05/11/1998 - Minutes City of Tigard, Oregon
Budget Committee
Meeting Minutes
May 11, 1998
Members Present: George Burgess, Craig Dirksen, Gene Farnstrom, Paul Hunt, Brian Moore,
Jim Nicoli, Joyce Patton, Ken Scheckla and Max Williams.
Members Absent: Bob Rohlf
Staff Present: Ron Goodpaster, Eric Hand, Jim Hendryx, Wayne Lowry, Mike Miller, Bill
Monahan, John Roy, Melinda Sisson, Cyndi Turner, Michelle Wareing, and Ed Wegner.
Visitor: John R. Anderson
Call to Order: Joyce Patton, Chair, called the meeting to order at 6:30pm. All members were
present except Bob Rohlf.
Minutes: Approval of the minutes for May 4, 1998 were tabled until the May 21 meeting. Joyce
Patton and Craig Dirksen stated that the minutes needed clarification and amending before the
Committee could vote on the minutes. The Committee unanimously agreed to table approval of
the minutes until the May 21 meeting.
Community Development Budget: Jim Hendryx, Community Development Director, presented
his department's budget. Jim H. stated that the Community Development department is
responsible for overseeing all the building functions in the community which includes current
planning, long range planning, and building inspection and permits.
The Community Development budget starts on page 113.
Jim H. noted that last year Community Development took over planning and building services
for the unincorporated areas of Washington County. The urban services budget was separate
from Community Development's budget in FY 97/98. Jim H. stated that the two budgets have
been combined into one budget for FY 98/99. The large increases and changes to the building
inspections budget is due mainly to the adding together of the urban services budget and the
City's building budget .
Jim H. stated that this is the first time that attorney fees have been allocated to individual
department's budgets. The Community Development budget contains about $60,000 for legal
fees. The attorney fees were budgeted in the Professional & Contract Services line items.
Jim H. noted that the purchase of modular furniture for one work station in each division has
been budgeted which is the reason for the increases in Office Furniture & Equipment line items.
Jim H. stated that a housing inspector position has been added to the building inspection
budget (pp. 117 - 119). The housing inspector will oversee the new Housing Inspection
program that is being developed by the City.
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Current planning budget's (pp. 120 - 122) increase to Fees is for the Development Evaluation
Team (DET). The DET is a group of professionals who review certain types of land use
applications in the Tigard Triangle. This program is completely fee supported. Applicants pay a
fee to go through this review process. Professional Services increase is due to the
implementation of several visioning programs, primarily the Downtown area and community
aesthetics.
Money has also been budgeted to purchase six computers which includes a new laptop.
Jim Nicoli gave a history on the housing inspection program and the need for the housing
inspector position (p. 119). Jim N. stated that about a year ago the City Council realized that
there were many multi-family complexes in the City that were in a severe state of dilapidation.
These buildings have brought other elements into the community. The police were called out to
one complex about 500 times in one year. Eventually, the complex was raided because a drug
ring was operating out of it. After the raid, it was found that the building had multi-insect
infestations, wood rot, smoke detectors that don't work and a multitude of other problems.
Council decided that the City needed to be more aggressive in pursuing bad buildings. Council
unanimously agreed upon on which complexes had problems. A task force was created to
develop a housing inspection program and procedures. Once the program is developed,
Council will adopt an ordinance that will set minimum standards for multi-family complexes.
The Housing Inspector will be responsible for enforcing the ordinance and following up on
complaints. Jim N. stated that the program has not been established yet, since the task force
has not finished its proposal.
Ken Scheckla noted that the proposal should be ready in September 1998 instead of July 1998.
Ken reported that the program is also going to encompass nursing homes and care facilities.
The task force is waiting to receive information from other areas (New Jersey, New York and
Oklahoma) to see how they run their programs. The task force is taking a slower approach
because new suggestions are being made routinely and all legal questions must be referred to
the City attorney.
Jim N. stated that when the City took over the urban services area, assumptions about activity
levels were made. Jim N. asked if the anticipated activity level has been maintained or if it was
less. Jim N. asked if a new housing inspector needed to be hired or if a current building
employee could be put into that position.
Jim H. stated that the anticipated activity levels were not reached. However, the building
activity inside and outside the City has been healthy. Jim H. noted that the employees hired as
part of the urban services program are being used to meet the building demands within the City.
All employees are being fully utilized. Jim H. stated that the housing inspector position does not
require as much certification as a building inspector. If a building inspector was placed into the
housing inspector position, the City would be using a higher-skilled employee in a lower-skilled
position. Jim H. also noted that there are currently some vacant building positions.
Jim N. stated that building construction is usually seasonal. Would it be possible to have a
building inspector do housing inspection work during slow seasons, instead of hiring a full-time
housing inspector.
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Jim H. stated that David Scott, Building Official, expressed concerns about having a building
inspector doing both jobs. The building inspection process is usually quick. The building
inspector has a lot of control because the builder needs the inspector's approval to continue
construction. Housing inspections takes a lot of time. It is difficult to get the property owner's
into compliance. Jim H. noted that a building inspector can inspect 10 to 15 buildings per day
and a housing inspector can inspect 2 to 3 buildings per day. Housing inspection includes a
large amount of letter writing and telephoning. Jim H. and David do not believe that a building
inspector can do both jobs effectively.
