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05/14/2001 - Minutes City of Tigard, Oregon Revised Budget Committee Meeting Minutes May 14, 2001 Members Present: Mike Benner, George Burgess, Sydney L. Sherwood, Greg Zuffrea, Jim Griffith, Craig Dirksen, Brian Moore, Joyce E. Patton, and Ken Scheckla. Members Absent: Irene Moszer. Staff Present: Bill Monahan, Craig Prosser, Tom Imdieke, Heather Bums, Paul Debruyn, Gus Duenas, Ed Wegner, Jim Hendryx and Gary Lampella. Call to Order: George Burgess called the meeting to order at 6:28 PM. Approval of Minutes: The meeting minutes of May 7, 2001 were approved. MSP Social Services and Community Events: The total proposed budget for Social Services is $81,600 and Community Events is $43,750 for a total of$125,350. The Tualatin Valley Community Band has requested an additional $100 for increased insurance costs. Ken Scheckla asked why the band has not needed liability insurance in the past. Staff responded that it is a requirement of the City, that anyone who rents City shelters must provide proof of liability insurance. New Community Event requests this year include the Tigard Blast and Tigard's 40`" Birthday Party. The Budget Committee discussed the magnitude of the $10,000 request from Tigard Blast. A decision was made to provide the event with $5,000 for FY 2001/02. Sydney Sherwood informed the Budget Committee that it would be beneficial to make sure that monies donated to Loaves and Fishes is used for the Tigard Senior Center and monies donated to Neighborshare are specifically used for Neighborshare. Staff assured the Committee that money would only be distributed to Loaves and Fishes and Neighborshare if they were used for the reasons specified in their applications. This will be verified prior to distribution. The Budget Committee policy is to set the total Community Events and Social Service appropriations at .5% of the prior year's operating budget. The policy limit for FY 2001/02 is $124,045. With the revision of$5,000 for the Tigard Blast and an additional $100 to the Tualatin Valley Community Band, the total proposed Communtiy Events and Social Services budget is $120,450. Network Services: Bill Monahan presented a majority of the Network Services proposed budget during the May 7`", 2001 Budget Committee meeting. Paul Debruyn noted that the Network Services Division had exceeded their Effectiveness Measure of 98%"up time". The City is currently on a four-year replacement schedule for computers. We are rapidly outgrowing the current phone system and are now looking at having direct in dial lines with back-up switchboard. This would decrease the call flow for the Switchboard Operator. A couple of other things the Network Services Division have been working on include the paperless City Council and wireless computers. The Network Services Division has requested a grant from AT&T for ten wireless laptops. Ken Scheckla asked how much the grant request to AT&T is for. Paul Debruyn answered that the actual amount for the ten wireless laptops would be $25,074. Craig Prosser noted that this grant is not reflected in the budget and an amendment would be needed if that grant is approved. Public Works: The Public Works Department is proposing a reorganization of staff. The first step of the reorganization would occur in July 2001. It would include: changing the existing UW 11 position in Parks to a Park Manager; utilizing the proposed .5 FTE budgeted in the Water Division for maintenance of water sites to the new Park Manager position; shifting duties amongst other UW's and contracting out maintenance duties at City Hall and the Water Building. This step would require no additional funding. The second step of the reorganization would occur in January 2002. It would include: adding an Assistant Director Position; eliminating the Utility Manager; and reclassifying the Property Manager to Field Operations Manager. The Department is requesting an additional $7,500 that would be budgeted between the Water, Sanitary Sewer/Storm Sewer, and Street Maintenance Divisions. Public Works Administration: The Public Works Administration Division would like to continue training citizen groups and staff on the City's Emergency Management Plan. This program did not receive sufficient attention over the last year due to workload demands. The Division budget is up 10.3%, and staffing levels are constant. The most significant increase is in Materials and Services due to increased maintenance costs for software programs, and additional staff training on the software packages. Parks and Grounds: The Parks and Grounds Division would like to achieve the following goals for this fiscal year: update the maintenance schedule for park facilities and City properties; expand the urban forestry program, including increased tree plantings and hazardous tree evaluations; use volunteers on City properties to augment existing staff and budget; and continue implementation of the Cook Park Master Plan and