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City Council Packet - 09/29/1986 t TIGARD CITY COUNCIL BXBMIVB SESSION AM SPECIAL MEETING AGENDA September 29, 1986, 6:30-r.m. Tigard Civic Center 13125 S. W. Sall Blvd. Tigard, OR 97223 x; 6;30 i. Executive Session - called under the provisions of QRS 192.560 1 e to discuss real property transactions. 7:00 2. Special Meeting. 2.1 Call to Order and Roll Call 2.2 Call to Staff & Council for Non-Agenda Items 3. Staffing Pian Discussion o Acting City Administrator 4. Non--Agenda-Items: from Council and Staff 5. Adous�ucent LILW:cw/4201A w �4 T I G A R D C I T Y C O U N C I L SPECIAL MEETING MINUTES — September 29, 1986 — 6:54 P.M. EXECUTIVE SESSION, pursuant to ORS 192.660 (1)(e). The Tigard City Council went into Executive Session to discuss issues related to property transactions. 2. ROLL CALL: Present: Council President Tom Brian; Councilors Carolyn Eadon, Jerry Edwards, and Valerie Johnson; City Staff: Irene Ertell, Head Librarian; David Lehr, Chief of Police; Bill Monahan, Acting City Administrator/Community Development Director; and Loreen Wilson, Acting City Recorder. 3, Council President Brian called the meeting to order and requested that City Staff schedule a Council priority setting workshop at the Tigard Civic Center for October 25, 1986. Staff will confirm this if a quorum of Council can be obtained to attend the meeting. 4. Staffing Increase Requests. a. Councilor Eadon encouraged the City Council to hold their workshop to review priorities and policies prior to holding the staffing discussion. She expressed the desire to look at the Capital Improvement Program and determine whether some funds should be allocated for CIP improvements. She also noted that there were other priorities that Council and Staff should study prior to making a commitment to staffing considerations. b. Councilor Edwards was concerned with the Council expending funds for staffing increases at this time as the population may see this as a possible change in policy. He noted a 49% population increase since 1980, with a 56% staffing increase. He was also concerned regarding the amount of discretionary service which is currently being performed by City staff. C. After additional discussion between Council members, the consensus was to receive the staffing request information from Executive Staff and to consider only critical funding needs at this meeting. d. Councilor Johnson expressed the desire to hold a discussion based solely on staffing needs and not what dollars were available. e. Chief of Police Lehr outlined his specific funding staffing requests. He noted the following priorty listing: 1. Police Officer for Patrol 2. Clerk Dispatcher III 3. Clerk Dispatcher I 4. Police Officer for Patrol 5. Police Officer for Investigation. page 1 — COUNCIL MINUTES — SEPTEMBER 29, 1986 The Chief noted that the Police Department needs to add people in the patrol division, since out of 14 patrol officers, four are currently specialists. This would leave 10 officers which are spread over three shifts and does not leave adequate coverage for the call volume being received. He continued by discussing a comprehensive crime prevention program development. In the 1986-87 Budget, a Crime Prevention Officer is scheduled for funding in January. This position would be classified as "sworn personnel." The Chief suggested that funds might be better utilized if the position was changed to "Crime Prevention Specialist." Then, the position would be classified as "unsworn personnel." Fairly lengthy discussion followed regarding trained patrol officers, transfer to special programs, the K-IX, and motorcycle specialty officers. The Chief noted also that with the increased call volume and inadequate coverage, the officers and personnel of the Police Department were beginning to experience health and stress related problems. The Chief of Police concluded by discussing his dispatching/clerk philosophy and noted the need for full-time dispatchers along with a records clerk to respond to citizen inquiries from the window. He also noted that he is willing to maintain a Service Level II without new personnel but that with increased call volume and additional officers going into specialty fields, it was going to be very difficult at times. f. Acting City Recorder Wilson presented the priority listing of staffing requested in her department: 1. Office Assistant III, which would serve as a Division Secretary 2. Office Assistant I for Records 3. Records/Court Section Manager 4. Office Assistant II for Word Processing 5. Office Assistant I for Court. Lengthy discussion followed regarding the impact of continued