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HomeMy WebLinkAbout11/22/2005 Adjourned Business Meeting 3 5'2 ADJOURNED BUSINESS MEETING OF THE YAKIMA CITY COUNCIL NOVEMBER 22, 2005 - 8:30 A.M. - 12:30 P.M. COUNCIL CHAMBERS - CITY HALL 1. Roll Call Present: Council: Mayor Paul George, presiding, Council Members Ron Bonlender, Dave Edler, Mary Place, and Susan Whitman Staff: City Manager Zais, City Attorney Paolella and City Clerk Roberts Absent: Bernard Sims, Neil McClure (both excused) EDLER MOVED AND BONLENDER SECONDED TO DIRECT STAFF TO DO WHAT WE CAN TO MAKE IT VIRTUALLY IMPOSSIBLE FOR THE COUNTY TO MOVE THE COURTHOUSE AWAY FROM DOWNTOWN. Council Member Edler said he believes it could be devastating for the downtown and suggested staff attempt to create a situation that will be a win for them. Mayor George said that all who have worked so hard at revitalizing the downtown are disappointed with that announcement. The motion carried by unanimous voice vote; McClure and Sims absent. 2. Set date of joint public hearing with the Yakima County Commissioners to consider a text amendment to the Yakima Urban Area Zoning Ordinance relating to a new State Fair Park land use category PLACE MOVED AND EDLER SECONDED TO SET DECEMBER 6, 2005 AS THE DATE FOR A JOINT HEARING WITH THE YAKIMA COUNTY COMMISSIONERS TO CONSIDER A TEXT AMENDMENT TO THE URBAN AREA ZONING ORDINANCE. The motion carried by unanimous voice vote; McClure and Sims absent. 3. Consideration of Ordinance amending the Yakima Municipal Code to suspend the annual comprehensive plan amendment process for certain years when the GMA comprehensive plan updates are required and under other specified circumstances Bill Cook, Community and Economic Development Director, explained we have until late January to make this change. He suggested setting a public hearing on the subject, as it is in the public's best interest to give more detail and have more time to deliberate why this is necessary. This is the first time this community is going through an entire review of our Comprehensive Plan and, as such, would be confusing for citizens to look at individual Comprehensive Plan amendments at the same time they are being asked to look at recommendations to change the rules for the future. PLACE MOVED AND WHITMAN SECONDED TO SET DECEMBER 6 AS THE DATE FOR A PUBLIC HEARING TO DISCUSS THE COMPREHENSIVE PLAN AMENDMENT PROCESS. The motion carried by unanimous voice vote; McClure and Sims absent. 353` NOVEMBER 22, 2005 — ADJOURNED MEETING 4. Consideration of Resolution authorizing execution of a Subordination, Non - • disturbance and Attornment Agreement with HouseValues, Inc., and Chinook Business Park, LLC covering the premises located at 1700 North 6 Street, Yakima, Washington Bill Cook, Community and Economic Development Director, advised that HouseValues Inc. has entered into a five -year lease agreement with extensions and have agreed to make substantial tenant improvements in the building located at 1700 North 6 Street. In that the City of Yakima has a lien on that building, it is prudent on the part of HouseValues to ask anyone who has a lien on the property to enter into this agreement. It is a typical real estate agreement that says if we have to take action on our lien we would not remove HouseValues from the building. PLACE MOVED AND EDLER SECONDED TO ADOPT THE RESOLUTION. The motion carried by unanimous voice vote; McClure and Sims absent. RESOLUTION NO. R- 2005 -186 A RESOLUTION authorizing the City Manager to execute a Subordination, Non - disturbance and Attornment Agreement with HouseValues, Inc., and Chinook Business Park, LLC covering the premises located at 1700 North 6 Street, Yakima, Washington. BUDGET REVIEW 5. Police Department (Budget pgs F -1 — F20, Policy Issues pgs PI- 101 -102) • Police Police Chief Granato gave an overview of activity in 2005. We continued to see an increase in property crimes, especially in auto theft and auto prowls. In August we implemented a special emphasis pilot program and targeted an area of the city in partnership with.other agencies. The results were encouraging and we have put money in the budget to continue the process. He spoke about the discouraging number of crimes and how citizen complaints regarding response time are increasing due to the lack of police officers. They are hitting the limit of available officers to adequately respond to crime in the community. They are presenting a plan as to how they are going to increase the number of officers in the city to get to the level we need. With the increase from .3% sales tax money, they will be able to reach a level of a little over 1.5 officers per thousand. The nationally recommended average is two officers per thousand, with the western average at 1.8 per thousand. To reach those levels they need 