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Home My WebLink About12/06/1986 Adjourned Meeting 448 DECEMBER 6, 1986 ADJOURNED MEETING - BUDGET REVIEW The City Council met in session on 'this date at 9:08 a.m. in the Council . Chambers of City Hall, Yakima, Washington— Council members present were Assistant Mayor Clarence Barnett, Pat Berndt, Jerry Foy, and Bernard`Sims. . Council member Lynn Buchanan present after 9:14 a.m. and Council member Lynn Carmichael present after 9 :12'a.m. Mayor Henry Beauchamp absent. Staff members present were '.City . Manager Zais, Director of Finance and Budget Hanson, Accounting Manager, Wheeler, City Clerk Roberts, and Department Assistant Barber. It was the consensus of the Council to allow Ron King,_ 320 Stanley . Boulevard, Coordinator of four weekend tournaments each summer in Yakima 'under the Slowpitch Softball Program, and Dave Gural, 701 South 38th Avenue, Treasurer of the Yakima Valley Slo Pitch Association and USSSA Assistant State Umpire -in- Chief, 46 were present, to give their statements regarding park issues, before Council discussion on the budget review began. Mr. King presented a handout, "Rainier /Pepsi Fee Progression - October 22, 1986" and the' Parks Division presented a handout, "Proposed 1987 Park Use Fees November 20, 1986 " for discussion. Mr. King ,commented the Slo Pitch Association and City Parks "are in the middle of a verbal 3 -year contract from 1985 through 1987: -`. -He stated they feel regular ,parks maintenance and ballfield maintenance are two different issues. He further commented he feels private maintenance is better and more reliable than the City's program, as fields receive more care and attention during tournaments. Mr. King expressed concern with supervision, field use, and maintenance charges. Mr. Gural explained the Yakima Valley Slo Pitch Association provides softball for "citizens of the Valley ' for recreational use only, with the primary playing site inside the. City limits. Mr. Gural stated entry fees for tournaments must increase due to costs for improving field conditions. He expanded on improvements the YVSPA has contributed in 'recent years. Mr. Gural stated,,in the past, 'the Parks and Recreation Division registered teams at a total pre- season cost of: In 1985, YVSPA registered its own teams to save money and in 1986, the Parks Division proposed to register teams at a cost to YVSPA' of only $2,386. Mr. Gural asked if $2,386 is the actual cost, why weren't they charged this lower amount all along? He stated the Association= pays a fee for the Parks Division to `coordinate and schedule its tournaments after a tournament schedule has been set, even if the tournament ,,is cancelled. Mr. Gural explained the cost of field use was amended fran' use -per -day, doubling from :, the previous year, and asked if the : field doubles in value each year. He commented the bills received fran the Parks Division contain errors and the Association cannot get an accountability when questioned. Mr.,Gural stated at the end of 1985, YVSPA was so tar behind in payments, an agreement was worked out to have YVSPA donate all its equipment in exchange for the amount owed, for which a written 'agreement never has been received. He :stated the Association has operatedall ';season, paying almost $22,000 in 1986, based upon an increased rate with'no contract. Mr. Gural expressed concern that the Association' will no longerbe allowed to provide ballfield maintenance for tournaments, but must "pay " for City staff to perform that task. Mr. 'Gural asked Council to consider: 1) there was no operating contract in 1986, no official transfer of equipment in 1986; 2) YVSPA is told 'each year conditions will improve, however, they continued to worsen and the costs" increased; 3)' the volunteers of this'Board wish they did not have to check all the bills from the City; and 4) the YVSPA has a hard time understanding why they must pay 'an'extra 23% above their bill. .Mr. Gural objected to paying administrative costs. Following discussion on tournaments and sponsors, Council then recessed for ten minutes: The meeting - reconvened at 10:10 a.m.. Staff members present were Fred Stouder, Assistant City Manager,` Jerry Copeland, Director of Public Works, Marty Eckes, Parks Recreation Supervisor, Gordie Elliott, Parks Maintenance Superintendent, Del Kary, Superintendent Refuse and Street Divisions, Don Toney, Fleet Manager, Bill-Schultz, Transit Manager, and Jodi Wroblewski, Parks Recreation Superintendent. 