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03/29/1988 - Minutes � CITY OF TIGARD BUDGET COMMITTEE Minutes of March 20^ 1988 7:00 p.m. — Town Hall Conference Room City Hall Members present: Judy Christensen, Floyd Bergman' Deborah Hinton, George Burgess, Tom Brian, Jerry Edwards, John Schwartz, Carolyn Emonn Staff present: Bob Jean, Wayne Lowry, Cliff Scott, George Anne Miller, Irene Ertell, Randy Wooley, Sherrie Bur6ank' Jill Manley, David Lehr The meeting was called to order at 7: 10 p.m. The Minutes of March 15 were deferred to a later date. The Senior Center Budget Subcommittee made up of Judy Christensen, Floyd ' � ( Bergman, and Deborah Hinton reported to the Budget Committee the results of their discussion with the Senior Center. They recommended $3,080 annual out in operations for a three year period, and the appropriation of $11'680 as the City' s share of grant funding for repairs at the Senior Center, *khow Ed Smith, representing Loaves and Fishes, addressed the Budget Committee to - discuss the Senior Center repairs and improvemento . He explained he didn' t want the seniors to use operating funds to do these improvements and that there were other ways to raise the funds . Most of the Budget Committee members agreed that the entire improvement should be done at the same time, including the ramp and the tubes . Carol Eadnn motioned that $11,080 be added and that $3,000 be dropped from the 88-89 budget. Tom seconded with a unanimous vote of those present, Wayne Lowry, Finance Director, reported to the Budget Committee on the status of revenue estimates and beginning fund balanoeu based on actual history to date. Wayne explained that although some revenues were up, no adjustments should be made at this time, however, there may be some adjustment during the public hearing before Council at adoption. Floyd Bergman questioned what the increased hotel/motel tax would be used for from Embassy Suites . He suggested saving money to defer the tax base request. Bob responded that the increase in hotel/motel tax was already figured into the 5-Year Plan, therefore, was not really extra money. BobLibraries began a discussion of WCCLS formula and how the new formula affected the distribution of revenue from the WCCLS system. He explained the Tigard estimates increased to $254, 488 for the 88-89 fiscal year, and that because of that increase the Budget Committee should consider increasing library hours and adding 1 .5 FTE to the library budget' including also adding more funding �w� for book purchases . ' After some discussion of the formula and the funding required to open the library to 61 hours per week' Tom Brian moved to increase the revenue estimate in the 88-89 budget by $30.000 and to add 1 .6 FTE plus books, and materials, and services in the name amount to the library budget for 1988-89. George Burgess seconded the motion. The vote was unanimous of those present. .DD/DROP LIST UPDATE At this point the Budget Committee directed its attention to the updated add/drop list. Bob Jean went over the add/di-op list with the updates from this meeting and posted it on the wall in the Budget Committee room. The Budget Committee then began discussing each item on the add/drop proposed liot. As each item was discussed by the Budget Committee and a vote taken, the items were either left on the add or drop list or deleted from the list for altogether and left in the budget as they were proposed . Revised add/drop list is attached to the budget minutes , ONS Jerry Edwards began a 6ioouooiun of the add/drop list by addressing some salary figures in the library budget. It appeared that the salary figures were not correctly computed . After some discussion, the committee asked that the Finance Director review all salaries included in the budget and make any corrections necessary at the adoption hearing. Jerry also questioned police invest igations workload indicators in relation to personal services . There was some discussion about workload indicators and Jerry suggested that we may want to add a vehicle or two to police investigations . No discussion followed. 