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HomeMy WebLinkAbout11/07/2006 Adjourned Meeting • 216 ADJOURNED MEETING NOVEMBER 7, 2006 - 8:30 A.M. - 12:00 NOON COUNCIL CHAMBERS - CITY HALL BUDGET REVIEW 1. Roll CaII Present: Council: Mayor Dave Edler, presiding, Council Members Ron Bonlender, Micah Cawley, Norm Johnson, Bill Lover, Neil McClure, and Susan Whitman Staff: City Manager Zais, Finance Director Rita DeBord, Financial Services Manager Cindy Epperson and City Clerk Moore City Manager Zais gave opening statements and advised that the budget wrap -up is scheduled for December 5th with adoption on December 12 It was the consensus of Council to review the budgets first, followed by a review of the policy issues. 2. Public Works Department (All) Chris Waarvick, Director of Public Works, gave a power point presentation providing a broad overview of the Public Works Department. • Public Works Administration In response to a question regarding the increasing cost of office and operating supplies, Mr. Waarvick said that, beyond the increased costs of paper, etc., we are doing more publishing and more public outreach, an indication that the city has grown. • Streets and Traffic/Traffic Engineering Shelley Willson, Streets /Traffic Operations Manager, answered the following questions raised in the course of discussion: How many miles of unpaved alleys? — 18 to 20 Are alleys prioritized work? - No What is the City's street maintenance cycle? — 12 years Is that a budgetary restriction or best practice? - Budgetary How many streets are we losing due to the limited maintenance? — Up to 25% Streetlights, signal lights, and the sidewalk 50/50 program were also discussed. The $20,000 allotted in this budget for streetlights will purchase between five and eight. There is one request alone that would result in an addition of ten streetlights( including poles), and twenty lights only. Reacting to the information that 25% of our streets are failing, Mayor Edler stated that Council must have a discussion on how to turn that tide. City Manager Zais outlined the ,revenue restrictions under which the City operates. Mrs. Willson commented that they no longer are able to go throughout the city looking for areas that need maintenance; currently, priorities are based on input from Council or Council committees. Council Member McClure asked about privatizing seal coating and 2:17 ADJOURNED MEETING — BUDGET NOVEMBER 7, 2005 Mrs. Willson assured him that she compares costs annually. The prevailing wage for labor is higher for contractors than it is internally, plus we receive the added benefit of • staff being available all year to also do sign maintenance, winter maintenance, and other needs. Council Member Cawley stressed the need for attention to what he considered dangerous crosswalks with no lighting. Mrs. Willson explained that they have submitted grant applications for sidewalk issues, but the Washington Traffic Safety Commission is focused more on elementary schools and are not particularly interested in the runway lighting. She pointed out that there are no funds set aside to pay for that type of an installation. Most of the budget is for maintenance of the existing infrastructure. It would take approximately $30,000 to accomplish runway lighting across a four -lane road. Council Member Cawley said he would be requesting it. • Transit Ken Mehin, Transit Manager, advised that in 2006, ridership exceeded one million passenger boardings, and the Van Pool Program is growing. Transit service was extended to Union Gap and Selah and those grants continue through June 2007. If the initiatives pass in Union Gap and Selah, that service will continue. •, Refuse • Nancy Fortier, Refuse Manager, said the automated waste collection system should be completed in eighteen months. She stated 19,000 tons of refuse and 3,200 tons of yard waste are expected in 2007. • Equipment Rental Richard Wonner, Fleet Manager, noted that their hourly labor rate is now competitive, or lower, than that of outside maintenance shops in the valley. A recent analysis determined that our fleet is aging and we are getting further behind in replacements. The capital budget is a third Tess than in the past. Due to the lack of funds, they are trying leasing this year with seven trucks on 3 -year leases. • Environmental It was noted that there is a one -time contribution to the paving of the Public Works lot from this fund. • Parks and Recreation A question was raised about possible duplication between athletic associations, the Parks Department, and the Sports Commission. Denise Nichols, Parks and Recreation Manager, explained the different functions of each. 2 218 ADJOURNED MEETING — BUDGET NOVEMBER 7, 2005 • Cemetery Council had no questions. Following a short break, the meeting reconvened at 10:24 a.m. POLICY ISSUES • • Public Works complex Pavement improvement - Chris Waarvick gave the history of the parking lot and described its current condition. He pointed out that the using divisions would contribute to the repair. Because it is a Public Works project there is engineering that needs to be done. Detailed discussion covered the size, method, and materials. City Manager Zais explained the funding for the project. The project could take up to two years. Mr. Waarvick said they are requesting Council's approval to proceed with the analysis in order to determine how to stage the project. Council Members Johnson and Lover expressed concern about the project. • Streets and Traffic Operations Neighborhood traffic calming program -This policy item would fund a program to deal with requests received regarding methods of calming traffic speeding through neighborhoods. There currently are two petitions from neighborhoods. The $50,000 would be used to buy materials to install calming devices. Traffic circulation study — There is a need to look at the total downtown traffic picture. This policy would review