Jim N. asked if the housing inspector position was approved by the Budget Committee, then the
position would not be filled until the housing program is approved. Jim N. asked if the budget
included a year's salary. Jim H. stated that the position would not be filled until the housing
inspection program was approved, but a full year's salary has been budgeted. So there might
be some savings in the budget.
Jim H. stated that it has not been determined how the position will be paid for yet. The last
meeting of the task force will address this issue.
Jim N. noted that Community Development is currently proposing that the position be supported
by the general fund.
Jim H. responded that the position has been budgeted out of the general fund for now. The
position might be paid for with fees. It all depends on the task force's proposal and how Council
sets up the program.
Max Williams stated that when the urban services issue was discussed last year, it was
supposed to be a revenue neutral program. The program would support itself with fees
collected and would not be a cost to City taxpayers. Max asked if the urban services activity
level has been high enough to support itself. Jim H. responded that the program was set up
with start up funds from Washington County. Jim H. stated that the start up funds were used to
support the program until it paid for itself. Jim H. stated that the program is paying for itself.
Wayne Lowry also responded to Max's question. Wayne had everyone turn to page 13 of the
budget. Wayne noted that a separate fund was set up for urban services. Wayne stated that
revenues have been lower than anticipated in the current year(FY 97/98). The figures on page
13 are for FY 98/99. Wayne noted that not all of the urban services positions have been filled.
The program is monitored on a quarterly basis to make sure that it is working as designed.
Wayne stated that the beginning fund balance for 98/99 will be $202,324 and includes some of
the start up money provided by Washington County. Projected revenues for FY 98/99 is
$879,863 and is based strictly on anticipated fees collected. It does not include any new funds
from Washington County. The total budget for the urban services program in FY 98/99 is
$807,333. The projected Ending Fund Balance for FY 98/99 is $274,854. It is anticipated that
the program will add money to the fund balance in FY 98/99. Wayne stated that if there was a
subsidy, money would come from the building fund which isn't tax revenue supported.
Jim N. and Wayne clarified that the urban services program is not costing city taxpayers any
money and the program is supporting itself.
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Max Williams asked what happens to the positions if the program doesn't make enough money
to cover the cost of them. Jim H. responded that the positions were advertised as fee based. If
the fees can't cover the positions, then the positions go. Jim H. stated that not all of the
positions have been filled because there is not enough activity to cover them.
Ken Scheckla asked if the City could go back to the County if it needed more money to support
the program. Jim H. responded that the County will allow the City to raise the fees in the urban
services area, but will not give the City more money. Jim H. noted that the program is
monitored on a quarterly basis to make sure activity level is within a reasonable range of the
projections.
Max Williams asked what the reason was for combining the building inspection budget with the
urban services building inspection budget (p.117). Wayne Lowry responded that in the current
year, the City tried to estimate how many inspectors were needed to service the urban services
area and set up a separate budget. However, the inspectors are not segregated by area. All
the inspectors work in the city and the urban services area. It became to cumbersome to
account for the inspectors time spent in the urban services area. For FY 98/99, allocation of
cost is based on inspection activity within the two areas. This system is more logical and
accurate since it is based on activity and not assumptions from a year ago.
Jim N. stated that street maintenance for urban services is budgeted for$107,365 (p. 13).
Jim N. asked where did the figure come from and is it fee driven. Ed Wegner responded that
Public Works is responsible for maintaining the streets in the urban services area now. The
cost is not fee driven. Washington County will reimburse the City for the full cost of street
maintenance.
Joyce Patton noted that FY 98/99 Goals and Objectives state that a fee analysis will be done to
update fee structures (p. 117). Joyce asked if the analysis is for the urban services fees.
Jim H. responded that the analysis is for all City building fees and the new fees will be in place
by July 1 or soon after. The City could review the urban services fees at the same time.
Currently, the City charges different fees for building within the City and the urban services
area. If the new City fees are higher than the County fees, then the City will apply its new fees
to the urban services area.
Wayne noted that the City will most likely charge the same fees for building, engineering and
planning within the two areas. This will make record keeping easier and provide a uniform
system. The agreement the City has with the County allows the City to charge whatever fees it
wants in the urban services area.
Joyce noted that the analysis has not been done yet, so are all the anticipated revenues based
on the current fee schedule. Wayne responded that the revenues are based on the current fee
schedule.
Craig Dirksen stated that he had added up the total cost for office furniture for all the divisions
in Community Development and the total is about $24,000. Craig asked if furniture had not
been purchased for a while since it such a large amount. Jim H. responded that current
planning, long range planning and administration are each asking for one new work station.
Building includes the cost of furniture for the new housing inspector position. Community
Development is slowly updating its furniture with ergonomically correct furniture.
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Max Williams asked why the Travel & Training line item for long range planning has doubled for
FY 98/99 (p. 125). Jim H. responded that the City's GIS employee is taking classes for his
Master's degree. The City is paying for some of the schooling costs, since it has a program
that assists employees in obtaining higher education.