1-2/1 . r ECk1'S E '6, 1386 • �cf.r. • PUBLIC WORKS ADMINISTRATION "' Responding to Assistant Mayor Barnett's question, Mr. Hanson stated the. percentages under`Public Works Plant Distribution on Page 209 will be corrected for the final budget. Council member Carmichael asked staff to correct the typing error- on page 210 to read IAA III. Responding to Council member Berndt's question regarding the Administrative Assistant to the • Public Works Director, Mr. Copeland explained this will eliminate a recreation supervisor position in the Parks Division and this individual . mould attend Council. meetings as his backup and supervise the Departnment 'Assistants, relieving him Of that duty. . STREETS • (Council member Buchanan temporarily absent at 10 :45 a.m.) Council member Barnett questioned the large increase in Service Unit 521 Street Maintenance, Account 110 Salaries and Wages, from 1985 to 1987. Staff explained there was a discrepancy in the distribution of funds, however, it is being corrected. Council member Foy asked staff to submit these figures • to show him it adds up., Assistant Mayor Barnett questioned the difference in Service Unit 522, Pedestrian And Bikeway Maintenance, Account 200, Personnel Benefits, Projected 1986 (42 %) and Proposed 1987 (11%) 'budgets comparisons on page 225. City 'Manager Zais stated the original budget for 1985 was $248,000 for street maintenance salaries and wages "indicating a savings which staff will verify. Mr. Wheeler stated the benefit question projected for 1986 was an error in estimating. Council . member •Berndt expressed cone ern on the proposed sealcoating of Suumitview . Avenue between 42nd Avenue to 67th Avenue, asking it not be done at the same time the other arterial-street improvement projects are performed. Mr. Copeland responded the Public Works Department will work with. the Engineering Department so that will not happen. In response to Assistant Mayor Barnett's question regarding a need .for a _ third sweeper, Mr. Kary explained the ultimate, end result is to increase street sweeping in the residential areas. He stated although the City ,changed its leaf pickup program, requiring leaves to be bagged, there are a ,lot of leaves piled in the street. Staff anticipates requesting the Wastewater Treatment Plant (W.W „T. P.) to use • its vacuum /hydrocleaner to clean the drains, charging the Street Division for its use. Mr. Kary 'explained this 'information is not in the budget yet. Referring to the . Policy Issue on 'Street Maintenance Travel Way Organizational Change, Council members Foy and Berndt were in agreement staff should consider a personal service contract tor the inspection of work for street maintenance rather than a permanent part -time employee. Assistant Mayor Barnett asked if Council considers this during a wrap -up, whether or not under a major policy issue, if that position would be a personal service contract or a permanent part-time position. City Manager. Zais stated this .is now on a . tentative list as a budgeted issue. The Summary will now reflect: the . alternative of a personal service contract: REFUSE Staff presented .a handout, "Refuse Division Analysis of Revenues; Expenditures By Service Type For 1987 ", a comparison chart, requested by 111 Assistant Mayor Barnett. Council and staff reviewed the new plastic refuse bins and whether those bins comply with City code and fire safety standards. It was the consensus of the Council to have staff adhere with . the City code standards, .requesting an amendment to the Code, if necessary, to prevent a double standard in the new refuse bins. Council member Foy asked staff to review Account 340, Charges for Services under. Revenues on page 250 and bring back a reasonable percentage for a rate increase. Assistant Mayor Barnett and Council member Foy stated they do not support • • an 8% rate increase for residential users. Staff explained 'bins are measured by their cubic capacity and bin rates are kept low .due to competition. Council :member Foy expressed concern regarding a one -year project when setting ::rateth''and asked at what rate does the City want to build a reserve, where does the City stand now, what do the.users want, and what percentage. does•the' City want to set? Assistant Mayor Barnett and • Council member Carmichael expressed concern with one can residential users subsidizing ,the bin accounts. Council member Carmichael questioned if the • number of one can users • has changed significantly to twrw can users. Staff stated they wil]. look into it. Council m rnbec ' Foy asked staff to I- - -2/ r-( :.... DECEMBER 6, 1986 bring back a 2% and 4% increase with the