03/25/1982 - Minutes TIGARD BUDGET COMMITTEE MINUTES
MARCH 25, 1982, 7:30 P.M.
DURHAM TREATMENT PLANT
1. Chairman Smith reconvened the meeting from March 18, 1982.
2. ROLL CALL: Present: Committee members: Wilbur Bishop (arriving at 7:37 PM) ;
John Cook, Nancie Stimler; Tom Brian (arriving at 7:42 PM) ;
James Smith; Wally Hoffman; Gerry Edwards; and Dale Evans.
3. Motion by Committee member Evans, seconded by Hoffman, to waive the reading
of the minutes.
Approved by unanimous vote of Committee members present.
Committee member Bishop arrived: 7:37 PM.
4. OVERVIEW: Summary Update and Resource Allocations
(a) City Administrator distributed the building department fee schedule and
valuation data sheet for Committee review. He noted that questions re-
garding this should be addressed to Ed Walden, Building Official, at
the April 8, 1982, meeting.
Committee member Brian arrived: 7:42 PM.
The Administrator also distributed revised copies of the revenue and
expenditure summary pages. He stated that these had been reformatted
to better show the decline in contingency funds, the downward trend
in revenues for actual operation, and the dramatic decline in beginning
fund balances over the last four years.
Also given to the Committee was a copy of an article from "Public Manage-
ment" magazine entitled "Local Government Strategies" which the Adminis-
trator encouraged Committee members to read.
(b) Administrator responded to questions regarding the line items set out
for unemployment costs in each division in the 82-83 budget request.
He reported that of the three methods of unemployment payments, he was
recommending the City contribute on a percentage of 1.4% to 1.5% to
the state, which rate is lower than the private sector, and keep the
City's costs down a little this next year during the tight revenue fore-
cast period. He stated that with the layoffs proposed, the City would
experience a large increase in unemployment claims.
The Committee requested a report be submitted by staff to show the
total unemployment dollars included in the budget request and what the
staff anticipates as the claim amounts which could be filed this year
against the City.
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Administrator reported this would be distributed at the next meeting.
He also noted that with the layoffs scheduled there would be some sav-
ings in the benefit sections of the personal services expenditures
`WW throughout the budget. This would also be recalculated and submitted
to the Committee for their review.
5. POLICE DEPARTMENT
(a) The Chief of Police, Robert Adams, and Lieutenant Kelley Jennings
appeared before the Committee to present their budgetary requests for
the next fiscal year. However, before discussing actual line item
requests, they presented an update report on the ICAP computer system
noting that this program is on schedule and is accomplishing the fol-
lowing:
o Improving the quality and level of work; reports and analysis
o Streamlining paperwork thus putting the sworn personnel on the
street more of the time.
(b) The Chief then presented the Growth Impact Statement. The Chief stated
that the Police Mission Statement was the basis for the operation and
policy-making decisions in the Department. It reads: The Police Depart-
ment and its resources shall be primarily concerned with the prevention
and suppression of crime, and the protection of life and property. He
discussed the following goal statements for the Police Department with
the committee:
1. Shall enforce the laws of the United States, the State of Oregon,
the ordinances of the City of Tigard in a fair and impartial man-
ner.
2. Shall provide twenty-four (24) hours police service to the citizens
of the Community.
3. Shall respond immediately to all emergency calls for police service
4. Shall provide for the safe movement of people and traffic through-
out the City.
5. Shall provide the necessary investigative support to reported crimes
by citizens of the community.
6. Shall conduct special police missions based on crime data analysis.
7. Shall be responsive to all calls for service, consistent with
department stated goals and objectives and within the limited
resources allocated.
The Chief noted that in reviewing Goal #7, it addresses the limited
resource issue and cut back alternatives could be considered here.
After assessing the personnel needs, staffing level strategy, work
loads as compared to population growth, finance planning and functional
priorities, he suggested the following cut back management alternatives.
PAGE 2 - BUDGET COMMITTEE MINUTES - March 25, 1982
Discretionary service calls have been prioritized into three groups:
Priority I - required Police attention; Priority II - Activies Police
should respond to; Priority III - Activities that would be nice to
provide. He stated that the intent is to establish a rational decision
making process to shift resources to mandatory functions and to trade
off discretionary functions in order to cope with growth and maintain
cost controls.