Ken Scheckla asked where the attorney fees were allocated in the Community Development
budgets. Jim H. attorney fees of$30,000 were allocated to Professional and Contract Services
line item in the Administration budget (p. 116). Jim H. noted this is the first time attorney fees
have been allocated to individual departments, past attorney fees were paid out the general
government budget.
Wayne Lowry noted that attorney fees are $177,000 overall.
Jim H. stated that the Professional and Contract Services line item in the building inspection
budget contains $10,000 for attorney fees because of the new housing inspection program.
Current Planning budget has about$15,500 in attorney fees because of the DET program.
Long range planning budget does not contain any attorney fees.
Joyce Patton noted that Professional and Contract Services in the long range planning budget
(p. 125) went from $0 to $65,000. If attorney fees have not been allocated there, what is the
reason for the large increase. Jim H. responded that $50,000 is for consultant services as part
of visioning goals for the downtown plan and city aesthetics. The other$15,000 is for follow up
to the Washington Square Regional planning. Jim H. noted that the State gave a grant of
$150,000 for the Washington Square study.
Craig Dirksen noted that he found pages 112 and 113 confusing. Community Development is
not listed on the chart on page 112, but is on page 113. Wayne responded that Development
Services is a program and that Community Development is a department within the program.
The Committee agreed that Community Development needed to be listed as a block under
Development Services instead of Community Development's sub-departments.
Public Works Budget: Ed Wegner, Public Works Director, presented his department's budget.
Ed introduced John Roy, Property Manager; Mike Miller, Utility Manager; and Eric Hand,
Wastewater Supervisor. Ed noted that John R. and Mike did an outstanding job in preparing
their divisions budgets. Ed stated that Public Works Department is comprised of the following
divisions: administration, sanitary sewer, storm sewer, street maintenance, fleet maintenance,
property management, parks, and water.
Ed asked the Committee if he should go through each individual division's budget or just
answer questions. The Committee responded that they wanted Ed to highlight any major
changes or additions.
Wayne Lowry noted that the Parks budget, which is part of Public Works, is found on pages
87 -89 in the Community Service program section. The rest of the Public Works budget starts
on page 90.
Ed stated that he would start with the Park budget on page 88. The Park budget is based on a
parks and open space inventory of approximately 236 acres. In 1998, approximately 44 acres
of parkland will be added to the inventory. In the first six months of 1999, the City will acquire
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another 51 acres of parkland. The figures does include the acquisition of the Grey property as
part of the Cook Park expansion.
Ed stated that the Park budget includes the addition of two positions, an urban forester and a
grounds/utility worker II. However, the 5 Year Plan had projected three new positions for
FY 98/99. The third position will be hired in FY 99/00 because the Cook Park expansion has
gone slower than anticipated.
Ed stated that there are two large equipment purchases in the Park budget. About $28,000 has
been allocated to purchase turf equipment. The equipment will be used to maintain sports
fields. Currently, the City contracts out for this service. Since, the number of City maintained
sports fields are increasing, it was determined to be more cost effective to do the work in-
house. The second piece of equipment is a mower. The mower's cost and use will be shared
with the storm water division. The mower will be used on the bike path system, trimming
around trees and pond maintenance.
Ken Scheckla asked about the current mower. Ed responded that the current mower is to big
to be used in the above areas. Also, the current mower is used eight hours a day, five days a
week. Therefore, the park mowing maintenance is not being done. Ed noted that the City will
inherit 12 new retention ponds this year which require mowing maintenance.
Max Williams asked how much of the $75,050 in operation equipment (p. 89) is for the cost of
the mower. Ed responded that the mower was about $30,000.
Wayne stated that a detail of capital equipment costs is on pages 189 and 190.
Ed noted that $15,000 of the cost of the mower was allocated to Parks and the other$15,000 to
Storm Sewer.
Ed discussed the urban forester position. Ed stated that the position will help accomplish the
goals set by Council and the visioning program. The goals are to provide tools and implement
programs to protect and enhance the community's aesthetic qualities balanced with
development programs such as Trees 2000. Ed noted that the City used to have two arborists
on staff, but now has none. Currently, the City contracts out for arborist services.
The urban forester will be part of the Public Works department, but will also assist Engineering
and Community Development with plan reviews and street tree programs. The urban forester
would be responsible for the maintenance of the trees on City property. The urban forester
would work with the volunteer groups involved in the tree planting program. A tree inventory
will be done to determine the types of trees, maintenance necessary, and what should be
planted. The forester would respond to public inquiries about City trees and determin which
trees should be used in the street tree program.
Ed stated that the total cost for the urban forester is $57,963.50. The amount is contingent
upon final job classification which is determined by the Human Resources department. The
utility worker II position's cost would be split between the urban forester program and
maintenance. The amount allocated to the urban forester program for the utility worker II
position is $22,000. The total cost for the urban forester program is approximately $80,000.
The $80,000 does include the cost of renting/leasing a vehicle for each position.
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Ken Scheckla asked if it was less expensive to contract for services than hire the urban forester
position. Ed responded that it was less expensive to contract services because it was done on
an emergency basis only. Contracted arborists are hired for a specific project. The urban
forester will have a multitude of responsibilities.
