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05/08/2000 - Minutes City of Tigard, Oregon Budget Committee Meeting Minutes May 8, 2000 Members Present: Mike Benner, George Burgess (arrived late), Craig Dirksen, Gene Farnstrom, Brian Moore, Jim Nicoli (arrived late), Joyce Patton and Darlene Stevens. Members Absent: Paul Hunt and Ken Scheckla. Staff Present: Paul deBruyn, Gus Duenas, Ron Goodpaster, Jim Hendryx, Tom Imdieke, Bill Monahan, Craig Prosser and Michelle Wareing. Visitor: Glen Scruggs Call to Order: The meeting started at 6:30pm. All members were present except George Burgess, Paul Hunt, Jim Nicoli and Ken Scheckla. George Burgess arrived at 6:35pm and Jim Nicoli arrived 7:30pm. Approval of Minutes: The revised minutes of May 1, 2000 were approved. MSP Park Grants: Bill Monahan stated that the agenda was modified to include a discussion of park grants. Jim Nicoli had requested at the May 1, 2000 budget meeting that the Budget Committee be advised of the park grants at the May 8, 2000 meeting. Jim Hendryx, Community Development Director, presented an overview of the State Local Government Grant Applications. Jim H. stated that lottery funds are now available for local park acquisitions and improvements. Council decided at the April 23, 2000 Council meeting to proceed with two State Local Government Grant proposals for acquisition of two properties — Cache Creek Park Addition/Stanley property and Bond Street Park/Gage property. The City is requesting $250,000 for each grant proposal. The Proposed Budget does not include these grants. However, the State has not yet approved the grants. Jim H. noted that the State should make a decision by July. Jim H. stated that the grants would be combined with donations from Trust for Public Lands (TPL) to acquire the properties. Jim H. noted that if the donations from the TPL do not occur, the City could return the grants to the State and not be financially obligated. 1 r The construction of the Greenspaces-funded Tigard Street/Tiedeman Trail Project through Fowler Middle School has been put on hold until the State makes a decision on the grants. The $150,000 for this project needs to be available for purposes of the State grant. Jim H. noted that depending upon when the State makes a decision, the City might have to request an extension from Metro for completion of the Trail project. Craig Dirksen asked if the City is in danger of missing deadlines due to the timing of the approval of the grants. Jim H. responded that if the State makes a decision in July, the Trail project could still be completed. However, if the State doesn't make a decision until August, the Trail project would not likely be completed this fiscal year. Mayor& Council Budget: Bill Monahan, City Manager, presented this budget unit, which starts on page 137 of the Proposed Budget. Bill stated that there is very little change in the Mayor & Council budget unit. Several of the expenses that were budgeted in General Government have been reassigned to this budget unit. This change is reflected mainly in the Fees/Dues/Subscriptions line item in the Materials & Services section. Also, there is an increase in Personal Services, which is due to a raise in Council compensation approved by the Budget Committee last year and higher group insurance rates. The FY 00/01 budget is a 9.5% increase over FY 99/00. City Management: Bill Monahan presented this budget unit, which starts on page 140 of the Proposed Budget. Bill stated that there are no new positions in this unit, however, one position is being modified. The Executive to City Administration position will be reclassified to a lower class. Also, hours have been added to this position. These changes have a net reduction of$900, which is not reflected in the Budget. Bill noted that this change would be presented as a modification to the Budget Committee when it approves the Proposed Budget. Bill stated that one of the goals of this department is to increase communication and follow-up with the community and citizens. This department will be using communication tools such as Cityscape, the Community Connectors program and the Visioning program to achieve this goal. Materials & Services is a decrease over FY 99/00 because Visioning program costs, which are contained in the budget unit, have been reduced. The FY 00/01 budget is a 1.5% increase over FY 99/00. 2 Human Resources: Bill Monahan presented this budget unit, which starts on page 143 of the Proposed Budget. The Professional & Contract Services line item decreased from FY 99/00 due to the completion of the Classification/Compensation Study. This is the reason for the reduction in Materials & Services. Bill noted that Professional & Contract Services is unusually high because the cost of the labor attorney and the city attorney.is included in this line item. The FY 00/01 budget is a 3.5% decrease over FY 99/00. Joyce Patton asked why there is such a large increase in the Office Supply line item. Craig Prosser responded that the increase is due to the change in the definition of Capital Outlay, which was discussed at the May 1, 2000 meeting. Items that were previously budgeted in Capital Outlay are now being budgeted in Office Supply. Risk Management: Bill Monahan presented this budget unit, which starts on page 149 of the Proposed Budget. Bill stated the Risk Management budget includes all insurance and ADA