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HomeMy WebLinkAbout11/29/1988 Adjourned Meeting 1 034 NOVEMBER 29, 1988 ADJOURNED MEETING - BUDGET REVIEW The City Council met on this date at 9:00 A.M. in the Council Chambers of City Hall, Yakima, Washington. Council members present were Mayor Pat Berndt, Clarence Barnett, Henry Beauchamp, Lynn Buchanan, Lynn Carmichael, and Jerry Foy present on roll call. Bernard Sims present after 9:55 A. M. Staff members present were City Manager Zais, Director of Finance and Budget Hanson, Accounting Manager Wheeler and Department Assistant Barber. 1. PUBLIC WORKS DEPARTMENT (PAGE 269 -419) PUBLIC WORKS ADMINISTRATION (PAGE 269) Jerry Copeland, Director of Public Works and Dave Johnson, Administrative Assistant, were present to respond to Council's questions. Council member Barnett asked if the Total Personnel for 1987 on 269 is actually 9.40 or if it should read 8.15? Mayor Berndt stated she thinks it is 8.15 as she believed there was more than one position. She stated Public Works had a D.A. listed. Mr. Copeland stated he does not remember gaining a person. Mr. Johnson explained the Administrative Assistant which is 1.0 was left off the 1987 Actual column and Mr. Copeland stated staff will review this. Mayor Berndt stated on Page 271 under Service Unit 633, staff says the majority of the increase was for rain gutter maintenance. She asked, is that really maintenance or is that the initial installation? Mr. Copeland stated it is both, it is mostly for installation in the back of the building as there is a place where water runs off the building onto the sidewalk and when it freezes it is a mess. Council members Foy and Barnett expressed concern regarding different prices for the same equipment listed throughout the budget, under capital outlay. Council member Foy suggested these equipment items (i.e. lawn mowers) should be purchased through central purchasing and be let for bid. Council member Foy asked if all equipment is purchased through central purchasing and Mr. Copeland stated staff will check into that as there is no reason that can't be done. City Manager Zais explained there is a central purchasing list, with different levels of equipment, different grades, different standards and each department makes a determination of what they want from that list. Council member Foy commented it doesn't appear they are doing that, and he would like to see all equipment brought to bid. Council member Barnett commented the prices for these items vary throughout the budget, which is what prompted Council member Foy's question. Council member Barnett asked what type of tasks requires the type of printing mentioned on Page 274 and Mr. Johnson responded it's used for handouts for recreation programs, after school programs, and leisure programs with classes during peak times. Council members Barnett and Foy questioned why these items cannot be printed in the City's print shop and Mr. Copeland responded he thinks it might place an undue burden there. Council member Foy asked this be a policy issue, and that staff review what impact it would have on the print shop. Council members discussed the requests for capital outlay found on Pages 274 and 275 and asked that the copy machine and conference room furniture be brought back as policy issues. (Hanson absent briefly.) STREETS (PAGE 279) Del Kary, Street Division Superintendent, was present to respond to Council's questions. Council member Barnett asked if the maintenance miles of paved streets increases due to annexations and Mr. Kary responded, "Yes ". City Manager Zais suggested staff update that information for the final budget. Mayor Berndt stated she was happy to see the miles for sweepers and flushers went down this year. Mr. Copeland pointed out a typing error on Page 288, which should read 3,200 under 1988 Budget for Output/Workload. (Barnett absent briefly.) Mr. Kary reviewed the landfill dump fees and stated the cost is down this year since we went to the bags for the leaf pickup program. Council members Buchanan and Carmichael requested information on the cost for the special cleanup program. Council member Barnett pointed out on Page 295, Account 310 AAD /1 035 NOVEMBER ,29, 1988 • Taxes, the Street Fund allocation. of $1254009,which was reduced from the 1985 budget should read 1987 or• amended 1988. REFUSE (PAGE 319) Council member Carmichael stated the City set aside several thousand dollars to buy specific refuse containers from the downtown budget, and asked if that has been done. Mr. Kary, Refuse Division Superintendent, responded, "No,.staff replaced all the existing containers with new ones and do not see a need there." Council member Carmichael stated she would like_ to see that done. Mr. Copeland stated staff needs a target area downtown and asked if staff should look at it and come back with a recommendation. Council member Carmichael responded on the southeast corner of North Third Street and "A" Street and in the planter areas, there are no containers for refuse. She stated they are needed for the cleanliness of the downtown areas and to make people more conscientious. Council member Foy asked what it cost the City to pick up those cans on Saturday? Mr. Kary responded staff just started that and it will have to track the. costs. (.Council members Foy and Carmichael stated they would like to know what the cost is. Mayor Berndt asked staff to make sure the business community is aware there is trash pickup on Saturday. Mr. Copeland .stated the Downtown Area Redevelopment Coiiimittee will meet December 1, 1988 and staff will share it with them. Council member Foy stated citizens have asked about additional lighting and painting