04/29/1982 - Minutes BUDGET COMMITTEE MINUTES
APRIL 29 , 1982, 7:30 P.M.
'Wrw DURHAM TREATMENT PLANT
1. Chairman Smith called the meeting to order.
2. ROLL CALL: Present: Committee Members Wilbur Bishop (arrived at 7:45 P.M.) ,
Tom Brian (arrived at 8:32 P.M.) , John Cook, Nancie Stimler (arrived
at 9:14 P.M.) , Kenneth Scheckla (arrived at 8:07 P.M.) , Phil Edin,
Gerry Edwards , James Smith , Wally Hoffman, & Dale Evans; City
Administrator Robert Jean (arrived at 7:44 P.M.) , Finance Director/
City Recorder Doris Hartig, Office Manager Loreen Wilson.
3. DP/WP REPORT
Joy Martin, Administrative Assistant, presented a comprehensive report to
the Committee regarding the history and current proposals for the data and
word processing equipment. She stressed that the initial purchase of the
Wang 2200 DP system was a good investment and that the City was still
reaping the benefits of selecting such a system. The memory capacity of
the 2200 will be adequate for the City for 3 to 5 more years before an
upgrade is needed in that area. She noted that due to personnel changes and
changes in the needs of the City, that a study was conducted to prepare
a recommendation for future enhancements to the computer system.
City Administrator arrived: 7:44 P.M.
Committee Member Bishop arrived: 7:45 P.M.
After the study was completed, the task force recommended a three phase
lease/purchase of computer equipment over the next three to five years.
She presented charts which set out the items to be purchased and implemented
within the three phases and showed the costs for each.
Committee Member Scheckla arrived: 8:07 P.M.
She discussed the abilities of the word processing system proposed and
noted the costs would be initially high, but with the growth expected
in that department, other terminals would be less expensive.
Committee Member Brian arrived: 8:32 P.M.
Committee Member Hoffman expressed his appreciation to Mrs. Martin for her
report and apparent expertise in the area of computer technology.
Joy Martin reported that the data processing system in Engineering was on
line and data entry was taking up most of the time on that terminal right now.
She also stated word processing equipment would be delivered about June 1st
with staff training taking place also in June . She invited the Committee
to come down to see both systems during July and stated staff would be
happy to demonstrate.
4 . FEES & CHARGES REPORT
Joy Martin briefly presented a preliminary report on Fees and Charges Study
which is currently being done by her office. She noted there had not been
any time for in-depth analysis as of this date , but expected to have a report
ready for the Budget Committee by the end of summer. City Administrator
reported that he will be working with Joy in comparing expenditure and revenue centers.
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Committee discussed the impact the study would have on the budget noting that
if revenues were not increased by new fees and charges that the budget would then
need to be adjusted to reflect the decrease in revenues and expenditures.
Chairman Smith stated the City Council is the body with jurisdiction to set fees
and charges , however , the Budget Committee will have to be kept informed as to the
outcome of the study because of the impact on the budget.
5. CONTROL BUDGET 1981-82 REPORT
City Administrator presented information on the control budget for fiscal year
1981-82 setting out the various components by fund and by department. He noted
that staff estimates the General Fund carry over will be approximately $148,000.
6. ORGANIZATION & STAFFING
City Administrator presented a report on the staffing and reorganization steps
taken over the last 8 months. He noted that in September , 1981 there were 79 full
time employees; November , 1981 there were 78; April, 1982 only 72; and he proposed
73 full time employees by June , 1982. The Administrator advised the Committee
that he and Council were concerned with the work load being placed on Frank Currie
who was acting as both Director of Public Works and Planning Director. The
Administrator recommended combining the Planning and Building Departments under
the jurisdiction of the Planning Director and hiring someone to fill that position.
He advised Committee Members that Council has given unofficial approval for this
position.
Committee Member Stimler arrived: 9:14 P.M.
Lengthy discussion followed regarding the salary proposed for the Planning
Director position. City Administrator reported that he recommended the salary
be on line #17 of the unclassified employees pay range and submitted a copy
of the LGPI Salary Survey for Planning Directors as justification for the
requested salary of $33,996 + benefits. Committee consensus was to discuss
salary range later in the meeting.