staffing increases in other departments. The Acting City Recorder noted that the Support Services Division in the Community Services Department supports City-wide functions such as: centralized word processing; centralized records retention and storage; City Council support; and City-wide telephone reception and cashiering functions. She reported that Municipal Court turned over $77,000 to the General Fund. To fund all of the positions requested by Community Services, $56,000 would be needed and a breakdown of these costs is available for Council review. Page 2 - COUNCIL MINUTES —SEPTEMBER 29, 1986 v She also noted that Office Aides, through the Word Processing Center, were being utilized heavily by all departments for running errands, collating and copying large production jobs. She concluded by reporting that with the increased hours the Civic Center is open to the public and the increased amount of work being presented by staff to the division, that Community Services is currently operating at a Service Level I. g. Head Librarian Ertell then presented her concerns regarding Library Services for the City. She noted her request for positions in priority order were: 1. Library Assistant III for Readers' Service 2. Library Assistant I for Technical Services 3. Library Assistant I for Circulation. The last position, she advised, is a request to promote a Library Aide to the Library Assistant I position. There has been an increased demand for service since relocation in the new building. The Children's Library Program and reference requests are being utilized more than ever in the history of the Library. She reported that there are over 55 volunteers working for the Library with an average of 20 hours a day of volunteer service being implemented. She stated that, currently, the Library operates at a Service Level II. h Community Development Director/Acting City Administrator highlighted the requests from his department, noting that there was enough revenue produced by his department to cover all positions requested. The Community Development Director proceeded to offer the following position priorities for the different divisions in his department: Building Division 1. Assistant Building Official -- This would be a temporary position for nine months only (he noted that the current Building Official will be retiring July 1; he recommended the promotion of one of the Building Inspectors to the Assistant Building Official position beginning October 1 with another Building Inspector being hired and upon the Building Official's retirement in July, the Assistant Building Official position would be terminated). Engineering Division 1. Engineering Technician II for Public Works Improvement Inspections 2. Project Engineer for Utilities and Wastewater 3, Project Engineer for Transportation Page 3 — COUNCIL MINUTES —'SEPTEMBER 29, 1986 r , Planning 1. Assistant Planner I for Current Planning 2. Office Assistant I for Business Tax. The Community Development Director discussed his plan to split the Planning Division into two sections -- one to handle current planning and one to handle special projects. Public Works Operations 1. Parks Helper (temporary, part—time position) 2. Wastewater Helper (temporary, part—time position) i. The City Council began their deliberations regarding the requested positions. Councilor Johnson moved to authorize the creation of the Assistant Building Official for nine months. The motion was seconded by Councilor Eadon and approved by a unanimous vote of Council present. J . Councilor Johnson expressed concern regarding the use of temporary appointments to keep up with the existing workloads and expressed further that her goal is to eliminate the existing temporary staff as soon as possible. k. Council than looked at each departmental request, beginning with the Police Department. 1. Motion by Councilor Eadon, seconded by Councilor Edwards, to authorize one Patrol Officer to be hired as of October 1, 1986 and at the Chief of Police's discretion to be hired as of January I, 1967, a Crime Prevention Specialist instead of a Crime Prevention Officer. Motion approved by unanimous vote of the Council present. 