Ken asked if there was any extra vehicles for the urban forester to use instead of leasing a new
one. Ed responded that during the summer there are no extra vehicles. The urban forester
vehicle will only be leased during the summer months because of the shortage.
Jim N. gave a brief history of the Council's decision to implement the urban forester program.
Council has been reviewing this issue for the last six to eight months. The City currently has
about 200 acres of parkland and there are plans to add another 100 acres over the next year
and a half. This is a 50% increase in parkland that the City is responsible for maintaining. The
City is struggling to maintain its current parkland while the community is demanding higher
quality of maintenance. The City is also building more trails which require maintenance. Even
though acreage has increased, the Parks division has not increased its staffing.
Jim N. stated that the City has a tree planting program. The City collects fees from developers
when they cut down trees as part of their subdivision development. These fees were placed
into the tree planting fund. The fund accumulated to a $150,000 before a plan to use the
money was developed. The Trees 2000 program was developed with this money. It is the goal
of the City to plant 2,000 new trees by the year 2000. This program has already been started.
Jim N. stated that Council authorized Public Works to hire one new utility worker in the current
year. This position was added early to help with the parkland before summer started. The
Council wanted the Budget Committee's input and approval before adding the two requested
positions - urban forester and utility worker II.
Gene Farnstrom stated that last year the Committee discussed the use of volunteer workers in
the park areas. The City has hired a full-time volunteer coordinator. How will the volunteers be
used in conjunction with the two positions. Ed responded that the urban forester position will
work with the volunteer groups. Currently, a park maintenance employee works with the
volunteers. Ed noted that 1,700 trees have been planted in the last year using volunteer labor.
Ed stated that a staff employee has to oversee any volunteer work.
Max Williams asked if the cost of$57,963.50 for the urban forester was the total cost or was it
just salary. Ed responded that the amount included all costs for hiring and outfitting the
employee and salary. Ed stated that the salary would be about $51,700.
John Roy noted that the salary includes benefit costs. Also, the salary/benefits package is
budgeted at the top of the salary range. A person might be hired at a slightly lower salary
range than the one quoted above.
Max asked what type of qualifications will the urban forester be required to have. John R.
responded that the City wants more than just an arborist. The City wants an urban forester who
has experience working in a community setting and has skills in tree falling, pruning and storm
damage work.
John R. noted that the City has a tremendous amount of parks and greenspaces. The past
winter storms have caused a lot of damage to the City's trees. In return, the trees have caused
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damage to property during the storms. The City does not have the expertise to determine
which trees are hazardous. The City has to contract out to have hazardous trees pruned and
fallen.
John R. stated that the urban forester will work closely with Community Development in
reviewing plans for subdivisions. Developers hire private arborists who submit a report that
identifies which trees will be removed, which will be protected and how they will be protected.
The City does not have anyone on staff who inspects the subdivision to make sure that the
developers' plans are being followed.
The urban forester will identify significant trees within the City. Once trees are designated as
significant, they must be protected and preserved.
The City wants an urban forester who has experience working with community groups. It is
planned that the forester will make presentations to schoolchildren and offer workshops to
citizens regarding tree care.
John R. noted that the City has spent $20,000 to have 25 to 30 trees fallen in the last year.
This cost did not include any clean up or removal of the wood.
John R. stated that the City responds to citizen complaints regarding hazardous trees in
greenways. The City wants to become more proactive and develop a program to identify
potentially hazardous trees and take care of them before they cause damage. Also, trees are a
valuable resource that need protection and maintenance.
Ken Scheckla stated that Public Works has been having difficulties with its radios. Ken asked if
the problem has been rectified. Ed Wegner responded that they are still having problems with
the radios. Ed stated that he is working with a radio communication person who will bring in a
scanner to pinpoint the problem.
Joyce Patton reported that a citizen, John Anderson, had comments in support of the Parks
budget.
John Anderson stated that he serves as the Secretary of the Atfalati Recreation District and Co-
Chair of Facility and Fields Advisory Council to the Tigard/Tualatin School District. John A.
stated that he has been preparing a plan for the School District on the use of its fields by all
recreation programs. John A. noted that the plan was submitted to the School District in April.
John A. stated that about 7,000 children use school property after school hours. School
facilities are the primary facilities for recreation programs in Tigard. This high level of usage is
causing the school facilities to decline. John A. noted that the sports clubs paid $50,000 to the
School District to assist with field maintenance in the last year. They also accrued 2,000 to
3,000 volunteer hours. John A. stated that his point was that the City Council, School District
and representatives of the clubs need to meet and develop a long-term solution to the field
maintenance problems. John A. asked for the Committee's support of the Parks and any future
plans regarding sports fields.
Brian Moore asked if the urban forester position needed to come before Council for approval.
Bill Monahan responded that if the Budget Committee approves the budget for the position then
the position will go into effect July 1, 1998 and will not need Council approval. Council approval
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will only be needed if the position is activated before July 1, 1998. Ed Wegner noted that he
plans for the position to be started on July 1 and not any earlier.
