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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 /1 32 5 NOVEMBER 18, 1989 • ADJOURNED MEE1'ING BUDGET REVIEW • 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 /2 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. /3 t e 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 ��_ __ G /�/ /lam _ 27 CO N MEM; R D TE _____Cd.t. MAYOR ATTEST: ) CITY CLERK i� III 111 e' /4