03/15/1988 - Minutes , CITY OF TIGARD BUDGET C0MMITTEE
Minutes of March 15' 1988
6:80 p.m. — Town Hall Conference Room, City Hall
Members Present: Judy Christensen, Floyd Bergman, Joyce Patton, Deborah
Hinton, George Burgess, Valerie Johnson, Jerry Edwards, John
Schwartz.
Staff Present: Bob Jean, Wayne Lowry, Randy Wooley, Cliff Scott, Jill
Munley.
The meeting was called to order at 6:40 p.m. by Chairperson Christensen.
MINUTES OF MARCH 8, 1988 MEETING
There were no corrections or additions to the minutes of March 8, 1088,
REQUESTS FROM TIGARD CHAMBER OF COMMERCE BY PEGGY BYRD
Peggy Byrd from the Tigard Chamber of Commerce addressed the Budget Committee
to get some money in the budget for three separate itemn .
The first request was $3,008 for the reprinting of the City of Tigard brochure
which in handed out in the Chamber of Commerce packet given to residents
relocating, and to business. Peggy pointed out that 10,000 of these brochures
were printed in 1083 from hotel/motel tax and that the brochure needs to be
updated and reprinted at an approximate ouut of $8,000.
Peggy then requested $2,000 from the Budget Committee for the purchase of a
portable display unit to be used at travel ohnwo^ conferences, meetings, etc.
She also indicated that such an item would be for cooperative use between the
City and the Chamber and that we could use it whenever needed.
The third item requested from the Chamber was $750 for a camera, film, and
developing. Peggy pointed out that there is no record in the Chamber or the
City of several positive public events that have occurred recently. In order
to document those things she suggested the purchase of a camera. The total
request from the Chamber of Commerce was $5,750. She explained that amount
was a drop in the bucket compared to its value to our community. Bob
indicated the benefit of buying the camera was that someone from the Chamber
would be taking the pictures and it wouldn't take up staff time. Jerry
Edwards felt that the brochures and the display were okay, but perhaps the
local business interests should purchase the camera. Peggy then mentioned
that were there no business in Tigard there would be no Tigard . Floyd Bergman
motioned that the $5,758 be added to the add list,
BobOTHER ADDS AND DROPS
pointed out that he had added several items to the drop lint. Ending fund
balance of $810,800 in the 5—Year Plan; $848,000 in the proposed budget, with
additional discretionary dollars of $30,000. He also indicated contingency in
the General Fund 5—Year Plan of $100,000. The contingency being budgeted in
the proposed budget, $125,080, giving some discretionary dollar's of $25,000.
A total of $55,800 above the 5—Year Plan at the discretion of the Budget
Committee. Bob also mentioned that several expenditure items had been added
to the add liat. Those are Fourth of July, $3,800; Fanno Creek Conference,
$500; volunteer awards, $508.
Chairperson Christensen called on Bob Jean to go over the policy and
administration program budget presentation and discussion. Bob began by
referring to the handout packets and pointed out several schedules that were
in the packet, including the training and travel summarization, personnel
summary, library 5—year plan summary, and several schedules regarding
organization structure.
BobPOLICY AND ADMINISTRATION
pointed out that the proposed policy and administrator budget of $188,092
was under the 5—Year Plan limit and that the percentage of operating budget is
down to 2 .4 percent and was around 8 percent in 81-82. Bob also explained in
the Council section there were no changes over last year and explained several
of the conferences and training and travel related items in the proposed
budget for Council. Bob then went on to administration. He pointed out that
2.5 FTE were being budgeted in the proposed budget and that the half FTE
represented an "Assistant II" position planned to be filled mid—year, which
would then increase in the following year to three FTE. Thure was some
wow discussion regarding whether the mayor and one council member going to several
conferences was enough. Jerry Edwards pointed out that this was a new thing
for Council members and that more should, but they need to net some guidelines.
COMMUNITY DEVELOPMENT PROGRAM BUDGET PRESENTATION AND DISCUSSION
Chairman Christensen introduced Randy Wooley as the acting director of
Community Development and asked him to explain that program. Randy began by
describing Community Development as the largest department in the City, and
his feeling was it was full of hard working, high quality staff. He pointed
out that the proposed budget in within the 5—Year Plan in total, although
there were some adjustments within sections that may be higher or lower than
the 5—Year Plan. Randy pointed out that Community Development goals include
7 of the 8 Council goals, Randy' s staff deal with many committees and NP80 .
He pointed out that his management staff has been cautious in adding staff
positions and is leaning more towards equipment to increase efficiency and
productivity. He pointed out that Development Services as a division,
ruopnn6a to the rate of growth while Operations an a division responds to the
actual size of the City.
There are 31 vehicles in the fleet that should he replaced every 5-10 yearn.
This year the budget plans on replacing 1/5 of them.
C OW UNITY DEVELOPMENT ADMINISTRATION
Randy pointed out that there are really no changes in this section.
COMUNITY DEVELOPMENT SERVICES - ADMINISTRATION
^ The two FTE in the proposed budget represent a Development Services Manager
and one full-time 0A-I.
