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05/17/1999 - Minutes City of Tigard, Oregon Budget Committee Meeting Minutes May 17, 1999 Members Present: Mike Benner, Craig Dirksen, Gene Farnstrom, Brian Moore, Joyce Patton, and Ken Scheckla. Members Absent: George Burgess, Paul Hunt, Jim Nicoli, and Darlene Stevens. Staff Present: Ron Goodpaster, Bill Monahan, Melinda Sisson, Cyndi Turner, and Michelle Wareing. Call to Order: Gene Farnstrom, Budget Chair, called the meeting to order at 6:35pm. Approval of Minutes: The minutes of May 10, 1999 were approved. MSP Old Business: Cyndi Turner distributed a handout detailing the proposed changes to the Budget from the May 10,1999 meeting. Cyndi stated that total proposed changes to Personal Services is $55,649, which includes temporary help salary in Streets, overtime in Streets and Engineering, and associated taxes. A additional $1,000 was added to Total Materials & Services for Engineering training costs. The new proposed Total Operating Budget with the changes is $24,310,890. Gene Farnstrom asked if notes could be added, so there would be a more detailed description of the larger changes, specifically salary. Cyndi responded that she would add the notes to the bottom of the page detailing each proposed change. Police Budget: Ron Goodpaster, Chief of Police, presented his budget that starts on page 62. Ron stated that the Police Department is comprised of three divisions —Administration, Operations and Support Services. The Administration division has 3 FTE, which includes the Chief, his Confidential Executive Assistant, and the Crime Prevention/Public Information Officer. Operations is the Patrol unit and the largest division. Support Services includes the detectives unit, records clerks and computer specialist. Ron noted that the Police budget is within the guidelines of the 5-Year Plan. Two new positions will be added in FY 99/00 — 1 patrol officer and 1 records clerk. Ron stated that a grant request has been submitted to receive funds to hire a third School I Resource Officer (SRO). The Tigard School District has agreed to share the cost of the officer for nine months out of the year. The City will pay for all the costs for the 3 months that school is out. Ron stated that the grant request will most likely not be approved, since Tigard has low gang activity. Ron noted that he will find out in June whether or not the grant was approved. The Administration budget unit is located on page 65. Ron reiterated that this division has 3 FTE. Overtime line item has a large increase. This cost is due to the Crime Prevention/Public Information Officer's work. This Officer attends many night meetings and is called out on weekends and evenings to provide information to the media when necessary. Ron noted that overtime for FY 98/99 is already at $7,500. The amount budgeted for FY 99/00 is based on actual past figures. Professional & Contract Services cost is $26,000. The increase is due to city attorney fees. Ron noted that if the attorney fees were removed, the Total Materials & Services cost would actually be less than FY 98/99. The Operations budget unit is located on page 68. This division has 44 FTE positions. Craig Dirksen asked why the number of FTE's was decreased in FY 99/00. Ron responded that the positions were reassigned to the Support Services budget unit. Ron noted that staff moves between the two divisions and that the changes were made to track costs more accurately. Overtime cost was decreased by about $30,000 for FY 99/00. Ron stated that the majority of overtime costs can be attributed to officers being subpoenaed to testify in court. Ron noted that an overtime tracking form was instituted and it was discovered that 50% of the time when officers go to court, they do not testify. This seems to be a problem for all cities whose officers are subpoenaed. Ron noted that his department and other cities are working with the District Attorney and docking clerks to remedy this problem. Ron stated that the overtime cost for FY 99/00 is based on actual spending history. Travel & Training increase is due to the addition of new personnel. The Department has just hired 5 new officers and is in the process of hiring 4 more. Also, several officers have been promoted to Sergeants. New staff requires a tremendous amount of training. Ron noted that the Department is still trying to catch up on personnel because of all the retirements that have occurred in the last three years. Total Materials & Services cost is an increase of 3% over FY 98/99. Vehicles line item expense is $130,500. This is for the replacement of 5 patrol cars and 2 motorcycles. Ron stated that 3 of the cars have over 100,000 miles on them and the 2 other two have over 90,000 miles. Cars are usually replaced before they reach 100,000 miles. Ken Scheckla asked how many total police vehicles there were. Cyndi Turner responded that on page 103, it states there are 40 police vehicles. Ken Scheckla asked if all the cars get the same use. Ron responded that thenars are used differently by each division. However, it is the patrol cars that get the most use and need to be replaced more often. Ken Scheckla asked how many patrol cars there were and how often they were replaced. Ron responded that there are 14 patrol cars. One-third of the cars are replaced each year. Therefore, the entire patrol fleet is replaced every three years. Ron noted that it is only the patrol cars that are replaced this quickly. Ron stated that non-patrol cars use a different replacement schedule. Detectives cars are replaced every couple of years because of identification issues, not mileage issues. Do not want detective cars to be "known" and easily identified