03/08/1983 - Minutes °rrw`
BUDGET COMMITTEE MEETING MINUTES
March 8, 1983 7:30 P.M. - Tigard City Hall, City Administrators Office
1. ROLL CALL: Present: Chairman, Wally Hoffman; Committee Members:
Gerald Edwards, Dale Evans, Gerry Duffy (arriving at
7:50 P.M. ), Jim Smith, Wilbur Bishop, Tom Brian,
(leaving 9:35 P.M. ), Kenneth Scheckla (arriving at 8:30
P.M. ) , City Staff, City Administrator, Bob Jean, City
Recorder, Doris Hartig (arriving at 7:40 P.M. ),
Administrative Assistants, Joy Martin and Linda Sergeant.
2. COUNCIL BENEFITS SURVEY
City Administrator distributed handout sheet regarding Council
Benefits Survey and asked for Committee direction. Consensus was to
allow coverage for the Council members and reduce Mayor and
Council's travel account to $1200.
3. POLICY AND ADMINISTRATION
3.1 City Administrator gave overview of work load as a department
and the day to day activities reported. Administrative
Assistant Linda Sergeant spoke to personnel administration and
activities that were cost saving and/or cost avoidance, such as
conducting 2 selection center recruitment programs, labor
1410: negotiations, 3 grant applications processed, benefits and task
force committee study. Discussion followed regarding a
centralized personnel system for the City and was it cost
effective. City Administrator responded it is cheaper in net
to have a centralized system.
Administrative Assistant Joy Martin, gave overview on some of
her activities including computer technology support, 5 year
financial plan, some 15 special projects she was involved in
such as LID policies, business tax, TURA, budget calculations,
AIMS study blending together the data processing and word
processing systems and cable T.V. She noted the use of their
services is the most effective way to handle expertise in the
organization to complete projects.
City Administrator summarized department budget and felt the
use of Administrative Assistants was cost effective in keeping
services level to the community the same.
3.2 CITY ATTORNEY OPTIONS
City Administrator introduced Attorney Sullivan and spoke to
the policy options open to the City regarding the providing of
legal services. Option 5 is for fulltime in-house city
attorney which the City does not need at this time and the City
WWrr' of Tualatin was not receptive to option 4. Committee then
discussed with Attorney and Administrator the use of time, how
many hours of legal services is needed, limiting the expertise
available and the unknown dollar figure to budget for
litigation.
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Attorney Sullivan, stated the key to the issue is not the day-to-day
work but the special jobs. He proposed contracting for attorney's
services for day-to-day work and with phasing into Municipal court
work, as well as one of the partners handling litigation and
attending Council meetings. Alternatives to this proposal was
discussed. City Attorney recommended option two at 30 hrs. per week
at approximate cost of $67,000. plus $25,00 in contingency for
litigation. Consensus of Committee was to consider option two with
possible amendments.
RECESS 9:35 P.M.
RECONVENE 9:45
4. GENERAL GOVERNMENT
Joy Martin reviewed the data processing and word processing systems,
noting accomplishments and proposals in next year's budget. She
spoke to cost effective measures and alternatives which would
require additional personnel, especially in the accounting
division. She referenced her handout and memo for discussion
purposes.
5. SUPPORT SERVICE
Finance Director/City Recorder reviewed proposal and referenced the
memo indicating items that have been removed to other departments in
an effort to provide more specific cost centers. No concerns were
expressed by Committee.
6. DEBT SERVICE
Finance Director/City Recorder reviewed this budget noting that
additional LID's have been formed and will require payment of bonds
and interest in FY 83-84. She recommended the addition of Bancroft
#17, Bond Principal $100,000 and interest $160,000 was added. This
will be supported by payments from assessed property owners.
Committee concurred.
7. CONTINGENCY
City Administrator reviewed and requested Committee to make a
recommendation whether to sell the old city hall property. This
currently does not meet the City's needs. Staff was requested to
look into option of buying other property adjacent to old city hall
site. Committee did not make decision on this issue.
8. REVENUE UPDATE: SUMMARY AND BEGINNING FUND BALANCE
With reference to beginning fund balance, City Administrator
recommended any beginning general fund balance be set aside in the
contingency account. Committee concurred. He then proceeded to
`%w review other general fund revenue adjustments noting an increase
over prior recommendations. Committee requested revised revenue
sheets be provided for their consideration.
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City Administrator briefly went over tax rates, tax collections and A and
B ballot proposals. This item to be considered Wednesday night.
9. Meeting recessed 11:00 P.M. and will reconvene Wednesday March 9, 1983 at
7:30 P.M. Fowler Junior High School.
cretary
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