02/15/1984 - Minutes CITY OF TIGARD
BUDGET COMMITTEE MINUTES
FEBRUARY 15, 1984
Fowler Junior High School
The meeting was called to order by Chairman Wally Hoffman at 7:35 p.m. Roll
Call: Wally Hoffman, Dale Evans, Jerry Edwards, Jim Smith, Ken Scheckla,
Howard Duffy (7:55) , Wilbur Bishop, Tom Brian (7:40). John Cook was out of
town and unable to attend.
Staff present: B. Jean, J. Widner, J. Martin, I. Ertell, B. Adams, B.
Wheeler, K. Jennings, A. Carrick, L. Branstetter, (8:45 B. White, G. Clingan,
K. Hawes).
Guests: Jackie Hanes & Robin Aaberg (WACCAO), Bill Knutson & Peg Martin
(TCYS) , Vern Christianson (Loaves & Fishes) , Walt Munhall, Lavalle Allen, Bill
Carver, Frank Tepedino.
Bob Jean directed the committee's attention to page 4 of the budget and
pursuant to discussions from the 2/8/84 meeting revised line item 422 in the
requested column to -0- and line item 451 in the requested column to 56,253.
Page 5 new total revenues revised to read 2,955,748.
Item 2. Motion extending current officers to 6/30/84. J. Smith moved to
extend officers terms to end 6/30/84. J. Edwards seconded. Vote 7/0 passed.
Item 3. Receive budget message. This being the first formal meeting of the
budget committee, receipt of the budget message was acknowledged. Page ii of
the message shows a chart of the differences between the requested and
proposed budget. Bob Jean outlined these differences. Under social services
the proposed budget shows -0-. The requested contingency should read 10,573
instead of 160,573. The change is for the WCCLS levy.
Item 4. Federal Revenue Sharing. Proposed use of these revenues is for
City-wide support core costs for city attorney, rentals, insurance etc.
Item 5. Community Services. Bob Jean explained that the major difference
between the police budget request and the proposed budget is an additional 5
officers. In finance and services the difference would be 1 new hire and 1
lay-off. Municipal Court would have no change. Library has a drastic
difference-the costs do not include the rental charges which are in the
city-wide support section-library proposed budget would cut the budget in
half, eliminate the book budget and lay-off people. Social Services-Loaves
and Fishes is funded in the requested, but not in the proposed.
Social Services: Jackie Hanes from WACCAO explained that this program
includes emergency services, they are open 7 days a week, they provide
counseling, diapers, prescription medicines, take in whole families and allow
them to stay until they are back on their feet. Last year served 13,000
families, 65 of which were Tigard families. They are seeking additional
revenue sources.
J. Edwards wanted to know what kind of staff changes they have had since
three years ago? Jackie stated they have 8 on staff. A Jesuit volunteer
receives only 1/2 of his salary from the shelter. They also have Green Thumb
program employees, however the contract for one employee is running out.
Their contract for a weekend counselor ran out, so had to pick up this
position.
K. Scheckla wondered why WACCAO still had Green Thumb and the City's Green
Thumb is running out. Bob Jean explained that the eligibility requirements
and position functions are different. It is a federal program and they
determine where the program should be funded.
Robin Aaberg explained that the staff work 10 hour shifts and are very
busy. They are not overstaffed.
W. Hoffman noticed that the United Way funding is increased from last
year. Jackie Hanes said they are requesting this additional funding, but do
not know yet if they will receive it. The request to Hillsboro indicates
$8,000, but as of this date the City is including only $5,050 in its budget.
Bill Knutson representing TCYS explained that the funding from the City of
Tigard has been cut to prior year tax collections. The Board has adopted a
fee schedule for those users who do not give to TCYS. TCYS has cut back
staff-specifically in the parent training and family counseling area. They
have, however been able to find special funding for an alcohol treatment
specialist. If they received the proposed funding ($40,000 from City of
Tigard), they will be able to bring back on staff the family counselor and
parent training program. The program is a valuable service to the community.
