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Council Budget Committee
® Thursday, August 7, 2008
2:30 — 4:50 p.m.
Meeting Minutes
Attendance: Council Members: Micah Cawley, Neil, McClure and Kathy Coffey
Staff: Dick Zais, Dave Zabell, Rita DeBord, Cindy Epperson, Randy
Beehler
Discussion:
➢ Richard Wonner presented the Committee with an overview of the City's
equipment fleet; i.e. maintenance tracking, replacement schedule, and the City's
replacement policies and practices. Clarification of scheduled replacement and
the criteria used to determine actual replacement was discussed. Richard
explained that although a standard life expectancy is identified for vehicles, a
number of other conditions are also considered before ever recommending the
replacement of a vehicle. Other criteria /conditions include: how vehicle is used.
and for what purpose, current condition, past maintenance costs, and anticipated
future operating and maintenance costs.
➢ Dave Zabell explained the fee structure for AWC Dues and the benefits received
from the membership.
➢ Council Budget Committee recommended that the 2009 budget for City Council
remain at the 2008 budget level.
➢ The City Manager and Assistant City Manager's office budgets were reviewed;
no changes in budget or services were identified for the 2009 Budget.
➢ Helen Harvey from the Legal Dept. explained that the department is struggling
to keep up with the workload largely due to staffing issues. The City Attorney
position is currently vacant and two Senior City Attorneys are out on
personal /emergency leave. Helen explained that the City is. required by State
Statute to employ a City Attorney; the City plans to fill this position. When
asked by Council, Helen suggested the addition of 1 Civil Attorney in house.
Helen stated that this position could provide a substantial savings in outside
legal counsel and could provide significant assistance in the Risk Management
area which has a very heavy work load.
Rita DeBord summarized the progress and current status of the efforts over the
past year to implement a new computer system for Prosecuting Attorneys. The
City's "stand alone" project has been merged with the much larger, county -wide
project, the goal of which is to facilitate appropriate access to and communication
of information among and between all prosecutors and law enforcement
agencies within the County.
➢ Debbie Moore reported on the City Records Division and stated that the new
Records Management System software has been installed and training is in
progress. Jodi Stephens reported that she has met with the State Archivist
regarding the storage of original City documents and she stated that a policy
issue will likely be submitted to Council in the 2009 budget process for the
purchase of archiving computer technology. The divisions training budget was
also discussed.
➢ Sheryl Smith, Colleen Williams and Carol Maples reported on the Human
Resources division. They reported that the division has a ratio of 1:100 staff per
employee. In addition to the typical human resource type activities, the City's
HR division is also responsible for administration of Police and Fire Civil
Service, Charter Civil Service, Affirmative Action, Self- insured Unemployment
Compensation, Medical/Dental Coverage, and Worker's Compensation_
programs; and the City's Wellness Program.
➢ Sue Ownby reported the status of the Joint Administrative Purchasing
assessment with the County of Yakima. She noted the preliminary benefits are
not monetary as such, but will enhance ease of procurement and additional
depth in the numbers of staff available to cover employee absences and the like.
➢ Council Discussions Included:
o Questioned if the current department review process was an
efficient /effective use of Staff and Committee members time in view of
the fact that a similar review was performed by this Committee last year
and the fact that the State Performance Audit which will be commencing
in. a few months will also be performing efficiency /effectiveness reviews.
■ The Committee agreed to discontinue this review process with the
remaining Departments, at this time.
o Kathy Coffee resigned from the Committee stating that the Committee
would be better served with alternate Bill Lover.
o Councilman Cawley identified four vacant positions that he may
recommend for elimination and asked staff to provide information to the
Committee regarding what work these position perform and the likely
consequences that would result if the positions were eliminated.
Next Meeting: Thursday, August 21,2008; 2:30 — 4:30 pm; Council Chambers
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Committee Chair (Micah ley) 1 0