by citizens. Joyce Patton asked if some of the police vehicles were recycled and used by other City departments. Ron responded that the City's Fleet division and Engineering Department are both using retired police vehicles. Ron noted that old police vehicles are also used within the Police Department for the School Resource Officers. Joyce Patton noted that on page 66, the response time to emergency calls has increased by 45 seconds to 3.60 minutes. However, the service level goal is to have response times below five minutes. Joyce asked if the increase in response time is a concern. Ron responded that he does not want the response time to exceed 3.60 minutes. Ron noted that response times can change dramatically depending upon the train schedule, traffic, time of day and year, and weather. Joyce Patton asked if response time issue could be addressed by adding more officers or is it all the new officers that are affecting the response time. Ron responded that it is not one issue, but a culmination of many. New officers do have a difficult time learning Tigard's streets, which does contribute to the slower response time. Ron stated that the current response time is good and is not a major issue. Joyce Patton asked how successful the Peer Court program is and how many repeat offenders there have been. Ron responded that the program is very successful, especially on the parent/child side. Ron stated there are two kids that have continued to cause problems after going through program. Ron noted that the biggest problem with program is getting enough kids to serve as attorneys. Ken Scheckla asked for elaboration on the K-9 program and why two dogs are being replaced. Ron responded that the City has not had dogs for about a year. The Department is in the process of revamping the program because of union contract issues that arose with the K-9 officers. Ron noted that when Tigard Police needs dogs, they rely on Lake Oswego, Beaverton or Washington County to provide them. Ken Scheckla asked why two dogs are being requested and not just one. Ron responded that one dog is an option, but two would be better. Dogs can only be worked for so long and then they need to be rested. Two dogs would be able to cover more area and shifts. Also, it costs a lot to train the K-9 handlers and the dogs and it is more efficient to train both staff members at the same time. Ken Scheckla asked what the process was to select officers and determine if the officers will stay in the program. Ron responded that not only is the officer interviewed, but so is the officer's family. It is a very selective process. Ron noted that the problems with the program had to do with the labor contract language interpretation. It was determined that the contract language needed to be changed before the K-9 program could be revived. Gene Farnstrom asked if there were plans to add more dogs in the future. Ron responded that the Department eventually wanted three dogs, one for each patrol shift. Also, purchase of the dogs will be staggered, so not all of the dogs retire from service at the same time. A dog's service life is about five years. Brian Moore asked what the cost was for using Lake Oswego, Beaverton or Hillsboro's dogs. Ron responded that the Department does not pay a fee for this service. The police departments have a reciprocal agreement to assist each other when requested. Ken Scheckla asked what happens to the dogs once they retire. Ron responded that the dogs are usually purchased by the K-9 handlers and become pets. Craig Dirksen asked what the School Resource Officer grant position was and what the current school coverage was. Ron responded that there are currently two SROs. One has an office at Tigard High School and the other serves the two middle schools. A grant request was sent out to request funding for a third SRO. There is a great need for law enforcement presence in the schools. Ron stated that the high school receives priority. If the high school SRO is out, then the middle school SRO moves up to cover the high school. A third SRO would allow for better coverage in the schools. Craig Dirksen asked what the status was on the grant. Ron responded that he will be notified in June on whether or not the grant was approved. Ron noted that he was not sure if the grant would be approved because Tigard has low gang activity, which was a major criterion for grant approval. A discussion about school violence and the need for SRO's in the schools ensued. Craig Dirksen stated that a contingency should be put into the Budget, so if the grant is not approved, there will be money available to pay for a third SRO. 4 Brian Moore stated that if the grant isn't approved, the issue will be brought before Council. Council will be able to make a budget adjustment to add the costs of the SRO. Cyndi Turner stated that the total wage and benefit cost for the position is $71,000. Brian Moore stated that the Tigard School District has agreed to pay for a half of this cost for nine months. Ron Goodpaster stated that if the grant is not approved, he would meet with the School District again to discuss options and costs. A discussion regarding the possible funding of the third SRO position with City and School District funds followed. Bill Monahan stated that a contingency of $45,000 to $50,000 should be added to the Budget, so a SRO could be hired in August. Brian Moore asked how a SRO hired in August would be trained and ready to work in the schools in September. Ron responded that there are several officers in the Department who have expressed interest in the SRO position. These officers are already trained and some have SRO experience. If no one in the Department is selected, then