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HomeMy WebLinkAbout11/20/2001 Adjourned Meeting 346 CITY OF YAKIMA ADJOURNED MEETING - BUDGET REVIEW NOVEMBER 20, 2001 - 8:30 A.M. - NOON 129 NORTH 2 STREET - COUNCIL CHAMBERS 1. ROLL CALL Present: Council: Mayor Mary Place, presiding, Council Members Clarence Barnett, - Henry Beauchamp (absent after 11:20 a.m.), Lynn Buchanan, Larry Mattson (present after 9:15 a.m.), John Puccinelli, and Bernard Sims Staff: City Manager Zais, Finance and Budget Director Anson, and City Clerk Roberts 2. COMMUNITY AND ECONOMIC DEVELOPMENT (CONTINUED FROM 11- 13 -01) OFFICE OF NEIGHBORHOOD DEVELOPMENT SERVICE (Budget Page H -25; Policy Issue Page VII -29) Bill Cook, Director of Community and Economic Development, introduced Bill Cobabe, Neighborhood Development Services Manager, and Mary Grable, Accountant. • Policy Issue — Organization Restructuring Bill Cobabe introduced the policy issue to restructure the office, fund one accountant from the Finance Department, delete one Neighborhood Development Assistant position, and reduce the Housing Loan Specialist and Department Assistant III positions each by 25 percent. A discussion ensued about previous citizen testimony in which the Division was chastised for allocating too much money for staff and housing programs. Mr. Cobabe distributed a memo that provided information on their budget and programs; of which about one -third of the Block Grant funds are funding housing programs. In addition, current Block Grant funds are also devoted to paying bonded indebtedness from many years ago. He reviewed with Council the results of a 1999 needs assessment survey that indicated a community concern about health, housing and community services. Council Member Buchanan reminded Council members that seven citizens approached Council with a request to allocate less money on housing needs and administration and to use that money to fund repairs and improvements to the irrigation system. Mr. Cobabe explained that this office administers several programs, with different funding sources. • • Budget Mr. Cobabe responded to Council's questions concerning the proposed 2002 budget. 347 NOVEMBER 20, 2001 — BUDGET REVIEW TELECOMMUNICATIONS (Budget Page H -37; Policy Issue Page VII -21) Randy Beehler, Telecommunications Manager, was present to present the budget for the Telecommunications Division. • Policy Issue — Add one Community Programming Assistant Position Mr. Beehler explained his proposal to add a position to increase coverage of government activities and public affairs events on Y -PAC. Charter Communications has made Y -PAC available to its subscribers throughout the County and those subscribers are interested in receiving programs relating to County -wide issues. It is proposed that this position be partially funded through the Yakima County Cable TV Franchise fees. • Budget There were no questions asked about this Division's budget. PBIA, CBD, TROLLEY, NO. FRONT ST. BUSINESS IMPROVEMENT DISTRICT (Budget Page H -44) • PBIA Bill Cook reported that the PBIA is up for renewal in April, so revenue in 2002 - and 2003 will depend on that renewal. If not renewed, the revenue from prior years would remain with the City, but there would no longer be a revenue stream to continue the downtown efforts. PBIA funds are also included in the Parks Division for maintenance expenses. • CBD Council Member Buchanan asked staff to write a letter to officially request the federal government to reimburse the City for the parking spaces they • appropriated around the federal courthouse. • TROLLEY, NO. FRONT ST. BUSINESS IMPROVEMENT DISTRICT There were no questions asked about these budgets. ENGINEERING /CAPITAL PROJECTS (Budget Page H -71; Policy Issue Page VII -23) Kay Adams, City Engineer, was available to respond to questions concerning the Engineering Division. • Policy Issue — 2002 Arterial Street Overlay and Grind and Overlay Projects Chris Waarvick, Public Works Director, was also present to respond to questions about the proposed capital projects. Mr. Adams reviewed the projects scheduled to be done in 2002. There was discussion about the quality of repaired street cuts 2 343 NOVEMBER 20, 2001 — BUDGET REVIEW and Council Member Beauchamp inquired