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HomeMy WebLinkAbout11/25/1986 Adjourned Meeting 434 NOVEMBER 25, 1986 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 Henry Beauchamp, Clarence Barnett, Pat Berndt, Lynn Buchanan, Lynn Carmichael, Jerry Foy and Bernard Sims. Staff members present were City Manager Zais, Director of Finance and Budget Hanson, Accounting Manager Wheeler and Department Assistant II Leon. The Invocation given by Mayor Beauchamp. YAKIMA CENTER /TOURIST PROMOTION Glenn Rice, Director of Community. and Economic Development, and Les McNary, Yakima Center Manager, were present to respond to Council's inquiries. Mr. McNary introduced the members of the Yakima Center Advisory Commission-who were-in the audience this morning: Paul Redd, Chairman, Tim Estes and Bruce Steelman. Mr. McNary informed Council of the decrease of 40 event days in 1986. He cited the following reasons which affected the decrease: 1) 14 event days were lost during the months of November and December due to cancellations by trade shows. The reason behind those cancellations was primarily due to the lack of local support sought out by managers of the trade shows; 2) The opening of Expo '86 during the month of May in which a great majority of the conventions were scheduled in the Vancouver and Seattle area and 3) The opening of the Coeur D'Alene Resort in May. He mentioned prior to its opening the resort had over 200 advanced bookings for state and regional conventions, primarily out of the State of Washington. Looking towards 1987, Mr. McNary stated there are currently 114 event days on the books with a projection of 200 days based on the historical trends the Bureau has been able to book and 90 single or two -day events which would bring a 22% increase of occupancy in 1987. He then 'proceeded to inform Council of the event days history in prior years. In response to Council member Carmichael's inquiry of whether conventions meet in Yakima on a rotation basis, he replied that although no group meets in Yakima every year, the Center must work with local hotels to assure there are sleeping accommodations available for those attending the conventions. Council and staff continued to discuss the problems encountered due to the lack of floor space available at the Center as compared to the surrounding comparable sized cities and their available accommodations. Responding to Council member Foy's concerns of how Yakima's rental fees compare with other cities, Mr. McNary pointed out a reduction of rates would be "foolish" because the Center has operated with the same rates for four years and the problem of losing conventions is not based on rental rates; the loss is based on the facilities inability to house conventions on a regular rotational pattern. He stated a study on the northwest facility rental rates would be completed in April or May of next year. Council member Barnett expressed concern with this being a major policy issue now since the study won't be completed until mid -1987. Council member Carmichael explained the City can't deal with the competition on any one level due to the various circumstances involved in each community and explained the room tax dollars as it pertains to the enhancement of tourist promotion. CAPITOL THEATRE Director of Community and Economic Development Rice introduced the new Capitol Theatre Manager, Stephen Caffery. Mr. Caffery stressed in his opening remarks, there are only three such facilities as the Capitol Theatre in the northwest, but Yakima's Capitol Theatre is special in that it has a reserve fund, has a small endowment, has operated "in the black" successfully for the past eight years and all monies being requested go through room tax funds which are not directly related to the taxpayers of the community. He continued to say the Capitol Theatre is indeed a M.1 /1 435 NOVEMBER 1986 1. special entity in that it is supported and operated by the commitment of this community and this commitment has paid off to the success of its operation. A brief discussion followed with Council and Mr. Caffery reviewing the maintenance needs of the Capitol Theatre. .... . . - . The meeting recessed. for approximately 10 minutes. CABLE TV Cable TV Coordinator, Bruce Crest, was available,to respond to Council's inquiries. Director of Community and Economic Development Rice reviewed the events which oecu „r `•'dwring the - past year, namely, moving to a new facility 'an - the possibility of McCaw Cablevision changing ownership. In reference to this I/ possibility, Council member Foy suggested Council form a task committee to work with the Cable TV Coordinator and review the ordinance with the new company to get a degree of understanding because of the flaws it contained'when - it was first adopted and issues which are no longer applicable due to FCC changes. Mr. Crest . res.ponded -.to.s,various inquiries by the Council regarding what is included in miscellaneous sales, dubbing of