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HomeMy WebLinkAbout11/19/2002 Adjourned Business Meeting 187 CITY OF YAKIMA, WASHINGTON ADJOURNED BUSINESS MEETING / BUDGET REVIEW OF THE CITY COUNCIL NOVEMBER 19, 2002 - 8:30 A.M. - NOON 129 NORTH 2 STREET - COUNCIL CHAMBERS • 1. ROLL CALL Present: Council: Mayor Pro Tem Paul George, presiding, Council Members Clarence Barnett, Lynn Buchanan, and Bernard Sims Staff: City Manager Zais, City Attorney Paolella and City Clerk Roberts Excused Absence: Mayor Mary Place and Council Members Larry Mattson, and John Puccinelli • 2. CONSIDERATION OF RESOLUTION RECOMMENDING PROJECT TO STATE OF WASHINGTON FOR CONSIDERATION OF RENEWAL COMMUNITY COMMERCIAL REVITALIZATION DEDUCTION Michael Morales, Grants Writer, reviewed the Renewal Community Commercial Revitalization Deduction program and stated that $12,000,000 was available this year. He reported that seven applications, totaling just under $11,000,000 were received and reviewed by the Committee. The Committee made some minor adjustments to include items that were eligible, but not included in some of the applications. The Committee is recommending that all seven projects be submitted to the State, as follows: Washington Fruit & Produce $2,158,384 Additional Facility ECR Investments $ 325,000 Barrel House Restaurant Graphic Label, Inc.. $ 130,000 Building Acquisitions /Rehab Yakima Hotel, LLC $3,551,000 Marriot Fairfield Inns & Suites Yakima Herald- Republic $3,271,842 Press Building Construction Chinook Business Park $1,200,000 Alliance Analytical Laboratories Craig Schultz Construction $1,363,774 Pacific NW Bank ° He gave a brief description of staff's efforts to promote this program in the community. The City Clerk read the resolution by title; SIMS MOVED AND BUCHANAN SECONDED TO ADOPT THE RESOLUTION. The motion carried by unanimous roll call vote; Mattson, Place and Puccinelli absent. 188 NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW RESOLUTION NO. R- 2002 -138, A RESOLUTION approving projects for the 2002 allocation of the federal Renewal Community Commercial Revitalization Deduction, and directing the City Manager to submit the list of approved projects to the Washington State Department of Community, Trade and Economic Development (CTED) for ratification and commitment. 3. SPECIAL PRESENTATION Bob Wardell, Wardell Architects, showed Council a sample of the carpet that was selected for the convention center by the Public Facilities District Board. He reported that the entire convention center will be carpeted, not just the new addition, financed by savings in the project. He stated that they need to order the carpet soon in order to remain on schedule and is here to seek Council's approval. SIMS MOVED AND BUCHANAN SECONDED TO APPROVE THE CARPET SELECTED FOR THE CONVENTION CENTER. The motion carried by unanimous voice vote; Mattson, Place and Puccinelli absent. BUDGET REVIEW Staff Present: City Manager Zais, Rita Anson, Director of Finance and Budget, and City Clerk Roberts; and Cindy Epperson, Tim Jensen, and Edna Pettyjohn from the Finance Department 4. DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT • TOURIST PROMOTION (Budget Page E -47; Policy Issue Page 96) • CONVENTION CENTER CAPITAL (Budget Page E -53) Kathy Coffey, General Manager of the Yakima Center, introduced Connie Upton, Assistant General Manager. Budget Policy Issues Ms. Upton informed Council that they have two budget policy issues. 1. Increase in Management Fee — Budgeted (Policy Issue Page 96) Connie Upton commented that the request is for an additional $25,000 that would permit them to hire additional staff to maintain the cleanliness of the facility, and provide for a modest salary increase. 2. Continue Sports Commission — Budgeted (Policy Issue Page 97) Ms. Upton stated that they are requesting to continue funding the Sports Commission for 2003. The $45,000 requested for this program would come from • the Hotel /Motel Room Tax — Tourist Promotion Fund. The Commission helps market Yakima for sporting events, bringing hundreds of participants and tourists to our city. She responded to questions about the reduction in activities and attributed some of it to the hassles of traveling after the September 11 event. 2 NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW Budget Ms. Upton responded to questions about security guards and the upgrade to the telephone system, as well as the new electronic signage to direct participants to their event location. 