if a bond could be required to ensure the repairs be done properly. City Manager Zais briefly spoke about the funding source for the grind and overlay program and indicated a need for continued transportation funding on a state level. Council Member Mattson requested a policy issue be prepared to create a residential paving program. He suggested that $100,000 be appropriated from the Arterial Overlay program to initially fund the program. Other possible funding sources are the Community Development Block Grant money as well as Public Works Trust Funds. Mr. Waarvick interjected that another possible funding source is the CMAQ /PM10 mitigation money allocated towards this non - attainment area. He stated that many of the gravel streets have been annexed into the city. Mr. Adams reported that arterial overlay money is restricted for arterial streets and cannot be used for residential streets. Following discussion, City Manager Zais stated that staff will come back with funding options, but cautioned that it would require a new funding source. Council Member Mattson suggested that the program should provide funds to pave 26 miles of unpaved streets within the next ten years. • Policy Issue — Stormwater Management Plan Update Chris Waarvick reported that staff has been working with Yakima County and have a proposed funding plan. Council Member Barnett expressed his concern that we could spend $125,000 to comply with the Federal Phase II requirements and then the State could require us to follow different requirements that are yet to be developed. Mr. Waarvick responded that our plan is to prepare our update and monitor what is happening with the Eastern Washington manual being developed at the state level with our participation. • Policy Issue — Add One Environmental Engineer (Stormwater) Council Member Barnett commented that this policy issue presumes that we will create a Stormwater Utility. Mr. Waarvick stated that this position would be temporarily funded through the Street budget until a decision for permanent funding is made. • Budget Kay Adams reported that the Mead Avenue project will be done in 2002 and commented that we have received three different grants for this project, thanks to Council Member Barnett. • Council Recess Mayor Place announced that the Municipal Court Services budget would not be reviewed today. Council Members recessed at 10:22 a.m. and resumed the meeting at 10:37 a.m. 3 3,4 9. NOVEMBER 20, 2001 — BUDGET REVIEW 3. MUNICIPAL COURT SERVICES MUNICIPAL COURT (Budget Page F -1; Policy Issue Page V -1 PROBATION CENTER (Budget Page F -5) The budget review for Municipal Court Services was postponed. 4. PUBLIC SAFETY COMMUNICATIONS (Budget Page J -20; Policy Issue Page IX -3) Wayne Wantland, Public Safety Communications Manager, Police Chief Blesio and Fire Chief Gillespie were present to discuss this budget. • Policy Issue — Convert Temporary Electronic Technician Position to Permanent Part -Time Position Mr. Wantland reported that this would change a temporary position, funded for the last seven years to assist with electronic maintenance and repairs, to a permanent part -time (3/4) position. An additional $23,000 is required to fund the change. • Budget Council Member Barnett questioned the amount of the significant increase for administrative charges. Mr. Wantland explained that it is based on the same formula used for all departments and may be higher due to the increased budget that would include the salary changes. He then addressed the Council's concerns regarding interfacing with the County's system, stating that they are entering all the calls electronically into the Spillman system so County dispatchers don't have to ask the same questions all over again. 