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05/21/1998 - Minutes City of Tigard, Oregon Budget Committee Meeting Minutes May 21, 1998 Members Present: George Burgess, Craig Dirksen, Gene Farnstrom, Paul Hunt, Brian Moore, Jim Nicoli, Bob Rohlf, and Ken Scheckla. Members Absent: Joyce Patton and Max Williams. Staff Present: Ron Goodpaster, Wayne Lowry, Bill Monahan, John Roy, Melinda Sisson and Michelle Wareing. Call to Order: Craig Dirksen, Secretary, called the meeting to order at 6:34pm. All members were present except Jim Nicoli, Joyce Patton and Max Williams. Jim Nicoli arrived at 7:OOpm. Approval of Minutes: The minutes for the May 4, 1998 and May 11, 1998 meetings were approved. MSP Library Budget: Melinda Sisson, Library Director, presented her department's budget which starts on page 74. Melinda stated that the Library continues to set records with the number of visitors. The Library has had 212,000 borrowers and a 14% increase in the number of materials borrowed. The Washington County Cooperative Library Service (WCCLS) will use the same rate for funding the Tigard Library in FY 98/99 as it did in FY 97/98. The Library will receive $1,146,355 from the WCCLS in FY 98/99. This is an 18% increase over FY 97/98 funding. The main reason for the increase is an overall increase in circulation and the self check-out equipment. Melinda stated that the Tigard Library will be moving to a new on-line computer catalogue along with eleven other WCCLS member libraries. It has been planned that the new system will be activated in August 1998. As part of the new system, the Library has to upgrade all of its existing terminals. Melinda noted that the public catalogues are on terminals not personal computers. WCCLS has agreed to pay for 13 new computers for the Library. The Library will purchase an additional 17 computers. The cost breakdown is located on page 189. Melinda stated that the Library budget proposes 2.35 new FTE positions. The first is the addition of a .5 FTE position in technical services (p. 81). The .5 FTE is for a micro computer support technician. This position will support the technical services specialist and provide services that the City's Network Services department doesn't. Melinda noted that Network Services does not provide support for about half of the Library's computers because the computers are part of the WCCLS catalogue system. The new position will assist staff with trouble shooting, so the technical specialist can focus on the upgrade of the WCCLS system. Melinda stated that the remaining 1.85 FTE is spread out over 10 positions. There is not enough space to add more staff, so many of the part-time position's hours need to be increased to meet service level standards and demands. 1 Ken Scheckla asked how many hours per week is considered part-time and does it vary. Melinda responded that part-time hours vary greatly. The range is from 14 hours per week to 32 hours per week. Melinda noted that the Library is incrementally adding hours to people's schedules. Ken asked if there were people available to cover the gaps made because of the part-time schedules. Melinda responded that the Library does have full-time employees and there are not gaps in the schedule. Paul Hunt asked how many hours a person needed to work to receive benefits. Wayne Lowry responded that a person who works 20 hours can receive benefits, but will have to pay half of the cost. A person who works 32 hours or more is eligible for full benefits which are paid by the City. Melinda stated that the budget proposes to increase the Library Volunteer Coordinator position from .25 FTE to .375 FTE (p. 75). This position coordinates over 200 volunteers. The Library would have to hire 6 FTE positions to replace the amount of time volunteered. Melinda stated that the Library's administration budget is on page 76. The Advertising & Publicity budget has a large increase. The money will support the efforts of the newly formed internal publicity group. The group will be responsible for working with local media and producing brochures. The group will provide consistency in the way in which the Library and its events are publicized. The Library will also have recruitment notice costs because a full-time library position has become open due to a resignation. Ken Scheckla asked why there is such a large decrease in the Computer Equipment line item. Melinda responded that the microcomputer support technician position used to be budgeted in the administration budget. The computer costs associated with that position have been moved to the Library's Technical Services budget. Melinda noted that the $2,500 budgeted for this line item is for the purchase of a new laptop. Melinda stated that the Library's Technical Services budget is on pages 80 through 82. Melinda noted that Professional & Contract Services line item has a slight increase. Melinda stated that the Library has contracts with book vendors who process the library books, so staff doesn't have to do it in-house. Basically, the vendors put the mylar jackets on the books before delivering them. The Library is contemplating having the books catalogued by a vendor instead of staff. Office supplies includes the cost of new cubical walls. Melinda stated that there are plans to rearrange the office space in the Library for better work flow. Travel & Training increase includes the cost of training staff on new software. Also, a professional librarian position has been moved to the Technical Services budget. The Computer Equipment cost of$24,800 is for the purchase of the 17 computers mentioned earlier