HomeMy WebLinkAbout11/18/1989 Adjourned Meeting 324
NOVEMBER 18, 1989
ADJOURNED MEETING - BUDGET REVIEW
The City Council met in session 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, Jerry Foy, and Bernard Sims. Council
member Lynn Buchanan present after 10:00 A.M.; Council member Henry
Beauchamp absent and excused. City staff members present were City
Manager Zais, John Hanson, Director of Finance and Budget, Robert
Wheeler, Accounting Manager, and City Clerk Roberts.
DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT
Division of Housing and Neighborhood Conservation
Block Grant Manager, Dixie Kracht, was available to respond to Council's
questions regarding the need for an accountant to monitor the various
programs.
PUBLIC WORKS DEPARTMENT
Public Works personnel available to respond to Council's questions were
Jerry Copeland, Director of Public Works, David Flaherty, Parks Manager,
David Johnson, Administrative Assistant, and Bill Schultz, Transit
Manager.
Public Works Administration
John Hanson addressed the difference in the figures in Table 2a in the
Budget and the supplemental material subsequently provided, explaining
that the budget was developed by Del Kary prior to his death, and by Chuck
Greenough prior to his resignation, and included some assumptions which
turned out to be different from the finalized budget. He said the
supplemental material contains the current information. Mr. Wheeler said
that one major.difference is that the latest information includes the
AFSCME settlement. Council member Barnett requested a correction be made
on page 283 under Account 340; 23.79% should be 29.02%. Addressing the
policy issue on page 286, Create a Safety and Training Program for the
Public Works Department, Council member Foy said that he did not feel the
Safety and .Training Officer position is needed. He said it is the
responsibility of the supervisors and department heads to do the duties
described for this position. Mr. Copeland explained the proposed duties
of the Safety and Training Officer and its importance to the Department,
particularly to the Transit Division. Council member Sims pointed out
that training could result in a savings to the City under its self- insured
program. Mayor Berndt asked if the Safety and Training program and the
clerical support position could be separated in the policy issue. Mr.
Copeland stated the clerical position is absolutely necessary and
described the clerical staff utilized by the Public Works Department. He
said if someone is sick or on vacation, the Department is at the point
that they can't do their work and answer phones. Council member Barnett
questioned why this position is not under Personnel, to be utilized
throughout the City, giving a wider distribution of the overhead for this
program. Mr. Copeland stated the Personnel Division is not in a position
of taking on this responsibility at this time and it's needed now in the
Public Works Department. Council member Sims stated that whether or not
this is implemented, he would like to see a monthly chart of man hours and
reports for industrial claims by the Fire, Police and Public Works
Departments. Council next discussed the policy issue on page 288, Public
Works Information Program, Council member Foy suggesting the Department
subscribe to an electronic mail box which can be used to give out messages
about the Department's programs.
Street Division
John Hanson stated the Street Division budget was developed by Del Kary
and- updated by staff, so there may be questions staff can't answer.
Referring to the performance statistics on page 292, Council member Sims
commented the cost per units should be going down due to new technology.
There was discussion regarding the frequency of street sweeping (page
292), and Mr. Copeland stated he would look at this program and see what
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NOVEMBER 18, 1989
• ADJOURNED MEE1'ING BUDGET REVIEW
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can be sacrificed in order to have more frequent street sweeping in the
residential areas. Council members discussed the 50/50 Sidewalk Program,
on page 299, Council member Sims stating that he would like to see more
money in that program, at least $100,000. He requested that this be added
as a policy issue. City Manager Zais commented there is no more money;
Council would have to prioritize the City's services to the public.
Mr. Zais stated there is $200,000 in cash reserves, including the policy
issue in Transit, which should not be reduced. Council member Foy
suggested the revenue from the relocation of utilities in the "A" Street
vacation could be designated for the sidewalk repair program. City
Manager Zais further commented that State law permits the entire cost of
sidewalk repairs to be assessed back to the property owner, as well as the
option of creating a local improvement district.