5. POLICE DEPARTMENT (Budget Page 1 -1; Policy Issue Page VIII -1) Police Chief Blesio was present with several members of his staff: Sergeant Rod Light, Captain Jeff Schneider, Captain Roy Willson, Terri Greer, Administrative Assistant, and John Campos, Corrections Administrative Specialist. • Policy Issue — Phase In Project to Add Video System to Patrol Units Captain Schneider responded to Council's questions regarding length of storage time for the video tapes and the need for physical storage capacity, as well as whether staff will be reviewing the tapes. He commented that it would be a two- year program to outfit the fleet, purchasing 15 new video systems each year. They would then begin budgeting for replacement units. • Policy Issue — Add One Police Officer Position Chief Blesio explained this is a policy issue to add one police officer to be dedicated to the Transit Transfer Station after school and to the downtown area. This officer would patrol on foot or bicycle as well as in a vehicle or riding the bus. 4 350 NOVEMBER 20, 2001 — BUDGET REVIEW • Budget Police Department staff members responded to questions relating to: • Funding for the K -9 Unit • Parking enforcement • Jail costs and siting for the new County jail (Council Member Beauchamp absent after 11:22 p.m.) • Overtime costs, including unanticipated costs for airport security that is being shared with the County • Requisitioned parking spaces in front of the Federal Courthouse — include in the letter to the Federal government a request for reimbursement for parking lot usage, and a request for payment of the use of parking spaces that are blocked from use by barriers put up for security purposes. • Availability of grant money • Impact of 72 Avenue annexation on Police Department resources 6. CITY MANAGEMENT CITY COUNCIL (Budget Page E -1) CITY MANAGER (Budget Page E -4) LEGAL (Budget Page E -7; Policy Issue Page IV -1) RECORDS /CITY CLERK (Budget Page E -14) HUMAN RESOURCES (Budget Page E -19; Policy Issue Page IV -5) PURCHASING (Budget Page E -43, Policy Issue Page IV -7) WATER (Budget Page E -89) IRRIGATION (Budget Page E -111) The budget review for the above divisions was postponed to December 4, 2001. Budget Wrap -up was scheduled on December 11, with adoption on the 18` • WASTEWATER (Budget Page E -46; Policy Issue Page 11-1) Glenn Rice, Assistant City Manager; Doug Mayo, Wastewater Manager; Scott Stockton, Assistant Wastewater Manager; Pete Hobbs, Environmental Analyst; John Koch, consultant from HDR Engineering; and Gary Seleba, consultant from EES Consulting, were present. • Policy Issue — Wastewater Cost of Service Study / Connection Charge Update Due to the complexity of the policy issue, City Manager Zais commented that Council may wish to defer a decision on this issue until after the first of the year when a session may be scheduled to study this in more depth. Doug Mayo stated that a year ago, a study session was held to discuss the Facilities Plan looking at maintenance for reliability of the plant and for growth for the next twenty years. The Cost of Service reflects rates to fund the implementation of the Facilities Plan. Gary Seleba, President of EES Consulting, and John Koch, HDR Engineering, described their roles in the Cost of Service Study. In order to comply with the environmental laws, over the next six years the City will have to expend in excess of $26 million for improvements at the plant. The proposed 5 351 NOVEMBER 20, 2001 BUDGET REVIEW rates are driven by mandates /contractual obligations, Federal NPDES Permit/Clean Water Act, capacity, service, declining reserves, and litigation expenses. He reviewed the rate recommendations found in the report and summarized on pages 11-5 -11-11 in the Budget Policy Issue document. Following a brief question and answer session, it was the general consensus to schedule a study session to thoroughly review the Cost of Service Study. • Budget Review Schedule City Manager Zais stated that he would schedule Municipal Court and Public Works for review on the 27 and come back on the 11 for the balance of the City Manager Department and for the Finance Department on December 4. 7. FINANCE AND BUDGET DEPARTMENT STATE EXAMINER (Budget Page G -1) FINANCIAL SERVICES (Budget Page G -2) INFORMATION SYSTEMS (Budget Page G -7; Policy Issue Page VI -1) CUSTOMER SERVICE (Budget Page G -19) Postponed to December 4, 2001 8. ADJOURNMENT SIMS MOVED AND BUCHANAN SECONDED TO ADJOURN THE MEETING AT 12:00 P.M. The motion carried by unanimous voice vote; Beauchamp absent. READ AND CERTIFIED ACCURATE BY: J A , • 3 2i 2 OUN IL MEM R DA E 5 o C MBER DATE ATTEST: K CITY CLERK MARY PLACE, MAYOR Minutes prepared by Karen Roberts. An audio and video tape o is meeting are available in the City Clerk's Office. . 6