22 additional officers at an estimated personnel cost of a little over $1.8 million. Add in the non - personnel costs and the total is about $2,245,000. The financial resources have to be identified to support the need, but our citizens need to understand that our officers are stretched to the limit and there will be a requirement to do something to pay for that level of increase. Chief Granato recommended a goal be identified and, working with Council, a plan developed to reach it. The message he wants to send to criminals in the community, and those that want to come here, is that they are not welcome, we will respond, and we have the resources to do it. 2 NOVEMBER 22, 2005 — ADJOURNED MEETING Council Member Place, also a member of the Public Safety Committee, expressed concern that there are gang members that the prosecutors' office decline to prosecute. It's a growing problem that we have to get a handle on. The sales tax increase was passed specifically to improve criminal justice in Yakima County. We had a budget to cover this, but the County has increased our jail rates and we will now have to use some of that tax money to pay those costs. Chief Granato said we might have to look at expanding our jail and housing our own prisoners. There is also concern about the lack of prosecution for crimes such as auto theft. It is a serious offense yet offenders see no jail time until at least seven arrests are made. That sends a message that there is no price to pay for auto theft. We've made it a policy to handle it as a misdemeanor just so we can handle it in our court in order to give them some jail time. The prosecutors are facing the same dilemma, a lack of resources. They have a huge caseload and have to prioritize it. City Manager Zais clarified that the budget forecast laid out the allocation of the sales tax dollars. The issue the Chief is bringing up is the significant needs beyond these resources. This does not cover jail costs nor does it address whether the County is going to prosecute the people we arrest. He proposed adding a policy issue to commission an effort by Council, the Public Safety Committee, City staff, and the Police Department to work on this challenge with the County to identify what we can do to obtain additional ongoing resources. The Police Department is not asking that we decimate other departments to come up with this money, but to plan a program to get a solution to the need. The criminal justice funding we received is much smaller than what the County got and is considered a disproportionate allocation. Chief Granato then spoke about crime and drugs in Yakima compared to other areas within our region. The problems are not unique to Yakima. He doesn't agree that we are the drug capital of Washington State. He also spoke of a recent study by University of Kentucky indicated that in the Northwest we have one officer to investigate every 33 incidences of identify theft. In the East they have one officer for every three incidents of that crime. We want to expand our crime prevention program. The increase in the County jail costs is a $90,000 impact on the budget. As a result staff recommends modifying the Police Department allocation of the .3% sales tax revenue to reduce the money allotted for the crime lab by 50% and instead implementing it in stages over a two -year period. The evidence technician position could be eliminated and the monies saved could be rolled into the .3% money in order to retain the forensic specialist. They hope to recover the evidence technician in a later budget. They are working to identify alternatives to incarceration that would reduce the amount of jail costs spent; e.g. using Toppenish, Wapato, home detention, or booking into the City jail first and then transferring to the County. Policy Issues Increase Overtime Parking Fines (PI -1o1) - Unbudgeted Council Member Whitman requested a list of other comparable cities (besides Seattle) showing their parking infraction rates Accommodate 24.5% Proposed Increase in Yakima County Jail Rates - Budgeted 3 355:: NOVEMBER 22, 2005 — ADJOURNED MEETING Already discussed the increase in jail rates. City Manager Zais proposed adding a third policy issue for a study to create a plan of action to find resources to increase police staffing. Also discussed at this time was a policy issue in the Finance Budget (P1 Pg 79), Patrol Car Computer Replacement - Budgeted Rick Pettyjohn, Information Systems Manager, spoke about the problems experienced with the existing system. As a result of the problems, they have had to shut down the COBAN computers in the cars. The policy issue is to replace them and add mobile data back into the cars. Mr. Pettyjohn strongly recommends approval as the video system, when working, has been extremely valuable. The funding source