as part of the WCCLS upgrade. Bob Rohlf stated that he has looked through all the department's budgets and noticed that office supply costs fluctuate greatly from department to department. Bob asked why that was 2 and if there was a system for keeping costs consistent. Wayne responded that the total operating budget for office supply is on page 61. The total cost for FY 98/99 is $284,776. Paul Hunt asked if the City has central office supply vendor that it uses. Wayne responded that the City goes out for bid about every two years on office supplies. The vendor is required to store the supplies and deliver it as needed. Wayne noted that copying costs are charged to the individual departments. Each department has different costs depending on what and how much they use and if they have any special supply needs. Melinda noted that the Library has the only laminator in the City and has office supply costs associated with its usage. Also, WCCLS charges the Library for the postage for the overdue notices that it sends out. The cost for this is about $4,000 and is budgeted in the Office Supply line item. Melinda stated that the Library's Reader Services budget is on pages 77 through 79. Melinda noted that this budget does not have any large increases because of space issues. The Library cannot add more shelves or staff because there is no more space available for growth. This budget proposes to increase a 32 hour/week position to a 40 hour/week. Melinda noted that a police officer on light duty was assisting in this division, but has now left. The Library will need some more help in the Reader Services division because of the departure of the police officer. This is the reason for the request to increase the 32 hour/week position to full-time. Ken stated that there are many teachers who retire or take leaves of absence. He asked if the Library recruits these type of people to volunteer. Melinda responded that the Library currently employs a teacher part-time and has several volunteers who are teachers. The Library does not have any difficulty getting volunteers. Melinda noted that she is starting to meet with the school district's librarians to promote the Library's programs as part of the visioning process. Melinda stated that the Library's Circulation Services budget is on page 85. Melinda noted that this budget has unusual FTE numbers. The total number of proposed FTE positions is 10.0875. Melinda stated that it is the Library's goal to have staff work either 20 or 40 hour weeks, but that hasn't happened yet. Current staff hours range from 14 hours per week to 40 hours. It is necessary to utilize staff when they are available. Melinda stated that Circulation's Advertising & Publicity line item (p. 85) includes costs to support the internal publicity group mentioned in the Reader Services budget. It also includes the cost of having the membership brochure professionally printed with two-colors instead of doing it in-house. Melinda noted that 79.5% of the Tigard service area's citizenry are Library cardholders. The Library's service area includes Durham, King City and unincorporated areas surrounding the City of Tigard. Melinda stated the Travel &Training line item (p. 85) has been substantially reduced over the last few years. The proposed budget of$4,700 includes the cost of sending support staff to a one day conference in Newport. Melinda noted that this conference is the only training offered that addresses the duties and responsibilities of this division. Operation Equipment has a budget of$2,050 (p. 85). This money is for the purchase of a re- barcoder machine. This machine reproduces barcodes that have worn out or been damaged. 3 The current process requires that a new barcode be assigned to the Library material. This process requires a lot of staff time because changes must be made in several different areas as part of the assigning of a new barcode number. The re-barcoder machine will save staff time since it reproduces the current barcode number. The cost of the machine should be recouped in a year or two because of staff time saved. Ken asked how long the barcodes last. Melinda responded that the barcode strips last for about two years. However, it can be damaged easily and it is possible that the barcode could be damaged the first time the book is checked out. Craig Dirksen asked how long the re-barcoder machine would last. Melinda responded that she didn't have an exact life expectancy on the machine, but believes that it will not wear out quickly. Ken asked how big the machine was. Melinda responded that it is a small, table top machine and it is portable. Craig Dirksen noted there was a large discrepancy between the number of books checked out per year and the number checked in (p. 84). Melinda responded that the discrepancy was the reason for the inventory that was done on May 15, 1998. Melinda noted that this was the first inventory done since the Library became automated. About 2,500 missing library materials have been found either in storage or on the shelves because the location status had not been changed in the computer. Melinda stated that some loss is anticipated and that audio cassette materials have the highest percentage of loss. Police Budget: Chief Ron Goodpaster presented his department's budget which starts on page 63. Ron stated that the proposed budget for FY 98/99 is within the limits set by the 5 Year Plan. Ron noted that FY 97/98 was the most unusual year ever regarding personnel. The Police department had a total of 19 vacant positions, 15 sworn officer and 4 non-sworn positions. Ron stated that