monitoring of wetlands. tom, The Division budget is up 5.6% and includes one new position for parks and grounds maintenance. The most significant budget increase is $33,000 for recycled water for irrigation of Cook Park. George Burgess suggested that volunteer hours be included in the Parks and Grounds Effectiveness Measures. Sanitary Sewer/Storm Sewer: The Sanitary Sewer/Storm Sewer Division will continue to perform in accordance with USA standards. Over the next fiscal year they will work toward a decision regarding the implementation of the proposed USA Service Area Contract and enhancing our Adopt-a-Stream program. The Sanitary Sewer budget is down 22.7% and the Storm Sewer budget is down 23.1%. This decrease is primarily due to the purchase of a Vactor in the current fiscal year's budget that is only a"once every ten years"purchase. Ed Wegner noted that volunteer hours are also used in both Divisions and would be included in the Effectiveness Measures. Street Maintenance: Ed Wegner reported that the Street Maintenance Division budget is nearly constant. The Budget Committee had requested a proposal for an Enhanced Right-of-Way Program which will be presented at the end of the Public Works budget as a dual effort with the Engineering Department. Fleet Maintenance: The Fleet Maintenance Division is developing a general use car pool to allow better use of the City vehicles. Currently the City only contracts out 8% of vehicle maintenance. The proposed budget is up 10.3%, and staffing levels are constant. Materials and Services are down 14.8% due to the elimination of a service contract for an engine analyzer. Capital Outlay is up 488.2% due to the replacement of a sedan. Property Management: Bill Monahan presented the Budget Committee with the FY 2001/02 Proposed Building Improvements. The proposal only represents a $100 difference in budget costs. He proposed that the replacement of the HVAC system in City Hall be delayed and that monies would be used for renovation of the "Niche" building. The proposed renovations would sustain use of the "Niche" building for up to 10 more years. Ken Scheckla asked how much longer CPAH would be allowed the use of the City's building on Burnham Street. Bill Monahan responded that this would be the last year for the lease. CPAH has been notified. Water: The Water Division would like to achieve the following goals for this fiscal year: expand and enhance the current level of water conservation programs; pursue the development of regional and sub-regional water source development as well as take part in the development of the new Portland wholesale contract; and develop Best ' Management Practice standards for the water distribution and operating system. The Proposed Water Division budget is down less than 1%. Joyce Patton asked why advertising and publicity costs have increased so much. Ed Wegner responded that the increase is due to outsourcing the printing of the annual Water Quality Report and the construction of a conservation garden to be completed at the Water Building. Enhanced Right-of-Way Program: Ed Wegner and Gus Duenas presented the Budget Committee with an Enhanced Right-of-Way Program proposal,per Council's previous direction. The current Right-of-Way Program only chops bushes back for visual needs. The Enhanced Right-of-Way Program would mow the major collectors on a three-week cycle. This is an aesthetic program and would cost approximately$172,000 per year. Joyce Patton pointed out that some areas of great concern to certain residents such as Sattler and 135th would not be addressed by this Program as these streets were not designated as major collectors. Craig Dirksen asked if code enforcement could be used. Jim Hendryx responded that the first set of letters were just sent out to the residents backing 135`n The Budget Committee discussed the pro's and con's of the proposed Program. It was decided that the expense of the Program was unacceptable and that other options including education and code enforcement would need to be discussed. Bill Monahan suggested that the Committee use the Council workshop session in June to continue further discussion. Engineering: The Engineering Department would like to achieve the following goals for this fiscal year: complete the Comprehensive Public Facility Plans, develop and implement the annual Capital Improvement Program, and upgrade equipment and software needed in support of engineering. The overall budget increases 5.8% and has an increase of.5 FTE for an Administrative Specialist II position. The department plans to upgrade the AutoCAD software program and the permitting software program. Ken Scheckla asked why Office Supplies have doubled. Gus Duenas responded that the increase is due to fees related to taking credit cards over the counter. Street Lights and Signals: The Street Lights and Signals proposed budget is up 21.3%. An additional increase of$20,000 is needed for electricity costs. Currently a 25% increase is built in to the