is the Law and Justice capital fund in combination with the .3% money and other sales tax dollars from criminal justice, a portion of which were allocated to this fund over a number of years. Captain Greg Copeland, Uniform (Patrol) Division, responded to Council questions and comments about the drug problem in Yakima. A DEA Task Force was started in 1987. Our problem is real but it is about the same as every community in the northwest. Since 1995 our crime rate has been going down or stayed even, but now it's going back up and we're having trouble keeping up. He encouraged Council Members to get a police scanner and listen to the frequency they ask officers to clear from an address to go to more pressing calls. The smaller calls, the ones that make citizens angry, get shoved to the back burner due to gang fights, domestic violence, robberies, and homicides. He also reminded Council Members that they can come ride with a police officer anytime to learn first hand what they are dealing with. Captain Jeff Schneider, Criminal Investigation, said he is very familiar with crime rates in many of the other cities in the state. Some of the areas that are perceived as very safe have much higher crime rates than Yakima. We have to overcome the reputation. It is not that our crime rate is higher than other cities, but our officer numbers are lower. Citizens complain because of response time. He is forced to tell people they are not going to even look at their case. They don't have the amount of time that would be needed to take the case to the full extent it should be, so they're faced with dealing with the crimes against people. • Pension Fund Rita Anson, Director of Finance and Budget, told Council that we received notice yesterday that the state may be raising some of the pension benefits and we are currently assessing what that would do to the budget. What is disconcerting is that the City receives these notices late in our budget process after the budget is already established. She suggested the timing issue be addressed at the state legislature level. • Law and Justice Capital Chief Granato said the most significant item would be the purchase of vehicles this year. Captain Schneider explained that they try to replace about a third of the patrol fleet each year. City Manager Zais said that the capital fund covers police, courts, criminal justice, and computer equipment. Negotiations are still in process 4 3.5.x. NOVEMBER 22, 2005 — ADJOURNED MEETING with YPPA for the 2006 contract. It is in mediation and won't be completed this year because of scheduling timeframes. Following a short break, the meeting reconvened at 10:00 a.m. 6. Fire Department (Policy Issues Pg PI -103 - PI -108, Budget pgs G -1 - G -27) • Fire Chief Mayo, Deputy Chief Hines, Deputy Chief Scott, and Battalion Chief Willson were available for questions. Chief Mayo commended the Department saying they are leaders in the provision of services because they are developing regionalization. Their mantra is: what is best for our citizens and how can we get more value for our dollars. They are trying to enhance services through partnerships. He spoke about grants they have received and are working toward receiving. He then discussed the ratio of fire fighters per thousand citizens noting that for similar cities in Washington state it is 1.55 compared to our 1 per thousand. Although they are not trying to ramp up the 40 people they are down, they do have an overtime issue. City Manager Zais noted the collective bargaining agreement discussions are progressing. There may be a need to make some budget adjustments and that takes away from the reserve that is already at minimum levels. Policy Issues — (pg PI -103) Add three entry level fire fighter positions - Budgeted — paid for with corresponding reduction in overtime. Deputy Chief Scott ,explained the manpower shortage causing the overtime situation. Analysis says it would be Tess expensive to have full time staffing. They are very confident that the addition of three firefighters will pay for itself with the reduction of overtime. Increase the EMS Levy to fund Capital Equipment for Fire and EMS — Unbudgeted - Fire only receives $25,000 of EMS money. It would take 20 years to save up enough to purchase a fire truck. City Manager Zais said this was a significant discussion last year and in the BST reviews; what could be looked at as a funding source to enhance the fire capital budget for the city. These are "big money" items e.g. the pumpers are $250,000, ladder trucks run $700,000 - $800,000. The option with the highest level of success is having the EMS levy renewed and increased over time. The BST recommended there be an additional 10 -cent levy added to deal with these needs. Council Member Place referenced another community that put a pamphlet together about their equipment needs inviting people to make donations. Discussion continued on manpower needs and potential funding resources. Fire Auxiliary — Reserves — Battalion Chief Willson explained that, although this program has been around for quite awhile, it is going through a change. These reserve volunteers provide essential basic services, bringing the air truck to the fire scene, supplying breathing air, doing rehab and re- hydration, etc. In 2006 they are going to branch out into public education, public relations, human services, and disaster relief services. He suggested Council watch this group because if they do what they are planning, we may want to invest more money in 2007. 