compliance costs. There are no changes in FTE positions. The increase in Materials & Services is due to increases in insurance costs. The Insurance line item went from $221,200 in FY 99/00 to $246,075 in FY 00/01. It was estimated that Major Category insurance would increase about 10%. However, it was estimated that Auto/Physical Damage insurance would increase about 40%. There have been several accidents in FY 99/00 involving police cars, which has increased auto rates. Bill noted that the City's auto insurance is set up to replace damaged vehicles with brand new vehicles, even if the damaged vehicle is not new. The FY 00/01 budget is a 6.5% increase over FY 99/00. Network Services: Paul deBruyn, Director of Network Services, presented his budget unit, which starts on page 146 of the Proposed Budget. Paul gave an overview of the FY 99/00 accomplishments. Paul stated that the volume of data on the network has doubled. The network had an "up time" of 98% in FY 99/00. Networks Services staff installed new Permit*Plan, Springbrook, and PPDS software. All staff can now access their e-mail via the Internet using a web page access. Paul noted that the Love virus infected only two of the City's computers. Paul stated that Network Services made sure all computers and software were Y2K ready. The City did not have any Y2K related problems. 3 The City's web page is being constantly expanded and revised. More and more information is being added to the web site. The City also has an internal web page. It is available only to staff and contains phone lists, forms and templates. An emergency power generator was installed at the Niche as part of the Emergency Operation plan. The City's servers are housed at the Niche, so it is important that they be operational at all times. Paul highlighted the goals for FY 00/01. It is expected that users and data volume will increase. Network Services will be increasing network speed by a factor of 10. The City's web site will continue to be expanded and made more interactive. Paul noted that television cameras are going to be installed at Town Hall. Tualatin Valley Cable Access will train Network Services staff to use the new equipment and control room. It is anticipated that volunteers will eventually be used to run the equipment, which will allow the City to televise more of its meetings. Several installations of software upgrades are planned, including an upgrade to the Novell software. This is a major upgrade and will provide better performance and reliability of the network. It is anticipated that network faxing will finally be available for testing in FY 00/01. This is the third year that Network Services has tried to make it available. Paul noted that GTE has made changes in their switch room, which will allow the City's hardware to "talk" to GTE's telephone switch. Paul stated that the City brings in outside trainers to teach software classes. In FY 00/01, the City is going to use an on-line service to provide classes. Licenses are going to be purchased, so staff members can take classes on-line. Staff will be able to access the 50 different classes at work or at home. Staff will be able to take as many of the classes as they want and are able to take them over a on- year period. The cost of each individual license is $40. The Office Supply line item has increased dramatically because the cost of some computer equipment is now being allocated there. Paul noted that computer equipment costs are high because of the four-year replacement life cycle the City uses. Many computers need to be replaced in FY 00/01 to stay with the life cycle program. Paul noted that the Computer Reserve that is being established would help offset peaking of computer replacement costs in the future. Paul stated that a comparison was done between the Pentium and Celeron computers. It was determined that the Celeron provides as good performance as the Pentium. The City is purchasing mostly Celeron computers, which are cheaper than the Pentium. This will help keep computer equipment costs down. 4 Professional & Contract Services line item has increased due to the increase in vendor prices. Paul noted that the Novell vendor increased its prices 100%. AT&T, the company that provides the City's Internet cable, tripled their rates. Costs for installing direct dial phone lines is also included in this line item. Gene Farnstrom stated that at the last Budget Committee meeting, the Committee had discussed hiring an outside consultant to assist with the web site, which would be a one-time cost outlay. Gene asked how this would work into Network Services' Plan. Paul responded that if a consultant were brought in to make changes to the website, it would only need to be.a one-time event. The consultant would train to the City's current "web mistress" , Nancy Lof, to maintain the site. Bill Monahan noted that Council would be hearing a presentation on Tuesday, May 16, 2000 regarding the web site. The presentation will start at 7:30 p.m. and will include a demonstration of a paperless council meeting. Paul noted that the paperless council demonstration would show other cities' programs. The City of Tigard does not yet have a paperless meeting program in place. Mike Benner asked why there was a 5.8% increase in Personal Services. Craig Prosser responded that the increase is due to health insurance and wage increases. Craig P. noted that