7. CUT LIST
Administrator presented his recommendations for cuts in the future. He noted this
would be the list used to cut budgeted expenditure items if revenue sources are
not as high as expected.
Committee Member Scheckla questioned why the Police vehicles were recommended as
a #1 priority to cut. City Administrator stated the vehicles would be rebuilt
instead of new ones purchased.
RECESS: 9:35 P.M.
RECONVENE: 9:44 P.M.
8. RECOMMENDED BUDGET & SUMMARY OF CHANGES
• Administrator stated the committee needed to decide whether to fund the request
for funds from the Chamber of Commerce for $3,362 for advertising needs , and
whether to fund the request from Washington County Shelter House Program for $1,479.
,,*AV Committee Member Edwards expressed concern that the Chamber may not need the full
amount of $3,362 for advertising considering the tight financial position of the
City. Committee Member Brian felt the public relations in the metropolitan area
would be beneficial to the City and felt with the Civic Center and Taxbase issues
PAGE 2 - BUDGET COMMITTEE MINUTES - APRIL 29, 1982
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coming up in June and November, that the funds were necessary for the Chamber.
Committee Member Scheckla felt the City Newsletter would be enough advertising
on these issues. Committee Member Bishop felt this was unappropriate use of
;14AW funds and stated he would not support funding the Chamber request in the 1982-83
budget.
Committee Member Cook moved to allocate $2 ,000 to the Chamber of Commerce for
advertising purposes. Motion seconded by Committee Member Edwards.
After some brief discussion, the motion passed by a majority 5-4-1 vote .
Committee Members Scheckla, Hoffman, Bishop & Evans voting nay and Committee
Member Edin abstaining.
• Mr. Chuck McCullan, board member for Washington County Shelter House , presented
request for funding in the amount of $1,479 for the fiscal year 82-83. He noted
that this is less than 1% of their total budget and that last year the Shelter
House Program serviced over 60 families from the Tigard area. He further stressed
that the Washington County program was the only program in the tri-county area
that provides housing for full families.
City Administrator stated that even in bad financial times if the Committee
felt this was a good program and worthy of funding, they should fund the request.
Committee questioned whether funding this request would set a precedent that would
require them to fund other program requests in the future . City Administrator
reported that the financial picture is bad enough that it would not set a precedent.
Motion by Committee Member Edwards, seconded by Committee Member Scheckla to
allocate $1,500 to the Washington County Shelter House Program.
Approved by unanimous vote of Committee .
• COMMUNITY DEVELOPMENT - PLANNING DIRECTOR CHANGE
City Administrator requested that the Committee approve the salary as shown for
$33,996 plus benefits for a total package cost of $41,533. He stated this salary
is figured near the top of the range so that he would have the ability to recruit
at the higher end of the pay range if necessary. He noted also that the City
would run its own assessment center to save expenses.
Committee Members Stimler and Scheckla expressed concern that moving expenses should
not be paid.
Lengthy discussion followed regarding the pay range of the employee and how selection
would take place. Committee Member Stimler moved to place a cap of $32,000 on the
salary of the Planning Director adding the $1,996 to contingency and requested the
fringe benefits be recalculated at the lower salary figure . Motion seconded by
Committee Member Brian.
Approved by unanimous vote of Committee .
9. BUDGET ADOPTION BY COMMITTEE
Motion by Committee Member Edin to adopt the budget as amended and forward to the
City Council for formal adoption with the inclusion of the Civic Center funding
for a total budget amount of $9 ,595,412. Motion seconded by Committee Member Edwards.
Approved by unanimous vote of Committee .
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10. WORK PROGRAM
City Administrator set out the following work program for the Budget Committee 's
information.
• May - June: Staff prepares Tax Base Information
• August: Budget Committee reviews Tax Base Information
• August 23, 1982: Council calls for November 2, 1982 Tax Base Election.
Consensus of Committee was to have meeting to review Tax Base information
during the third week of August.
11. ADJOURNMENT: Motion by Committee Member Cook, seconded by Committee Member
Edwards to adjourn deliberations on the 1982-83 Budget proposals.
Approved by unanimous vote of Committee .
ADJOURNMENT: 10:55 P.M.
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Wally Hen e ay
PAGE 4 - BUDGET COMMITTEE MINUTES - APRIL 29, 1982