there is currently an officer vacancy because of a recent resignation. Also, a sergeant will be retiring in a month. There are currently 4 officers who are still on one-on-one training with a coach. There are 15 officers who have just completed their first year with the Department. Ron stated that these personnel changes have skewed all the numbers and activities for FY 97/98. In the 5 Year Plan, it was planned that the Department would hire three officer positions in FY 98/99. Ron stated that the City Council approved to have the three positions hired in FY 97/98. Even though there are no requests for personnel in the FY 98/99 budget, personnel costs are higher because of the three positions that were hired eary. Ron stated that because of the tremendous turn-over, it is difficult to compare the FY 98/99 budget with the FY 97/98 budget. Ron stated that the total proposed budget for FY 98/99 is located on page 63. 4 The administration division budget is on page 66. Ron stated that the administration division is comprised of three personnel positions, the Chief, his secretary and the Public Information Officer. The Professional & Contract Services line item has an increase of$10,500 (p. 66). This increase is.for the cost of City attorney fees that have been allocated to individual department budgets. Ken Scheckla asked how much were the attorney fees for FY 97/98. Wayne Lowry responded that City attorney fees for the Police Department were approximately $9,000 for FY 97/98 and are budgeted at $10,500 for FY 98/99. Bill Monahan noted that attorney fee costs incurred are not labor related. Labor attorney costs are budgeted in the Human Resources budget under personnel costs. Wayne stated that all labor attorney costs for the City are in the Human Resources budget and City attorney fees have been allocated to individual department budgets. Ken asked what type of services does the City attorneys provide the Police Department. Ron responded that the attorneys have assisted with code and ordinance interpretation, the Tiffany Court agreement and narcotic forfeiture and seizure laws. Bill stated that part of the Community Housing Program attorney fees are included in the Police budget. Ron stated that the Operations Division Budget was located on page 69. Ron noted that this Division is also called the uniformed/patrol division. It is comprised of 46 personnel. The Overtime line item has an increase (p. 69). The amount is based on the filling of vacancies and having the 15 new officers fully trained and activated. New officers require a tremendous amount of training. Their first year consists of in-house and external training. The overtime is accrued when the officer starts working a police shift and continues attending training courses away from the office. Professional & Contract Services line item has a slight increase due to the purchase of batteries for the portables (p. 69). Each portable comes with two batteries, one is in use while the other charges. Unfortunately, there has been a problem with the batteries which requires the batteries to be replaced several times a year. The cost of replacing 120 batteries is about $10,000. Ron noted that the Department has found a new battery company that might be able to assist with the problem. Travel & Training line item has been increased by approximately $10,000 (p. 69). The amount is for training of officers in emergency vehicle operation. Ron noted that none of the officers have been through emergency vehicle operation since they left the academy. Ron stated that one of the officers will most likely be sent out of house to be certified as an emergency vehicle operation trainer and then will train the other officers. Ron stated that the Department will also have to rent space to conduct the emergency vehicle operation training. Ron noted that it has been difficult to find an appropriate space because the training tears up the asphalt. Ron stated that the Department has checked into using Terminal 4 at the Portland docks and a hangar at the airport, but both are unavailable. It would cost $600 per day to use Delta Park. The Corvallis airstrip where the academy does its training is 5 available, but the Department does not want to take all of its officers down to Corvallis. Ron stated that money will have to be spent to keep the training local. Brian Moore asked what other police departments do this training. Ron responded that a lot of departments don't offer this training. Ron stated that Tualatin just finished their training and had rented Portland International Raceway for$600 per day. Brian asked if Tigard Police could do a joint venture with another police agency. Ron responded that Tigard does plan to combine efforts with other agencies for the training which is scheduled in September. Ron noted that Tigard must first have an internal officer trained before it can move forward. Craig Dirksen asked if the Department had checked into using the Portland Airbase. Ron responded that he thought they had and that usage was not allowed. Ken Scheckla suggested that the Department look into using the parking lot of the Troutdale dog racing track. Ron stated that the Fuel expense line item (p. 69) has increased because as more officers are added the fuel usage increases. Ron noted that several officers use bicycles during the summer. Ron stated that there is a large increase in the Capital Outlay section of the budget. The Vehicles line item includes the cost of replacing four patrol cars and adding one new car. Ron stated that each car has been budgeted at $25,000. The actual cost will depend