There was a lengthy discussion regarding the policy issue on page 308,
Increase the Street Inspector Position From 50% Temporary to 100% Full
Time. Council member Foy spoke in opposition of the proposed funding
source, commenting that whenever there are any problems with U.S. West's
street breaks, they go back and fix it. He said that U.S. West pays the
City's bill even though the City's estimate does not match U.S. West's,'
and if the rate is increased from $17.64 to $75.00 per hour, U.S. West
will ask for an audit and not pay for unsubstantiated bills. Mr. Copeland
said that in the original policy issue, Del Kary was recommending funding
option No. 2, funded by permit fees and the Street Fund, however, the way
it was written, did not lead one to that recommendation. In the
supplemental material provided, staff gives three funding options.
Council member Foy offered an alternative to leave the rate at $17.64 per
hour, and if the City has to repair a failure, impose a penalty and charge
$100 per hour for the time spent to repair the street break. Council
member Barnett requested the policy issue be separated on whether we will
approve a full time street inspector as contrasted to all these others, so
we can vote on each one. Mr. "Hanson'said that the budget wrap -up will
have to show 'each option separately. Les Sisco, temporary Street
Inspector, advised the Council that one problem is that the contractors
know when he is no longer working and then try to save money on their
street patches, resulting in the failures. He said there is an ordinance
that imposes a $250 penalty for each day the failed patch is'not repaired,
however, he has been unable to assess that penalty..- Council member
Barnett requested the City Manager to find,out why the ordinance in not
being enforced. Mr. Copeland indicated that he'stopped one of the cases
when he noticed the procedure followed was' flawed. Council member Sims
advised Council that before the meeting started, Iir. Sisco told him there
is no way to know if the contractor has valid business permits. Mr.
Copeland stated that can be controlled by updating the ordinance to
require the contractor to put their contractor number on the permit.
Council member Foy suggested the contractor could be required to provide a
letter of financial responsibility to a specified dollar amount, which is
not released until the inspection is made.
Council members discussed the policy issue on page 309, Add One Full Time
Street Maintenance Specialist II to Assist with Water Department Utility
Cuts. Mr. Covell explained that when the Water Department responds to
emergency requests regarding water line breakage, staff breaks the street
to reach the line, and then has to cold patch the repair until staff from
the Street Department can bring out the equipment to permanently patch it.
He said it would save money if the Street Department could respond in a
more timely fashion and eliminate the need for the temporary cold patch.
Council member Foy stated the supplemental material indicates the Street .
Department has the equipment and the expertise to lay the patch, but not
the manpower_, and the Water Division has a person laying a cold patch. He
asked why that Water Division person couldn't be cross- trained to use the
equipment to lay the hot patch? He said he would like to see numbers and
schedules. Mr. Covell stated his people can do the hot patch, but they
don't have the equipment. Council member Foy suggested that someone could
radio the shop to bring the equipment to the job site and then the Water
Division member could do the patchwork.
Transit Division
Bill Schultz, Transit Manager, was available to respond to Council's
questions. Council member Barnett referred to Account 620, Buildings, on
page 323 and requested the total amount be included as part of this policy
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3 2 6 NOVEMBER 18, 1989
ADJOURNED MEETING - BUDGET REVIEW
issue. City Manager Zais assured Council that nothing is going to be
spent beyond the plan until the changes have been through the review
stages with staff, Council Transit Committee, and then the full Council.
Council members Foy brought up his concerns about the policy issue on page
328, Operating Impact Payments for Street Fund, stating this is saying we
will tax Transit for using the streets based on how Transit effects
deterioration on the streets. He said this revenue ends up as a flow
through until it helps pay for the Urban Area Plan. Council member
Barnett stated he thinks this violates the intent of the people when they
taxed themselves .3% to operate the Transit and the first obligation
should be to reduce the tax. He said this establishes a precedence that
all City -owned vehicles should be charged for using the streets. He asked
if staff can substantiate this manipulation of funds with the state
auditor. City Manager Zais stated the revenue shifts from Streets to
Parks might have been from the General Fund to Parks; either way, the
money is needed in Parks. He said Mr. Hanson took this issue to the
auditor and reviewed the proposal in concept and asked if they had any
problem with it, their answer was that if it is laid out in this fashion,
they think it's acceptable.