health insurance and worker's comp costs have both increased. Darlene Stevens asked if the City buys its insurance through a group plan. Craig P. responded that the City goes through City County Insurance Services (CCIS). Finance: Craig Prosser, Director of Finance, presented his budget unit, which starts on page 153 of the Proposed Budget. The Finance Department is comprised of Finance, Financial Operations, Office Services, Records and Municipal Court divisions. The total Finance Department budget has a 14.4% increase over FY 99/00 and includes 2.75 additional FTE positions. One FTE position was added in FY 99/00, the .75 FTE is a transfer from the Water budget and the other is a new FTE for FY 00/01. The new FTE position will be added in the Municipal Court budget and is needed to assist with the Photo Radar program. The Finance Division is the Finance Director's budget and starts on page 154. The goal of this Division is to improve customer service to the general public and internal customers. This division contains 2 FTE positions —the Director of Finance and an administrative support person. The administrative support position was added mid-year of FY 99/00. The increase in Personal Services can be attributed to the addition of this position. 5 The Professional & Contract Services line item increase is due mainly to the addition of two new contracts. The City has just signed a contract with Union Bank of California to safekeep the City's investments. In the past, the City's investment firm would hold the investments. From a security standpoint, it was decided that it would be more prudent for a third party to safekeep the investments. This line item also includes $6,000 to start a program to audit franchisees on a regular basis. This expenditure will allow the City to audit one or two franchisees in FY 00/01. Craig P. noted that cities don't traditionally audit franchisees, but it is a good financial practice. Craig P. stated that he talked with other cities to see if they wanted to participate in the program and help share the cost and the initial response was positive. The Financial Operations Division is comprised of utility billing, accounting, and business tax. This Division's budget starts on page157. There is an additional .75 FTE in this budget. The position performs numerous duties including turn- offs, turn-ons, and meter reads for the utility billing section. This position was previously budgeted in Water as a full FTE. When it was transferred over, it was determined that a .75 FTE position could perform all the duties for utility billing. The Professional & Contract Services line item increase is due in part to the reassignment of costs. The utility bills and business tax mailings are outsourced to a mailing house. These costs were previously budgeted in Office Supplies, but were moved to Professional & Contract Services for more accurate allocation of expenditures. Craig P. stated that Financial Operations has just completed a major software conversion. As a result of this conversion, this Division will be reviewing City business operations and informational needs in FY 00/01. It is anticipated that in FY01/02 an RFP will be done to acquire new financial software. The Office Services budget starts on page 161. This Division provides administrative support to all departments and includes the switchboard, mail processing services and web page design and maintenance. There are no new FTE positions and the budget includes only minor increases. Craig P. stated that at the last meeting the Committee had discussed hiring an outside web page consultant. Craig P. distributed a cost sheet for a consultant. Craig P. noted that the cost of a consultant could range from $15,000 to $60,000 and this cost is not included in the Proposed Budget. A discussion regarding the hiring of a consultant ensued. It was decided that more information needed to be gathered regarding consultants and costs. It was suggested that a budget adjustment could be done in the future, if a consultant is hired through an RFP process. 6 The Records division budget starts on page 164. This Division is responsible for maintaining City files, microfilming permanent records and destroying records per State statutes. A discussion regarding the retention of e-mails received by City Councilors at home followed. It was suggested that Councilors be provided with a City e-mail address, that way the e-mails will be captured on the City's servers and retention will not be an issue. Also, it was noted that the City is reviewing its communication plan to improve the way it communicates with the public. Ron Goodpaster, Chief of Police, stated that police cars would soon be bearing stickers with the City's web site address on them. The Municipal Court's budget starts on page 168. This budget includes 1 new FTE, which is due to the Photo Radar program. It is anticipated that the Photo Radar program will start in the fall and will generate a substantial number of citations. This new position should be revenue/cost neutral, since the additional citations will bring in more revenue. Craig P. noted that an upgrade to the Full Court software used by the Municipal Court is budgeted in Network Services' budget. City Attorney: Craig Prosser presented this budget unit, which is located on page 174 of the Proposed Budget. The total expenditure for FY 00/01 is $50,000, down