Non-Criminal Call For Service
Priority I -
1. Alarms 9. Warrant, Subpoena, Summons Service
2. Assist Agency (police/fire) 10. Family Fights
3. Check Buildings 11. Lost and Missing Persons
4. Civil Matters 12. Prowlers
5. Dog Bites 13. Suicides and Attempts
6. Disturbance 14. Suspicious Autos
7. F.I.R. 's 15. Hazards
8. Narcotic Information 16. Fires
The Priority I activities are estimated to be 56% of the non-criminal
calls, with a cost of $120,087 per year.
Priority II -
1. Ambulance Cover 7. Traffic Problem
2. Check Occupant 8. Wire Down
3. Juvenile Problem 9. Found Property
4. Persons (unwanted, sick, 10. Lost Property
confused) 11 . Prowl Checks
5. Stand By On Move out '12. Drunk Persons
6. Suspicious Circumstances
The Priority II activities are estimated to be 25% of the non-criminal
calls, with a cost of $53,608 per year.
Priority III -
1. Animal Problem 5. Towed Auto (Private Request)
2. Assist Citizen 6. Vacation Check
3. Deliver Message 7. Other Situations not Listed
4. Noise Abated
The Priority III activities are estimated to be 19% of the non-criminal
calls at a cost of $40,738 per year.
The Chief noted that a decision to terminate any of all of the discre-
tionary activities may have a negative impact on the community; may
not be a popular policy decision and also a difficult one to make. He
suggested that the above cut back management discussion was presented to
aid the Council and Budget Committee in the decision making process
whereby mandatory services will be maintained, priorities established
for discretionary service, or alternative service delivery programs
developed to maintain such services at a reduced costs, and to cope with
growth occurring within the community.
PAGE 3 - BUDGET COMMITTEE MINUTES - March 25, 1982
(c) Discussion briefly followed regarding this policy issue and concerns
of ramifications of the decision in the community.
RECESS: 9:02 P.M.
RECONVENE: 9:10 P.M.
(d) Chief of Police 'walked through' the line item expenditure requests
with the Committee. Questions were answered as to the reason for
overtime and how it was managed; why overtime percentage was down
from last year (Chief noted volume of cases down and ICAP streamline
reports) ; supplemental request A & B in 1.1.2 and supplemental request
in 1.1.3.
(e) Committee members requested police department further work on receiv—
ing impounded vehicles for use by Investigation Division, instead of
of purchasing new; report on the forecast for overtime on the hours
worked and the costs; and that Account 1.1.1, materials and services
explanation page, be checked for additon errors between the proposed
amount and the footnotes at the bottom of the page.
Lengthy discussion followed regarding the K-9 program supplemental
request. Committee consensus was to consider this program request
later during this budget process.
(f) The Administrator requested the Committee approve the total expenditure
proposals as requested by the Police Department, without any deletions,
and recommended consideration funding of the K-9 program if 3rd and
4th quarter Federal Revenue Sharing funds are required.
(g) Chairman Smith stated that the Police Department is for the public
safety and should have a high priority in funding.
(h) Administrator noted that the Police Dispatching Study shows that it
would be more effective and cost efficient to have dispatch remain
in-}louse at this time.
6. FINANCE AND RECORDS/MUNICIPAL COURT — Budget Discussion
(a) Finance Director and City Administrator went through the requested
expenditures and noted that the department has experienced and
expansion of work load and much change in the organizational structure.
(b) Finance Director requested Committee consider reallocation of personnel
in department by changing the Clerk Typist II position under Records
Management to a Clerk Typist I position and the Part—Time Aide position
in Accounting to a Clerk Typist I. City Administrator supported this
request and noted that this came from an in—depth job and task analysis
and was well founded based on needs.
Under the Municipal Court request, it was noted that the computer ter—
minal for that section is needed if Records Management is to be accomp—
PAGE 4 — BUDGET COMMITTEE MINUTES — March 25, 1982
A
lished during the next year. However, two alternatives were present-
ed for funding of that terminal; (1) purchase of $6,000; or (2) a
three year lease purchase at $2,500/year. Administrator stated that
Administrative Assistant Martin would be discussing the time frame and
purchase/lease options on the computer system on April 22nd.
Committee member. Brian questioned why the personal services increased
247.+ over the budgeted figures of 81-82. Staff stated they would study
and bring back a report on this issue at a later date.
7. LOAVES AND FISHES & TIGARD COMMUNITY YOUTH SERVICES - Budget Discussion
(a) Administrator stated that Council has sent both of the levy issues
to the voters for a May election. s
8. RECESS: 10:45 P.M.
(a) Motion by Evans, seconded by Brian to recess until April 8, 1982.
Approved by unanimous vote of Committee present.
Wally Hof n, Sec a
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