Manager Zais provided details about the Workman's Compensation increase from 1999 to 2000 required to make the fund viable. He explained there have been a significant number of claims from about fifteen individuals who are out on time loss. Council Member Barnett asked about the new ergonomics issue. Archie Sutton, Human Resource Manager, said that although we know the impact will be significant we do not know how much at this time. City Manager Zais pointed out that the 2001 rates for the health benefit fund are being held at the 2000 level and to help accomplish this, staff is researching cost containment measures. Purchasing (Budget Page D -32) Sue Ownby, Purchasing Manager, described how using the Internet for supplies would be an alternative to the central store. She said there is currently about $10,000 worth of inventory in central stores. In discussing the Contingency Plan, Mrs. Ownby said Tier 1 eliminates some temporary support, but Tier 2 eliminates the Assistant Buyer position. If Tier 2 were implemented, this department would be reduced a total of 50% from last year. Water (Budget Page D -75; Policy Issue Pages 52 -68) It was noted that the policy issue is tied to the Cost -of- Service Study and Council had agreed to delay discussion on that subject until January 2001. There was discussion on cross connection device inspection requirements. Dave Brown, Water /Irrigation Engineer, reviewed the status of the fluoridation issue. 5 NOVEMBER 21, 2000 17 ADJOURNED MEETING — BUDGET REVIEW It is currently at the Department of Health for the final approval for construction. At a recent meeting of the Citizens' Fluoride Committee it was determined we have a $179,812 grant from the Dental Service Foundation and anticipate another $125,000. The rest of the money for the $400,000 project would come from the normal CIP budget. The committee said they thought they would be able to raise the $125,000 and would let the City know by mid - summer at the latest. Council Member Barnett questioned the shortfall amount and asked who would be bearing that cost. He was informed it was the ratepayer, they voted it in and it was in the description that rates might have to be increased to cover this. Council Member Barnett stressed that people ought to know that. It was suggested this item be brought up under "The Good of the Order" section of the Council Meeting as a method of informing the public. The impact of this shortfall on the rates will depend on how big the shortfall ends up being and on the bid we receive on the project. It is unknown at this time. The extra funds will come from reserves and then we would have to re- evaluate whether to replenish those reserves from a rate increase or some other method at that time. Revenues were discussed and it was noted that projected year -end revenues for 2001 were Tess than 2000. City Manager Zais stated that unless there is a rate increase we couldn't afford to make contributions to the capital fund. This budget, as submitted, is almost 5% lower than the adopted 2000 budget. Irrigation (Budget Page D -93) City Manager Zais advised there is no general rate increase for this next year in irrigation. Assistant City Manager Rice distributed replacement pages 66/67 of the Policy Issue. With regard to irrigation improvements, City Manager Zais said this budget has been the subject of considerable review this year and he anticipates coming back after the first of the year with a more complete study session. Budget page D -100 needs the year corrected from 1999 to 2001. Mr. Brown handed out a replacement for page 9 of the Cost -of- Service Study book. He also distributed an aerial photograph of the Water Treatment Facility and the lagoon. Wastewater (Budget Page D -36) — CONTINUED TO 11/28/00 7. ADJOURNMENT Mayor Place adjourned the meeting at 11:38 to 2:00 p.m. Business Meeting in Council Chambers and then to November 28, 2000 at 8:30 a.m. in the Council Chambers for Budget Review, then to December 1, 2000 at 10:30 a.m. for 6 18. NOVEMBER 21, 2000 ADJOURNED MEETING — BUDGET REVIEW Executive Session in Seattle regarding pending litigation, then to December 5, 2000 at 8:30 a.m. for Budget Wrap -up, then to noon at Providence Medical Center for Public Service Legislative Luncheon. READ AND CERTIFIED ACCURATE BY: /� d 1 COUD4`CIL MEMBER TE CO NCIL MEM R D TE ATTEST: ukmc--- 9 0 - t: 7, 4 C CITY CLERK MARY PLACE, MAYOR Minutes prepared by Linda Watkins, edited by Karen Roberts. An audio and video tape of this meeting are available in the City Clerk's Office 7