upon what vehicles are available when the State goes out for bid. Ron noted that the cost for the Crown Victoria's last year was about $20,000 each. However this year, it is possible that only Sport Utility Vehicles (SUV) will be available for purchase. The cost for a fully equipped SUV is about $27,000. Ron stated that $10,000 has also been budgeted to replace one patrol motorcycle. Ron stated that 5 portable radios need to be purchased for new officers. The $6,000 for Office Furniture & Equipment is for the purchase of three workstations (p. 69). Ron noted that the new stations are for staff who have never had their own work area. Ron stated that the Sergeants and Lieutenants are being separated, so each rank has their own office area. Computer Equipment has a budget of$4,200 for the replacement of radar guns (p.69). Ron stated that people who receive tickets because of radar guns are requesting service and downtime records. The older the radar gun is, the more it requires service and downtime, so it becomes less reliable. Ken Scheckla asked what the Department does with its old radar guns. Ron responded that the Department uses them as trade-ins on new radar guns. Ron noted that the Department received $150 each for the radar guns that were just recently traded in. 6 Ken asked how much does a radar gun cost. Ron responded that the radar guns cost just over a $1,000 each. Ron noted that the Department has budgeted for laser guns which are slightly more expensive, but are better than the traditional radar guns. Ken asked what the normal longevity is for a radar gun. Ron responded that the radar guns last about 5 years. Ron noted that there is a lot of wear and tear because the officers must check the gun in and out for each shift. Ron stated that $2,000 has been budgeted to purchase five stop sticks (p. 189). Stop sticks are a tire puncturing device that are used in high speed pursuits. Ron noted that Tigard does not have many pursuits that start in Tigard and then go somewhere else. Most pursuits are started in another city and end up in Tigard. Ron stated that Operation Equipment includes the cost of replacing ballistic vests (p. 189). Ron noted that the vests are good for five years. Ron stated that the Department is experimenting with a new vest made out of spectra instead of kevlar. The spectra vests provide more protection, are more flexible and lighter. Also, the spectra vest is on a seven year schedule, so they should last longer. Craig Dirksen asked why the vests had such a short life. Ron responded that DuPont and other kevlar manufactures recommend the five year life span. The kevlar breaks down with regular use. Also, the National Institute of Justice did a study and recommended a five year schedule. Operation Equipment includes $8,000 for the purchase of mobile data terminals (p. 189). The terminals are used to communicate with WACCA and are in every police car. Ron stated that $8,520 has been budgeted to pay for Tigard's police department's portion of an automated firearms system (p. 189). Tigard Police has joined with 11 other agencies to purchase this training system. The firearms system uses computers and lasers instead of actual guns and is portable. Ron noted that a lot of overtime is accrued when officers are sent to actual firing range for this type of training. Ron stated that the automated firearms system has 22 different scenarios with each scenario having 8 different endings. The system is interactive so the officer has to talk and make decisions. Ron noted that the Supreme Court has ruled that officers must receive firearms training that requires them to make decisions. Ron stated that the system provides shooting and non-shooting scenarios which will allow for more versatile training. Paul Hunt asked where the facility is for this training. Ron responded that the system is portable and can be set up in just about any room such as the Water Auditorium or Town Hall. Ron noted that Tigard Police will use the system about twice a year. Ron noted that the Police Academy has been using this system for the last five years. Ron stated that $10,000 has been budgeted to purchase a new K9 dog (p. 189). Ron noted that it is extremely expensive to find and train a dog and police officer. Ron stated that three years ago when the last officer was trained, the officer went through three dogs before a good match was made. Ron stated that this time, the Department is going to purchase an already trained police dog. The officer will be sent to San Diego to train with the dog. Also, the dog comes with a medical guarantee. If the dog develops any medical problems such as hip dysplasia, the dog will be replaced with a new dog. 7 Bob Rohlf asked if anything could be done about the overtime. Ron responded that new officers generate more overtime than seasoned officers. There is usually a spiking in costs when new officers are added. Ron stated that it takes a few years for the officers to be fully trained and then overtime decreases. Ron noted that the Department has added about 7 new positions in the last two years. Craig Dirksen asked if the overtime has to do with the officers going to court. Ron responded that the union contract states that if an officer is called to court on his/her day off, he/she is automatically paid for four hours. If an officer is called in after a shift, then he/she is automatically paid for three hours. Ron stated that the Department closely monitors overtime, but there have been more arrests which requires more court time. Ron stated that he has been working with Nadine Robinson, Tigard's