Craig Dirksen stated that Land & Improvements line item has been budgeted $0 for FY 98/99
(p. 89). Craig asked if there were plans to buy more greenspace and where was that
expenditure allocated. Wayne Lowry responded that there is a separate fund for greenspace
acquisition and that the fund will be discussed when the CIP budget is reviewed.
Ed stated that the administration budget for Public Works is on page 93. The budget includes a
new FTE position for an administrative specialist II. Ed noted that Public Works was
reorganized in the spring and a manager position was eliminated. The Confidential Secretary
was reclassed as an administrative assistant. The new position would do the clerical work that
the confidential secretary used to do.
Ed stated that the Professional & Contract Services line item has a large increase. This is the
first full year of the federally mandated drug testing program. Employees are chosen randomly
for drug testing on a quarterly basis. Since the employees are from different divisions within
Public Works, the cost was allocated to the administration budget.
Travel & Training increase includes the cost of training employees on the Hansen program.
Hansen is the City's maintenance software program. Since the employees are from different
divisions the full cost has been allocated to the administration budget.
Ken Scheckla asked where the attorney fees were allocated in the budget. Ed responded that
the attorney fees are in the Water and Park budgets. Wayne noted that the Public Works
administration budget also contains $7,000 in attorney fees.
Jim N. stated that Council instructed Ed to hire more people to assist him while he is working on
the Willamette Water Supply Agency project. Jim N. asked Ed where the extra help is reflected
in the budget. Ed responded that the new administrative specialist II position will assist with the
workload. By hiring the new position, it will allow Mike Miller to move over into utilities and give
that division an extra person. Also, the upgraded administrative assistant will assist Ed, Mike
Miller and John Roy.
Jim N. asked if that was enough help to lessen Ed's workload. Ed responded that the
reorganization and one additional staff person will be enough. Also, job duties have been
reallocated amongst staff.
Jim N. gave a brief history on the Council's directive regarding Ed's need for assistance. Jim N,
stated that the City is currently involved in developing a water source using the Willamette
River. Tigard has taken the lead in developing the project. Ed is the lead staff person on this
$40 million project and spends an exorbitant amount of time on it. This is the reason for the
Council's concern and directive.
Bill Monahan stated that he and Ed have discussed the possibility of creating another position
to assist Ed. Ed determined that his managers were capable enough and wanted to work with
them to better utilize their talents.
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Ed stated that Mike Miller and John Roy are responsible for most of the day to day operations
of Public Works. They assisted with the preparation of the budget and have had their
employees take on additional duties, so they can assist Ed.
Ed stated that the Sanitary Sewer budget is located on page 96. Ed noted that this is a basic
budget, no new positions have been added. A .25 FTE of the line locator position is now being
charged to Sanitary Sewer to better account for the time and cost. The full cost of the position
used to be allocated to Water, however, the locator is responsible for locating all sanitary, water
and storm lines.
Ed noted that the explanation for capital equipment states that Sanitary Sewer will either
purchase a new vactor or a TV truck. The Unified Sewerage Agency (USA) and its primary
cities are conducting a maintenance management study. The final study and the duties that are
assigned to USA and the cities will determine which equipment Sanitary Sewer needs to
purchase. If no changes are made to the duties, sanitary sewer will purchase the TV
equipment.
Ed stated that the cost of a hydraulic braker will be shared between Sanitary Sewer, Storm and
Water. Sanitary Sewer has been allocated a fourth of the cost. The braker is used to brake up
asphalt when water and sewer lines need to be fixed. It is quicker and more efficient than a
jack hammer.
Paul Hunt asked if the $3,000 budgeted for over-time was a real cost or was it a misnomer. Ed
responded that the over-time cost is real. Ed stated his department accrues over-time during
the Balloon festival and emergency situations such as winter storms.
Ed stated that the Storm Water budget is located on page 98. Ed stated that this budget
includes the addition of 2.25 FTE. The .25 FTE is the line locator position discussed earlier.
The other two positions are for utility workers in storm maintenance program. The new
positions will work on the City's water quality ponds. Ed noted that the City will be become
responsible for more ponds this year. Twelve ponds have already been added this fiscal year.
Ed stated that the other half of the mower cost has been allocated to this budget.
Max Williams asked if the ponds located off of 135th and Walnut were going to have safety
barriers put up around them. Ed responded that the City will become responsible for those
ponds August 1, 1998. Ed noted that the City will be developing a procedure on how it will
operate the ponds and what safety measures will be implemented.
Ed stated that the Streets budget (p. 102) does not have any new FTE positions. There is an
increase from 3 temp positions to 5 positions. These positions will assist with the speed hump
program. The cost of the positions will be reimbursed from the capital improvement plan. Last
year, it was decided that street employees would install speed humps instead of contracting out
for the service.
There is a large increase in Professional & Contract Services in the Streets budget. There are
several reasons for the increase. First, the cost for street sweeping has increased. Ed stated
that contracts are up for renewal and disposal fees have increased, so contract services will be
more. Also, an additional sweeping of the City was added to the program. Ed noted that the
City will be swept once a month in October, November and December because of the falling
leaves. The rest of the year, the City will be swept bi-monthly. Ed stated that since contracts
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were up for renewal, the City reviewed the cost effectiveness of contracting out the service. It
was determined that it is still more cost effective to contract out the service.