5 NOVEMBER 22, 2005 — ADJOURNED MEETING 57 Operations — Acting Deputy Chief Willson said that, although the call volume has increased, manpower has remained the same, which is stretching resources. Fire Investigation — Deputy Chief Scott said that after three years of investigating arsons, this month it would level off. The canine addition has been a poster child for arson prevention. In 2005 they hope to take a bite out of the arson crime and look forward to an improved 2006. Chief Mayo explained that we are looking at the City of Yakima to be this region's fire investigation representative and we would be reimbursed for going out on those calls. Fire Training — Deputy Chief Scott described the cadet program and the skill center contributions. Chief Mayo said they would like to be the National Incident Management Service (NIMS) training coordinator in the area. There is a need for a team to be developed for this county. Chief Mayo introduced and welcomed the new Deputy Chief, Charlie Hines. Fire Capital — Deputy Chief Scott said this was another crisis that had been referred to earlier. There is a need to contribute a minimum of $400,000 - $500,000 a year to maintain the apparatus. The fleet is currently considered adequate to good. In two years we will have the need to replace one of the ladder trucks. Obviously, contributing $25,000 a year falls short of those needs. We are starting to experience some mechanical issues. There are significant needs that are woefully under funded and will become critical. This budget includes the addition to Station 92, the replacement of a brush vehicle, and some portable radios, plus an emergency generator for Station 95. Pension Fund — Rita Anson, Finance and Budget Director, noted that this is similar to the police pension fund, covering pensions, medical and disability benefits to LEOFF 1 members. Overall these costs have increased an average of 16% per year, primarily due to medical costs. Because of the increasing costs, the City made a decision to put an additional $50,000 a year into this fund to insure there were dollars available to cover the increasing costs. Council Member Whitman supported the need for new fire fighters. She also was in support of $25,000 for public safety education saying that anything we can do to get more money and more fire fighters out there has got to be considered essential. 7. Public Safety Communications (Budget pg G -17) Wayne Wantland, Communications Manager, explained their primary responsibilities; providing 911 dispatching under contract with Yakima County, dispatching for the City of Yakima and for other agencies under contract; as well as electronic maintenance for all electronics in the City excluding computer equipment. They partnered on nearly $1.6 million in grants for communications equipment. With regard to staffing levels, they started 911 nine and a half years 6 3 5 : 8`; NOVEMBER 22, 2005 — ADJOURNED MEETING ago with eleven employees. Today they operate with eleven employees and yet the call volume has gone up 33% in that same time period. He explained that when they entered into the 911 agreement with Yakima County, the commitment was for the first five years they wouldn't ask for additional funds, would operate with what we were receiving. They are now four and a half years into the second contract and it is getting critical as those revenues are not enough to fund 911 and they are going to have to find other sources of income. With regard to staffing levels on the dispatch side, when they consolidated nine and a half years ago, they had twelve employees. They now have thirteen and have experienced the same volume increase of 33 %. If manpower for police and fire are increased as discussed, it will affect their workload. They are currently down two dispatchers, which is causing tremendous overtime. That is not only an economic problem but also a stress problem. The electronics technicians are overloaded as well. They support public safety and their load increases every time police and fire increase. They have added a temporary position for next year to help with