Municipal Court Supervisor, as part of the visioning process. It is being discussed that Tigard's Municipal Court will start handling criminal cases. If this were to happen, it would greatly reduce overtime, since the officers would only have to drive to Tigard instead of Hillsboro. Also, it would offer greater flexibility and control in scheduling cases in regard to the officer's availability and work schedule. Ron noted that this process has just been started, so it will be about a year before possible changes to overtime could be made. Ron stated that the purchase of laptops has been budgeted, so officers can do work while waiting for their court case to be called. Ron stated that the Support Services budget is located on page 72. The Support Services is comprised of the records clerks, detectives unit, school resource officers, youth services officer, property/evidence clerk, narcotic officer and gang officer. Ron stated that the Detective unit's expenditures were not as great as budgeted in FY 97/98 because officers were pulled from Detectives to cover vacancies in the patrol unit. Also, it was anticipated that the dope and gang officer program would be started at the beginning of FY 97/98, but the program was just started recently. Ron stated that Professional & Contract Services line item should be $382,211 instead of $418,211 (p. 72). Therefore, the Materials & Services total should be $527,873 instead of $563,873. Ron stated that Professional & Contract Services has increased over FY 97/98 (p. 72). Ron noted that the WACCA contract cost increased by $13,000 for FY 98/99. Special Department Expense has a budget of$41,311 (p. 72). Ron noted that $23,000 of the expense will be paid with forfeiture revenues instead of general fund revenues. Ron stated that the increase in Special Department Expense is not a real increase since the costs are being covered with forfeiture revenues. Bob Rohlf asked how the forfeiture revenue is generated. Ron responded that the revenue is generally cash seized during drug arrests. Ron noted that the City's ordinance requires that the Department spend the forfeiture revenue on drug and law enforcement programs. Travel & Training line item has a budget of$10,125 (p. 72). The increase includes training for the dope and gang cops and two new detectives. These officers have finished their local 8 training. However, they need more sophisticated training which means that the officers must be sent to classes out of the area. Ken Scheckla asked where the officers will receive their training. Ron responded that they will be attending classes in Montana as well as conferences in the Pacific Northwest. Ron noted that the officers have already trained with Portland, Washington County and State police. Ron stated that Computer Software went from $0 in FY 97/98 to $3,500 for FY 98/99 (p. 72). Ron noted that the Department's current database system is the Portland Police Data System (PPDS). The Department rents three PPDS terminals. The software being requested will allow the Department's network to interface with the PPDS, so PPDS can be accessed off of any of the Tigard Police computers. Ron noted that by using the software, the Department will be able to get rid of the terminals thereby saving rental costs. Ron stated that the Capital Outlay Summary for Support Services is located on page 189. The heading reads 1130 Police Investigations. • Display telephones at $1,005 will be used by dope and gang officers, so that they know who is calling. • Cellular phones at $2,000 will be used by undercover officers because cars are not equipped with radios. • Office furniture at $18,690 is to purchase ergonomically correct furniture for Police records, the 2 new detective positions and the gang and dope cops. • Filing Shelves at $12,739 are mobile shelves that will be used in Police records. The shelves will provide better use of space and more storage. • Security Camera system at $13,712 will replace the current camera system. The current system was installed when the Civic Center was originally built. Several of the cameras do not work. The monitors in Police records will be replaced with a 4 screen monitor. All the cameras in the booking and jail area, the interior hallways and the exterior of the building will be replaced. The law requires that a person in custody must be checked on every 15 minutes. Paul Hunt asked if the camera's tape. Ron responded that the Department does not currently tape and that the audio/visual cameras are used strictly for monitoring. Ken Scheckla asked if a time was recorded on the pictures. Ron reiterated that the system is strictly for monitoring and since nothing is taped, no time is recorded. Ron noted that taping capabilities could be added, but the cost would be much greater. Bob Rohlf asked if the capital outlay costs were estimates or based on real costs. Ron responded that the costs were based on research. Ron stated that for the security system, several vendors were contacted and cost quotes were received. Ron noted that the Department has to go out for bid on several of the items, so costs might be lower. Wayne stated that the computer costs are based on current State bid projections. The computer replacement cost of$15,400 is for the replacement of computers in the entire Department not just Support Services (p. 189). 