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.
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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.
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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.
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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
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• COUNCIL MEMBER DATE
ATTEST:
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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
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