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HomeMy WebLinkAbout04/07/2009 04A Draft Minutes 03-31-2009 Joint Study Session• JOINT YAKIMA CITY COUNCIL AND BOARD OF COUNTY COMMISSIONERS STUDY SESSION MARCH 31, 2009 — 8:00 — 9:30 A.M. COUNCIL CHAMBERS — YAKIMA CITY HALL 1. Roll Call Present: Council: Mayor Dave Edler, presiding, Assistant Mayor Micah Cawley, Council Members Kathy Coffey, Rick Ensey, Bill Lover, Neil McClure and -Sonia Rodriguez Also present: County Commissioners Leita, Elliott and Bouchey as well as County Budget Director Craig Warner 2. Yakima County's budget process and priority - setting strategies C ommissioner Leita ope ned by saying they were here to share how they start their. budgeting process. He related it to the private sector by comparing the taxpayer to a stockholder in a corporation. The bottom line is to gain accountability to the . public. He introduced Craig Warner, Budget Director, who gave a Power Point presentation' on their budgeting process. Four critical budgeting questions: • What are community needs? • What are the priorities for County expenditures to achieve those needs? • What are the functions or strategies to achieve those needs? • What are the key budgeting policies to effectively guide the defined functions? Four budgeting policies developed: • Resource allocations policy — it is ultimately the Commissioners' responsibility to determine resource allocation. • Reserve Policy — identifies end -of -year reserve goal. Expenditure contingency (previously carryout) — 1 % • Flex costs Commissioner Leita explained the large posted graph which depicts their General Fund budget. He noted they also have another large graph representing grant dollars. He emphasized that the Commissioners do.not get involved in the details and their authority ends at establishing the priorities. Commissioner Leita noted . ® that it took them three years to develop the model. Mr. Warner addressed the issue of expense growth varying by departments. In the past, they would reduce MARCH 31, 2009 ADJOURNED MEETING — COUNTY BUDGET STUDY SESSION costs in all areas to cover those increases. They felt that was unfair and they now allow departments whose expenditures have stayed within the projected revenue increase to forego any cuts. The other departments have to absorb their increases within their budgets. Discussions covered many subjects; e.g. prioritizing, budget cuts, voter choices, keeping the public aware of the need to pay for the services they want, and how to avoid the minutia. Commissioner Leita pointed out that this is a business model used to establish the priorities of government. It will not make the decisions for you. He described how their elected officials work through issues on an ongoing basis such as the City Manager does with department heads. The City Manager then comes back to Council and asks what they want to do and in that manner, the Council is the policy maker. Commissioner Leita noted that the model helps simplify the budget making it more understandable and allows the ability to manage from the top. It is a tool that allows electeds to fully understand the dynamics of their decisions and help them explain their decisions to the community. The Commissioners were excused at 9:17 a.m. ® Council members discuss their reactions to the presentation: Council Member Ensey made a motion that was and later withdrawn, to form a task force to switch from the current budgeting process to the Priorities of Government process used by Yakima County. Council Member Ensey likes the process for its transparency saying it is more easily understood and would build credibility. Assistant Mayor Cawley thinks the Council has been operating under a certain budget policy for a long time and it hasn't been revisited. He is interested in pursuing this method. Council Member Coffey suggested moving toward this method soon. She also commented that she doesn't agree with closing the pools and Fisher Park. Council Member Rodriguez said the County's process is easier to understand and that we should look into it. Council Member Lover agreed that we should look into it. Council Member McClure commented that, with the way our budget is prepared now, most everything is there, just not displayed in this format. He agreed with Commissioner Leita that Council does not need to get into the details. He said it is the City Manager's responsibility to take direction from Council and do the detail work, which is already being done. Putting the City's budget into this type of a visual format would be good but that is different than adopting the County's policy. He emphasized that the City has had a great budget, we have stayed within it and have delivered services. A side discussion was held questioning and explaining how the City's budget works with regard to reserves. E • • MARCH 31, 2009 ADJOURNED MEETING — COUNTY BUDGET STUDY SESSION Mayor Edler commented that creating a task force or a committee will slow the process down and how we need to create priorities of government at a faster pace with the entire Council. ENSEY MOVED AND CAWLEY SECONDED TO FORMA TASK FORCE, CONSISTING OF ALL SEVEN COUNCIL MEMBERS, TO LOOK INTO SWITCHING FROM OUR CURRENT BUDGETNG METHOD TO THE PRIORITIES OF GOVERNMENT. The motion carried by a 6 -1 voice vote; McClure voting no. City Manager Zais advised that the departments have been reviewing their budgets to determine how to deal with the $1.1 million deficit that has been identified. Although it is not going to be easy, it is not a radical crisis at this time. He said the goal is to be in a positive position at the end of the year. 3. Audience comments — There were no audience comments. 4. Adjournment CAWLEY MOVED AND COFFEY SECONDED TO ADJOURN TO APRIL 4, 2009 AT 8:30 A.M. FOR A CITY COUNCIL RETREAT AT THE HARMAN CENTER, CLASSROOM A, 101 NORTH 65TH AVENUE. The motion carried by unanimous voice vote. The meeting adjourned at 9:46 a.m. READ AND CERTIFIED ACCURATE BY ATTEST:. CITY CLERK COUNCIL MEMBER DATE COUNCIL MEMBER DATE DAVID EDLER, MAYOR Minutes prepared by Linda Watkins. A CD and DVD of this meeting are available in the City Clerk's Office. 3