9 Five laptop computers will be purchased instead of desk computers. Officers have requested laptops because the laptops are portable and the officers can do work while waiting for Court. The addition of the laptops requires the purchase of a docking station, so officers can hook up to the network. Bob Rohlf asked why there was overtime budgeted in Support Services (p. 72). Ron responded that overtime is mainly for call outs of the dope and gang cops. Ron stated that narcotic operations have very different hours. The officers might have meetings or pick ups in the middle of the night. These hours would be in addition to their regular shifts. Ron noted that this is the first time the Department has had a two person dope/gang team, so costs are based on estimates of the amount of activity that will be generated by this program. Gene Farnstrom stated that there has been a lot of press regarding the running of red lights and the need for increased enforcement. Gene asked if this issue would have any affect on the Police budget. Ron responded that he did not foresee that the issue would have a direct impact on the budget. Ron noted that the three worst intersections, based on complaints only, are 68th and Hwy 99; Hall Blvd. and Hwy 99; and Beef Bend Rd and Hwy 99. Ron stated that a new law has come into effect that will have a tremendous impact on the citing of persons who run red lights. The old law stated that an officer could not issue a traffic infraction to a violator unless the officer who witnessed the violation was the same one who pulled the violator over. The exception to this law is speeding and if the violation was witnessed from a train or plane. The new law allows the officer who witnesses the traffic infraction to radio to another officer to pull over and cite the violator. Ron noted that both officers will be required to testify in court. Ron stated that traffic signals are the most hazardous traffic infractions for officers to work since the officers are going against the traffic and the signal. Paul Hunt asked if the high turn over in FY 97/98 was due to budget constraints. Ron responded that of the 21 officers who left only two went to bigger agencies. The rest were either terminated, retired or left law enforcement for personal reasons. Ron stated that the proposed budget is adequate and provides the necessary resources to run the Department. Ron stated that the turn over was not a budget related issue. Ron stated that there would be a concern if officers were leaving Tigard for smaller departments. Ron noted that the Department has not had a high turn over in the past and that FY 97/98 was a fluke. Ken Scheckla asked what the long term plan is for Washington Square. Ron responded that a report on the program will be presented to Council in June. Ron noted that the three year grant that funded the officer position at Washington Square has expired. The officer has been reassigned to other duties. Ken asked if Washington Square was paying enough money to off-set the cost of the position or should the merchants be paying more. Ron responded that the June report will recommend that the Washington Square officer program be discontinued. Ron stated that the Department should not have to cover the full cost of the position and that it appears that the Merchant Association does not have any plans to fund a portion of the position. 10 Building Security: The discussion regarding the cost of a card lock security system was tabled at the May 11 meeting for continuation at the May 21 meeting. Wayne Lowry stated that a detail sheet was distributed at the May 11 meeting. The sheet showed that $47,000 was requested for a card lock system and $25,000 was requested for a security gate and a variety of cameras and buzzer systems at Public Works. The total cost for security requests is $72,000. Bill Monahan gave a brief history on the security system request. Bill stated that City went before Council in November after completing an extensive workplace violence study. Bill noted several recommendations have already been implemented such as ID badges and training for staff. Bill stated that there is a concern regarding the inadequacies of the City's current lock system. Bill stated that when the Civic Center was built in 1986, only the Police Department received an internal security system. There is not a centralized location where exterior doors can be monitored. The proposal is for a card lock system to be installed on all City office exterior doors which includes the Civic Center, Library, Police, the engineering and building modules, the Niche and Public Works. Bill stated that the card lock system is just one step in a process to reduce the risk of workplace violence. Bill stated that if the card lock system is not acceptable, the City does have a few less expensive options. Alarm systems could be installed in individual buildings. This would not provide an overall solution for the City campus, but would provide some security for employees, equipment and property. Jim Nicoli stated that the City is in the middle of determining its space needs. It is estimated that $5 million to $17 million will be spent to build new facilities. Jim noted that the construction will affect most of the City office buildings. Jim asked if there was a reason why the security system cannot wait until the remodeling process begins. Bill responded that there is a not a reason why the system cannot wait for the renovation. The issue is whether the system is installed before or after damage or violence is done to property and/or employees. Paul Hunt stated that it is planned that the Niche building will be removed as part of the construction process and asked how much of the security system will be removed or destroyed during construction. Brian Moore asked how much of the security equipment could be reused in the future. Bill responded that it was the City's intention to implement a system that could be reused. Bill stated that the Niche has two exterior doors. The card locks on those two doors could be removed and used on other doors. John Roy responded that the only part of the system that cannot be reused is the wiring. The actual locks can be taken off doors and used on other doors. John stated that the security costs for the Niche is $7,000. John noted that Network Services, which is the control center for the City's computers, is located in the Niche. If computer equipment in the Niche was vandalized, it would seriously effect the City's operations and would cost significantly more to replace the equipment. 