Ed stated that money has been added to contract out for right-of-way mowing. Even though the
Tiger mower is used full time, the streets division cannot keep up with all areas to be mowed.
Ed noted that the City will have to purchase a new Tiger mower in the next few years. The
mower is extremely expensive, so it was decided that now was a good time to analyze the
possibility of contracting out all street mowing in the future. There has also been an increase to
street marking contract services.
Craig Dirksen asked how .5 FTE could be added to the Streets budget (p. 102), but the total
cost of the salary line item has decreased. Ed responded that last year's budget had a mistake
in it. The Property Manager salary cost was allocated fully to streets, instead of being split
between parks and streets. Wayne noted that the budget is also based on actual employees,
so might have newer employees who have lower salaries, but maintain the same number of
FTEs.
Ed stated that Shops and Services (p. 105) is also called fleet maintenance. Ed stated the
budget includes one new mechanic position. For the last year, an employee on light duty has
been assisting in the shop. The employee is returning to his regular full-time position. This will
cause a distinctive drop-off in production if the new position is not added.
Ed stated that the Shops division is recommending adding the building maintenance supervisor
duties to the fleet maintenance supervisor position. The cost of the fleet/facilities supervisor will
be split between Shops and Property Management. Ed noted that the supervisor has already
been working in this capacity since January.
Ken Scheckla noted that on page 103 under Objectives, it states that Shops will develop a
program for DEQ inspections. Ken asked what this program is. Ed responded that in the past
the Shops' mechanics were licensed in DEQ inspections. The mechanics would come in on
Saturdays and test the City vehicles. However, DEQ has mandated that all vehicles be
inspected at DEQ test sites. Ed stated that a program needs to be developed to determine who
will take the vehicles through DEQ.
Ken asked if the program is actually a line item cost. Ed responded that it is a line item
because employees will have to be let out of work to got to DEQ. Ken asked why those costs
were allocated to the individual departments. Ed responded that fleet maintenance costs are
the responsibility of the Shops division.
Ed gave a brief history of the fleet maintenance program. Ed stated that when Ben Tracy, Fleet
Supervisor, started 16 years ago, the were two employees and 39 pieces of equipment.
Currently, there are 117 pieces of rolling stock and 7 leased vehicles. Small equipment, such
as mowers, has grown from 55 pieces to 176 pieces. The equipment is on a complete
preventive maintenance schedule. During the summer months, it takes 80% of one of the
mechanic's time to service the small equipment. Police vehicles light bars and other equipment
is changed every three years.
Ed stated that some of the work is done out of house. Body work, wheel alignment, truck
repairs and automatic transmission work is sent out.
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Ed stated the total cost of hiring, outfitting and paying the new mechanic is $54,000. This cost
is based on the top of the salary range and all auxiliary expenditures.
Brian Moore asked when advertising for the new position would begin. Ed responded
advertisement for the position would start just after July 1, 1998.
Ed stated that the Property Management budget (p. 108) includes one new FTE position. This
utility worker I position would assist the building maintenance technician in day to day
operations and set up, so the building maintenance tech could do preventative maintenance on
the City's buildings. The preventive maintenance projects are increasing as the buildings get
older and more staff is added. Ed stated that the City contracts out when departments need to
move to new locations. Also, departments are asked to do there own room set-up when hold
meetings. The utility worker I position will assist the departments in moving and set up.
Ed stated that the Professional & Contract Services line item for Property Management is
considered a fixed budget (p. 108). Many of the vendor contracts are necessary to maintain the
systems. The rest of the contracts are project specific.
Ed stated that this budget was hard to put together since many assumptions had to be made
about the City's space and facilities. Ed noted that many projects were put on hold and not
added to the budget.
Ed stated that the Water Operations budget (p. 110) has already been reviewed by the
Intergovernmental Water Board (IWB). The IWB is an advisory committee made up of
representatives from Tigard, King City and Durham. It is part of their responsibilities to review
the Water budget.
Ed stated that there has been some position rearranging within the Water budget. The
Operations Manager has been eliminated. The water conservation and quality duties of the
Operations Manager will be made into a new position. The rest of the Operations Manager's
administrative duties will be reassigned. These rearrangements are part of the reorganization
of Public Works that was discussed earlier in the evening.
Ed noted that overtime costs are very high in the Water budget. The overtime is due mainly to
"well duty" or call-out procedures. Ed stated that water systems require that person be on-call
24 hours a day, seven days a week. Ed noted that the City has modernized its water system
over the last four years. All major water sources and pumping stations are on a computerized
system called SCATA. The on-call person can now access the SCATA system via a laptop, so
time and money is saved.
Ed stated that all the contracts for the Willamette River have been allocated to a separate
account from the Water budget. Wayne noted that the Willamette contracts are budgeted in the
reserve fund.
Ed stated that the Water budget contains one major services contract (p. 111). The City is
looking at a hydraulic model of the City's water system. Currently, the City is contracting with
engineering firms on a need-be basis to spot analyze facilities and water pressure. Ed noted
that the City needs to spend money on its internal system to be prepared for the new water
source.
