HomeMy WebLinkAbout12/04/2001 Adjourned Meeting 367
CITY OF YAKIMA, WASHINGTON
ADJOURNED MEETING - BUDGET REVIEW
DECEMBER 4, 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 (present after 9:05 a.m.), Lynn Buchanan, Larry
Mattson (present after 9:15 a.m.), John Puccinelli, and Bernard Sims
Staff: City Manager Zais, City Attorney Paolella and Acting City Clerk
Watkins
2. CITY MANAGEMENT
CITY COUNCIL (Budget Page E -1)
o Budget
City Manager Zais noted a correction required on page E -2, reducing the
proposed 2002 dues for the Association of Washington Cities to $40,486. This
increase is based on the new census and the per capita formula. He explained
this does not include the proposed annexations. There will be an adjustment in
the future for the annexations but it will not be this year.
Mayor Place informed the Council that there are four openings on the AWC Board
and they are looking for new board members. She suggested this would be an
opportunity to represent Eastern Washington. She said she is thinking about
applying unless another Council member would like to apply.
CITY MANAGER (Budget Page E -4)
Budget
City Manager Zais referred to the administrative assistant position that was
vacated last year. They elected to freeze the position to see if they could adapt
under the current environment. The additional duties were reassigned to the
existing office staff as well as having received assistance from the Mayor. They
will continue in this vein but have budgeted adjustments in the two secretarial
positions to give them compensation for the extra duties they have taken on.
They have also set aside $10,000 for an internship in the office.
LEGAL (Budget Page E -7; Policy Issue Page IV -1)
Ray Paolella, City Attorney, Helen Harvey, Sr. Assistant City Attorney, and
Cynthia Martinez, Assistant Attorney, were available for questions.
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• Policy Issue — Restore Criminal Prosecutor position
Mr. Paolella discussed the request to restore a criminal prosecutor and that it
requires no increase in their budget. Funds previously in Professional
Services will be moved to cover this cost. He said they are currently 30% below
the 1999 staffing level and even with adding this position they will be 5% below
1999 staffing.
RECORDS /CITY CLERK (Budget Page E -14)
• Budget
Karen Roberts, City Clerk, and Glenn Rice, Assistant City Manager, were
available for questions. Mrs. Roberts advised that the only real change to the
budget is in election expenses. This increase was the result of elections held for
three council positions, the sports complex and two judges. Although they were
held in 2001 the expenditure will be paid in January of 2002.
Council Member Barnett expressed concern about how the staff hasn't increased
and yet the workload is still there. Mrs. Roberts confirmed that they are making
do with the limited staff left. She did state, however, that there is a risk that
eventually some of the workload that is not currently being done will cause
problems later. Mayor Place asked if an additional person was hired and shared
between two divisions, would that be allowed by Civil Service?
HUMAN RESOURCES (Budget Page E -19; Policy Issue Page IV -5)
Archie Sutton, Human Resource Manager, and Sheryl Smith, Deputy Human
Resource Manager, were available for questions.
• Policy Issue — Restore 20% Human Resource Assistant position
• Mr. Sutton explained the policy request to restore the 20% of the Human
Resource Assistant position that was lost due to Initiative 695.
• Budget
There was discussion on the ergonomics issue. Mr. Rice displayed a diagram of
what is involved with each Workman's Compensation claim that demonstrated
why the rates go up with the increase in claims. Mr. Zais spoke about the Health
Benefits fund and how the City of Yakima ranks the highest in the state for
employee cost sharing compared to other public entities. He advised there was
an increase in rates this year that amounted to a 13% increase for employees and
an 8% for the City's portion. There is a Health Insurance Committee that
continues to explore opportunities for cost savings and cost control. The
Wellness Committee also is in place to help people be more health conscious and
will be conducting a study to help find ways to contain costs. There was also
discussion about safety training to help avoid injuries.
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December 4, 2001 — Adjourned Meeting - Budget Review
City Manager Zais spoke in support of the smaller supporting divisions noting they
have already been cut to the barest possible point and are currently stretched to
be able to do their jobs. He said if further cuts are necessary, they must come
from the big cost areas.
PURCHASING (Budget Page E -43, Policy Issue Page IV -7)
• Policy Issue — Replace Assistant Buyer position with a DA III
Sue Ownby, Purchasing Manager, explained they had started with a staff of four •
and were cut by 25% as a result of Initiative 695. They lost an Assistant Buyer
earlier this year and as a result closed the central stores. This policy request is
to eliminate the assistant buyer position and replace it with a Department
Assistant III position to provide,clerical support that they currently do not have.
WATER (Budget Page E -89) & IRRIGATION (Budget Page E -111)
• Budget
Dueane Calvin, Water /Irrigation Manager, and Dave Brown, Water /Irrigation
Engineer, were available for questions. There was discussion about the
fluoridation project that is currently underway. The question arose about
protection for our water supply system in light of recent terrorist activities.
Mr. Calvin explained that because we have surface ground water, it is virtually
impossible to protect. But, Mr. Brown explained safeguards that are in place to
constantly monitor the chlorine levels in the water as well as the intrusion alarms
at the water treatment facility. Mr. Calvin answered questions regarding fish
screening and applications for funding with the Bonneville Power Administration.
There was also discussion about support we have received from Mr. Waldo and
the Governor. Mayor Place requested a copy of Judge Michael Holgan's
decision regarding the counting of hatchery fish.
Mr. Calvin referred to discussions of late regarding the expenditure of monies
since the creation of the irrigation utility. He distributed a chart summarizing the
revenues and expenditures of that fund. Council Member Sims suggested this
chart, with a narrative, be sent to the people who have recently sent letters to the
editor of the newspaper on this subject.