1%4WWW The committee began to discuss the proposed drop of the Office Services 8A-'I ' discussion, explaining i position for $15,500. Jill Monley began the oouon on' uxp ain ng opeo al projects and the volume of work that area of Office Services performs for both Council and departments . Bob explained how the City is lean on clerical staff because we have a centralized clerical section. Irene from the Library and David, the Police Chief, both Supported the position because they have no clerical support in their departments . Jerry Edwards asked Jill Monley which position was more important' purchasing or the 044; Jill responded that the purchasing position was more important. The Budget Committee then began a discussion of the purchasing position. Bob Juan said that this position will save timm and money. There was some discussion on how the saving's, would ouour. Aftur much discussion the Budget Committee proposed that the purchasing position be left in the proposed budget, however, all departments throughout the City would out their materials and services and capital outlay by 1 percent, which is the estimated savings that would occur with centralized purchasing. Jerry Edwards made the motion to not drop the purchasing clerk position. Debbie Hinton seconded . The vote was unanimous of those voting. By unanimous decision the 0A-'I position was taken off the drop list an6 wao left in the proposed budget as proposed . Because both positions were not dropped from the proposed budget the corresponding overtime and related benefits in Community Services were deleted from the add list. Tom, Debbie, and Jerry all voiced their support for the OA-1 position. Next on the add list was the Senior Center. The Senior Center add of $11,680 for the C[)BG match was left on the add list, ' The discussion then turned to the 4th of July celebration. There was some discussion as to whether the City should support this type of activity. John ,%Noe Schwartz motioned that $3,008 be left on the add list for the 4th of July. Carolyn seconded. The vote was five in favor, three opposed . The next discussion involved the Fanno Creek Conference add of $500. Carolyn mentioned that perhaps in-kind donations or raising the charge might fund this activity better. Jill mentioned that the conference was a great ouocuyo^ very positive, and that she thinks she needs $900 for next year. With no opposition the Fanno Creek addition of $500 was left on the add list. The next item was the volunteer awards banquet for $500. After some discussion Debbie moved and George seconded to leave the item as an add. There was one opposing vote. $500 was left on the add list for the volunteer ~oe awards banquet. Community Development had requested additional janitorial funds for the modular unit of $1,080. There was a motion with George seconding that the $1,080 be left on the add list. No opposition. Next on the a66 list, Chamber of Commerce brochures for $3,000; display unit for $2,000; camera, film, and developing for $750. After some discussion it was determined that the display and the camera would not be left on the add list, therefore, were deleted. The brochures for $3^000--Jerry Edwards motioned that $3,000 be left on the add list' Tom seconded. No opposing votes. At 10:25 p.m. a decision was made to continue with the meeting in hopes of ��, completing the Budget Committee' s recommendations in this meeting. The next items on the drop liot were shop related equipment--a flnur crane, $400; fuel recording system, $2,000; high pressure washer, $1,600; vacuum cleaner, $50; buffer/scrubber, $1,200. Pare was also a Utility Worker I position on the drop list for $28,000 related to shops vehicle maintenance. After some discussion, Bob suggested that maybe a lower level position maintenance worker, instead of utility worker for $4'000 less, could suit the needs of the shop personnel , The Utility Worker I position was converted to a - Maintenance Worker position for $19,000' therefore, $4'000 was left on the drop list. The floor crane for $400 was deleted from the drop list. The fuel, recording system for $2,000 was deleted from the drop list. The high pressure washer for $1^600 was left on the drop list. The vacuum cleaner for $50 was deleted from the drop lint. The buffer/ucrubbur for $1,200 was left on the drop liut. After some discussion the Budget CommitCee unanimously decided to add $9,000 to the add list for additional janitorial services . Streets CIP overlays for, $28,000 was left on the add list and the corresponding street lighting uignalization drop of $20'000 was also left on the drop lint. No opposing votes . The next item on the add/drop list to be discussed was the Bamford side mower replacement for $45'000. After soma discussion and review of material submitted by the City Engineer Randy Wooley and the Community Development Operations Superintendent` John Schwartz made a