budget and an additional 15% is still needed. CIP: Gus Duenas presented the Budget Committee with a list of Capital Improvement Projects for fiscal year 2001/02. The projects are broken down as follows: City Facilities Projects totaling$1,060,000; Parks System Projects totaling $1,012,810; Sanitary Sewer System Projects totaling $2,230,000; Street System Projects totaling $3,373,000; Storm Drainage System Projects totaling $683,500 and Water System Projects totaling 2,056,000. The Capital Improvement Projects will be presented to the Planning Commission on May 21" with a few minor changes. It will then be submitted to City Council on June 12`h 2001. Community Development Administration: The Community Development Administration proposed budget decreases 2.7%. This decrease is due to the transfer of direct charges to other Divisions within the Department. There is no change in FTE's. Building Inspection: The Building Inspection Division proposes adding a FTE in response to increased building activity. The proposed budget for FY 2001/02 increases 17.8%. The increase is primarily due to the additional staff, funds for the upgrade of the City's permitting software program, increases in Professional Services for additional contractual inspection services, and fees for accepting credit cards at the front counter in City Hall. Current Planning: The proposed budget increase for the Current Planning Division is 9.1% over last fiscal year. There is no change in Personnel. The increased budget is primarily due to fees related to accepting credit cards at the front counter in City Hall. Long Range Planning: The proposed Long Range Planning budget includes the addition of one FTE to improve the production and use of the City's Geographical Information System. The overall budget increases 4.6%. Materials and Services are down 21.6% due to a reduction in the costs associated with development of the Washington Square Regional Plan. Proposed Budget Adjustments: Craig Prosser presented the committee with a schedule of amendments to the FY 2001/02 Proposed Budget. The amendments were broken down into three Capital Improvement Project amendments and nine Operating Budg:.t amendments, with an additional three amendments included during the May 14, 2001, current Budget Committee meeting. The amendments are as follows: Capital Improvement Projects Amendments: 1. General Fund—Police HVAC Project - $100,000 2. Water Quality/Quantity Fund — Washington Square Pretreatment - $50,000 3. Stone Sewer Fund — Storm Drainage Analysis — Washington Square Plan Implementation Study - $12,000 Operating Budget Adjustments: 1. Library Grants - $14,100 2. Police Department— PERS rate adjustment - $14,222 3. Police Department— reduce materials and services by $27,000 Imo, 4. Street Maintenance— street sweeper contract - $28,850 5. City Management—rotary dues - $250 6. City Management—election costs for the Library—reduced by $5,000 7. Mayor and Council —National League of Cities dues - $3,013 8. Public Works—reorganization- $7,500 9. Social Services and Community Events—Tualatin Valley Community Band - $100 10. Social Services and Community Events—Tigard Blast - $5,000 11. Public Works/Engineering -removal of Right-of-Way program - $172,000 12. Property Management and Street Lights- Additional electrical costs - $29,590 Jim Griffith asked how insurance and salary increases are built in to the budget with negotiations still in progress. Craig Prosser responded that a percentage has been built in to the budget and a budget amendment will need to be processed once negotiations are completed. Jim Griffith moved that the budget amendments be approved. Joyce Patton seconded the motion. All members were in favor. MSP State Revenue Sharing Hearing: George Burgess opened the State Revenue Sharing Hearing to the public at 9:21 p.m. There was no comment from the public regarding the State Revenue Shared funds. The State Revenue Sharing Hearing was closed to the public at 9:22 p.m. ' Public Comment: There was no public comment. Budget Approval: Sydney Sherwood moved that the proposed budget with adjustments be approved. Craig Dirksen seconded the motion. All Committee members were in favor. The proposed budget with adjustments was approved. MSP Property Tax Levy: Ken Scheckla moved for approval of the City of Tigard, Permanent Property Tax rate of 2.5131 cents per thousand and the G/O Debt Service levy of $228,498. Joyce Patton seconded the motion. All Committee members were in favor. MSP Budget Debriefing: Craig Prosser asked the Committee members what they liked and disliked during the budget process. Joyce Patton commented that the new budget format was easier to read and the summaries were helpful. Future Meetings: Future Budget Committee meetings will be held quarterly during the Council study sessions. It was requested that an update on the 2001 State legislative session be put on the agenda for the first quarterly meeting. The Budget Committee adjourned at 9:29 p.m. MSP