Bill handed out graphs that indicate the success of the program. It is ironic
that the program was started in Tigard by a few concerned citizens, but there
is now very little funding from Tigard.
W. Bishop wanted to know that since the TCYS levies have failed three
times if the Board would be trying again? Bill Knutson stated that the Board
has decided that the tax levies were not a good source of continued revenue
� . and the method was not working.
Vern Christianson from the Senior Center Loaves and Fishes program
indicated that the request they have made is in the tax base. If the tax base
fails, would the City allow the Senior Center to go for a levy? Bob Jean
explained that with the new tax rate limitation that went into effect January
1, 1984 that staff would not recommend allowing the Senior Center to go for a
levy using the City's taxing authority. He explained the rules of the game
has changed with the new legislation--the City is only allowed two chances
with the voters to raise tax levies. Mr. Christianson stated that the
surrounding cities pay entirely for the Senior Centers in their areas.
H. Duffy asked what the average daily attendance was in the Center today?
Mr. Christianson that the Center provides classroom space for ceramics,
painting etc. , and the projected usage would be 89 per day. The Center hours
are 8-5 Monday-Friday. They rent the building in the evening to other groups.
H. Duffy wanted to know how the Tigard center use compares to others in the
region? Mr. Christianson stated they are about the same.
B. Jean requested that he speak to the Board of Directors in regard to the
change in the taxing laws at their next meeting.
Library: I. Ertell explained that the requested budget would bring the
library to a Level III service. She is not optimistic about the WCCLS
funding. The County wants to put it in their tax base, which will be before
the voters in May. She expects that without WCCLS, circulation demands will
only decrease about ll%--at one time the ratio of city/out of city users was
50/50, but with the recent annexations the ratio is 60/40. If the proposed
budget is adopted, the personal services would be cut in half, the book budget
would be reduced and it would increase volunteer requirements. She pointed
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out that there is a possibility of contracting with the City of King City to
continue to provide library services for approximately $25,000. Other out of
,- city users would possibly pay a $50.00 per family card fee annually.
Discussion followed on the merits of a fee for service concept.
T. Brian has requested information regarding King City's share of WCCLS
costs at the present time. This information to be provided next week.
K. Scheckla wanted to know if there is a fee charged now? No. How many
people are served outside the City now? Approximately 3680 have cards.
J. Smith wanted to know if King City has a library now? Yes, they have a
volunteer library that is open two days each week. Our library shares large
print materials with them.
K. Scheckla wanted to know if retired individuals would receive a discount
if the City goes to a fee for service? I. Ertell stated that this had not yet
been discussed.
H. Duffy stated that he would consider that the Library general revenues
would be the WCCLS current amount ($66,000) and the 1983-84 budget of $64,282
for a total of $130,282. The additional revenues would have to come other
sources, i.e. , fees.
B. Jean questions: What if the tax base fails? Will the Budget Committee
still have free Tigard resident library service, or will there be a minimal
fee for City residents? The tax base question is critical for police, library
and parks.
W. Hoffman wanted to know which direction the committee wanted to take at
this point in reviewing department requests. It was determined that the
departments would give an overview of their requests and then at the last two
meetings of the committee adds and drops would be considered.
A discussion followed regarding the priorities of the Council goals. The
IiAw Budget Committee would have like to have these, but as the timing is so short
it is not expected that the Council will be able to provide the priorities.
The goals have been listed already.
I. Ertell stated that the Materials and Services requested amount is up
only 5% due to increased costs. Training has been requested to keep her staff
up to date, but in the proposed these costs would be cut. Capital Outlay
includes books and other circulation materials. In prior budgets the
periodicals were included in the materials and services section.
D. Evans asked about the Apple computer request. I. Ertell stated that it
would perform many of the clerical tasks currently done manually by her staff,
i.e. , retrieval of materials, magazine subscriptions, registrations and other
tickler items, bookkeeping items, overdues etc.
Walt Munhall urged the Committee to go forward with the requested tax
base. He also has some doubts about the fee for service question.
T. Brian wanted to know if the medical/dental budgets would be higher in
each budget. The maximum dollar cost to the City was used in budgeting.