effect of the rate spread. Assistant Mayor Barnett suggested next year the public service announcements be specific for the public to place leaves in receptacles. It was MOVED by Foy, seconded by Carmichael, to recess for lunch at 12:15 p.m. and to reconvene at 1:15 p.m. Unanimously carried by voice vote. Mayor Beauchamp and Council member Buchanan absent. The meeting reconvened at the hour ` :of 1:20 p.m. City Council members present were Assistant Mayor Clarence_ Barnett, Pat Berndt, Lynn Buchanan, Lynn Carmichael, Jerry Foy and Bernard Sims. Staff members present were City Manager Zais, Director of, Finance & Budget Hanson, Accounting Manager Wheeler and City Clerk Roberts. TRANSIT Bill Schultz, Transit Manager, was present to respond to Council's questions. Assistant Mayor Barnett; questioned how the ridership could increase by 39,500 riders and the farebox revenue increase by only $300. Bill Schultz explained these items are independently projected and reported the usage of discounted bus passes has increased in all categories. Assistant Mayor Barnett also questioned the accuracy of the 1987 estimated operating expenses under Basic Data,. #5.'Mr. Schultz said he would double check that figure. Assistant Mayor -Barnett stated if his figures are correct, then items nos. 8 & 9 under-B, Statistical Indicators, would need to be corrected. He also stated he is concerned with the amount of increases that don't correlate withthe CPI, or any other index. Council members discussed the status of. the.Westside Loop and the Lincoln bus route and the need to look at increasing the price of bus passes and the farebox fee. Council member Sims ':stated he . .is confused as to what management objectives have been established > - for the Transit Division. Mr. Schultz stated he has been working " - on a comprehensive plan through the Transit Advisory Task Force, which is being prepared to go to the Council Transit Committee. Council member Carmichael':referred to Service Unit 514, Elderly and Handicapped Services, and.. ` a determination had been made to not serve the elderly separate, thetefore, this should be changed to reflect we are not serving the elderly just 'because they are elderly, only if they are handicapped. Assistant Mayor Barnett referred to a supplemental handout received in response to his question on whether Service Unit 514 (S.U. 514) belonged :in the computation of the 8.1% designated for Dial -A -Ride. Council member Berndt stated it is obvious to her that money received from the outside` - user should not be included. Council member Foy stated he is •in ''favor of alternative #2 in the memo, "apply the 8.1% to the total Division budget request, less all amounts budgeted for Elderly and Handicapped;. Transportation program (S.U. 514)." There was discussion regarding the:;, usage of the Dial -a -Ride program. Assistant Mayor Barnett stated the,alternati regarding the calculation of the 8.1% for the Dial -a -Ride program will have to be added to the budget policy wrap -up list. Following 'discussion ` regarding the policy of increasing bus pass fees, it was the; general consensus of the Council to have this issue brought back next year Council member Buchanan suggested that bus fares also be reviewed. Bill',Schul.tz gave Council corrections to make on page 240 to delete'$18,000 for computer hardware and software, and $8,288 for bus shelter/force : account, under Account 600, Capital Improvements, and replace those figures ; with $26,288 for radios. Council member Foy commented if this page in the budget is adopted; he hopes it is �- not interpreted that he will autcznatically vote in favor of the radio program. City Manager Zais assured Council_ members that even though funds may be established in the budget, authorization to expend those funds will have to be obtained from Council in:F future. Referring to Policy Issue #1 on page 242, Council member Doy asked how a Transit Bus Replacement Fund was going to be established'if expenses are 'exceeding revenues and asked if this would support a case for a 'rate'`. increase. Mr. Schultz responded the money is in the Transit Capital Reserve. Fund; this action would merely earmark the funds for that specific purpose. EQUIPMENT RENTAL There was a brief discussion on the 'need for the continued use of the Mainstem services, John Hanson stating that equipment rental accounting is targeted to be programmed -in -house in the" -- uture. Referring to Account 340, Charges for Services, Assistant Mayor Barnett asked if this means fuel 1-2/3 4 � 1,t 743-F 7x '' . . a� 4' 51 r DECl i .6,.: is being sold to Diamond a Don Zbney, �F l e et.Maintenance Manager, C , stated fuel is sold to People For People at the City's cost. Following discussion,' it was the ` general consensus of ` the ,Council to add to tte budget - policy wrap -up -list, the issue of selling to People For People. Council member Foy requested a legal opinion if this would be considered extending:,the,City's. credit. Referring to page 265, Replacement Request for 1987,' Mr. ',Toney : stated the $80,000 for ` replacement of Police ' sedans should probably be changed to $90,000 based `on the new State contract, or , 'staff can cane . after the. ,first of the ; year for an additional appropriation.; There was a brief discussion on whether seven, or. nine Police ":.sedans 'should` be purchased to remain on a two -year ,replacement , : cycle.- Mr. Toney commented the purchase of seven sedans would pretty much keep it on a two -year' cycle. Mr. Hanson reported there are reserves in the Equipment Rental Fund budget to cover this. (Council member Carmichael temporarily absent from 2:33 p.m. until 3:00 p.m.) T RAFFIC ENGINEERING DIVISION • , Hank Hein,, Traffic Engineer, was available to .respond to Council's ,questions regarding Account 480, Repairs and. Maintenance, page 273, regarding pole replacement, and explained the, need, for a new' ,traffic counter. Discussion ensued. regarding the services the City provides to other entities with Council member Foy questioning if the service ;rate includes all overhead costs, and commenting this program should be deleted. Council member Berndt referred to page 282, questioning the figures in line item 110," Salaries' and Wages, ' under S.U. =644. ;City. Manager Zais stated those projections weren't . updated,and staff will come back with the correct information,, <.; , PARKS. AND`RECREATION , Following a 15 . minute recess, Council resumed the'budget review. Staff members Jodi Wroblewski, Recreation Superintendent, .and - Gordon - Elliott, Maintenance Superintendent, were available to :respond to :. Council's questions. (Council member: Carmichael , present after 3:00 p.m.. )•. S.U. " . 420: Council members reviewed the budget for the Central 'Business•District . maintenance contract,. expressing concern about the performance of the . contractors maintaining the Central Business District, particularly, the irrigation. system and, the lack of shrub replacement. S.U. 422: Referring to page 291, Council member Sims :, stated the figures given for. the 1986. population ; do not total the amount. given in the budget. Ms. Wroblewski stated the., information canes .from the 1980: census','. however, staff `'will check . into .,the. discrepancy.. Council, member's discussed. the impact /productivity chart on page 292, with Council member Berndt questioning the additional 23% added to the Slo Pitch contract `for self- , , supporting percentage. Marty Eckes, Recreation Supervisor, explained this is the actual cost of operating the program, excluding administrative overhead costs. Discussion followed regarding the slowpitch ,.fees. Council members -.Foy and Sims indicated there are three, problems: cooperation between administration and the user groups, development of programs, and a maintenance problem. The activity groups would be willing i ' to, pay a fair share for maintenance, but they state there, isn't any maintenance and why should they pay more money. S.U. 423: Council next discussed the decrease in the usage of the golf course last year and the . liability involved in operating the. golf course. S.U. 424: In response to Council <member ; :;Carmichael's question regarding .qualification of the individuals maintaining the City pools, Mr. Copeland explained the. City has certified pool. operators ,supervising pool maintenance. Council ,members discussed the decreased usage of a .the pools, excluding :Lions. Pool, .A.ndicating that possibly five swimming'pools may no longer be needed and one or two _can. be closed. City Manager .Zais stated the Parks and Recreation Commission' and .staff .; are . currently analyzing •, that issue. Council member:Carmichael stated whatever we do, we should make sure there is at least one pool open when school closes. Mike Nixon, Chairman, Parks and Recreation Commission, stated the Commission will be prepared to cane . to the Council on or before March 1st with sc specific recommendations regarding the pools. He stated his personal opinion, is not to just let that property sit idle, if a pool is closed. He suggested the pool be taken out of ,the ground and use that property for some