from $60,000 in FY 99/00. Craig P. stated that this budget unit includes attorney fees that cannot be allocated to an individual department. The total attorney fees for FY 00/01 is budgeted at $190,000. Craig P. stated that the City receives an attorney bill every two weeks and the accounting staff breaks down the costs by department and keeps a log of these costs. Engineering: Gus Duenas, City Engineer, presented his budget unit, which starts on page 129. Gus stated that Engineering is comprised of two divisions, Capital Improvement and Development Review. Capital Improvement manages the Capital Improvement Program (CIP) projects. Development Review is responsible for reviewing and inspecting all private development. Gus highlighted Engineering accomplishments for FY 99/00. The Bonita Road Phase III , 91St Street widening, Lincoln Avenue widening and the Walnut/Tiedeman realignment will be completed. The Gaarde Street and Burnham Street designs were completed. Several pavement overlay and slurry seals were completed. 7 There are no new FTE positions in the FY 00/01 budget. The total budget is an increase of 9.8% over FY 99/00. The increase is due mainly to the Professional & Contract Services line item. Gus noted that subdivision development projects are requiring more review. The City has contracted with third parties to perform independent soil and traffic evaluations. Also, this line item includes $20,000 for an inventory of the City's sidewalks to be done. Streetlights & Signals: Gus Duenas presented this budget unit, which starts on page 132. This budget unit has been decreased by $30,000 over FY 99/00. The reason for this is the reduction of gas tax revenues. The gas tax revenues are used to fund CIP projects and Streetlights & Signals program. It was decided that the majority of gas tax revenues would be used to fund the CIP projects. The City will replace and refurbish streetlights on a limited basis in FY 00/01. Capital Improvement Program (CIP): Gus Duenas gave an overview of the CIP projects that were completed in FY 99/00 and the planned projects for FY 00/01. In FY 99/00, the Gaarde Street design and Walnut/Tiedeman realignment were completed. Speed humps were installed through out the City and several sewer reimbursement districts were completed. There are several large projects planned for FY 00/01. Construction of the Main/Ash trail will be started. The Greyhound Bus stop is going to be relocated, which will require a new crosswalk. The Burnham Street design will be completed and purchase of necessary right-of-ways will begin. Gus noted that the CIP projects for FY00/01 need to be more focused, since gas tax revenues are down. The CIP projects for FY 00/01 have been submitted to the Planning Commission . for their approval. Craig Prosser noted that adjustments need to be made to the Proposed Budget due to changes in the proposed CIP projects. Currently, the CIP and Budget processes occur consecutively. It is planned that next year, the CIP process will begin earlier, so it fits better into the budget cycle. Police: Ron Goodpaster, Chief of Police, presented his budget unit, which starts on page 65 of the Proposed Budget. The Police Department is comprised of three divisions — Administration, Operations and Support Services. s The Police Administration Division budget unit starts on page 66. The Professional & Contract Services line item contains$20,000 for city attorney and labor attorney fees. A Local Law Enforcement Block Grant of$25,367 is included the budget. However, this grant has not yet been allocated to a specific project. A citizen group will meet to determine how to distribute the grant. The Computer Software line item of$3,800 is for a computer software upgrade. This upgrade will allow the officers to access the PPDS (Portland Police Database System) via their car computers. There are no new FTE positions in this budget unit. The increase in Personal Services is due to cost of living and wage increases. Materials & Services contains $2,700 for new modular furniture for the Crime Prevention Officer. Goals for this budget unit includes formulating a strategic plan for the whole department, expanding the Neighborhood Watch program, and providing a Spanish driving class in conjunction with Washington County. Also, the Department's hiring and training process is being reviewed and changed. A major task for the Department is implementation of the Photo Radar Program. The revenues generated by the Program should offset the costs. The Program has been put on hold until the Supreme Court makes a decision about the constitutionality of Photo Radar. This decision should be made sometime between September and November. A .5 FTE position has been included in the Operations budget to support the Photo Radar program. It is required that a sworn officer be present at all times in the Photo Radar van to check equipment. Darlene Stevens asked if a communication plan has been created to notify citizens that a Photo Radar Program is going to be implemented in Tigard. Ron responded that advertising the Program is part of the vendor contract. There will be articles in the Cityscape. Also, it is required that the City post signs announcing use of Photo Radar at the City limits and within 400 feet of the Photo Radar van. Police Operations budget begins on page 69. This budget unit includes 2.5 new FTE positions. One