of crosswalks at the back of the Yakima Mall also. Council member Barnett asked for verification from staff on.Page 320, Need /Demand. He stated if he takes the number of active bins,staff proposes for 1989 and multiplies it times the annual cost per count for bins, his figures show staff would be operating the_bin service at a loss, and if,that is true, perhaps the city should get out of the bin service. He stated, secondly, if he multiplies the cost of the residential per year, times the number of residents on account, again he finds there is a shortfall. Council member- Barnett stated for several years, he has been asking to see a comparison on the revenue and costs. He asked, is it true the City will be operating the bins at a'loss in 1989? Mr. Kart' stated staff will meet with the , Finance Department and review that. Council member Barnett, stated when . staff gives their proposal of so many bin accounts in 1989 and gives an annual cost of accounts collected, they only have to multiply those two and you have a revenue figure. Mayor Berndt stated, as she recalls, we knew ,me were operating at a loss. She stated two years ago when we revised the fee schedule they were being heavily subsidized. She stated at that time we made a substantial correction, however, she is not sure it was a 100 percent correction. Mr. Copeland stated the City raised the bin rates instead. Council member Barnett stated there is still the question of: whether the City belongs in. the...bin business and Mr. Copeland responded staff will do a breakdown for Council to review. City Manager Zais asked Council to let staff prepare a report as it is a major question to address. Council member Barnett commented if the City is still losing money .on bin accounts, rates must be increased, or, the City should get out of the bin business. Council member Foy stated you are not losing accounts, in fact, you are showing residential accounts to be gaining and bins to be gaining, so we have not lost that much. Mr. Copeland stated staff will prepare a report with a breakdown of a cost analysis and also competive rates the City is dealing with in the valley. Council member Carmichael asked if staff was talking about metal containers or black plastic containers and Mr. Kary responded the black ones. Mr. Kary explained when bins are colored green, gray, or blue they do not have the same longevity. Mr. Kary reported that on October 4, 1988 the City received a rate increase from Yakima County for landfill dumping fees. He - stated it is $11.70 per ton, which is higher than what staff anticipated. Council members Barnett and Foy stated Council should have had a supplemental report regarding this to have accurate information for the Budget Review. Mr. Kary commented the reserves are down, this will lower them further and in 1989 the City may be needing an increase in rates. • Council member Foy stated at the bottom of Page 324 it reads, "Staff is anticipating that cost increases in 1989 and 1990 will make it necessary to adjust rates for 1990." Council member Barnett commented staff made a positive statement and that is what the public will believe. Council member Barnett asked what is the City's forecast on a rate increase for utilities? Council member Foy asked what is the tonnage the City picks up • per year and Mr. Kary responded we are close to '17,000 tons. City Manager Zais stated staff re- examined the rate structure and concluded the AAD /2 036 NOVEMBER 29, 1988 1989 budget could be balanced without a rate increase. Council member Barnett stated the totals on Pages 324 and 325 of the 1989 budget for Service Unit 699 do not agree and Council member Foy asked the Finance Department staff to review and correct that for the budget. TRANSIT (PAGE 297) Bill Schultz, Transit Manager, was present to respond to questions for the Council members. (Sims present after 9:55 A.M.) (Buchanan-absent briefly.) Council member Barnett asked for a discussion regarding 1.) Ridership, and 6.) Farebox Revenues on Page 298. He asked.how staff can project that farebox revenue. Mr. Schultz explained they do not always compute, staff must project them according to what rider or revenue increases have been. (Beauchamp absent briefly.) Council members questioned Mr. Schultz regarding the transit advertising program, printing of the transit schedule, and rescheduling bus routes in the summer. Council member Buchanan requested the line graph on Page 302, at the bottom of the page be enlarged as it gives'an eight year history, however, it comes out six. Council member Barnett referred to Page 304 and the contract with Dial -A -Ride. He stated he realizes it is going to be.a policy issue later, however, he noticed there is an increase for the 1989 budget to the Specialized Transportation Services Service Unit. Mr. Copeland stated the Provident Shuttle Program budget was overspent and Mayor Berndt commented they are not in the City limits. Mr. Schultz commented, however, all the people who use the Provident Shuttle live inside the City limits. Council members discussed the increase for the 1989 Budget for Specialized Transportation Services. Council member Buchanan asked staff to clarify the first sentence in paragraph two on Page 304. Council member Buchanan asked about the Office and Operating Supplies expenses on Page 305 being charged to Account 310 by City Hall personnel without their knowing the amount remaining in the account. Mr. Hanson explained the Accounting Department makes adjustments for those services. Council member Barnett asked what is causing the expenditures to increase in Service Unit 514 on Page 305? Mr. Schultz explained Dial -A -Ride and it is not more in expenditures, rather