COMMUNITY DEVELOPMENT - BUILDING
Permit revenue activity is way up. Randy expects that to continue for another,
year. There in also a new code being handed down for single-family
inspections from the state and they expect that to increase the workload of
the building staff. Randy mentioned that this proposed budget includes one
additional building inspector, which is the third inspector position, and the
justification for that relates to the revenue projections being $45,000
greater than the 5-Year Plan indicating. Judy Christensen questioned the
workload indicators . Randy responded by saying that the residential numbers
were conservative and that this year they expected less dollars but more
permits. Randy indicated that pre-applications are up. Questions about
activity are up and building activity in up. All of which were not
anticipated back in January. Inspectors are in short supply. Jerry Edwards
asked about temporary hires or contracting out. Bob responded by indicating
that during times of peak activity such as this coming year, it' s hard to find
cities that had extra capacity to contract out. One FTE is not over-reacting
to market conditions . There was also some discussion about on6e enforcement
officers and vehicle replacemuntx.
COMMUNITY DEVELOPMENT - PLANNING
Randy mentioned that they had just filled the half FTE that was approved by
Council mid-year. That position was going to be working on special projects
and Council goal issues .
COMMUNITY DEVELOPMENT - ENGINEERING
Randy mentioned no staffing changes. Three bodies were added in 87-88 at
mid-year and that materials and services were a bit higher in 87-88 due to the
modular unit and aerial mapping. They're also requesting one new vehicle and
surveil equipment. $3,000 for traffic counting equipment' $13,500 for survey
equipment. Randy indicated that this equipment will pay for itself in one
year. It coordinates with the computer equipment and software that' s
currently being purchased. Savings from this equipment will be realized in
office time. Randy then directed the Committee' s attention towards the
Operations Division.
PUBLIC WORKS - ADMINISTRATION
Randy indicated there were no new positions being requested here. The two FTE
represent one superintendent and one secretary. In the capital outlay there
was one vehicle replacement. Judy Christensen was concerned that there were
two vehicles for two people and wondered if there were tow many backup
vehicles not really being used. She requested a schedule of vehicles . Randy
Wooley gave the committee a summary of vehicles currently in the fleet. There
were a total of 50 vehicles, including 18 police cars, 1 Community Services
pool car-, 31 Community Development vehicles, including dump trucks, etc. , and
that this budget, due to its inclusion of several replacement vehicles results
in a net gain of 2 vehicles in Community Development. The average FTE per
,
vehicle is 3 FTE per 1 vehicle.
44 W'
PUBLIC WORKS — SHOPS
Randy indicated that the building maintenance position in the 87-88 budget in
administration had been moved to the shops area. He indicated that the City
of Tigard was far behind other similar cities in their staffing in the shops
area. There is a new position requested in the shop' s proposed budget. The
position is listed as a Utility Worker I. The intent of the position is to
deal with the fleet maintenance ruoordheeping and to run errands for the two
mechanics that are currently on staff, to pick up parts, deliver parts, and
things like that. Bob Jean explained that this is consistent with the 5—Year
Plan and that it was a minimal request and that the intent was also to begin
doing preventative maintenance, Jerry Edwards noted that the 88-89 proposed
budget in this unit was $50,000 greater than the revised 07-88 budget. He
suggested contracting out for major repairs instead of hiring the position.
Jerry Edwards suggested we add the Utility Worker I position to the drop
list. Randy Wooley pointed out that the real increase in $23,800, not
$50,000, because $25,000 belonged to the building maintenance position that' s
now shown in this budget unit. Jerry Edwards thought that the Committee
should look at other alternatives and not put more money into shops. John
Schwartz commented on the poor facilities that we have for shops. That
they're over-crowded and that we shouldn't add a third position. He agreed
with Jerry that work should be contracted out until the facility is upgraded.
Cliff then explained that the new position was not a mechanic position, but
was a utility worker position that would not be working on vehicles but would
be doing other support activities for the two positions that currently work on
vehicles. Valerie felt the work should be contracted out and it would be more
efficient. Bob went on the record to totally disagree with Jerry, Valerie and
John. He felt it would be 3 to 4 times more expensive to contract out the
work. He indicated that it was the Committee' s decision to make and that
staff woul6 defer to the Committee's decision and that it would be easier to
contract it out, however, he didn't feel it would be cost effective. Jerry
felt that the $23,000 should go into contractual service for major repairs.