5. YAKIMA MUNICIPAL COURT MUNICIPAL COURT (Budget Page C -1; Policy Issue Page 85) PROBATION (Budget Page C -4) Susan Woodard, Presiding Judge, introduced Linda Morris, Court Services Manager, and Colby Way, Probation Services Manager. Budget Policy Issues Municipal Court Remodel and Expansion — Budgeted (Policy Issue Page 85) Judge Woodard provided Council with background information relating to the original configuration of the courtroom, which was intended to be a satellite of the District Court. Since then, the city started its own municipal court, which has grown to the point where they are experiencing problems: ➢ Jurors are relegated to the main lobby exposed to the public, the plaintiffs and their attorneys ➢ There is a lack of space for attorneys to confer with their clients ➢ The court has encroached into the area designated for the Police Department to house court clerks and files She described where the building could be expanded, and explained that since it is in the early design stages she could not provide any details other than they want to try to maintain the single entry to the courts through the lobby entrance. City Manager Zais reported on the various funding sources for this project. Replacement of Probation Computer Hardware and Software Programs — Budgeted Colby Way made the following points in support of this budget issue: ➢ The 1997 program currently in use was originally marketed for sales and was adapted to try to fit the needs for probation and parole ➢ Information Systems can support the new program ➢ The new program comes with a better support agreement ➢ Staff looked at the program used by the County and determined that the program being proposed is very similar, except it has better support from the supplier and allows for upgrades Mr. Way then addressed Council Member Barnett's concerns about the decline in receipt of probation fee revenues, attributing it to the impact of the Spokane vs. Marquette ruling in 1999. 3 19 0 NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW Budget • Jury Summons Council Member Barnett sought clarification on the letter that is mailed to prospective jurors. He stated that the letter does not specify the time the citizen is being called to serve on the jury. Linda Morris commented that the letter states that they are expected to serve for one month during the year and the juror is asked to complete a questionnaire to advise the Court about their availability. The Court is very flexible and makes every attempt to accommodate the juror's schedule. If a juror is called, the summons is specific about the dates for the month they would be required to serve. Request for information or action: Staff will review the letter, and the statutes, to provide more specific information to the prospective juror. • 6. FIRE/POLICE PUBLIC SAFETY COMMUNICATIONS (Budget Page G -18) Dennis Mayo, Fire Chief; Roy Willson, Acting Police Chief; Richard Andring, Deputy Fire Chief; Tom Sevigny, Battalion Chief; and Wayne Wantland, Public Safety Communications Manager, were present to answer any questions about this budget. Budget Council discussed the following issues: ➢ Projected salary increases ➢ Technological improvements for cellular service, leading to geographic location identification for digital phones ➢ The trend for revenues not keeping pace with expenditures ➢ The discussion with the Sheriff's Office on consolidated dispatching services ➢ The alarm monitoring services provided by the City Budget Policy Issue Lookout Point Radio Site Upgrade — Budgeted Wayne Wantland spoke about the upgrade to the equipment on Lookout Point that services public safety and public works. The advantage to having a private radio system is that we have absolute control over it; which is beneficial when scheduling down time for repairs or maintenance. 4 19 1 NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW Mobile Wireless Data Network — Replace Cellular Digital Packetized Data (CDPD) Services — Budgeted This is a joint proposal from the Police Department, Fire Department, Public Safety Communications, and Information Systems Division. Rick Pettyjohn addressed the reasons behind the policy issue. ➢ Reliability issues resulting in drops in service at different intersections ➢ Slow transmission speed ➢ Dramatically increased costs due to additional units in service ➢ The company is phasing out this technology in 2004; they will stop selling modems in 2003 7. FIRE DEPARTMENT Dennis Mayo, Fire Chief; Richard Andring, Deputy Fire Chief; and Tom Sevigny, Battalion Chief were present to present the budget for the Fire Department. Policy Issue Plan to Serve Congdon /South 72 Avenue Annexation Area (Policy Issue Page 19) City Manager Zais commented that this is continuation of what we planned in the 2002 budget, but was rolled over into 2003 as a budgeted item. Although we won't receive property tax for this area until May 2003, we had to make plans to serve this area with fire services. Chief Mayo reported that they have been working with the West Valley Fire District to make the transition in January; however, economically it would be better for West Valley to continue service for an additional six months in 2003. We are looking at enhancing that service by providing engine response and battalion chiefs. Discussion ensued regarding the Supreme Court decision that could unravel these annexations. AUXILIARY (Budget Page G -4; Policy Issue Page 123) The policy issue was previously discussed; there were no questions about the budget. EMERGENCY SERVICES (Budget Page G -14) FIRE CAPITAL (Budget Page G -23) FIREMEN'S RELIEF AND PENSION (Budget Page G -26) Staff responded to questions regarding the arson programs and Emergency Medical Services levy revenue. The Council took a ten - minute recess at 10:20 a.m., and resumed the meeting at 10:30 a.m. 8. POLICE DEPARTMENT (Budget Page F -1; Policy Issue Page 119) Roy Willson, Acting Police Chief, introduced Lieutenant Rod Light, Captain Jeff Schneider, and Terri Greer, Assistant to the Chief, who were available to respond to questions concerning the Police Department budget. 