it is shifted. Council member Barnett asked to have the Total Capital Improvements Transit Capital Reserve ($709,524) on Page 308 broken down for budget wrap -up purposes. Mayor Berndt asked staff if the City pays COG (Conference Governments) extra when their Transit Planner works for the City? Mr. Schultz stated there is a matched fund, about $3,000 a year, and staff determines what their planning projects will be. Mayor Berndt asked if the City. would pay that if they went inhouse and Mr. Schultz stated it might reduce that amount. Council member Carmichael commented that arrangement has not worked well, in the past. Mr. Schultz stated there is no way we could have prepared all`the paper work for UMTA, (Urban._ Mass Transportation Administration) required by regulations, and maintained our eligibility of grant funds without that assistance. He stated COG has had a Transportation Planner available which we have used. Council members discussed the possible elimination of the Westside Loop (Page 311). Council member Carmichael reminded Council the City must hold a public hearing before changing any routes. Council member Barnett stated Council planned to review it within a year and still has not done it. Council member Foy stated this is a major policy issue report and he would like to make it a policy issue. He commented most ridership is youth generated by the school district. City Manager ,Zais stated staff and the Council Transit Committee requested approval from the City Council on May 24, 1988 regarding the Westside Loop. He stated the recommendation of the City Council was to maintain the route and have this subject taken as a policy issue in the 1989 Budget. He stated staff provided a report and did not go beyond that because Council member Barnett amended that so the analysis would include a comparison with the standards done by the Citizens Committee. Council member Foy requested a study of Routes 1, 8 and 9 and the elimination of Route 10 be made a policy issue. Council member Carmichael commented as long as Council understands they cannot choose to eliminate those routes without prior public hearings. (Berndt absent briefly.) Discussion followed and Council member Sims asked for clarification on Page 312. He stated the ridership at the top of the page doesn't equal the ridership at the bottom of the page. Mr. Hanson asked if the $245,443 amount under Riders in AAD /3 037 NOVEMBER 29, 1988 Table I on Page 312 should match -the• total :.for Route 2 in Table .II and Mr. Schultz stated staff will review that. • Council member Barnett asked for clarification on Page 313 -1 in the first . paragraph, regarding Dial -A -Ride, "The elimination of the current formula and allowing the Council to establish the budget amount, ect." He • asked what would be staff's reasoning for coming up with a figure instead of using 8.1 percent? Mr. Copeland explained what staff hoped to do.was eliminate the current formula and go back to 8.1% and finish that level of service by that action. Council member Barnett. expressed concern with staff asking Council to determine how to stay within the Dial -A-Ride Ill budget. Mr. Schultz stated staff determines the method of level of . service to help give a limit on the escalating costs. Mr. Schultz stated it asked in the policy issue for approval for staff to continue to do that as a means of limiting the costs..Mr. Schultz stated what staff is saying is instead of establishing the budget based on percent of • services, to establish it as Council does any other item. Council member Beauchamp asked what was our average expense of cutback on Dial -A -Ride in a month and Mr. Schultz responded $12,000 to $14,000. Council member Barnett asked if Council approves the proposal to revise. the formula for the Dial -A-Ride Program, are we automatically approving an increase of the funding level for the 1989 budget to $170,000? City Manager Zais responded, "Yes ". He explained the actual expenses in 1987 were $165,000, the original budget for 1988 was $141,000 which was amended by $15,000 to make it $156,000. He stated the budget, that is now printed, based on formula shows $145,000 which is less than projected to be spent this year; and this policy issue would raise it to $170,000 for 1989. City Manager Zais stated staff will clarify that in the •summary of . .the policy issues. (Carmichael absent. briefly.) Referring to the Transit Capital Fund on Page 314, Council member Beauchamp asked staff where the Transit Operations Facility would be located and Mr. Copeland responded it would be at the Public Works shops where there is some space above the shops mezzanine. Council member Beauchamp asked about the Bus Parking Shelter and Mr. Schultz stated staff would like to have an area in one space for all the buses to park. Mr. Copeland stated staff talked with the, Transit Committee and would like Planning to revise the Public Works plan. Mayor Berndt stated Council is getting mixed reviews from citizens on the passenger shelters, and she asked what kind would they be? Mr. Schultz stated they would be the same, plexiglass, and staff is working with the contractor to get the downtown shelters cleaned more frequently. Council member Foy suggested placing a person on the buses to catch the people who are vandalizing'and have them pay for repairs and cleaning. It was MOVED by Foy, seconded by Beauchamp, to recess at 11:00 A. M. and to reconvene at 2:00 P.M. Unanimously carried by-voice vote. READ AND CERTIFIED ACCURATE BY Y- 27/ •-Z 9 COUNCI i 4:i'R / 7 BATE S /_ • COUNCIL 1 MBER i • E • ATT ST: 8aijekj DEPARTMENT ASSISTANT III MAYOR (Minutes prepared by Irene Barber, Department Assistant III.) • • • • AAD /4