existing plans in addition to making recommendations on whether one -way streets should be changed to two -way. Council Member Lover suggested this study be done in- house. Mrs. Willson pointed out that many basic tasks would suffer if staff were to take on the study. Mr. Waarvick raised the question of professional liability and warned that we have to be careful when we move into traffic circulation changes. Transition can be confusing to the public and if there are accidents they may generate lawsuits. A traffic - circulation plan without the review of a licensed professional engineer would increase risk. Discussion ensued among Council Members. Council Member McClure proposed having Urban Place or the Downtown Committee meet with Council to discuss the issues prior to deciding whether or not to fund a study. City Manager Zais suggested deferring the item. Purchase of asphalt patch truck — Discussion covered staffing work schedules, and the need of the truck to help repair potholes. • Transit • Add one dispatcher position — Ken Mehin, Transit Manager, explained the position would help manage our assets and cover shifts in the office for which they currently have to bring in a driver and pay overtime. Council Member Lover requested they define how much overtime would be saved. 3 21 :9 ADJOURNED MEETING — BUDGET NOVEMBER 7, 2005 • Refuse Add a half -time Department Assistant — Council Member Bonlender suggested a Code Compliance Officer could do this function. During discussion, Nancy Fortier, Refuse Manager, explained the duties of the two positions are not compatible as a Code Compliance Officer would be working out of the Codes office in City Hall and this position is clerical in nature requiring them to be in the Refuse office. A half -time temporary position would be eliminated. Rate increase to fund Code Compliance Officer — Mrs. Fortier said this policy issue would result in a 3% rate increase to cover salaries, benefits and vehicle costs. Mr. Waarvick advised that the request was initiated by the Council Litter Abatement Committee to provide a fourth code compliance officer to deal with litter. A portion of the increase is also to supplement graffiti abatement. Council Member Whitman pointed out that there was a rate increase just last year. Council Member Lover said he would like to see a task force formed to deal with graffiti and code enforcement. • Equipment Rental Vehicle fuel storage capacity expansion — No discussion • Parks & Recreation Increase in program fees,— Council Members questioned the need for fee increases and Denise Nichols, Parks & Recreation Manager, explained the fixed costs as well as labor involved in supporting increased tasks. She also noted that some fees depend on the market and are the result of analysis on comparables, such as the golf courses. Council Member Johnson said he would like to see youth swimming costs reduced. HVAC improvements to Lions Pool — Mrs. Nichols confirmed that the requirement and • cost of the improvements have been verified by two entities. Management of West Valley Community Park — The County has asked the City to take over this park, now that it is annexed into the city limits. Maintenance of Central Business District - .The16 -block area downtown has been maintained by a seasonal full -time employee. It is recommended we contract that maintenance out to the private sector. The expanded area will involve more manpower, either private or public, and would cost about $150,000 a year to maintain. The Downtown Yakima Futures Initiative Oversight Committee is studying the issue. The Committee for Downtown Yakima has asked to meet with the Futures Committee to look into this and take the lead role to form a plan of action and funding choices. This policy issue is advisory and a place - holder for future consideration in the early part of the year. Reorganization of the Parks & Recreation Division - Mrs. Nichols explained the reorganization. Due to a vacancy and realignment of job tasks, they have reallocated funds and propose to add a recreation position at the Harman Center. They have also received a three -year Americorp grant and are requesting a recreation specialist be assigned to that progi'am to assist the fifteen Americorps members. Council Member McClure referenced the increased time requirement at the Harman Center and suggested there be a Council committee as part of the decision making team. 4 220 ADJOURNED MEETING — BUDGET NOVEMBER 7, 2005 • Cemetery Proposed 3% fee increase — Council Member Whitman pointed out there was a 5% increase in 2005. Columbarium /Niche Wall at Tahoma Cemetery — There is a large increase in cremains versus regular burials and, although we have a mausoleum, it is almost full. Other cemeteries that have added niche walls, say they are popular and a source of revenue. Chris Waarvick, Public Works Director, commented that in the future we need to start talking about a west side transit service station. The city is growing further away from City Hall and Public Works and it is time look into having a presence in the West Valley area. 3. Community and Economic Development (Part 1) • Central Business District (CBD) Capital Bill Cook spoke about the 321 Capital Improvement Fund for improvements in the Central Business District. City Manager Zais alerted the Council in advance of a time sensitive policy issue on indigent defense. This will be reviewed at the beginning of next week's budget meeting. 4. Adjournment JOHNSON MOVED AND WHITMAN SECONDED TO ADJOURN TO THE 5:00 • P.M. EXECUTIVE SESSION PRIOR TO THE REGULAR 6:00 CITY COUNCIL BUSINESS MEETING. The motion carried by unanimous roll call vote. READ AND CERTIFIED ACCURATE BY %%/ ( ao -/ 2 a7 C+ EMBER DATE kANA 0 COUNCIL MEMBER DATE ATTEST: C D ) / / / % lam / /� CITY CLERK / WrO " ID EDLER, MAYOR Minutes prepared by Linda Watkins. An audio and video tape of this meeting are available in the City Clerk's Office 5