Referring to page 330, policy issue on Establishment of a Transit
Route Supervisor, Council member Barnett asked why this position is
necessary. Bill Schultz explained the Operations Supervisor's daily
functions have grown in complexity and number, taking him away from his
direct supervision of the Transit operators. There will be growth in the
future through the annexations. Council member Foy stated that perhaps we
need to look at a lead man concept to avoid compression between this
position and the Operations Supervisor. Mr. Schultz stated there is
already a reclassification in process for that position, regardless of
this request.
Refuse
Referring to page 336, Council member Barnett asked about the amount of
the beginning unemcumbered balance, which was not given.
Mr. Hanson stated that figure is $270,579 and the total would be
$1,671,664.
Council members discussed the proposed refuse rate increase policy on page
339, comparing the proposed rates against those rates charged by other
cities and private enterprise, expressing concern that Yakima's rate will
be high compared to them. Mr. Copeland said that a lot of these cities
don't charge the full burden rate; they subsidize this service. He said
the last time this rate was increased was three years ago and normally it
is done every two years. Commenting that the 2% in -lieu tax for Parks
impacts the refuse rate, Council member Barnett requested a policy issue
to place a cap on the additional 2% in -lieu tax on the City's utilities.
City Manager Zais sought clarification, stating that the 2% is applied to
water, sewer and refuse and is factored throughout the budget, totaling
$193,000, and asked if that is the number Council member Barnett wants
capped. Mr. Barnett stated that is correct. Mr. Zais stated the
$193,000 would carry Parks through the 1990 budget. Council member
Buchanan cautioned that if a cap is placed on this, then in a year or so
Council will be looking for another source of funds. Council member Foy
suggested staff find out what the Miller Pool property is worth and put it
up for sale for housing for senior citizens.
• Equipment Rental
Referring to page 346, Council member Sims stated that it looks like we
are only averaging between $225 and $400 per vehicle sold at auction, and
asked if that is possible. Mr. Copeland stated that the City Manager has
asked staff to sell the vehicles, rather than place them in the auction.
Council member Sims asked why we aren't leasing police vehicles.
Mr. Hanson stated he thinks it's because of the police package that is
needed. Council member Foy asked staff to look at lease vehicles for the
detectives.
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NOVEMBER 18, 1989 3 27
ADJOURNED MEETING. BUDGET REVIEW
OUT -OF -STATE TRAVEL AUTHORIZATION FOR MAYOR BE.RNDT TO ATTEND NLC
CONFERENCE IN ATLANTA, GEORGIA
Council member Foy stated that the National League of Cities has requested
our Mayor to attend and be a participant on what cities are doing
regarding the drug war. It was MOVED BY FOY, S is 'ED BY BUCHANAN, TO
AUTHORIZE THE EXPENDITURE FOR THE OUT -OF -STATE TRAVEL" FOR THE MAYOR TO
ATTEND THE NLC CONFERENCE. The motion carried by unanimous vote.
Beauchamp absent.
III It was MOVED BY BUCHANAN, SECONDED BY SIMS, TO ADJOURN AT THE HOUR OF
12:15 P.M., TO THEN MEET ON NOVEMBER 28, 1989 AT 9:00 A.M. FOR BUDGET
REVIEW. The motion carried by unanimous voice - e. Beauchamp absent.
READ AND CER'T'IFIED ACCURATE BY: _ ,, e��.���, P A
COUNCIL MEMBER DATE
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CO N MEM; R D TE
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MAYOR
ATTEST:
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CITY CLERK i�
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