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HomeMy WebLinkAbout11/25/2003 Adjourned Meeting 4 7 CITY OF YAKIMA, WASHINGTON ADJOURNED MEETING OF THE CITY COUNCIL NOVEMBER 25, 2003 - 8:30 A.M. COUNCIL CHAMBERS - CITY HALL 1. Roll CaII Present: Council: Mayor Mary Place, presiding, Council Members Clarence Barnett, Ron Bonlender, Paul George, John Puccinelli, Bernard Sims, and Susan Whitman Staff: Dick Zais, City Manager; Rita Anson, Director of Finance and Budget; Cindy Epperson, Financial Manager, and Karen Roberts, City Clerk Mayor Place wished Council Member Barnett a happy 84 birthday. 2. Administration of oath of office to Ron Bonlender and Susan Whitman Ronald Bonlender and Susan Whitman, having been elected to the office of Council member on November 4, 2003 for short and long terms to fill vacancies on the Council, and the Oath of Office having been administered to them at this time by City Clerk Roberts, are now duly seated as Council members for the City of Yakima. * *; * * * * * * * * * * * * * ** BUDGET REVIEW 3. Municipal Court (Contingency Plan Page PI -142; Budget Page C -1) Probation Center (Contingency Plan Page PI -143; Budget Page C -5) Introductions Susan Woodard, Municipal Court Judge, introduced Colby Way, Probation Services Manager, and Tim Jensen, Treasury Services Manager. Budget Review Judge Woodard gave background information on the Municipal Court, which was created in 1997 and now has 17 staff members including two judges. Colby Way responded to questions about the number of people on probation under their supervision and noted that the Probation Division has been self - sustaining for the last seven years. 48 NOVEMBER 25, 2003 ADJOURNED MEETING - BUDGET REVIEW Contingency Budget Judge Woodard explained the impact any reduction on the Contingency Budget list would have on the Court: the court would operate on reduced hours, the counter serving the public would be closed earlier in the day, and deadlines for Bankruptcy Court would not always be met which would impact revenue. She reported that technological changes were made to enable some proceedings to be conducted through video closed circuit, alleviating the transport of prisoners. Request for information or action: Mayor Place asked staff to research the feasibility of installing a kiosk for payment of fines as part of the expansion project. 4. Library (Budget Page 1 - 2; Contingency Plan PI - 155) Introductions Monica Weyhe was introduced as the Director of the Yakima Valley Regional Library system. Budget Review Ms. Weyhe distributed the Library's proposed budget and explained that the library is not a department of the City, but is a junior taxing district. There are 19 libraries in the system; three are located within the city limits of Yakima. She reviewed several statistics: o An average of 3500 people use the downtown library on a weekly basis o Sunday service was added to the downtown branch by reallocating hours o The Library received $5,000 from book sales o Began collections management this year utilizing a contracted firm Ms. Weyhe also spoke about the goals for 2004, including purchasing movie rights to offer movies to the public. Contingency Budget Ms. Weyhe advised Council that she has not prepared a response to the Contingency Plan, noting that they are already under funded. She referred to a graph showing the impact caused by the discrepancy between the library levy rate cap (50 cents per thousand) and the rate set by the City (38 cents per thousand). Subject to the same economical and political forces as the City, the Library Board would look at where to reduce the budget for the entire system, not just the three libraries in the city limits of Yakima. Mr. Zais noted that the City has had a contract with the Library for the last 40 years and, in accordance with a provision in the contract, has the ability to set the contribution amount. 5. Community and Economic Development (Contingency Plan Page PI 148) • Tourist Promotion (Policy Issue Page 31; Budget Page E -50) Introductions Kathy Coffey, General Manager of the Yakima Convention Center, introduced Connie Upton as the Assistant General Manager. Ms. Coffey gave a brief history of the convention center, which has been under contract with the City since 1976. She commented that it is unusual that the Center manages and operates the Visitors and Convention Bureau. 2 4 NOVEMBER 25, 2003 ADJOURNED MEETING - BUDGET REVIEW Budget Review o Policy Issue: Increase in Management Fee — Budgeted Ms. Upton referenced the recent expansion project and the resultant need for increased management fees for management of the Center and the Bureau and for staff. The requested increase is for $70,000 and includes approximately $50,000 for additional staff. It was clarified that the $115,000 in the budget narrative includes the transfer from the Public Facilities District Fund. o Policy Issue: Continue Sports Commission — Budgeted Ms. Upton stated that the, Sports Commission plays an important role in the sales and marketing of Yakima to bring people to hotels, increasing the room tax revenue. Responding to a comment posed by Mayor Place that funding for the Commission was originally intended to be short -term, Ms. Coffey stated that the Commission seeks to be self- sustaining with three years. Ms. Coffey commented on the impact that the 9/11 event had on tourism and expressed optimism towards an increase in event days booked for the future. She reported that due to increased labor costs during the expansion project, she will be submitting a budget amendment for 2003 for $25,000. Request for information or action: Mayor Place asked staff that, during the 2005 budget development, they consider that the original request from the Sports Commission was for short -term funding. • Capitol Theatre (Policy Issue Page 28; Budget Page E -57) Introductions Steve Caffery, General Manager, introduced Scott McKay and Neva Hilfiker. Budget Review o Policy Issue: Begin Phase I of Capitol Theatre Project (Reactivate the Capitol Theatre Construction Fund #322) - funded Mr. Caffery explained that the Capitol Theatre Board received a grant for $500,000, raised about one million dollars in public and private funds, and needs to have an active fund to place the money in. The policy issue includes a $100,000 transfer from the Reserve Fund to provide cash flow for reimbursable expenses. Mr. Caffery responded to questions concerning the downtown plaza concept, the maintenance of the Theatre, and the proposed expansion project. • Community and Economic Department Divisions Introductions Bill Cook, Director of Community and Economic Development, introduced Doug Maples, Code and Planning Manager, and Judy Arington, Office Administrator. He stated that the Department has four divisions and manages the contractual agreements with the Yakima Convention Center and the Capitol Theatre, as well 3 :50 NOVEMBER 25, 2003 ADJOURNED MEETING - BUDGET REVIEW as serves as liaison for several community associations. He briefly described the key issues for this Department. • Hearings Examiner (Budget Page E -1) No discussion occurred on this budget. • Planning (Budget Page E -2) and • - Code Administration (Policy Issue Page PI 19; Budget Page E -6) Animal Control (Budget Page E -11) City Hall Facility Maintenance (Budget Page E -16) o Policy Issue: Add Third Code Compliance Officer Position — Budgeted Doug Maples explained that there is a need for a third compliance officer. We don't have the manpower to look for properties that have code violations. It is proposed that the position be funded by Community Development Block Grant funds, and is part of the public hearing scheduled for next Tuesday. Mr. Maples responded to general questions relating to the Divisions' budgets. Request for information or action: Council Member Barnett suggested that staff make the speaker's presentation at their public education /information forums available in printed form. • Economic Development (Budget Page E -19) Bill Cook explained the purpose of this fund is to support and review Section 108 loan applications and for legal services to draw up the contracts. The City Council recessed for 15 minutes and resumed the meeting at 10:43 a.m. • Office of Neighborhood Development Services (Budget Page E -20) Introductions Bill Cook introduced Bill Cobabe, Neighborhood Development Services Manager, and Mary Grable, accountant. Budget Review Mr. Cobabe explained that this Division is entirely supported with federal funding and, therefore, is subject to federal regulations. In response to the regulation requiring citizen input, they held more than 20 hours of meetings this year to gain that input, although Council makes the final decision on how to allocate the funds. Discussion ensued on the value of allocating all the funds to specified capital programs, e.g. the irrigation rebuild project, versus social programs or staffing. Mr. Cobabe reported that less than 20% of the funds is spent on administration; 20% being the cap for administrative expenses. Money is allocated for staff to deliver services for the programs, working with the families who come for services. He spoke about the successful graffiti paint -out program. They are meeting with the different law enforcement agencies, legal, and the County Juvenile system to make sure the graffiti ordinance is implemented. 4 5( 1 NOVEMBER 25, 2003 ADJOURNED MEETING - BUDGET REVIEW Mr. Cobabe distributed a spreadsheet comparing what was originally presented for the budget months ago to what is currently presented after the citizen input process. One difference was the sidewalk program; the Committee did not see a need for it. Request for information or action: Council Member Sims requested staff meet with the citizen graffiti committee because they were concerned about enforcement of the new ordinance. Council Member Sims would like the City's risk manager to evaluate whether the elimination of the sidewalk program proposal is cost effective. • Telecommunications (Policy Issue Page PI 24; Budget Page E -35) Introduction Bill Cook introduced Randy Beehler, Telecommunications Manager. Budget Review o Policy Issue: Develop and Implement Community Relations Program — Budgeted . Randy Beehler explained the policy issue was developed in response to suggestions received from the citizens and businesses to improve communication efforts. The proposal includes some restructuring of the