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Ed highlighted several on-going programs allocated to the Water budget. The pump and motor
program has staff check pumps and motors on a regular basis and replace them when
necessary. The clay valve program allows staff to maintain proper water pressure. The water
conservation program is being reviewed as part of the Willamette Water Supply project. Ed
noted that $17,000 has been allocated to this program. The water flushing program was
initiated when the City started receiving water from Bull Run. The water system is flushed
routinely about three times a week.
Ed stated that there is an increase to the Land & Improvements line item (p. 111). Diesel fuel
tanks will be removed from the ground at the High Tor and Gaarde Street reservoirs. This
project is mandated by State law which requires that all fuel tanks be stored above ground.
Wayne noted that the cost of removal is $64,000 and is shown on page 190.
Ken Scheckla stated that $80,000 has budgeted to the Vehicles line item (p. 111). He asked
what the expenditure was for. Ed responded that the cost is for the purchase of a new dump
truck. Ed stated that the City has one 10 yard dump truck and one 5 yard dump truck. The 5
yard will be traded into to purchase another 10 yard.
Ken stated that a few years ago, the Parks and Streets division were moved to a separate
building from the other divisions. Ken asked how the separation was working. Ed responded
that the Parks and Streets divisions work out of the Ash Street building and the utility division
works out of the Water building. Ed stated that everything is going well, but would prefer to
have everyone working out of the same facility.
Jim Nicoli noted that on page 107 under Service Levels Standards, it states that time clocks in
City Hall will be adjusted weekly. Jim N. asked if there was a problem with the clocks that
required such maintenance. Ed responded that there has been a real problem keeping all the
clocks in the City set at the same time. Ed stated that he was directed by Bill Monahan to add
this duty to the building maintenance schedule. Bill noted that the City has power outages and
it affects the clocks in the City.
Gene Farnstrom stated that the Water budget (p. 111) has gone from $2.5 million to $3.6
million in the last few years. Gene asked if this trend was going to continue and if there was
anyway to offset cost with revenues. Wayne responded that the City of Tigard merged with the
Tigard Water District and that FY 95/96 was the first year as a merged operation. Wayne
stated that the wholesale cost for water has increased and is due to seasonal factors and basic
growth. Wayne noted that all costs are recouped through rates charged to users. Wayne
stated that rates were adjusted in 1995 on a per unit basis in response to a water study that
was done. Bill noted that new meters are being installed that provide more accurate reading of
usage.
Ed Wegner stated that FY 95/96 reflects only half a year of operating as a merged Water
District.
Wayne Lowry distributed a hand-out detailing the professional and contract services costs
included in the Property Management budget (p. 108).
Ed stated that the recurring contracts listed on the front page of the hand-out are considered
fixed and cannot be touched. These contracts are necessary to operate the City's facilities.
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Ed stated that the rest of the hand-out is broken down into priority and non-priority requests for
building maintenance. There are also separate requests regarding carpeting, a card lock
system, painting and engineering trailer maintenance.
Ed stated that the non-necessary requests are based on discussions he has had with
department heads, Bill Monahan and Wayne Lowry. The requests take into account
assumptions about the City's expansion of its facilities.
Ed highlighted projects that need to be done whether or not the City expands. Library's smoke
detectors and control panel needs to be upgraded. Smoke detectors need to be installed at
Public Works. Ed noted that the $100,000 cost for a new library roof has been moved to the
General Government CIP budget. New allulite folding tables will replace the current heavier
folding tables at several City facilities. The Senior Center has requested new chairs. The
Library Director's Office needs to be remodeled because it leaks and has air conditioning
problems.
Paul Hunt stated that there has been many problems in the past with air conditioning in the
Library Director's office area. Paul asked if the amount of money budgeted was enough to
finally fix the problem. Ed responded that plans proposed by the architects should fix the
problem and the amount budgeted is enough.
Ed highlighted the non-priority requests. Ed stated that 30 doors need to be retrofitted to meet
ADA requirements. The doors are located at the Niche, Outreach building and Public Works.
Ken Scheckla asked what the Outreach building was. Ed responded it is the building on Ash
Street that Interfaith Outreach is using. Ken stated he thought Interfaith was moving out, so
why fix the doors. Ed responded that Interfaith is going to use the building for another year.
Also, the building belongs to the City and the doors need to be replaced.
Ed stated that City has started having fire drills and emergency evacuation plans for all the
facilities. Deficiencies have been found in the horns and strobe lights. Replacement of this
equipment has been budgeted.
Ed highlighted several items that had been removed from the budget. The Senior Center
requested a new flag pole. Ed stated that the Senior Center currently has a flag pole and it
does not need a new one. Also, carpet replacement was planned for the Senior Center and the
Library, but that has been put on hold until decisions are made about the City's expansion.
Ed stated that the idea of a card lock system for City Hall, Police and the Niche was presented
to Council in November 1996 by City staff. Council asked staff to revisit the issue as part of the
budget cycle of FY 98/99. Ed noted that the figures for the system are located on the hand-out.
