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.
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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.
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