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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. 3 6 8 December 4, 2001 — Adjourned Meeting - Budget Review • 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. 2 369 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. 3 370 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 4 • December 4, 2001 — Adjourned Meeting - Budget Review J 9 9 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 5 372 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 6