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HomeMy WebLinkAbout11/28/1989 Adjourned Meeting 3 a NOVEMBER 28, 1989 ADJOURNED MEETING - BUDGET REVIEW 1. ROLL CALL 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 Clarence Barnett and Bernard Sims present. Council member Henry Beauchamp present after 9:35 A.M. Council member Lynn Buchanan present after 3:50 P.M. Mayor Pat Berndt and Jerry Foy absent and excused. City Manager Zais, Director of Finance & Budget Hanson, and Department Assistant Barber also present. DEPARTMENT OF COMMMUNITY & ECONOMIC DEVELOPMENT Planning Glenn Rice, Director of Community & Economic Development, Don Skone, Planning Manager, and Bob Shampine, Code Manager were present to respond to Council's questions. Referring to page 151 Policy Issue, Increase Development Application Fees, and the supplemental information dated November 28, 1989 outlining staff's request to use the additional revenue to purchase equipment, Council member Sims questioned staff's priorities for equipment. Mr. Skone explained that with the Zoning Ordinance applications fee increases, staff expects an additional $11,000 in revenues and wants to upgrade the Department's computer to an Apple Mc Intosh at a cost of $6,250.00, with an additional terminal going into the GEMS System. Mr. Shampine commented staff is proposing to put a Prime Computer at the front counter by 1991, explaining that business licenses are all read on the computer, at this time. Mr. Skone clarified staff's plans to add a GDMS terminal now, a Mac Intosh within a year, in 1991 a GEMS for the front counter and within two to three years every planner would have a GDMS terminal at their desk. Council member Sims asked if this computer could produce the City's invoice and Mr. Shampine responded it will become the receipt. Mr. Shampine responded to Council member Sim's questions regarding burn permits and building citations. Council member Barnett referred to Page 140, expressing concern regarding the Hearing Examiner's activities. He asked if it is proper for the Hearing Examiner to make comments which are political in nature and are they within the scope of his duties and functions? Mr. Rice stated the Hearing Examiner will have to answer that question. Mr. Skone explained there is a Hearing Examiner Committee with two City Council members (Pat Berndt and Lynn Carmichael) and two County Commissioners who meet with the Hearing Examiner annually to evaluate his services. City Manager Zais stated staff will discuss this with him. City Manager Zais stated Council will have to appoint a new representative to replace Lynn Carmichael on the Hearing Examiner Committee. Mr. Skone reported the Hearing Examiner's budget reflects an increase in the number of cases, however, the budget is for the same amount of money. Council member Barnett referred to Page 143 under Environmental Planning and stated Account 420 Communications shows a decrease while most of the other accounts have an increase. Mr. Skone explained that information was given to staff by Purchasing. City Manager Zais asked to have staff review that and come back to it. Council member Barnett asked if the overhead projector on Page 144 under Capital Outlay Requests could be borrowed from other divisions or departments? Mr. Skone explained the two in the Police Department are used for training and are not available and commented it is more convenient to have their own available for evening or daytime meetings. Council member Barnett stated he would like to see cost reductions whenever possible. City Manager Zais referred to Page 143, Account 420 Communications. He stated the Planning budget is dawn slightly because of reapportion of communication expenses to where they originate. I /BR11.28 /1 NOVEMBER 28, 1989 3;17. It was the consensus of the City Council members and staff present to wait until more Council members are present to discuss the Yakima Comprehensive Metropolitan Plan 2025 on Page 148. (Henry Beauchamp present.) Council member Barnett asked for a response from staff regarding the 2.7 million dollars outstanding on G. 0. Bonds, wondering how far do we want to go on this Bond? He asked for staff's reaction on this Comprehensive Plan regarding lending to Parks and Recreation and maintaining what we already have. Council member Beauchamp questioned the justification for the upgrade of the Associate Planner position to a Supervising Associate Planner level on Page 150. Mr. Skone responded that this position would spend more time for zoning requests, scheduling hearings on time, and getting notices out. Council member Barnett referred to the Increase Development Application Fees on Page 151 which is an unbudgeted.policy issue. He asked if staff was planning to buy certain types of equipment and Mr. Rice replied, "That is correct." City Manager Zais clarified for Council the City centralizes all purchases of their computers from one fund. Council member Barnett asked where the revenue expected from proposed fee schedule amendments would go? Mr. Skone responded it would go into the General Fund, however, this was discussed with the Home Builders and Realtors who requested it be redirected into Planning's and Code Administration's operations. Council member Barnett stated he has a problem with staff's request to direct Right -of Way Vacation reimbursements to the CBD Fund (Central Business District) on Page 152. He stated he feels any money should go into the General Fund unless'a policy is established to divide the city into sections and money received is designated for that certain section. Mr. Skone stated this issue is a result of staff's effort to develop the Downtown Plan, including a Capital Improvement Program, after working with property owners, the Regional Planning Comittee, and D.A.R.C. (Downtown Area Redevelopment Cocuuittee). Mr. Rice referred to Council member Barnett's concern, saying it would not only classify the program, it would classify the use. Staff is recommending these funds be , dedicated to the CBD. Mr. Skone explained'future improvements are on the Capital Improvement Program for streetlights, -landscaping', trees, and sidewalk replacements. Council member Beauchamp stated he cannot agree with that approach if it is derived from that area, we have a responsibility to keep that area as attractive as we can. City Manager Zais stated there is one other alternative, to allocate this revenue into a special Capital Improvement Fund. Council member Barnett stated he would like to see that as a option. 11r. Hanson stated the CBD Fund is for the CBD area only. Code Enforcement Mr. Shampine referred to page 154, Code Administration Revenues, explaining that until the end of November, 1989 that total can change drastically. Council member Beauchamp asked if there are any codes to regulate site screening and Mr. Shampine responded, "No ". City Manager Zais stated staff will come back with what can be done with provisions and requirements for site screening. Mr. Shampine asked Council if • staff could address this issue in March or April, 1990 when the zoning ordinance comes to the City Council? It was the consensus of the Council members present to do so. Council member Beauchamp expressed concern with the Recycling Center on South 1st Street and stated he feels something needs to be done within the City. Mr. Shampine stated you can't eliminate the industrial zone. Mr. Rice inforn Council that his staff has benefited from Account 430 Transportation /Training on Page 155 and is not frivolous in spending from this account. Council member Sims asked if the Business Licenses on Page 156 should be labeled revenue and Mr. Rice responded, "Yes ". Council member Sims asked staff what kind of cooperation they receive from the other departments in the City about new businesses and changes in businesses? Mr. Shampine responded he does not think anyone even thinks about it other than the Police Department, Customer Services, Streets, and Refuse Divisions. Mr. wheeler reported that people are now being asked to put their State Revenue Number on their business licenses. Council member Barnett asked if the Code Administration is really the Complaint Center for the entire I /BR11.28/2 • 330 NOVEMBER 28, 1989 City as mentioned in the last sentence on Page 156? City Manager Zais explained most of the complaints received require follow -up, research, and a response to the citizen. Council member Barnett stated the biggest complaint he receives is that people do not return telephone calls. Mr. Shampine stated his division handles 10 to 15 complaints a day. Housing Council member Barnett referred to the Police Issue, Yakima Rebound Plus, on Page 160 stating the amount of $100,000 for Local, Public is in error. City Manager Zais stated the corrected amount is $490,386. Dixie Kracht, Block Grant Manager, was present to answer questions for the Council members. Council member Barnett asked where the Local money is coming from? Mrs. Kracht stated the money will come from the Federal, State, and Local, Public (the Community), not the local government whose contribution would be just good will. Council member Barnett stated his concern about funding this using the utility tax. City Manager Zais explained that was an option which was being reviewed as staff was not sure enough money would be generated to match the program expenses, and based on current information, that would be deleted from this policy issue. Council member Barnett asked what the results were regarding the meeting with the local financial institutions mentioned in the memo of November 9, 1989 directed to neighborhood cleanup? Mrs. Kracht stated this Policy Issue received a positive 'input to put together a subcoiinuittee to go to other businesses and entities for contributions. Mrs. Kracht presented a handout listing a three year budget proposing anticipated costs associated with the installation and implementation of the Demonstration Rebound /Rehabilitation Plus Program to improve neighborhoods. Mr. Rice stated he and the Assistant City Manager spoke with Federal Agencies who responded favorably to this concern. Staff asked for $200,000 from the State and a similar amount from the Federal Government for the first of the year. He stated this program is concurrent and cooperates with the Housing and Code enforcement issues. Fred Stouder, Assistant City Manager, explained how the revenue was assessed. He stated that direct rehabilitation has been added because of the Federal Government's share and they have asked what the City is doing, which must be addressed. Council member Beauchamp asked if the rehabilitation