04/22/1982 - Minutes BUDGET COMMITTEE MINUTES
APRIL 22, 1982 , 7:30 P.M.
DURHAM TREATMENT PLANT
1. RECONVENE: from 4-8-82
2. ROLL CALL: Present: Committee Members John Cook, Nancie Stimler (arrived at 8:20 PM) ,
Tom Brian (arrived at 7:48 P.M.) , Wally Hoffman (arrived at 8:4.0 P.M.) ,
Dale Evans , Jerry Edwards , Phil Edin (arrived at 8:00 P.M.) , and
James Smith; City Administrator Bob Jean, Finance Director Doris Hartig ,
Office Manager Loreen Wilson.
3. No quorum was available to start the meeting. City Administrator reported on
the final model for the Civic Center project.
Committee Member Brian arrived: 7:48 P.M.
Administrator noted that the Civic Center needs would cost as follows:
If built today, the total cost would be $7.8 million for 20 years.
If rent space, the total cost would be $12.5 million for 20 years.
If built in phases, the total cost would be $8.5 million for 20 years.
Committee Member Edin arrived: 8:00 P.M. (Committee now meeting with quorum)
Administrator continued to discuss rationale used for space needs for city services.
He advised the committee that the election for the bond issue is scheduled
for June 29th and the City expects to sell bonds in September with the cash flow
beginning by November 1st.
4 . Chairman Smith called the meeting to order at 8: 13 P.M. since quorum was achieved.
5 . Unemployment:
City Administrator reported that the City is unable to go back to the old
way of paying unemployment. He stated that the new method of paying would
cost $89 ,000 versus the $65 ,000 the old method cost. He felt that though
this was more expensive this year , that in following years the City would
benefit from this method of assessment.
6. Control Budget:
City Administrator stated that the control budget report is not completed, however
all departments are staying within 1% of the control budget. He noted concern
that the General Fund is down about 4% from the control budget figures , but that
Federal Revenue Sharing payments are a little better than anticipated.
7. Fees and Charges:
City Administrator noted that a report would be presented next week by Joy
Martin regarding fees and charges. Administrator spent some time discussing
tax rates versus population and taxes for the surrounding metropolitan area cities.
He discussed double taxation and the impact it is having on the City of Tigard.
Committee Member Stimler arrived: 8:20 P.M.
Administrator stated the City needs to become more aggressive in financial planning
or else the low tax rate will become as high as the surrounding communities. He
advised the Committee that he will be working with Joy Martin to draw together
a data base making fiscal projections and will present to the Budget Committee in
the fall at mid-year budget review time.
8. K-9 Program:
Administrator distributed copies of the reviewed request for funds on the K-9
Program for the Police Department. He reported that City Council has approved
the purchase of a dog and limited equipment for the 1981-82 fiscal year.
Chief of Police reported that this is within the control budget for his department
this year.
9. TURA:
City Administrator reported that the City Council will meet with the TURA
Advisory Committee to decide on the 82-83 budget recommendation. He reported
this figure could be anywhere from $0 to $5,000.
Committee Member Hoffman Arrived: 8:40 P.M.
10. Crack Sealing:
Director of Public Works reported that he still had to support the purchase
of a crack sealer in the 82-83 budget. He presented a comprehensive report
on costs and noted that for the City to contract out the sealing would cost
75G per foot and for the City to purchase the equipment and do in-house would
cost 8.5� per foot. This would be a savings of about $23,000 per year. He
stated he felt this program would be very visible to the tax payers and would
thus be a good payoff for the funds invested.
11. P.W. Overtime :
Director of Public Works reported that the Public Works overtime looks like a
large increase from last year in 2. 1.5 and 2. 1.6. However, the overtime costs
have just been placed in two sections of the budget this year versus spread
over 7 different departments last year. Overtime would cover such call out times
as sanding, snow removal, flooding, and other emergency times.
12. P.W. Capital Outlay Projects - Parks:
Director of Public Works stated that the dollar amount for Summerlake Park (2. 1.4)
has been estimated too high and would be reduced in the final budget request.
13. Planning Capital Outlay:
Planning Director reported that $500 would be adequate for staff to purchase
a conference table and chairs instead of the $1,000 originally requested.
14 . Engineering Radios & Cameras:
Director of Public Works reported on the number of cameras owned by the City and
in what departments they are located. After some discussion, Administrator
%W stated staff would purchase a Canon AE-1 now which is on sale , and just change
the fund carry over next year.
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Budget Committee approved the dollar amount proposed for purchase of radios
for Engineering Department.
RECESS: 9:10 P.M.
RECONVENE: 9:22 P.M.
15. LIBRARY BUDGET PRESENTATION:
Irene Ertell, Head Librarian, presented her budget requests. She noted her
appreciation for her staff and volunteers support and presented various
flow charts noting increases in circulation and hours spent in processing
materials. She stated the total circulation was up 13% over last year.
She advised the Committee that the new mid-manager position in the Library
was researching the overdue system and was looking for cost effective ways
to streamline the process.
Committee and Librarian discussed the line item requests and she noted that
the calulator was already purchased this year , but requested the 704 account
remain the same for next year as a secretarial chair is needed at the
Library.
Some members from the Library Board were present at the meeting and offered
their request for support of the Budget Committee for the Library budget as
presented.
16. POLICY AND ADMINISTRATION: Council and Administration Budgets
City Administrator presented the requests and noted that the 3.1 budget
for Council would have to be changed later if the ballot measure in
May were approved to increase the Council from 5 to 7 members.
Administrator noted increases in training and personal services due to
staffing level increase. He discussed the dues to be paid from his budget also.
17. CITY - WIDE SUPPORT: General Government and Legal Budgets
Administrator discussed various components of the budget and noted breakdown
of expenses for insurance , professional and contractual services, printing,
memberships, rental and lease agreements , postage , and utilities.
18. DEBT SERVICES:
Administrator noted that this would not be able to be changed by the Committee.
These were bonds that were already committed for by Bancr ofting improvements.
19. CONTINGENCY:
Administrator reported that Federal Revenue Sharing funds were still questionable
and that LID reimbursements were still uncertain for $30,000. Committee expressed
concern regarding the low contingency amount. After considerable discussion,
Committee requested that Administrator increase the contingencies if possible.
20. OTHER:
Administrator discussed with the Committee the adds and drops they wished to
see in the final budget which would be presented to them on 4-29-82.
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Committee requested the following adds and drops be considered by the Administrator.
ADDS: $1,479 Washington County Shelter House
4 ,005 K-9 Program
8,328 z Finance & Records Person
3 ,362 Chamber of Commerce Advertising request.
DROPS: 1.3.1 Purchase of WP $6 ,000 - change to lease for $2,500
2. 1.7 $5,000 economic development consultant
2. 1.4 $19,000 Chipper
2. 1.7 Table and Chairs down $500.
Director of Public Works requested an opportunity to justify the chipper
at the next meeting.
21. Discussion followed regarding meeting dates for the Committee . Consensus
was if the budget was not adopted on 4-29-82, the next meeting would be
on 5-4-82.
22. RECESS: 11: 15 P.M. next meeting to be 4-29-82.
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