11 Bill stated that the cost of$7,000 for the Niche is not just for the card lock system. The cost includes some structural changes for added security which will be lost when the building is torn down. These changes are necessary to control public access to the building. Gene Farnstrom asked if there was any insurance benefits by adding the security system. Bill responded that there is not any benefit and the insurance company would not give a reduced rate if the system is installed. Ken Scheckla asked why a camera system could not be installed at the Niche like the one the Police Department has. Bill responded that a camera system could be installed, but the cost is unknown. Ken Scheckla asked why the Library would need a camera system since it is locked up at night. Bill responded that the City is not concerned only with what happens at night. The City wants to control possible access during the day and weekends. Bill noted that there have been times when doors have been left unlocked and access to the entire facility was possible. George Burgess asked what would be the City's liability if the system was delayed and a person was hurt or killed in the mean time. Jim Nicoli responded that the liability would be the same. George stated that there is more than a monetary cost. George stated that the Budget Committee needed to look at the emotional cost if a person was killed or injured because the system had not been installed. Brian Moore stated that if the "brains" of the computer system were destroyed, the City would experience a tremendous amount of down time. The City's operations would be turned upside down. Ken Scheckla asked why we are always living in fear. Ken stated that he would rather see the money for the security system be put into some type of youth community center. Ken noted that the Council members are public figures and are potentially at risk whenever they are out in public. Ken stated that people can be assaulted or hurt on their way home from work even if they are protected at work. George Burgess stated that people buy insurance to protect against risk. George stated that the $47,000 for the card lock system should be viewed as an insurance policy. Ken Scheckla stated that he would not vote for the approval of the security system. Gene Farnstrom stated that it appears that the initial cost for the system will be about the same whether or not the system is purchased now or in the future. Gene noted that the amount of money and equipment that would be lost when the construction is done is minimal. Gene stated that he felt is was foolish to wait. Bob Rohlf stated that the reason the security system was presented to the Budget Committee was that the Council wanted other people's input. Bob noted that the security system idea had come out of a workplace violence study and was not initially about protecting equipment. 12 Gene Farnstrom stated that security system will give added protection to the City's property and equipment. Gene noted how much money has been budgeted for FY 98/99 for computer equipment. Gene stated that the equipment must be protected. Craig Dirksen stated that his church has a better security system than the City does currently. Craig stated with the amount of equipment and information stored at the City, the security system is necessary now. Craig noted that the two year plan for the starting of construction is very optimistic timeline. Craig stated that Committee has reviewed the proposed FY 98/99 Budget page by page, not line item by line item. Craig noted that there are line items within the Budget that have costs greater than the $72,000 and that the Committee did not question them. Craig stated that if the Committee is so concerned about spending the $72,000, then the Committee should go back to the Budget and review it line item by line item. Jim Nicoli motioned for the Committee to approve the $72,000 expense for the security system. Bob Rohlf seconded the motion. The motion was approved with 7 members for and 1, Ken Scheckla, opposed. MSP General CIP: Wayne Lowry stated that the Summary of General Capital Improvements is located on page 177. Wayne noted that the General CIP is comprised mostly of costs for facility improvements. Wayne stated that the proposed budget for the General CIP is $1.29 million. Wayne noted that this budget far exceeds the amount in the 5 Year Plan. The General CIP usually has a budget of about $250,000. Wayne stated that the Library roof has been leaking for many years and needs to be replaced at a cost of$100,000. Wayne noted that about the same amount of money was spent to fix City Hall's roof. Wayne stated that the Library and City Hall have a membrane type roof. John Roy stated that the roofs are covered with a rubberized membrane. John noted that the roof is not actually going to be replaced. The roof will be coated with another layer of the rubberized