would be a grant or loan? Mrs. Kracht stated that the elderly receive a grant and the single family funding is a loan. Council member Barnett referred to staff's recommendation in the memorandum of November 9, 1989 which gives their intent to begin the neighborhood cleanup program in January, 1990. Mr. Rice explained this must still come from special revenue funds and the City plans to raise $490,000; however, staff cannot say they will not be back with a request for funding from the Council. Council member Sims asked where the staffing will come from and Mr. Rice responded that was included within the Housing and Code Administration Divisions. City Manager Zais stated because it is a special program it will be dedicated to a special fund. Council members discussed the Policy Issue, Add .5 DA II to Planning staff, on Page 162. Council member Sims asked if the Parks should be included in this? Mr. Shampine explained on Page 416, the Parks Division has a request for a half -time person. He expanded, saying that person could do the weedy lots and could be tied in with the Parks budget. Council member Barnett stated on Page 213 the budget shows the Yakima Downtown Futures Plan is scheduled for adoption by December 31, 1989. He stated a week or two ago the Yakima Urban Area Joint Board was to take action on this and he asked how can it be before the City Council by December 31st? Council member Barnett stated he has a problem funding this program from Municipal Parking Facilites Revenue. He asked if that money should be kept to repair the parking lots rather than used for the Downtown Futures Plan? Mr. Hanson explained part of the maintenance of lots is up to the City, as the major repairs are the responsibility of the City. City Manager Zais stated it could still be used for that purpose. He stated another thing staff considered is, when this Plan is put into effect, the City will have to come up with other sources to match the contributions from the private sector. He stated staff must look at the need to get funds for the future. Council I /BR11.28/3 NOVEMBER 28, 1989 3 3 1 member Barnett stated his concern is that the Plan is before the Joint Board for review and action now may be premature. He stated the City needs to keep some money available to repave these lots. He asked if this should be a policy issue until the Joint Board makes a decision and City Manager Zais stated it is not planned as a policy issue it is listed as a budget category. Mr. Rice explained the CBD (Central Business District) funding and referred to the comments from Preston - , Thorgrimson in the their memo of November 6, 1989. Council member Barnett also referred to the • memo expressing concern with the next to the last paragraph on Page 6 where Preston, Thorgrimson's makes a recommendation that we will make an effort to clear that the formulation and consideration of the proposed zoning ordinances is an open process, and to create a strong public record that supports the public purpose. He stated the next sentence, "In addition, the City may want to consider utilizing the Appearance of Fairness Doctrine as a guide ", raises a question when doing business with people downtown in developing these issues whether we have maintained a Fairness Doctrine. Mr. Rice stated all meetings regarding the Downtown Plan are open to the public. Council member Barnett asked why do you think Preston, Thorgrimson added the sentence about a Fairness Doctrine and Mr. Rice responded they probably did not know that we do. City Manager Zais stated it is unlikely we will be adopting this CBD Plan before the end of this year. Council member Barnett referred to the memo on the Metropolitan Plan 2025 Study in which one of the issues that came up for a change was the regional shopping center across the boundry which is contrary to what is in the Yakima Urban Downtown Plan. Mr. Rice stated the Urban Area Plan does not provide what is written out for a major retail shopping center. He stated in the Downtown Plan being proposed', City Council will have to answer some of those questions. He stated he talked with the Selah and Naches City Councils to be sure they understood we are not intending to annex that land. Mr. Rice stated the Urban Area Plan, as it is written, is out of date, however, the Greater Urban Area Plan is proposing this larger area. GENERAL ADMINISTRATION City Council . Dave Miller, First Vice President, and, a member of the Board of Directors for the Chamber of Commerce and Al Pruett, Retired, and, a member of the Board of Directors for the Chamber of Commerce were present. They extended an invitation to the City to become a member of the Greater Yakima Chamber of Commerce.. They expanded on the Chamber's leadership program and the number of inquiries regarding Yakima. Mr. Pruett explained the basic source of funding for the Chamber is from membership fees. City Manager Zais commented there are many individual memberships within the City staff and these members pay individually. He commented it opens up a broader representation and activities for the City. and the Council. He also stated the Chamber of Commerce stood by the City a few years ago on the request for a change in the form of government and solicited funds for that campaign. He stated the Chamber of Commerce has extended