Staff will provide the Budget Committee with actual current employee costs.
Finance and Services: J. Widner reviewed the Municipal Court budget and then
gave an overview of the Finance department changes. The Department has been
reorganized into three divisions: Administration, Accounting and Support
Services. Staff requirements under the requested allow for one new position-a
data entry specialist. Under the proposed this position would not be hired
and there would be an additional lay-off of one person. This department's
request is for Level II services; the proposed budget would bring them back to
core level.
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K. Scheckla asked for additional detail on the Office Supplies & Expense
line item for the Accounting division. It will be provided at the next
meeting.
The meeting recessed. 9:40 p.m. Reconvened 9:55 p.m.
Police: R. Adams stated that in response to the direction given at the
12/7/83 meeting his requested budget provides for Level III service by the end
of fiscal year 1984-85. Changes in materials and services are due to some
inflationary costs and the way in which they have been accounted. The radio
system is now in a position of a public safety hazard. The equipment has been
used beyond its life--it is frail and obsolete. In the administrative
division there is no change in personnel, small increase in materials and no
capital outlay. A steering committee is being formed to train volunteers to
assist with the Crime Watch programs.
T. Brian wanted to know why the % of overtime increases with additional
staff. R. Adams explained that the labor contract includes a premium pay for
motorcycle and canine personnel of $96.00 per month and weekend stand-by pay
of $25.00 for investigators plus overtime any actual hours worked on the
weekend. Why won't the clearance rate increase with additional officers? The
recruits will not be experienced and until they have been on the force for
awhile the clearance rate will not increase.
K. Scheckla is the 911 system consolidated with the Fire Districts? R.
Adams 911 has been in place with the Tualatin fire district. There are 2
direct lines from the fire district and 1 direct line to the sheriff's
department.
H. Duffy wanted to know why personnel costs are increasing significantly
even excluding recruits? Contract changes and benefits costs have been the
major factor in the increase.
Patrol: Includes retro-fitting of 3 patrol vehicles.
Investigation: Includes one new car. Cars are recycled about every 2
years. J. Edwards asked about the silent alarm? This equipment is portable
and can be used in target crime areas i.e. , residential burglary, commercial
robberies, etc. K. Scheckla wanted to know how long the equipment would
last? L. Branstetter responded by stating the current equipment is over 10
years old and is still being used. Is this a high priority? Yes since focus
is to be on lowering the burglary rate. This division has been operating with
only three people for the last 10 years. Highest priority will be the
additional personnel.
W. Hoffman asked if the investigative new hires would have a higher
priority than the patrol? R. Adams stated that their would need to be a
balance between the divisions. Current emergency response time is 6 minutes.
K. Scheckla wanted to know if the annexations have caused this increase. R.
Adams stated that this has not been significant, however population served
will increase as the developable lands are filled in. A graph was shown
indicating response times.
The annual performance report indicates the trends in the police
department. H. Duffy wanted to know why the performance report is different
from what the department is presenting. R. Adams stated that the performance
report was done prior to have a full year's actual data available. The last
two months data changed the trends. He also asked if the motorcycle and
canine programs had a significant effect on the trends? The committee was
referred to the police annual report page 17 which indicates the success
ratios of both of these programs. Would it be better to add additional
motorcycle or canine groups, rather than patrol? B. Wheeler responded no at
this time.
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K. Scheckla asked about the working life span of the canines? R. Adams
reviewed the status of the programs. Loss of Jake and purchase of Major. R.
Wheeler stated 7-10 years depending on the dog.
Support Service: No new personnel, however the radio equipment must be
replaced. The equipment has been requested as a lease/purchase. Included is
a memory writer that can later be interfaced with the City word processing
system. It was explained that the support services division includes
department wide costs i.e. , towing costs. Discussion followed.
Item 6. Follow—up response and approve minutes. J. Smith moved to approve
the minutes of 2/8/84. W. Bishop seconded. Vote 7/0 passed.
The meeting was adjourned at 11:05 p.m.
Xe i
ally Hoff a' n
(0196F)
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