the Department can advertise externally for an officer with SRO experience. Gene Farnstrom stated that some police departments are now requiring a four-year college degree. Gene asked if Tigard considered making a college degree a requirement. Ron responded that after much review, it was determined that a college degree requirement was not necessary. Ron noted that the hiring pool is already small and the college degree requirement would eliminate many candidates. Ron stated that Tigard requires officers to have a high school diploma or a GED. Ron noted that the Department encourages officers to take college courses and compensates those who obtain a four-year degree. Ken Scheckla asked if the Department has a goal or requirement to hire minorities. Ron responded that the Department does not have an Affirmative Action plan. However, the Department does actively try to recruit minorities and women. Ken Scheckla asked if the Department was trying to hire more bilingual officers. Ron responded that all officer positions are advertised in several non-English newspapers. Also, job postings are sent to every Oregon college and university's foreign language department. Ron stated that the Department is trying to hire bilingual officers, but has not had much success yet. Craig Dirksen asked if a contingency would be put into the Budget to pay for the third school resource officer. Cyndi Turner responded that the cost of the position is already in the Budget. If the grant is not approved, then technically the officer could not be 5 hired. The issue would have to be brought to Council and a portion of the $500,000 contingency in the General Fund could be used to pay for the position. Bill Monahan stated that the hiring of the third officer is contingent on the School District paying their share of the cost. This issue needs to be resolved before the Police Department can move forward and hire the SRO. Bill noted that the School District has not helped fund the SRO program in the past. If the District had been more financially supportive, the program would be stronger today. Bill stated that these issues will be addressed once the grant approval outcome is known. The Support Services budget unit is located on page 71. This division has 25 FTE positions and includes detectives, training officers, SRO's, youth services officer, property clerk and records clerks. Overtime cost has increased $10,000 from FY 98/99. Ron noted that last month (April 1999), overtime costs for detectives were $7,300. Ron stated that the detectives work on major crimes including homicides, rapes and motor vehicle fatalities. The detectives are called out at night and on weekends to work the crime scenes. They are responsible for going to the hospitals, interviewing witnesses in and out of town and following up on leads. Detectives must work on a homicide until some type of resolution is reached. The overtime cost for FY 99/00 is based on past history and anticipated activity. Professional & Contract Services has increased significantly from FY 98/99. However, $150,000 of the cost is Washington County Consolidated Communications Agency (WCCCA) and 911 expenses. These expenses are paid with designated funds from the 911-revenue fund. This cost needed to put be in a line item, so the revenues could be spent. If the 911 costs are taken out, Materials & Services total expense is actually $18,000 less than FY 98/99. Ken Scheckla asked why payroll taxes line item increased by $37,000. Cyndi Turner responded that the total FTE's in this division increased from 17 to 25. This caused salary and associated taxes to increase. Brian Moore asked why the ratio of captains, lieutenants and sergeants was different in the Support Services division compared to the Operations division. Ron responded that the Support Services division is comprised of several sub-units. The Captain is responsible for the entire division. The Lieutenant supervises the detectives unit. The Sergeant supervises the street crime unit, which includes a narcotic, a gang and one school resource officer. The Sergeant's unit is a sub-unit of the detectives unit. Ron stated the about 99% of the Police budget is funded by the General Fund. However, the Department has several designated funds to draw from including the 911- revenue fund and the Criminal Forfeiture/Seizure Fund. The Seizure Fund is made up of money and property seized from drug busts. State law dictates how the money in this fund can be spent. Council is advised whenever money from this fund is spent. 6 Travel & Training has an increase of about $4,000. However, the $4,000 is the cost for training for the narcotic and gang officers. This cost will be paid for with seizure fund revenues. Therefore, there is not actually an increase in Travel & Training. Vehicles expense of $55,000 is the cost of replacing two detective cars. Ron stated that the narcotic officer rotates his car every 3 to 4 months as part of a State agreement. It is important that these cars not be identified as police cars. Operation Equipment expense of$35,550 includes $10,000 for a VARDA alarm system. This system is used in domestic violence and business burglary cases. The alarm system is installed by the Police Department and sends an alarm signal over the Department's radio frequency if the system is activated. The alarm system bypasses the 911 system and goes directly to the dispatch who then sends out the officers, which allows for quicker response. This expense also includes $12,000 for a vehicle tracking system. A small tracking device is attached to a suspect's vehicle and can be monitored from half a mile away. Currently, it takes four cars to track a suspect. With this