05/21/2001 - Packet Tigard Budget Committee 2001
(Note: Items not completed at scheduled meeting will be held over to following meeting.)
May 21, 2001
6:30 p.m.
TVF&R Community Room
(Enter through door at the end of the Water Building parking lot)
Meeting time reserved to handle any items not covered in previous meetings
City of Tigard, Oregon
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 Burris, 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 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 40th
Birthday Party. The 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 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 insured the
committee that money would only be distributed to Tigard Senior Center 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 total events and social service appropriations at
.5% of the prior years operating budget. The policy limit for FY 2001/02 is $124,045.
With the revision of$5,000 from Tigard Blast and$100 to the Tigard High School Band,
the proposed events and social services are $120,450.
Network Services: Bill Monahan resented a majority of the Network Services
proposed budget during the May 7t , 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 department have been working
on include Paperless Council and Wireless Computers.
The Network Services Department has requested a grant from AT&T for ten wireless
laptops. Ken Scheckla asked how much the grant 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
existing UW Il position in Parks to Park Manager; utilizing proposed .5 FTE budgeted in
Water for maintenance of water sites for Park Manager; and shifting of duties amongst
other UW's and contract out maintenance duties at City Hall and Water Building. This
step would require no additional funding due to cash flow reorganization.
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 which would be budgeted between Water, Sanitary/Storm, and Streets.
Public Works Administration: The Public Works Administration Division would like
to continue training citizen groups and staff under 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: upgrade maintenance schedule of 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
budgeting resources, and continue implementation of Cook Park Master Plan and
monitoring of wetlands.
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
on making a decision regarding the implementation of the proposed USA Service Area
Contract and enhancing our Adopt-a-Stream program.
The Sanitary Sewer Division budget is down 22.7% and the Storm Sewer Division is
down 23.1%. This decrease is primarily due to the purchase of a Vactor in the current
fiscal year budget. 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 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 would only present a$100
difference in budget costs. He proposes that 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 for up to 10 more years of use for the building.
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 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
committee with an Enhanced Right-of-Way Program proposal,per Council directive.
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.
Joyce Patton pointed out that areas of the most concern such as Sattler and 135h would
not be affected by this program which would be of concern for the residents of these
streets.
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 135th
The 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 further solutions 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 Division 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 committee with a list of Capital Improvement Projects
for fiscal year 2001/02. The projects are broken down in to: 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 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 in to
three Capital Improvement Project amendments and nine Operating Budget amendments
with an additional three amendments included during the 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. Storm 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
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 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 that approved of the City of Tigard,
Permanent Property Tax rate at 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 division summaries were helpful.
Future Meetings: Future Budget Committee meetings will be held quarterly during the
Council study sessions. It was requested that State Legislature update be put on the
agenda for the first meeting.
The Budget Committee was adjourned at 9:29 p.m. MSP