FTE position is to maintain staffing levels; the second FTE is needed to serve the newly annexed Walnut Islands and .5 FTE is for the Photo Radar program. The Professional & Contract Services line item includes the $228,000 cost for the Photo Radar contract. Also, city attorney costs have been allocated here. 9 The replacement of 5 police cars and two motorcycles have been budgeted in the Vehicles line item. The K-9 program will hopefully be re-implemented in FY 00/01. The budget includes $20,000 to purchase two new fully trained dogs. Goals for this Division are keeping response time under 4 minutes, continuing Community Policing programs, continuing walking patrols of the Fanno Creek trail, continuing to refer juvenile offenders to Peer Court, and targeting gang activity. The Repair & Maintenance and Special Department Expense line items have increased due to the increase in the cost of repairs and supplies. Ron noted that ammo costs have doubled. The Fuel Expense line item has increased due to the increase in gas costs. In FY 99/00, the budgeted cost was $1.25/gallon. In FY 00/01, the budgeted cost is $1.38/gallon. The Operation Equipment line item includes the cost of purchasing a thermal imaging equipment. The Personal Services increase is due to the addition of the 2.5 FTE positions mentioned earlier. The Police Support Services budget begins on page 72. The detective unit, records unit, computer specialist and training officer make up this Division. The FY 00/01 budget is only a .7% increase over FY 99/00. There are no new FTE positions. There is an increase in Total Materials & Services, but part of the costs are offset by a $17,000 grant that the Department received. This grant will be used to fund the summer camp programs and allow for expansion of the program. Ron noted that mentors and camp councilors would be paid $100/week for the first time because of the grant. The Vehicles line item includes the cost of replacing two detective vehicles. The goals for this Division include continuing enforcement and investigation emphasis on Gang and Drug related crimes, updating and maintaining operating procedures manual for Records, and improving the training program and making 10 it more formalized. Ron noted that this budget unit supports the gang/street crime unit. Gene Farnstrom stated that overtime expenditures are always high in the Police Department. Gene asked if this issue was being addressed. Ron responded that all Police departments have overtime issues. A large portion of overtime has to do with officers being subpoenaed into court on non-duty hours. Also, the Department is currently down 7 positions, so the staff shortage is requiring more overtime. Ron noted that all overtime must be approved by the supervisors and is monitored closely. Social Services/Community Events: Bill Monahan gave a brief overview of this budget unit. The total amount that can be allocated is $121,460, which is .5% of FY 99/00 operating budget. Bill stated that the Social Services subcommittee met and reviewed all the social services applications. The amounts that they allocated to the programs are located on page 89. Bill noted that three social services applications were not recommended for funding. The total amount recommended for Social Service programs is $78,100. The remainder, $42,000, could be allocated to the Community Events programs. Bill stated that the Budget Committee gave direction last year that the City Council choose which events it wanted to consider as City-sponsored events. The Council designated Broadway Rose Theatre, Festival of Balloons and 4th of July as City-sponsored events. Bill noted that the Council still needs to set a base amount of support for these events. The Council will make their decision at tomorrow's Council meeting. Craig P. indicated that Councilor Scheckla, who could not be at tonight's meeting, had contacted him and expressed concern that the Community Youth Center social service application had not been funded. Craig P. distributed a copy of an e-mail he had received from Linda Eaton concerning this application. Bill stated that the Budget Committee would need to review and approve the allocation of the funds at the next Budget Committee meeting. Public Comment: Glen Scruggs, Tigard Police Officers Association (TPOA) President, requested to be heard. Glen stated that the City and the Police union, (TPOA) have been in contract negotiations since November 1998 and that he wanted to address this issue. Mr. Scruggs handed out a briefing package to all Budget Committee members. A discussion regarding the appropriateness of this material being reviewed by It Council members during ongoing contract negotiations ensued. It was determined that since Council members were present, the City Manager and the Police Chief would review the package prior to Council review of the material. There was also a discussion about whether it was appropriate for the Budget Committee as a whole to be involved in this labor contract issue. Mr. Scruggs was informed that the City is very interested in his concerns, but that the briefing packages would be collected, reviewed, and addressed in a manner that would not jeopardize the ongoing negotiations between the City and TPOA. There was no other public comment. The Budget Committee was concluded at 9:20pm and discussions will be continued at the May 15, 2000 meeting. 12