tapes and the amount of air time used by Cable TV. He noted staff is also working in conjunction with other City personnel to produce various programs to benefit the public. • HOUSING Director of Community and Economic Development Rice noted a numerical error on Page 130 under No. 2a of major policy issue; it currently reads :$4,900 but should read $6,196. He explained the reclassification of the Housing Supervisor's position to a management position, Community .Development Block Grant Manager, and the merit increase involved with the reclassification. Council expressed their concerns with regard to procedural reclassifications within City personnel in general. Council member Barnett stated he would agree to the reclassification of the Housing Supervisor to a-management position, however, he would like to see the pay range discussed as a separate issue. Council member Foy stated the merit increase for this reclassification given in an 18 month period is considered a "double step into' the range ". Council member Buchanan stressed the learning process is lost if one is given..su,ch a reclassification and merit increase as proposed since the person is currently doing the same the job. Council member Foy suggested if the position of Community Development Bock Grant Manger is approved, then the position of Housing Supervisor should be eliminated. FINANCE Council member Sims initiated discussion by questioning what the City can do to cut the auditor's costs. .Acco_unt_ing Manager Wheeler responded that over the past few years, the costs have actually decreased . due to the preparation of a new form of financial reports by the Finance Department and stated the City is I/ billed on the amount of time state spends auditing. Council member Foy commented legislation allowing a licensed and bonded CPA bid on the auditing process would be the only way to change this procedure currently controlled by the state. Council member Barnett commented that for the * amount paid for auditing, costs by the state, the City is not completely being audited "to the scope and degree" it should be. . • Proceeding on to the General Accounting budget,• discussion followed regarding the professional services amount budgeted to update the General Fixed Asset Records. City Manager Zais explained this was primarily due to the delay in implementation of a new Financial Input System resulting from the termination of CMSI contract. It was the general consensus of the Council to have the Fixed Asset service considered as a major policy issue for budget wrap -up. After Mr. Wheeler explained -the increase of $1;500 in line item 410,- on page 65 is due M.1 /2 436 NOVEMBER 25, 1986 to the fee the banks are now charging on our accounts, Council member Barnett stated the explanation should be printed in, the budget narrative. • • • INFORMATION SYSTEMS - - Information Systems Manager, Rick Pettyjohn, was present to respond to Council's inquiries. A brief discussion was held pertaining to the computer services contract fees charges to the Health District which have remained the same for the past' three , years. Mr. Pettyjohn said a new contract would- be•developed for 1987 and the costs would be analyzed. Council member Buchanan questioned the • need for a $12,000 central- dictation equipment instead of less expensive hand held units. Mr. Pettyjohn explained that a central system has more features and-is available to everyone in City Hall. Responding to Council member Foy's inquiry of the amount of time the dictating machine is actually used, Assistant City Manager Stouder commented he uses--it quite frequently. Mr. Pettyjohn noted .a special feature to the new dictation system is that it can be used by an individual when he /she is away from the.City Hall building. _ CUSTOMER SERVICE • . Bert Tabayoyon, Customer.Service Manager, stated in his opening remarks his budget is pretty much the same as last years : and the • new utility billing system will be in use the first part of next year. Council member Berndt requested .to haveia policy issue of. raising the handicapped parking viola,t fee, ,to_. $25 ,Coun,c.il member Barnett discussed reducing the. utility `bill rates. He also commented on the capital outlay requests for radios, remote dispatch and. four mobiles stating the outcome of the radio, acquisition proposal is Council would make an overall determination and have them put in as one line item city wide. • DISTRICT COURT Director of Finance and Budget Hanson pointed out the figure given in the projected year end estimate on page 91 for District Court filing fees will increase about $•25,000 due to the increase in the number of cases being filed. - . PARKING AND BUSINESS IMPROVEMENT AREA (PBIA) • Council member Carmichael expressed concern with the atrocious state of the downtown irrigation system. Director Hanson responded this item is in the Parks Department budget and revenues received from the parking lots is put into the Central Business