new system, one car will be necessary. The purpose of the tracking system is to monitor the routine of criminals. Once their routine is known, the officers can choose the best time to arrest the criminal. Computer crime is on the rise. Operation Equipment includes $5,000 for upgrade of the computer crimes unit's technology. Five ballistic vests will be replaced at a total cost of$1,800. Ron noted that the federal government has a program where it will pay 50% of the vest costs. Operation Equipment includes $5,000 for a surveillance camera. This video camera can be programmed to record for certain length of time and/or interval. Ron noted that all computer equipment costs have been moved to the Network Services budget. On page 191, Support Services has budgeted $7,500 for five new computer workstations. One is for the new records clerk, the second will serve as a WCCCA link station, and the other three will be for officers. Ken Scheckla asked if the accident rate (p. 67) increases every year and is it normal. Ron responded that accident rates are actually going down and that the figure needs to be updated. Ron noted that the accident rate pertains to public accidents, not police vehicle accidents. As the City grows and there is more traffic, there tends to be more traffic accidents. The Budget Committee took a break at 7:50pm. The meeting was resumed at 8:00pm Library Budget: Melinda Sisson, Library Director, presented her budget which starts on page 72. Melinda Sisson reported that Library will be a recipient of a substantial gift from the Grace Tigard Houghton estate. It is estimated that the gift will be between $500,000 and $7.00,000. This money will possibly be used to for a browsing room. Melinda stated that the money will not be received until sometime in FY 99/00. Melinda stated that the Library is comprised of four divisions. The Administration division has 2.5 FTE's, which includes the Library Director, Senior Administrative Specialist and a half-time Volunteer Coordinator. The Reader Services division has 9.6 FTEs. This division is responsible for all of the public services area, which includes reference, programming, collection development, and ordering materials. This division also writes grant proposals to fund different programs. The Technical Services division has 6.5 FTEs. This division receives all the materials, prepares them for the shelves and catalogues them into the system. Also, a microcomputer support assistant is responsible for maintaining all the public computers. The Circulation division has 11.1 FTEs. This Division checks in and out all Library materials, issues library cards, and runs the information desk. The majority of the Library's statistics comes from this division. The Administration budget unit is located on page 75. Melinda stated that the installation of the new on-line computer system that is used countywide has been completed. The Library had to upgrade all of its computer equipment and software as part of the process. The increase in Repair & Maintenance is due to this new equipment needing more high tech maintenance. Travel & Training expense of$3,500 includes money for the Library Director to attend the American Library Association national conference. Office Furniture & Equipment includes $1,650 to replace five chairs and $1,800 for one ergonomic workstation. Melinda noted that some of the chairs are for public use. The cost of Library-wide chairs is often allocated to the Administration budget. Gene Farnstrom asked what the public response was to the new computer system. Melinda responded that the Library has received a mixed response. Some people like the new Internet access capability. Melinda noted that there was a drop in usage while the system was being converted. An evaluation is being done on the new system and a report will be issued. 8 Melinda stated that computer system is used countywide, which is necessary because of intra-loaning of materials between the libraries. The Readers Services budget unit is located on page 78. Melinda reiterated that this division is responsible for all programming including the summer reading program. Melinda noted that outside performers, entertainment and authors are brought in to participate in the summer reading program. Professional & Contract Services expense is $5,150, which is an increase over FY 98/99. One of the reasons for this increase is the cost of hiring presenters for business topic classes. Melinda noted that not all of the presenters charge a fee for their service. Melinda stated that $2,500 of the expense is for the Youth Services program presenters. Also, $600 has been allocated for the adult programs. Special Department expense includes $5,000 for displays, supplies and prizes for the Youth Services programs. The Youth Services program includes toddler story and craft time programs. Craig Dirksen asked what the average group size was for the toddler programs. Melinda responded that the average group was about 20. Melinda noted that if there are more than 15 children, it is ideal to have one parent per child. Melinda stated that another activity included in this budget is the Adult Reading and Book Night program. This is the fourth year of the Adult Reading program. This is a six-week program that starts in the fall. Weekly prizes are awarded and if a person reads 2,000 pages during the course of the program, then they are invited to the gala. Melinda noted that about 100 people attended last year's gala. Travel & Training expense includes $1,000 for one professional staff member to attend the Public Library Association national conference. There is also a State Library conference being held in Portland and several staff members will be attending it. Office Furniture & Equipment includes $8,000 to replace the furniture in the electronic resource area in the Library. The current furniture and desks do not meet ADA requirements and can only accommodate 8 computers. The Library wants a total of 12 computers available for use in this area. The new furniture offers more flexibility in the design of the area. Melinda noted that $600 has been allocated for new fax machine for the reference desk. The Technical Services budget unit is located on page 80. Melinda stated that there is a change to the FTE breakdown on page 80. The Librarian position is a new position for FY 99/00. The Librarian line should have zeros in FY 97/98 and FY 98/99. A new page 80 was distributed. 