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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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
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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.
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