WASTEWATER (Budget Page E -46; Policy Issue Page 11-1)
• Policy Issue — Cost of Service Study
Doug Mayo, Wastewater Division Manager, Scott Stockton, Assistant
Wastewater Manager, and Pete Hobbs, Environmental Analyst, were available
for questions. Mr. Zais proposed the Cost of Service Study policy issue be held
over for a separate study session due to the order of magnitude it represents in
the budget.
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December 4, 2001 — Adjourned Meeting - Budget Review
• Budget
There was discussion about the budget effects of not using the spray field. It
was noted that the reduction in revenue of approximately $500,000 is a result of
• the 72 " Avenue Annexation. Mr. Zais noted there is a reduction in expenditure
for a bond issue that will be retiring. This will be a partial offset of that reduced
revenue. There was also a discussion on flow levels.
The Council recessed at 10:30 a.m. and returned to session at 10:40 a.m.
Council Member Barnett referred back to a policy issue submitted by Community
Development for $125,000 to be merged with the County to hire a consultant for
the federal phase -2 regulation requirements. He suggested that has already
been done in the Wastewater Facility Plan, Sections 10.7 and 10.8. After
discussion, it was decided to defer the policy issue until it can be discussed it
with the County to see if they are receptive to utilizing the work product that has
been done.
There was discussion on the catch basins and the potential of using a County
Trustee Program crew to help clean them out. An error was noted on page E -69,
the insurance cost percentage needs to be corrected to 42.3%
During discussion of the Wastewater Capital Reserves, 472, 476 and 478, City
Manager Zais noted this is a minimal budget because of other projects in the
Cost of Service Study and, the reserves are below minimum level. He said that
the odor litigation is budgeted in these funds. In excess of $1.5 million has been
spent on defense in this case so far and with the trial scheduled for 2002 they
have budgeted an additional $1 million. There is no money budgeted here, or in
the Cost of Service Study, for any future settlement or damage award from this
case. That will have to be dealt with separately if necessary. He commented
that this case is taking resources away from other areas in the City.
3. FINANCE AND BUDGET DEPARTMENT
Rita Anson, Director of Finance and Budget, Tim Jensen, Accountant, and Cindy
Epperson, Accounting Manager, were available for questions.
• Policy Issue — Restructure Finance Department
Ms. Anson discussed the policy issues first, explaining she was recommending a
restructure of the Finance Division. She referred to the chart on page VI -5 that
compares the current structure to the proposed structure. The Civil Service
reclassifications have been approved and are budgeted. She explained the
restructure as it relates to the non -Civil Service positions consisting of position
upgrades and the addition of an Administrative Secretary for the division. She
described how, by restructuring, they are able to minimize the cost of these
changes and how the clerical position would support Finance, Customer Service
and Information Systems. The Council members spoke about the huge amount
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December 4, 2001 — Adjourned Meeting - Budget Review
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of work the Finance. Department had to accomplish this last year with the Sports
Complex and the Port District and highly complimented the division. Council
Member Puccinelli said he supported their policy request. City Manager Zais
also spoke to the heavy workload and other upcoming issues.
•
• Budget
The remaining funds were reviewed. Ms. Anson advised that following the
September 1 1 `h incident the risk management insurance premiums have
increased significantly, 35 %. Mayor Place said she had received a document
from the Federal Government asking the City to relay to them costs associated
with the incident.
STATE EXAMINER (Budget Page G -1)
It was explained that this is an unfunded mandate.
FINANCIAL SERVICES (Budget Page G -2)
Council Member Barnett suggested changing the word "claims" to invoices, and
"warrants" to checks on the chart on page G -3.
INFORMATION SYSTEMS (Budget Page G -7; Policy Issue Page VI -1)
• Policy Issue — Technical and Data Communications Staffing
Rick Pettyjohn, Information Systems Manager, spoke to the policy issue to add a
technical position to support the City's hardware and networks. He described the
growth of technology within the City over the years and the resulting increase in
Information Systems responsibilities. The department has two people to support
over 400 computers. He said the national average is 40 to 80 computers per
person. The professional services budget and the maintenance budget have
been reduced to offset this increase. Council Member Sims complimented Mr.
Pettyjohn for accomplishing the Y2K implementation on $73,000 compared to
other companies who spent millions.
CUSTOMER SERVICE (Budget Page G -19)
• Budget
Rita Anson, Director of Finance and Budget, pointed out the major changes that
took place this year with the move of Animal Control to the Codes Division and
Parking Enforcement to the Police Department. Also, the Customer Service
Manager retired and that position has not been filled.
• City Manager advises Council on the next step in the budget process
City Manager Zais advised this completed the budget and policy issue reviews with
the exception of the annexation policy issue. He said next week Council will be
presented with the wrap -up document that will update the information from the budget
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December 4, 2001 — Adjourned Meeting - Budget Review
review sessions. He suggested that time be taken at the meeting next Tuesday, after
the policy issue decisions are made, with all of the Department Directors who have
contributed to the annexation policy issue to discuss any questions Council may have.
4. ADJOURNMENT
SIMS MOVED AND BUCHANAN SECONDED TO ADJOURN. The motion
carried by unanimous voice vote. The meeting adjourned at 11:40 a.m.
READ AND CERTIFIED ACCURATE BY: � ME B R �' pre 2
_ L
`` • d NCIL MEMBER DATE
ATTEST:
CITY CLERK /f' MARY PLACE, MAYOR
Minutes prepared by Linda Watkins. An audio and video tape of this meeting are available in the City Clerk's
Office
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