9 The new Librarian position will be for a professional cataloguing librarian who has a Masters of Library Science degree. With the advanced computer program, it was determined that a MARC Level cataloguing system needs to be instituted. Current staff does not have the expertise to do MARC Level cataloguing. This new librarian will have the knowledge and expertise to implement this system. Melinda noted that with the addition of the Librarian position, a Technical Services Coordinator was downgraded to a Senior Library Assistant. Professional & Contract Services expense of$4,965 includes the cost of contracting out new materials preparation. The contractor preps the new materials by putting the Mylar jackets, security strips and property stamps on the books. Volunteers had been used to do this work in the past; however, there is not enough room in the Library to handle such a repetitive project. It is more cost efficient to contract this work out. Repair & Maintenance cost is for repair and maintenance of the computer equipment and related item. This expense used to be allocated to the Administration budget unit. Advertising & Publicity expense is for the advertisement of the new Librarian position. The position will be advertised nationwide, since Oregon colleges do not have a Masters of Library Science program. Travel & Training expense includes $1,350 for the Technical Services Coordinator to attend a library conference. Office Furniture & Equipment expense of$1,300 is for ergonomic modular furniture. The Circulation budget unit is located on page 83. A new .5 FTE Senior Library Assistant position is being proposed. This position will work the evening and weekend shifts. The increase in the Library Assistant FTE's (p. 83) is not due to the addition of new staff. Some staff members' hours are being increased and one position is being upgraded to full-time. Advertising & Publicity expense includes the cost for advertising the new half-time position and $1,500 for reprinting the Library's informational brochure. Travel & Training expense includes $2,000 for college courses for a staff member. Melinda reported that the Library is starting its long range planning process. A committee of staff, Library board members and citizens are meeting to set goals and objectives for the Library for the next 3 to 5 years. 10 Gene Farnstrom asked why wages increased so significantly in the Circulation budget. Melinda responded that a half-time position is being added, one position is being upgraded to full-time and on-call staff costs are included in this budget. Melinda stated that the on-call staff cost is about $12,000. Melinda noted that on-call staff is not included in the FTE count. Cyndi Turner stated that wage calculations for FY 98/99 were incorrect. Some positions were reclassed and those changes were not made. Cyndi stated that the wages in FY 99/00 reflect actual costs. Joyce Patton asked if the City has a policy in place regarding paying for staff college courses and staff commitment to stay with the City. Bill Monahan responded that the City has had a policy since 1989. If the City pays for courses and the staff person leaves with in one year, the staff person must reimburse the City for 100% of the cost. If the staff person leaves after two years, then the staff person must repay 50% of the cost. Melinda Sisson stated that she is serving on a staff committee that is reviewing this policy. Staff will determine if the time requirements should be extended and if whether each individual course should be reviewed for approval. Bill Monahan stated that consistency in the application of the program is a major issue. Each department is applying and advertising the program in a different way. The purpose of the staff committee is to develop a standard policy for all departments to follow. Brian Moore asked when the Committee was going to discuss the Arts & Events funding (p.85). Bill Monahan responded that Council was going to hear a presentation by Broadway Rose Theatre on May 18,1999. Broadway Rose is requesting $18,000. Bill stated that Budget subcommittee has already made recommendations on the Fourth of July and Festival of Balloon funding. Bill stated that the funding figures would be presented to the Committee at next week's meeting. Joyce Patton asked if the figures in Social Services were the ones recommended by the subcommittee. Bill Monahan responded that the figures are the ones from the subcommittee. Bill noted that the new operators of the Rite Center will be submitting a proposal request for $8,500. Bill stated that money allocated to Interfaith Outreach is actually a placeholder for funds for the new operators of the Rite Center. The subcommittee did not want to give funds to an unknown agency without a proposal. The Finance budget presentation was held over to the May 24, 1999. The Budget Committee was concluded at 9:OOpm and discussions will be continued at the May 24, 1999 meeting. MSP it