other recreational purpose. Council member Foy stated Council is ,supportive of the Parks and Recreation Commission in its endeavor'to prepare a report. I -2/ 4 452 DECEMBER 6, 1986 POLICY ISSUES . Council discussed the proposed staff reorganization in the Senior Citizens ens Activities and Leisure Activities, under Policy Issue A, which Mr. Copeland and Jodi. Wroblewski explained. The proposal is to create a position, known as Public Works Administrative Assistant, in the Public Works Service Unit; delete one full -time Recreation Leader, create one part -time Recreation Leader; delete one full -time Recreation Program Supervisor; the remaining Recreation Program Supervisor to supervise Senior Citizen Center and Leisure Services Service Unit; add one additional Recreation Coordinator and one part -time Senior Center Clerk. Assistant Mayor Barnett expressed concern this reorganization would transfer a lot of the costs into the enterprise funds, necessitating an increase of rates in the future. Council members discussed Policy Issue B on page 315, relating to the Hatfield Park Repair for $15,000, and Policy Issue C on pages 316 -318, relating to Parks Facilities Basic Level of Maintenance, which Jerry Copeland explained. City Manager Zais questioned Mr. King about the timeliness for notification of increased fees for next year. Mr. King stated he would have needed to have known by October 1st in order to calculate his tournament costs. City Manager Zais suggested this plan not be implemented until 1988. Mr. Copeland commented if this is not addressed now, we are faced with two problems: cost for moving bleachers and ... Council member Berndt interjected, stating Council has not seen a list of these activities and would need to see that. Referring to the proposal to change the aquatics fees, Policy Issue E, Council member..Berndtcautioned the same thing might happen here as happened when the golf course fees were increased and usage declined. Ron King stated he hopes the issue about the direct and indirect costs gets resolved. He also!stated he has a letter from Marty Eckes which states the City won't charge them for lights. He commented he doesn't believe there are any personality problems, he just doesn't get the correct figures from the Parks Division and is told sanething is going to happen and either it doesn't happen, or it's revised. Following discussion, City Manager Zais commented that in light of the pending study, that any unbudgeted fee changes in this budget be deferred. Council member Carmichael stated she'is not ready to address the charges for bases. Assistant Mayor Barnett stated the issue of the bases and individual fee changes should become a major policy issue. Council members discussed Policy Issue F on page 324, regarding the Use of Facility Application Filing Fee and the concept of all the other proposed fee increases. Referring to Policy Issue G, page 326, regarding the Parks and Recreation Bond issue, Assistant Mayor Barnett stated he does not have any information on this and asked how Council could approve this for the March election. Mr. Copeland stated he is not sure how the timeframe of March was put in the narrative, and it is an error. It was MOVED by Carmichael, seconded by Sims, that this meeting be adjourned at the hour of 5:30 p.m., to then meet on December 8, 1986 at 6 :30 p.m. at the Towne Plaza for a dinner with our area legislators. Unanimously carried by voice vote. Beauchamp absent. READ AND CERTIFIED ACCURATE BY: 4ir1otte -- CO� MEMBER DATE AOLudj/ :J.OL/ a-17- 4r7 COUNCIL MEMB DATE ATTEST: • ice CITY CLERK - ASSISTANT MAYOR MINUTES PREPARED BY: . , e C1✓uk_ DEPARTMENT ASSISTANT III I -2/5 453 ADJOURNED MEETING - DECEMBER 8, 1986 The City Council met in session on this date at 6:30 P.M. at the Towne Plaza Motor Inn and Restaurant, Yakima, Washington, for a dinner meeting with local State Representatives. Council members present were Mayor Henry Beauchamp, Clarence Barnett, Pat Berndt, Lynn Buchanan, Lynn Carmichael, Jerry Foy and Bernard Sims. State Representatives ppesent;-were Alex Deccio Shirley Doty and Jim Lewis., Also present was City Manager Dick. Zais and Assistant City Manager Fred Stouder, as well as Kent Swisher and Stan Feinkelstein, representing the Association of Washington Cities. I/ The Council discussed various legislative issues with the - State Representatives. The meeting was adjourned at the hour of 9:30 p.m. READ AND CERTIFIED ACCURATE BY (,1,t 00 b COUNCIL M MBER DATE ATTEST: �� ( ��-J -6 CO NCI MEMBE'm DATE IA _, 111010 A A 4 111F - CITY CLERK MAYOR, V • • • • 1 ,