motion Lo drop the mower, however, there was no second. After reviewing the information and more discussion, it was unanimously decided not to drop the Bamford mower, therefore, the $45'080 was deleted from the drop list. The next items discussed was the Civic Center expansion for $400,000. Bob ^ highlighted the details of the expansion, including a memo that he passed out at the March 8 meeting, dated March 7. Council has authorized an architect to report to Council in May of space needs, feasibility, and design. Bob also pointed out his analysis of the side—by—side comparison of the alternatives of waiting and adding during this fiscal year. Judy voiced her concern over the future of the economy and how this might affect the size of building that the City might build . Fluyd asked where the $400,000 was coming from. Bob's response was from growth revenues . Carolyn mentioned that she was un the Building Committee and that the growth to date was greater than expected, and that even without annexation the addition was necessary. She agreed with Bob that we should pay now and not pay later. Jerry Edwards mentioned that since the money is already here and it' s not tax payer funded, it is just as logioal and beneficial for us to do a 10—year facility rather than to build too small . Judy pointed out that it has cost the taxpayers . Jerry responded that we had penalized ourselves because of our visibility and that this money would not be ill—opent. Tom also mentioned to the Budget Committee that if the Budget Committee chooses to leave this in the budget, there are still Council approvals and checkpoints throughout the process . The committee unanimously decided to remove the Civic Center expansion from the drop liot. Nu action was taken on the excess 5—Year Plan reserve of $20'000 on the drop lint' therefore, it was deleted frnm the drop list and left as it is in the Proposed Budget. The Budget Committee then reviewed the add/drop list, recommendations which resulted in total revenue increase of $39,000; net expunditure adds $87,760; net expenditure drops of $75'900. The recommendation as read by the Committee Chairperson was as follows : A motion to recommend approval of the 1088-89 fiscal year budget as amended by the Budget Committee in the amount of $16,910,382. A motion to recommend approoal of the 1988 89 total tax levy of $2,453,829. Deborah Hinton moved that the Budget Committee approve both motions; Jerry Edwards seconded . The vote of those present was 7 in favor with John Schwartz abstaining. There was some discussion of the budget process for next year. Bob mentioned that he will provide to all Budget Committee members the detail of the full budget with tabs separating the programs, and the summaries will be on colored paper. Staff will put together this document and present it to Council on June 13 . Staff will update the 5—Year Plan this summer and the Committee will meet in the Fall to talk about CIPo, the annual audit' and the 5—Year Plan. The Committee will then get back together in January for the proposed supplemental 6udget. Meeting adjourned at 11 :25 p.m. It should be noted for the record that Joyce Patton, Budget Committee member, was out of town during this meeting of March 29' 1088 . She did' however, submit written findings of her choices for adds and drops in a letter addressed to Bob Jean, City Administrator dated March 24' 1088. This letter- was etterwao included in all Budget Committee member' s packets in the March 20 meeting. - '.- os/5061D ' ~' �' � ~ ` CITY OF TIGARD 1988-80 PROPOSED BUDGET BUDGET COMMITTEE PROPOSED ADD/DROP LIST FINAL AT 3/29/88, 11 :30 PM ADDS DROPS ����������_�����������_���������_��������������� �_����� HCCTS DESCRIPTI00 AMT ACCTS DESCRI �� ��' ����� ����'������������'���� 0110 Senior Center $11'680 1500 Senior Center $3,000 CDBG Match Support (per, year for 3 years) 4180 Chamber of Comm 3,000 Brochures 1400 1 .5 FTE Library 20,000 (increased revenue) 4100 4th of July 3,000 4100 County Econ. Dew. 25,000 Contract Fanno Creek Conf. 500 Volunteers Award 500 Banquet Increased Janitorial *40W Modular, ' 1 080 Service 0,80O 2150 Shops Equipment High pressure 1,600 washer Buffer/scrubber 1,200 Utility wkr 4,000 reduced to maint. worker 6130 Streets CIP 6130 Street Lighting 20'000 overlays 20,{x}0 City Wide (1% reduction SIX} in M&S & C/0) TOTAL EXPENDITURES ADDS 8Z,ZgL TOTAL EXPENDITURES DROPS Q,y<X} Revenue 10-'42200 WCCLS Distr. 35,000 10-45700 Library Fines 1,0.09 TOTAL REVENUES ADDS cs/5003D - -- ' / '