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HomeMy WebLinkAbout11/14/2006 Adjourned Meeting 1 230 ADJOURNED MEETING NOVEMBER 14, 2006 COUNCIL CHAMBERS - CITY HALL 8:30 A.M. — 12:00 NOON -- BUDGET REVIEW 1. Roll Call Present: ' Council: Mayor Edler, presiding, Council Members Micah Cawley, Norm Johnson, Bill Lover, Neil McClure and Susan Whitman Staff: City Manager Zais, Finance and Budget Manager DeBord, and City Clerk Moore Absent:. Council Member Bonlender (excused) It was the consensus of Council to delete the utility tax lid lift as part of the budget following the failure of Proposition 1. City Manager Zais advised that at the November 21S meeting, Council will enact a property tax that will include the library gain as well as the normal property tax levy. It is a single line item and it will be Council's choice as how that money will be allocated. City Manager Zais reviewed the indigent defense issue at this time. See notes below under Item No. 3. 2. Community and Economic Development (Part 2) • Office of Neighborhood Development Services Bill Cobabe, Archie Matthews and Mary Grable were available for questions. Mr. Cobabe gave a presentation and explained how they have not yet received direction from Congress. He discussed their measurements of success, performance monitoring of objectives and outcomes, as well as HUD mandated changes. Mr. Zais explained how the division's staffing had been reduced by one planner position. In response to a Council question, Mr. Cobabe advised that they anticipate they have enough non - federal funds for three or four years' support of the graffiti,program. He also spoke about serving the public in a greater capacity due to the use of volunteers. Mr. Matthews responded to questions about funding, noting that, although they have enough HOME money, they do not have enough CBDG money. 3. Fire Department (including Emergency Services; Fire Capital; and Firemen's Relief and Pension) Chief Mayo, Deputy Chiefs Scott and Hines, and Captain Willson were available for questions. They gave a presentation on the department and their partnerships. Discussion covered staffing levels, upcoming retirements, and annexations. Policy Issues Replacement of fire Pumper /Engine— budgeted. City Manager Zais spoke about the need for a dedicated revenue stream, at a level of $200,000 a year, for equipment purchases for the Fire Department. Deputy Chief Scott said that with reallocation they were able to financially justify a replacement for an existing 1977 vehicle. He emphasized the importance of future planning of funding for equipment. 231 ADJOURNED BUDGET MEETING NOVEMBER 14, 2006 Reinstate one Battalion Chief Position — unbudgeted. Chief Mayo explained how the battalion chief is the focal point for everything that goes on in an emergency. Because of the elimination of Battalion Chiefs, there has been a large gap and he strongly recommends recreating the position. City Manager Zais noted that if the contract negotiations are not concluded by December 5 this issue will come back to Council after the first of the year. Following a short break, the meeting reconvened at 10:00 a.m. 4. City Management Department • City Council City Manager Zais spoke about the importance of memberships in AWC and efforts in enhancing our trade missions • City Manager City Manager Zais itemized the effects of staffing changes, the transition of Debbie Moore to City Clerk and Sonya Claar to Executive Secretary. He spoke about the policy issue to become a part of the ICMA Performance Measurement Consortium group. A group has been formed in western Washington and we are trying to encourage an eastern Washington coalition. This is a proactive effort for mandatory audits required by the passage of Initiative 900. • Indigent Defense Assistant City Manager Zabell explained that this issue is on a faster track then the budget due to the timing necessary for the firm to get staffing ready. A new firm has been selected due to a large cost increase from the previous firm used. The contract with the new firm will be brought forward for Council review at the November 21 meeting. • Records /City Clerk Assistant City Manager Zabell spoke about legislation and election costs incurred by the City Clerk's Division and staffing changes with the retirement of the previous City Clerk. • Human Resources Human Resource Manager, Sheryl Smith, gave an overview of the responsibilities and requirements of their division. She referred to the responsibility of three self- insured programs (Health plan, Worker's Compensation, and the Unemployment Program). The State Auditor has recognized the City's self- insured programs as #1 in the state. • Telecommunications (Community Relations) City Manager Zais explained that this division is supported by the cable franchise and not from the General Fund. Randy Beehler, Community Relations Manager, spoke about the capital reserve fund consisting of dedicated monies from a grant from Charter Communications' payment for use of rights -of -way. The funds are dedicated and can only be used for equipment and the facility itself. The only other revenue source is franchise fees and they have remained stagnant. They are converting the video equipment from analog to digital. Also discussed was the need to find a better way to reach the public with information. Drawing people to the web site would be helpful. 