5 192 • NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW Policy Issue (Page 119) Implement Patrol Unit Video /Audio System — Budgeted Captain Schneider briefly described this policy issue and the benefits of converting to a digital computer system in the patrol cars that captures video and audio. The current video taped system does not have audio and requires storage room for all the tapes. He then responded to Council's questions regarding the technical aspects of the system and advised Council that the officer will be required to advise the driver that they are being recorded, unless he is responding to an emergency. General Building Security — Budgeted Acting Chief Willson spoke about the configuration of the law and justice facility that houses Police, Legal, Municipal Court, and the jail. He reported that they would like to alter the building to have a single point of entry, set up for a security check, similar to what is found at the airport. The checkpoint would not be manned by a commissioned officer, but would be contracted out. Concerns identified by Council were: ➢ This could lead to people losing their rights ➢ Access to services provided by the Police Department after hours would be denied ➢ No storage available for personal items not allowed into the facility Request for information or action: Prepare a schematic of what the lobby would look like with the equipment INVESTIGATION (Budget Page F -4) POLICE PENSION (Budget Page F -18) LAW AND JUSTICE CAPITAL (Budget Page F -18) Budget Council members discussed the following items: ➢ Duties of the Transit Officer ➢ How much money spent on airport security and how much has been reimbursed? Answer: About $20,000 per month ➢ Funding for replacement police vehicles ➢ Performance statistics on page F -6 ➢ Departmental staffing — particularly police officers ➢ Average cost per day to house prisoners 9. FINANCE AND BUDGET DEPARTMENT Rita Anson, Cindy Epperson, and Tim Jensen from Finance; Rick Pettyjohn, Information Systems Manager; and Pete Hobbs, Utility Services Manager, were available to respond to questions about The Finance Department's budget. STATE EXAMINER (Budget Page D -1) 6 193 NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW There was a brief discussion about the number of days it takes the State Examiner to conduct an audit on the City and the new GASB -34 requirements that will be included in the audit report. FINANCIAL SERVICES (Budget Page D -3) No questions were asked about this Service Unit. The budget review for the following items was postponed until November 26, 2002. DISTRICT COURT (Budget Page D -27) TRANSFERS (Budget Page D -28) PUBLIC FACILITIES DISTRICT (Budget Page D -29) CONTINGENCY (Budget Page D -30) CAPITOL THEATRE RESERVE (Budget Page D -31) LID GUARANTY (Budget Page D -32) RISK MANAGEMENT (Budget Page D -33) CEMETERY TRUST (Budget Page D -34) INFORMATION SYSTEMS (Budget Page D -8; Policy Issue Page 89) Rick Pettyjohn commented that next year staff will improve the wording on page D -12 regarding the Automated Inventory and Maintenance Management System. He further commented on the Division's Strategic Plan that was last done in 1991. He spoke about how the role of Information Systems has changed due to the new technology and reported that staff wants to do a new strategy plan next year. UTILITY SERVICES (Budget Page D -20) Responding to a question regarding the projected year -end balance versus the projected budget, Pete Hobbs advised Council that a rate increase would not be necessary to cover the difference. SUNDOME (Budget Page D -26) Rita Anson briefly addressed this budget; however, due to time constraints, Council decided to continue this discussion to the next budget review session, as well as the balance of the Finance Department's budget. 10. CITY MANAGEMENT DEPARTMENT CITY COUNCIL (Budget Page B -1) CITY MANAGER (Budget Page B -4) LEGAL (Budget Page B -7) RECORDS (Budget Page B -14) HUMAN RESOURCES (Budget Page B -18; Policy Issue Page 77) PURCHASING (Budget Page B -39) This item was postponed to. December 3, 2002. 7 194 NOVEMBER 19, 2002 ADJOURNED MEETING /BUDGET REVIEW 11. ADJOURNMENT TO NOVEMBER 26, 2002 AT 8:30 A.M. FOR BUDGET REVIEW (COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT, CAPITOL THEATRE, ENGINEERING, AND WASTEWATER) BUCHANAN MOVED AND SIMS SECONDED TO ADJOURN THE MEETING TO NOVEMBER 26, 2002 AT 8:30 A.M. FOR BUDGET REVIEW. The motion carried by unanimous voice vote; Mattson, Place and Puccinelli absent. The meeting adjourned at 11:53 a.m. • �� �-- READ AND CERTIFIED ACCURATE BY. �� i��� _ ice../ C CIL MEMMBER2 DATE cyL /Z. -'7 ' 11— co NCIL MEMBER DATE ATTEST: i(Cthe / - CITY CLERK MARY PLACE, MAYOR Minutes prepared by Karen Roberts. An audio and video tape of this meeting are available in the City Clerk's Office 1 8