membrane. Brian Moore asked how long the new roof would last. John responded that City Hall's new roof has 25 year warranty. Bill Monahan stated that when the bond measure passes, the Library building will be renovated for a different use, but the roof will stay. Bill stated that it is beneficial and efficient to fix the roof and maintain the City's investment in its buildings. John Roy stated that $70,000 is needed to fix the flashing and window peaks in addition to the $100,000 for the roof. John noted that the $70,000 cost includes flashing and window replacement in the Library and City Hall. Wayne noted that the $70,000 is not in the Budget yet, and that the Committee will have to make a motion to add it into the Budget. Wayne stated that the General CIP includes a series of park improvements. These costs were originally in the Parks budget, but were add to the General CIP. Wayne noted that these costs 13 are for improvements to existing equipment and facilities, therefore, they are not eligible for Park SDC funds. Paul Hunt asked if the Pick's Landing improvement expense include the cost of replacing a bridge in the area. John Roy responded that Public Works is in the process of replacing that bridge, therefore it is not included in the expense noted. John stated that the Pick's Landing Bike Path cost ($14,400) is to fix part of trail that is narrow. John noted that in the winter that area of the path is covered by water and is not useable. John stated that the path will be reconstructed so that is useable year round. Wayne stated that the $28,100 for the Canterbury site was explained by Ed Wegner, Public Works Director, when he presented on May 11. Wayne noted that this expense is not being paid for with General Fund money. The Main Street Property Improvements for$90,000 includes the cost of asphalting, fencing and striping the feed store property which will be used as a parking lot. Contribution to Facility Fund expense is $780,000. Wayne stated that this line item is usually $100,000 to $150,000. Wayne noted that $180,000 of this cost is to pay for Phase II of the Police expansion. The remaining $600,000 will be used to acquire property for the Civic Center expansion. Bill Monahan noted that these costs could be recouped through the bond measure. Paul Hunt stated that the $600,000 will be needed whether or not the bond measure passes. The property that is to be acquired is necessary for any future expansion. Executive Session: The Tigard Budget Committee went into Executive Session at 8:35pm under the provisions of ORS 192.660 (1) (d), (e), and (h) to discuss labor relations, real property transactions, current and pending litigation. Executive Session was recessed to the General CIP discussion at 8:40pm. Wayne stated the 91 st Ave. Grant project was in the FY 97/98 budget, however, construction was delayed and will be started this summer. Wayne stated that the cost had to be added back into the FY 98/99 budget. Wayne noted that the improvement is funded by a grant, so the City will be reimbursed for the costs. Wayne stated that there are two costs which are not currently in the General CIP budget which the Committee needs to approve so the costs can be added in. The first cost is $7,500 which is part of an access agreement the City has with GTE. Bill Monahan gave a brief history regarding the access agreement. Bill stated that when the City moved into the Civic Center, it needed to provide a second access for Police. Since 1986, Police vehicles have been allowed to use the GTE parking lot and driveway for access. The original agreement stated that the City would help pay for costs to improve and upgrade GTE's parking lot. Bill noted that during recent renegotiations of the contract that the issue of the parking lot improvements came up. 14 Wayne stated that the new GTE access agreement has a provision that the $7,500 will be requested in FY 98/99. Wayne stated that the other expense is the $70,000 for flashing and windows discussed earlier. Wayne stated that he was not sure how many of the windows need to be replaced. Wayne noted that during the Police addition construction, it was discovered that some of the windows had rot and it is anticipated that many of the windows in City Hall and the Library have the same problem. John Roy stated that depending upon the amount of damage found, the cost could be less. John noted that the $70,000 budget is for the worst case scenario. John stated that one of the contracts who looked at the window problem, remembered giving a bid eight years ago for the same problem. Craig Dirksen asked what the Downtown Merchant expense was. Wayne responded that four or five years ago the Budget Committee established a $50,000 fund for use by the Downtown Merchants. Wayne noted that the Merchants have used about $33,000 of the fund so far and the $27,000 is the remaining money. Wayne stated that the Merchants propose projects to the Council and if the project is approved, the Merchants pay for the project and then are reimbursed from the fund. Bill stated that the Merchants requested about $6,000 last fiscal year. The money is used for enhancements to the downtown area such as benches, flowers and trees. Wayne stated that the next Budget Committee meeting has been rescheduled from May 28 to June 1, 1998 and that it is the final meeting. Wayne stated that Gus Duenas will present the CIP program and Ed Wegner will discuss the Willamette Water Supply and Cook Park Master Plan. The Budget Committee meeting was concluded at 8:50pm and discussions will be continued at the June 1, 1998 meeting. 15