the workload. Mr. Wantland advised that a consolidation study is being paid from a grant from Homeland Security. If it comes to fruition, 911 and all dispatching functions as well as the radio infrastructure (mountain top radios) would be consolidated under one authority to manage and maintain. The plan is to hold a joint meeting (on December 5 of 911 operations and the administrative board to accept or reject the final report. They will then go to the Conference of Governments on the 18 or 19 of January, and then to an open meeting for all elected officials to hear what the consultant says. The key factor is that a consolidated center is more efficient service wise. In the long term it is more economic to maintain and eliminates duplications although it may cost to get there. . 8. Finance Department State Examiner (Budget pg D -5) Financial Services (Policy Issue Pg PI -77, Budget pg D -6), SunDome (Budget pg D -24) District Court (Budget pg D -25) Transfers (Budget pg D -26) Public Facilities District (Budget pg D -27) Contingency (Budget pg D -28) Capitol Theatre Reserve (Budget pg D -30) LID Guaranty (Budget pg D -31) Risk Management (Budget pg D -32) Cemetery Trust Bonded Debt (Budget pg D -35) Information Systems (Policy Issue Pg PI- 79,82, Budget pg D -11) Utility Services (Policy Issue Pg PI -85, Budget pg D -20) Rita Anson, Director of Finance and Budget, said their proposed 2006 budget is for $4.7 million, and is comprised of three divisions; Finance Services, Information Systems, and Utility Services. Their two primary missions are finance and customer service. Finance is regulatory by nature by outside as well as internal 7 359:. NOVEMBER 22, 2005 — ADJOURNED MEETING control responsibilities. In addition to the state auditory (currently financial and compliance audits and internal controls) they also are audited by pension boards, medical boards, the IRS, bond arbitrage, etc. It isn't clear how the new legislation for performance audits will impact us. On the utility side, there are a lot of state regulations. In addition they are watching what is coming down the pike trying to analyze impacts and insure the Council and staff are informed. There are major policy issues proposed that will affect the utilities group. There are risks involved if we don't do those things, on the regulatory side, as well as the risk of safeguarding assets and risks of non - compliance that can have financial, or in some cases, criminal penalties. The various divisions within the department gave overviews of their functions: Cindy Epperson, Financial Services Manager spoke of the accounting functions; Tim Jensen, Treasury Services Officer, described his area of responsibility, and Rick Pettyjohn, Information Systems Manager, detailed his mission statement and area of support. Pete Hobbs, Utility Services Manager, said they have added 8,000 new accounts this year and that nearly a third of those turn over every year. Policy Issues — (pg PI -77 thru PI -86) Raise Cap on Outside Utility Taxes (unbudgeted)— This is a recommendation from the Budget Strategy Team when looking for revenue enhancements. We currently have a 6% utility tax on external utilities. 2% is unlimited, but the other 4% applies only to the first $4,000 per account per month. The recommendation is to phase out that maximum limit and phase in raising the cap over a three year period. The proposal for 2006 is to increase the $4,000 cap to $5,000. Council Member Place said that if the decision is to go forward with this, the businesses should be notified and have a chance for input. It is proposed that the funds generated be used for Parks capital fund and the balance used to reduce the dependency on reserves. Implement a New Utility and Permitting Management System and Add a 3 4 Time Utility Service Specialist Position (budgeted) These requests are the culmination of two years of work with the goal of wanting a new utility system, but not just automating bad processes. They are moving forward with the proposal of a new customer utility system. City Manager Zais advised that this project stretches over a number of years, and is funded at a fairly limited level next year. Even so, it is not inexpensive and will cost over $1.5 million. This project is investing in the City's major utilities. Every private and public utility is doing the same thing and has paid for it through the rate base. Due to time constraints, Risk Management was deferred to the next Budget Review meeting. 9. Executive Session PLACE MOVED AND BONLENDER SECONDED TO ADJOURN TO EXECUTIVE SESSION REGARDING PROPERTY, PENDING AND PROSPECTIVE LITIGATION FOR APPROXIMATELY 30 MINUTES WITH ADJOURNMENT THEREAFTER TO NOVEMBER 29, 2005 AT 8:30 A.M. FOR A BUDGET REVIEW. The motion carried by unanimous voice vote; McClure and Sims absent. 8