Bill Monahan stated that the idea was brought to Council and several concerns were raised.
Council was concerned about the timing and wanted the card lock system discussed as part of
the budget review. Council questioned whether it should be included in a bond measure.
Council asked if the current card lock system be compatible with future systems that are
installed after the City expands its facilities. Bill stated that the City is presenting the system to
the Committee for their review and input.
Bill stated that the cost of$47,138 is on the high end of the cost scale.
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Bill gave a brief review of the City's current locking system. Bill stated that all exterior doors
have key locks. There have been numerous occasions when the exterior doors have been
found unlocked in the evening. The card lock system will allow better monitoring of the doors
and provide a higher level of security.
Paul Hunt stated that several of the Council members, including himself, were concerned with
the timing of the issue. Paul noted that the Council is in agreement that a card lock system
should be installed, it's just a question of when. Until a decision is made about the
development of the Civic Center, the cost of$72,000 is too much to incur.
Ken Scheckla stated that he agreed with Paul that there should be a plan for the future before
money is spent on this system.
Bill stated that John Roy has reviewed several card lock systems. The card system that John
R. has selected would be compatible with any future systems that were installed after the
construction of the new buildings. Bill stated that it is the computer software that runs the card
lock system that is important.
Ken asked what other cities in the area have a card lock system. John Roy responded that the
cities of Beaverton and Gresham have systems.
Ken asked if the other cities' police departments were located nearby the city hall. He asked if
the close proximity of our police department gave added protection. Bill responded that
Beaverton's police department is located on the second floor and city administration is on the
third floor of city hall. Bill noted that the mayor's office in Beaverton is encased in glass and has
a buzzer system because of some recent incidents. Chief Goodpaster stated that Gresham's
police department is in the same complex as the city hall.
Paul Hunt stated that with the amount of computer equipment and personal exposure, the City
needs a card lock system. He stated that it is just a question of timing.
Max Williams asked if there have been any recent incidents that has made this issue more
urgent. Bill responded that City has been lucky so far in that it has not had any major incidents.
He stated that it is just a matter of time before something happens. Bill reiterated the fact that
exterior doors are being found unlocked in the evening and weekends.
Chief Ron Goodpaster noted that there has been an increase in violence toward municipal
employees. The card lock system will offer a higher level of protection to employees.
Ken stated that if the employees are protected at work, they can still be attacked at home.
Brian Moore stated he did not want the responsibility if an incident occurs in the future that
could have been prevented by using a card lock system.
Paul Hunt stated that even if the system is installed the majority of the employees would still be
exposed and have little protection. Ed responded that Paul's statement was incorrect. Ed
stated that only the main doors into the Library and City Hall would be open, all other doors
would be on the card lock system. This would provide protection to most of the employees.
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Bill stated that concern for workplace violence brought on the discussion of the card lock
system and other safety measures. Bill noted that there are no current plans to install any type
of safety barriers in the Library or City Hall. He stated that protective measures will be added
incrementally starting with securing the exterior doors.
Bill stated that the City has a tremendous amount of computer equipment. He noted that a
local business was just recently robbed of its computer equipment and a vehicle to haul it away.
Bill stated the card lock system will also protect the City's equipment.
George Burgess asked what the time line was for the new building construction and if a
different security system would be chosen once the buildings are completed. Bill responded
that a bond will be voted on in November 1998. Once it is passed, construction will begin on
the new Library that will be open for use in the summer of 2000. Bill stated that the software for
the system might have to be updated, but the actual card lock equipment would still be
compatible. Bill noted that card lock equipment technology is not changing very rapidly. John
Roy noted that the cost for computer software upgrade is only $2,500.
Joyce Patton stated that this is the first time she has heard about the card lock system. She
stated that she wanted time to think about the issues discussed before making a decision on
the matter.
The Committee agreed to table discussions about the card lock system and other security
measures until the next meeting on May 21, 1998.
Ed stated that he had only three more line items to review. Ed stated that the exterior of the
Public Works facility needs to be painted at a cost of$2,500. The Engineering trailer is in
urgent need of maintenance. It is a modular trailer that was set up as temporary office space
about 10 years ago. The cost for the maintenance needed is $2,500.
Ed stated that during the construction of the Police addition, it was discovered that there were
problems with the flashing around the windows and dry rot. The architect, that was working on
the addition, gave a rough estimate on the cost of the window replacement and removal of the
dry rot. The estimated cost is $70,000. Ed noted that the cost has not been put into any of the
budgets. Ed stated the cost could be added to the budget or be part of the bond measure.
Paul Hunt asked if there would be any savings by putting the project off until the City starts its
remodeling and expansion. Ed responded that there would not be any savings. The problem
must be taken care of, it is just matter of when.
Wayne Lowry stated that the General Capital Improvement Summary is on page 177. He
stated that these projects and the other CIP projects will be discussed at the next meeting.
Joyce Patton stated that the Committee will be discussing the card lock system, the dry rot
issues and capital improvement projects at the next meeting.
The Budget Committee was concluded at 9:OOpm and discussions will be continued at the
May 21, 1998 meeting. MSP
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