2 • • 232 ADJOURNED BUDGET MEETING NOVEMBER 14, 2006 • Wastewater (including Capital Reserves; Collection Systems Project Fund; and Facilities Project Fund) Doug Mayo, Wastewater Manager, pointed out that many projects will be completed in 2007. A Cost -of- Service Study and the Connection Charge Study will be brought to Council next spring. At that time, Council will be asked for direction on how large a capital program to carry forward into the future. Some budgeted positions in the Operating fund have been cut. To date, $28 million has been spent, 93% of which are the result of the Clean Water Act. The money has come from bonds, Public Works trust fund loans, and reserves driven by the rate structure. Some loan payments will retire in 2008 and will unlock some debt allowing us to turn around and invest in contributions for additional projects. Reserves are at minimum levels. Policy Issue — Ultra violet disinfection replacing gaseous chlorine — no discussion. • Water (including Domestic Water Improvement) Dave Brown, Water and Irrigation Manager, spoke in detail about chlorine versus ultra violet disinfection. He also spoke about planned capital improvements, and the increase in the cost of materials. Revenue is not meeting expenses. They will be doing a Cost of Service and Rate Study in 2007. • Irrigation (including Irrigation Improvement) Mr. Brown stated that the City has 110 miles of main pipes. Again, revenues are falling short of expenses. Rates have not been raised since 1997. As a result, they have had to use reserves for the last few years and some adjustments must be made. Capital funds are in good shape and it will be 2008 or 2009 before another bond is needed. Policy Issues Increase Irrigation Specialist I from 80 to 100% - Budgeted. Mr. Brown explained that the specialist is replacing water main systems in the alleys during the winter. Irrigation Rate Increase — Budgeted. Collections were discussed. 5. Finance Department (Part 1) — Utility Services -- Policy Issues Add one 3 /4 -Time Water Service Specialist — Budgeted. Upgrade a Field Water Service Specialist to Utility Services Crew Leader — Pete Hobbs, Customer Service Manager, explained that the intent is to eliminate a duplication of effort by creating a "go -to guy" for coordination out in the field. Utility Customer Service System — Unbudgeted. Budget and Finance Director, Rita DeBord, said there has been an effort underway for a number of years to replace the existing system. City Manager Zais explained that the billing system is over twenty years old. They haven't decided yet whether to utilize a vendor or design it in- house. Although they are not ready to make recommendation for this budget cycle, they wanted Council to be aware of the status. 3 233 ADJOURNED BUDGET MEETING NOVEMBER 14, 2006 • Information Systems Policy Issue — An Electronic Payment System — Budgeted. Rick Pettyjohn, Information Systems Manager, explained this request is a combination of a need by Treasury, Customer Service, and Information Systems. It has been Council's desire to simplify paying utility bills. One way would be to provide an electronic payment system over the, internet. They have looked at Paypal and Keybank and if the policy issue is accepted, they will look at other options. It is not planned to accept credit cards because of the fee charged by credit card companies. • Information Systems Policy Issue — Time Management System — Budgeted. Mrs. DeBord described the inefficiencies of the current time card system. She then described the efficiencies, benefits, and accountability of a new system. Although this doesn't affect the day the employees are paid, Mrs. DeBord and Mr. Pettyjohn explained the benefits and requirements of changing the pay date in order to support direct depositing and reduce overtime. City Manager Zais pointed out a change in the pay date will require negotiation with the various bargaining groups. 6. Adjournment JOHNSON MOVED AND McCLURE SECONDED TO ADJOURN TO 3:00 P.M. FOR A JOINT CITY - COUNTY PUBLIC HEARING REGARDING THE 2006 DRAFT COMPREHENSIVE PLAN UPDATE. The motion carried by unanimous voice vote, Bonlender abser The meeting adjourned at 11:42 a.m. READ AND CERTIFIED ACCURATE BY I oc--/2T57 C. cff CIL MEMBER DATE ✓,� - 06,0.-07 • COUNCIL MEMBER DATE ATTEST: ,4P,F f CITY CLERK / `® DAVID ED `, MAYOR Minutes prepared by Linda Watkins. An audio and video tape of this meeting are available in the City Clerk's Office 4