an invitation to the Mayor as ex- officio. City Manager Zais stated staff is proposing the City of Yakima reinstitute membership in the Greater Yakima Chamber of Conu Gary Webster, Manager of the Chamber of Commerce present to answer. questions for the Council. On Page 45, City Manager Zais pointed out the City Council's budget incorporates changes planned for this coming year for salary adjustments. He stated there were some extra expenses in 1989 in operating supplies because of increasing costs. He reported the membership fee in the newly formed Eastern Washington Cities group should be $50.00, not $35.00 on Page 47. He stated Account 430, • Transportation /Training has been updated and should be within the budget for travel costs. Council member Barnett referred to Page 47, attendance at the National League of Cities conferences, and questioned if.Council got $3,000.00 worth of benefits? He stated that perhaps Council should spend more time and money attending State organizations. Council member Barnett stated the budget shows $2,200.00 for dues, and he asked if this money could be better spent? Council I /BR11.28/4 3 3 NOVEMBER 28, 1989 • member Beauchamp responded the Council has always had general support for N.L.C. and needs someone to bring back that information. Council member Beauchamp stated this needs to be discussed during the budget wrap -up. City Manager City Manager Zais referred the the City Manager's Office budget on Page 52. He explained an executive desk was requested because a larger desk is needed for the Assistant City Manager. LEGAL DEPARTMENT John Vanek, City Attorney, and Bob Bounds, City Prosecutor, were present to answer questions for the Council. In response to Council member Sims question regarding the .08 budgeted for personnel, City Attorney Vanek explained it is for temporary clerical assistance. He explained since 1985 there has been an increase in criminal activity and there is a need for another Legal Assistant. Mr. Bounds explained how more prosecutors would help this Department. City Attorney Vanek stated Legal's budget planned for a $21,000 allocation to allow hiring a fulltime prosecutor at the end of 1990. Legal would like to budget for three civil attorneys, and three criminal attorneys. He commented Mr. Bounds would like to retire after next year and have time to help train a person. City Attorney Vanek referred to Account 430 Transportation /Training on Page 55. He explained material received from seminars around the State is valuable and pays high benefits to the City. City Manager Zais announced Mr. Vanek was invited to serve on a State task force for indigent defense in which contracts for those services are considered by cities and counties. City Attorney Vanek expanded, stating this is the second time he has served on a task force regarding indigent expenses. He explained that counties take a major hit on costs and there has been a major increase in costs with defenders. He stated the task force will recommend some relief for these counties. The task force was left with standards and no appropriations and are planning to ask for an $20,000 appropriation. He stated there is a receptiveness on the part of the legislative committee and we may be receiving some State money. Council member Sims asked if a computer is budgeted for Legal Counsel under supplies? City Attorney Vanek stated staff has asked how the recordkeeping keeping in the courts could be computed within the City Legal Office. He stated staff is working on a proposal to insert copies of the Revised Codes of Washington into their computer. In response to Council member Sims question regarding the costs associated with the proposed additional attorney, City Attorney Vanek presented a handout showing the estimated total impact for wages, training, transportation, and furniture, to hire an Assistant City Attorney in 1990. City Clerk City Manager Zais stated on Page 61, the Records Division reflects the costs for the mandated expenses on the election costs and the publication and distribution of a local voter's pamphlet. Personnel Referring to Account 410 Professional Services in the Personnel Division, City Manager Zais explained it was not the professional services expenses, it was training and litigation costs with the Police and Fire Department that increased costs and it will be even more in 1990. He stated funds for health and comp are not included, as that budget will require an appropriation before the end of the year. He stated salaries and medical funds for the end of 1989 are estimated also. He explained that the AFSCME settlement has not been approved and some expenses have been incurred. Council member Sims asked when the next vote will be and City Manager Zais responded it could be taken again before the end of the year. Archie Sutton, Personnel Officer reported the next negotiation meeting will be December 14, 1989. It was the consensus of the Council members present to continue the budget discussion following the Council meeting , if time allows. I /BR11.28/5 NOVEMBER 28, 1989 READ AND CERTIFIED ACCURATE BY 0 ot is ;1 '/ 0 s ,1--1-0 . . _4.1 41_41 COUNCIL i'IEMBER Ili DATE COUNCIL ME :D' DATE ATTEST: ..)Lo.,,_,L 1Z12,01)u . / A,, ' DEPARTMENT ASSISTANT MA d' V rik TEM Minutes prepared by Department Assistant Irene Barber. II