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07/23/1984 -Agenda CITY OF TIGARD BUDGET COMMITTEE MINUTES - MAY 23, 1984 FOWLER JUNIOR HIGH SCHOOL 1. CALL TO ORDER, APPROVE MINUTES AND ROLL CALL. The meeting was called to order by Chairman Wally Hoffman at 7:40 p.m. Members present: G. Edwards, D. Evans, I. Scott, K. Scheckla, T. Brian, J. Cook and P. Edin. Staff: B. Jean, City Administrator, J. Widner, Finance Director, B. Adams, Police Chief, B. Monahan, Planning Director, F. Currie, Director of Public Works, I. Ertell, Librarian. Guests: Tualatin Rural Fire Protection District: Chief Russ Washburn, Diane Brandt. Washington County Community Services: Lucinda Henry. T.Brian moved to approve the minutes of the March 7, 1984 and May 16, 1984 meetings. G. Edwards seconded. Vote 8/0. Approved by unanimous vote of members present. 2. LEGAL ISSUES. The Finance Director reviewed the memo from the City Attorney's office regarding election questions. 3. EXISTING RESOURCES BUDGET SUMMARY. Bob Jean reviewed the changes in the recommended budget with the committee. He stated the budget expenditure summary column #6 is the budget ice' for 1984-85 with committee and council approval. 4. POLICE B. Adams talked about the updated proposal for contracting police dispatch. Chief R. Washburn and D. Brandt from TRFPD participated in the discussion with the Budget Committee. After many questions regarding multi-year agreements, logistics, staffing, it was decided that Chief Adams, Chief Washburn, their respective staff and Councilor Scott will work together to prepare and RFP for more than one year preferably a three-five year agreement for services. It was suggested that the Budget Committee meet before the City Council meeting of June 25, 1984 to review the results. B. Adams explained the staff reorganization to the committee. A discussion regarding the reserve program followed. G. Edwards moved to adopt the proposed budget under column #6 including the staff changes of 1 full-time divided 1/2 time to Administration and 1/2 to Investigations and the reduction of Sergeants to Corporal and Patrol to accomplish the reorganization of the department and no change in dispatch division. D. Evans seconded. Vote 8/0. Approved by unanimous vote of members present. 5. LIBRARY I. Ertell explained to the committee that the County Commissioners have agreed to place on the June 26, 1984 a $2.2 million levy for WCCLS. She summarized the staffing changes and also noted that her union employees have requested the union agree to them working reduced hours. If the union concurs the staff would increase from 4.5 fte's to approximately 4.7 fte's. Library open hours will be reduced to 20. Irene discussed her volunteer program and the use of community service workers. If the WCCLS levy fails, the Library Board will be recommending to the City Council an out of city library card fee of $36.00 with consideration to those who work within the City of Tigard, go to school in Tigard or have volunteered their services to the City. Lucinda Henry of Washington County discussed their program of placing convicted offenders for community service projects. P. Edin moved to approve the Library dollars and FTE's has shown in column #6 $139,328. D. Evans seconded. Vote 8/0. Approved by unanimous vote of members present. The committee took a break from 9:40 p.m. until 10:00 p.m. 6. FINANCE & SERVICES J. Widner briefly explained the changes in her department, stating that the budget had been prepared with the least cost approach for accounting services. She will be conducting a study throughout the summer regarding contracting for this service. This event will make a change in staffing. D. Evans moved to approve the Finance & Services and Muncipal Court budgets proposed in column #6. G. Edwards seconded. Vote 8/0. Approved by unanimous vote of members present. 7. PLANNING & DEVELOPMENT B. Monahan discussed the changes in his department and the combining of engineering for land use with his current divisions. A discussion regarding the Civic Center building and Ed Waldin, Building Official followed. D. Evans moved to approve the budget of $573,000 for this department. G. Edwards seconded. Vote 8/0. Approved by unanimous vote of members present. 8. PUBLIC WORKS F. Currie explained the changes in his department and the shift in engineering to Planning. A discussion regarding community service workers and the use of the caretaker's time at Cook Park followed. G. Edwards moved to adopt the budget of $743,411 with 17.5 fte's for Public Works. D. Evans seconded. Vote 8/0. Approved by unanimous vote of members present. 9. POLICY & ADMINISTRATION R. Jean said the Mayor & Council medical benefits had been reduced to the City paying for the employee Blue Cross plan 2 and if dependent coverage is desired, the City will pay 50% of the dependant coverage. Discussion followed regarding the cut in benefits. R. Jean went on to say that the only change in City Administration is the additional time for Joy Martin, she was originally at 75% and has been changed to 100%, due to the additional activity of contract administration of the Civic Center construction. D. Evans moved to adopt the budget of $164,900 for Policy & Administration. G. Edwards seconded. Vote 6/2-- Scheckla & Scott voting no. 10. GENERAL GOVERNMENT, 11. DEBT SERVICE, 12. CAPITAL PROJECTS J. Widner reviewed the changes in these areas, including a wellness program in general government. 11. D. Evans moved to adopt the budget of $675,000 for Debt Services. G. Edwards seconded. Vote 8/0. Approved by unanimous vote of members present. 10. J. Cook moved to adopt the budget of $381,500 for General Government. D. Evans seconded. Vote 7/1--Scott voting no. I. Scott qualified her no vote. She stated she voted no because of the addition of the wellness program. 12. G. Edwards moved to adopt the budget of Capital Projects. P. Edin seconded. Vote 8/0. Approved by unanimous vote of members present. 13. DISCUSSION & MOTION RECOMMENDING "EXISTING RESOURCES BUDGET" FOR COUNCIL ADOPTION D. Evans moved to recommend to the City Council the contingency & budget total of $7,216,836 be adopted as the 1984-85 budget. P. Edin seconded. Vote 8/0. Approved by unanimous vote of members present. 14. NEXT MEETING DATE (7/25 or 8/1) & ADJOURN After discussion it was decided that July 25, 1984 would be the next meeting. Prior to adjournment, the following items were brought forward: G. Edwards moved that the Committee would not recommend to the City Council to seek any special tax levies for fiscal year 1984-85. I. Scott seconded. Vote 8/0. Approved by unanimous vote of members present. R. Jean asked if it was the desire of the committee and council that the lay-offs and reorganization strategy begin immediately. The general consensus agreed that within his authority as City Administrator that he take immediate action to implement. Adjourned at 10:40 p.m. udget mmittee Chairman (jlw/0384F)