2. Motion by Councilor Johnson, seconded by Councilor Eadon, to authorize an Office Assistant II in Word Processing. Acting City Recorder suggested Council may wish to hire an Office Assistant III to act as Division Secretary to give additional support to other sections besides Word Processing and also have the ability to back up Word Processing. Councilor Johnson amended her first motion by noting that an Office Assistant III, Division Secretary should be hired. Councilor Eadon seconded the amendment. Motion approved by unanimous vote of Council present. The City Council expressed support of the Department request for the Records, Court and Word Processing area and expressed the desire to study the records concern at a workshop sometime during the month of October or November. •Page 4 - .COUNCIL MINUTES - SEPTEMBER 29, 1986 3. Motion by Councilor Johnson, seconded by Councilor Edwards, to approve the hiring of a Library Assistant III as soon after October 1 as possible. The motion was approved by unanimous vote of the Council present. 4. Motion by Councilor Edwards, seconded by Councilor Johnson, to delete the 27—hour per week Library Aide position and make this a regular full—time Library Assistant I position. The motion was approved by a unanimous vote of Council present. 5. Motion by Councilor Johnson to authorize hiring an Engineering Technician II and to split the Planning Division into "Current Planning" and "Special Projects" with the authorization for the hiring of an Office Assistant I and an Assistant Planner I. This motion failed for a lack of second. 6. Motion by Councilor Edwards to authorize hiring of an Engineering Technician II. Motion failed for lack of second. 7. Motion by Councilor Eadon, seconded by Councilor Edwards, to hire an Engineering Technician II and a Project Engineer for utility and Wastewater to be effective January 1, 1987. The motion was approved by a unanimous vote of Council present. _ 8. Motion by Councilor Eadon, seconded by Councilor Edwards, to authorize the hiring of an Assistant Planner I and an Office Assistant I to be effective October 1, 1986 and to authorize the split of "Current Planning" and "Special Projects" in the Planning Division. The motion was approved by a unanimous vote of the Council present. 1. Additional discussion was held by Council regarding the positions requested and staffing/service level philosophies. 5. ADJOURNMENT: 9:55 P.M. cting City Recorder — City of Tigard ATTEST: f k . i' ,Mayor — City of Tigard LW:cw/4258A Page 5 — COUNCIL MINUTES — SEPTEMBER 29, 1986 t September 26, 1986 NOTICE OF ERECUTIVE SESSION AND SPECIAL MEETING OF THE TIGARD CITY COUNCIL Notice is hereby given that a special Executive Session Council meeting, called by the Mayor with the common consent of the Council, will be held on September 29, 1986, at 6:30 - 7:00 p.m., in the Tigard Civic Center Conference Room, 13125 S. W. Hall Boulevard, Tigard, Oregon. The meeting is called for the purpose of holding an Executive Session under the provisions of ORS 192.660 (1) (e) to discuss real property transactions. Notice is hereby given that a special City Council meeting, called by the Mayor with the common consent of the Council, will be held on September 29, 1986, at 7:00 p.m. in the Tigard Civic Center Conference Room, 13125 S. W. Hall Boulevard, Tigard, Oregon. The meeting is called for the purpose of considering staff workloads and staffing plan discussions. oh E. Cook, Mayor v'- cwlh193A - ��t CITY OF TIGARD. OREGON /f AFFIDAVIT OF POSTING In the Matter of the Proposed EXECUTIVE SESSION AND SPECIAL MEETING OF THE TIGARD CITY COUNCIL STATE OF OREGON ) County of Washington) ss City of Tigard ) I. Cathg b13i being first duly sworn, an oath depose and say: That I posted in the following public and conspic --- places, a copy of Notice of Special meting for the Council Meeting dated September 29. 1986 a copy of said notice being hereto attached and 1985• by reference msWe a part hereof. an the 26th day of September r t j r 4 Subscribed and sworn to before me this 26th day of eRtmber_ 85. Notary Public for Oregon 0 r' - My Commission Expires: /— vAl f X n x,.yr September 26, 1986 NOTICE OF EXECUTIVE SESSION AND SPECIAL MEETING OF THE TIGARD CITY COUNCIL Notice is hereby given that a special Executive Session Council meeting, called by the Mayor with the common consent of the Council, will be held on September 29, 1986, at 6:30 - 7:00 p.m., in the Tigard Civic Center Conference Room, 13125 S. W. Hall Boulevard, Tigard, Oregon. The meeting is called for the purpose of holding an Executive Session under the provisions of ORS 192.660 (1) (e) to discuss real property transactions. Notice is hereby given that a special City Council meeting, called by the Mayor with the coamon consent of the Council, will be held on September 29, 1986, at 7:00 p.m. in the Tigard Civic Center Conference Room, 13125 S. W. Hall Boulevard, Tigard, Oregon. The meeting is called for the purpose of considering staff workloads and staffing plan discussions. /a/John E. Cook, Mayor cv/4193A b 4 m s M, }� N N 1 uvr v v ti v v Rr O � p�Q1 N •� N N O Ln tnn U, - - u•; V1 VSO N •IM O N !. [p•Qi QQ V1 W�O-L'S f"