District parking area under the Parks Central Business District budget. �- • INTERGOVERNMENTAL Council member Carmichael discussed costs pertaining the Library and requested staff to explain the costs in the budget narrative on the formula used in arriving at these figures., Council member ,Barnett referred to-the Utility Rate Advisory Board minutes of October 20, 1986 and made reference to the paragraph in which Mr. Kary stated-refuse rates are "pretty much on par" with local garbage - companies. Council member Barnett stated he spoke with Mr. Weedin of Yakima Valley Disposal and he stated .they have withdrawn their petition for a rate increase. Council member Barnett distributed a: memo depicting the rates and noting the City's rates are 36% higher than other - companies. It was the consensus of the -.City Council to break for a lunch recess at 12:00 p.m. and reconvene this meeting at 1:15 p.m. The Council reconvened at 1:20- p.m.; Council member Sims present after 1:30 , p.m. Staff members present were City Manager Zais, Accounting Manager Wheeler, City Attorney Andrews, City Clerk M.1 /3 437 NOVEMBER 25, 1986 Roberts, Personnel Officer Weaver, Employment & Training Specialist Smith, Chief Examiner Alliston, Purchasing Agent .Reid and Department Assistant Barber. CITY COUNCIL Council member Foy asked if the A.W.C. (Association of Washington Cities) Convention is being held in Yakima, must Account 430 for lodging and transportation be kept at the same level? It was the consensus of the Council to take $600 from Account 430, Transportation /Training and put it into the account of the V & C (Visitors and Convention Bureau), for the purpose of assisting the A.W.C. President and Mayor to properly host the A.W.C. "Convention. Council member Barnett asked staff to clarify ;the' wording on page I/ 30 for Account 200, Personnel Benefits to read it would reflect a slight decrease. LEGAL Fred Andrews, City Attorney responded to Council member Foy's question regarding costs for "in- City" domestic violence cases and "in- custody" arraignments for the City, which are paid to the County. He explained there are other processes which accompany these . situations and- another' counselor is involved. Mr. Andrews resp`ond'ed'•to� Council Foy's question regarding the professional services requested for the Cable TV issue, saying the amount paid for professional services in connection with Cable TV issues is not a lawsuit, it was for several contacts made throughout the year. He stated he does not have it itemized, however, he can get it. RECORDS City Clerk Karen Roberts reported the citizen handbook has not i been published and will be brought to Council in the next few weeks. Council member Foy recommended the city eliminate the Annual Report and have C.P.A.C. do a film with copies available for sale and suggested this item be made a budget wrap -up issue, as he was concerned with the $4,440 to be spent. Council member Barnett stated in view of the fact the citizens handbook has not been published, but will be published, he recommends staff concentrate on that for 1987 and that the 1987 Annual Report be done on a smaller scope, if it is done. Following discussion regarding the publication of an Annual Report, it was the consensus of the Council to delete the $4,440 in 1987 . for. the Annual Report. It was the consensus of the Council to publish the citizens handbook this year. Council member Carmichael stated she feels 1,000 handbooks are not enough. Mrs. Roberts stated she will bring back a list of prices when the mriek -up of the handbook is presented to Council. PERSONNEL Council member Barnett requested a breakdown of Service Unit 623, Account numbers 612, 613, and 614, compensation funds which were not included in the Preliminary Budget. Bob Weaver, Personnel I/ Officer, reported the new position requested in 1986 was filled by the promotion of Sheryl Smith. He reported Diana Alliston was appointed by the Civil Service Commission to be Chief Examiner. In response to Council member Foy's question, Mr. Weaver explained the Labor Relations Institute meeting is being hosted by the Association of Washington Cities in Yakima and no funding is needed for lodging and transportation. PURCHASING Council member Barnett referred to . the dollar issuance increase for Central Supply in Account 340 and asked if staff is handling a greater amount of inventory? Jean Reidi:_Purchasing Agent, stated the dollar issuance from Central Supply is actual sales. Council member Foy suggested the - City Shop area be considered for storage area before the City looks at leasing storage. M.1 /4 438 NOVEMBER 25, 1986 It was the consensus of the Council that the budget review meeting be adjourned at the hour of 2:15 p.m. READ AND CERTIFIED ACCURATE BY ./ / /3 COUNCIL MEMBER DATA./ i • P elt - I - 1 - ,3 - i COUNCIL MEMBER DATE ATTEST: 1 • CITY CLERK MAYOR MINUTES PREPARED BY 4 DEPARTMENT ASSISTANT III DEPARTMENT ASSISTANT II" • • • • M.1 /5