Telecommunications Division, the creation of better opportunities for public involvement, improved communication training for City staff, and placing an emphasis on proactive media relations. Council Member Puccinelli voiced his concern that this program would provide propaganda to the community, slanting information to the betterment of the City. Mr. Beehler responded that the policy issue includes an oversight committee composed of Council members. In addition, he added that YPAC's goals of increasing public awareness and understanding of local government has been accomplished and this is the next step. The three primary elements of the policy issue is to assist with dispersing information to the media, provide media relations training to staff, and to create better opportunities for public involvement. He responded to other questions relating to the policy issue: ❖ Troy Emmons letter ❖ YPAC does not report stories; it tapes meetings ❖ Funding is not from franchise tax; it is from franchise fee and will not cause an increase in the cable TV rates Mr. Beehler explained the three proposed changes in personnel in this division. One change is to create a Communication Relations Specialist (probably won't be filled for quite a while). The second change is to resurrect the position of Cable TV Coordinator to handle day -to -day operations of YPAC. The third change is a redefinition of his position to include community relations. 5 52 NOVEMBER 25, 2003 ADJOURNED MEETING - BUDGET REVIEW PUBLIC ANNOUNCEMENT At 11:39 a.m., the Budget Review was interrupted in order to make a public announcement regarding the criminal charges against the police chief initiated in Texas. City Manager Zais announced that this morning, the 105 Judicial Court of Clayberg County, Texas, issued an order of dismissal of all charges against Sam Granato, Yakima Police Chief. Chief Granato thanked the citizens of Yakima, the City Manager, the Police Department Command Staff and personnel, and the City Council for standing behind him during this difficult time. Following the media question and answer period, the budget discussion resumed at 11:47 a.m. • CBD and PBIA (Budget Page E- 43/45) Bill Cook stated that this is funded from a self- imposed assessment to the businesses in the 16 -block area. They understand they will spend more than this year's revenue, but it is a critical time for the downtown. • Trolley (Budget Page E -47) Council Member Barnett asked if the right -of -way for the trolley railroad tracks has been completed. Mr. Cook responded that it would take years as we only do it as development occurs. The greater challenge is obtaining funding to complete the purchase of the trolley building from Central Washington Comprehensive Mental Health. • No. Front St. Business Improvement District (Budget Page E -49) No discussion occurred on this budget item. • Engineering (Policy Issue Page 22; Budget Page E -66) Introduction Kay Adams introduced himself as the City Engineer. Budget Review o Policy Issue: 2004 Arterial Street Overlay Program -- Extend Grind and Overlay Street Improvement Project - Budgeted This policy issue is continued from previous years and uses gas tax funds, budgeted at $100,000. o Policy Issue: Upgrade an Engineering Position to Include Infrastructure Right - of -Way Responsibility - Budgeted Mr. Adams stated that they hired an individual who has his general appraisal license and can perform right -of -way appraisals, rather than paying for a consultant at a much higher cost. He explained that this person has been doing that work, with a temporary hire covering the work he was hired to do. The position would have been reclassified last year, but they missed the application deadline. • 6 53 NOVEMBER 25, 2003 ADJOURNED MEETING - BUDGET REVIEW While speaking about the Division's budget, he reported that this year the City did about $7 -8 million worth of capital improvements and next year, he predicts it will be $13 million. He gave a status report on the railroad grade crossing project at the request of Council Member Barnett, focusing on the economic assessment aspect. The economic assessment has to be done with the cooperation of the businesses, who may be protective of releasing financial information. Council Member Puccinelli commented that nobody came to him or his business neighbors to talk about economic development. Mr. Adams stated that he would schedule an appointment with him. Request for information or action: Mr. Adams will schedule appointment with Council Member Puccinelli to discuss the economic impact to his business as a result of the railroad grade project. 6. Adjournment to December 2, 2003 at 8:30 a.m. for Budget Review on City Management Department budget Mayor Place announced that the budget discussion for the Engineering Division will be continued to the next meeting on December 2. SIMS MOVED AND GEORGE SECONDED TO ADJOURN UNTIL DECEMBER 2, 2003 AT 8:30 A.M. FOR CONTINUED BUDGET REVIEW SESSION. The motion carried by unanimous voice vote. The meeting adjourned at 12:04 p.m. READ AND CERTIFIED ACCURATE BY / , D' COUNCIL MEMBER DT _' . l s t ,:_2.r 3 A 0 CO NCIL MEM: DA E ATTEST: 4 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 7