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
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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
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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
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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. .
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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
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to the fee the banks are now charging on our accounts, Council
member Barnett stated the explanation should be printed in, the
budget narrative.
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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
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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.
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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. -
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PARKING AND BUSINESS IMPROVEMENT AREA (PBIA)
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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. �-
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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
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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
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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.
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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./
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COUNCIL MEMBER DATE
ATTEST:
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CITY CLERK MAYOR
MINUTES PREPARED BY 4
DEPARTMENT ASSISTANT III
DEPARTMENT ASSISTANT II"
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