After some further discussion Judy Christensen motioned to add $28,000 for the
Utility Worker I position in shops to the drop list and add $23,080 in shops
on the add list for materials and services. There was then some discussion of
capital outlay items . The total capital outlay in the proposed budget was
$6, 100, which included $4,000 for floor crane, keylock high pressure washer,
and $600 for a vacuum cleaner, $1,200 for a buffer/scrubber, $300 for a wet
vacuum. Jerry Edwards wanted to know where the price of $600 for the vacuum
cleaner came from. He felt the price was inflated. Cliff responded that the
quote he received for a Clark 18—inch vacuum was $550. Randy indicated that
some contingency was built in because these items will not be purchased for
another 6 or 8 months . There was quite a discussion on the dollar amount of
items in the budget and whether they were estimates or actual . Bob pointed
out that there was a lack of staff in support areas, therefore, best estimates
were used . Just because the amounts may be budgeted, does not mean they will
be spent. All of our purchasing is purchased at least cost. Jerry wanted to
drop the $4,000 in shops equipment and $1,280 for the buffer/scrubber, and $60
� for the vacuum cleaner. All those items were added to the drop list in
shops. In closing, Randy stated that Shops was consistent with the 5-Year
Plan and that he did not feel that the detail was necessary. His intent was
to present the programs .
WASTOWATER
There was some discussion about the workload indicatoro in Wastewater. Some
lines are cleaned more often than others . Randy indicated that the Wastewater-
proposed
autewaturpropoaed budget was 1/4 FTE under, the 5-Year Plan. John Schwartz began a
discussion of the 5-Year Plan and whether it's an absolute figure or not. Bob
explained that the 5-Year Plan is only a base line and that his intent was to
use the 5-Year Plan to weigh decisions made to go over it or under it and
those decisions effect on the promise to the voters regarding the tax bane.
The 5-Year Plan is a benchmark and it should only be used to gauge our
progress toward keeping that promise,. Judy stated that the budget figures
were riot maliciously misleading. She explained that all these things were in
the 5-Year Plan and that Council supported the 5-Year Plan. The budget
process is an annual review and realigns the budget for each year to the
5-Year Plan. She indicated that staff shoots for service level while the
committee is actually the reality check . There was a discussion of service
levels . Deborah Hinton was concerned because she didn't have the detail in
front of her that several other council members were discussing. Judy
Christensen then explained to the new members how the Committee got lost in
detail in the previous budget process, and that it was decided that detail
would nut be given to all the budget members but would be there for reference
��. if necessary. Burgess also voiced his frustration with not having the detail
in front of him that were being dioouonu6 by other committee members .
Bob asked Judy Christensen if he could make several comments regarding the
budget process . He communicated two ideas to the Budget Committee,
1. That it' s different this year. The 88-89 proposed budget is the second
year we've used the 5-Year Plan. The 5-Year Plan is not justification for
any expenditure but it does keep un focused on policy consequences,
whether we overstep or underntep the 5-Year Plan. It insures that we keep
the promise to the voter. He explained that no one wants to keep the
promise more than he does . He will take responsibility for implementation
of the proposed budget.
2. The proposed budget is a budget that's within the 5-Year Plan and
consistent with the Committee goals . If the Committee forces a lean
budget and categorizes individual items, this limits the flexibility of
managers . He encouraged the Budget Committee to keep in mind both
things . He wants a budget that the Committee can support, but he
indicated that the staff has to buy into it also. It' s a social contract
between staff and the public via the Budget Committee.
'vu�
Chairman Christensen then moved the discussion hack to Wastewater. Randy
Wooley continued on with capital expenditures being budgeted in the Wastewater
Department. He talked about a vacuum 'et rodder, sewer cleaning truck
budgeted at $130,080. He explained that this addresses both safety and
efficiency, keeps men out of manholes, it replaces a flush truck, and it' s
slated to increase productivity. He also pointed out that this vehicle has a
four— year replacement cycle.
BobCOMMUNITY DEVELOPMENT — STREETS
indicated that a street lighting analysis had been done since the proposed
budget, was given to the Budget Committee, and due to tighter estimates he
felt that street lighting could be reduced from $250,008 to $230,080 in
materials and services. He then indicated that the additional $20,000 of
resource should be added back into capital improvement program--streets, for
overlays . So $28'000 in materials and services in streets was put on the drop
list, and $20,000 for community improvement program—utree tu, was put on the
add lint.
Randy Wooley went on to explain the capital expenditures in streets, three
replacement pickups for $29,080; a replacement shoulder mower, referred to as
the Bmumford for $45,000. The replacement of the shoulder mower is a safety
issue and the machine that we currently have no longer works and it' s not safe
to send anybody out with it. After, some discussion Valerie Johnson moved that
the Baumford replacement be put on the drop list for $45,000.
COMMUNITY DEVELOPMENT — PARKS
Randy indicated that 1 additional FTE was related to the USA maintenance
contract for the Durham Treatment Plant. That contract has not yet been
entered into but it' s expected to be signed in April . The cost to USA is
$27,000, including depreciation of equipment, etc. The contract price being
negotiated currently is $31,700. There is m more than $31,000 increase in
personnel services due in part to the addition of this new position but also
increases in existing salaries and benefits for existing employees. They're
expecting the contract to he a three—year agreement. Bob suggested and
proposed in his budget, to roll the $5,000 of "profit" into the parks
program. If the contract does not work out, or is not signed, the related
expenditures and position will be deleted from the budget before Council
adoption. Floyd suggested that we should consider contracting out all park
maintenance. No discussion followed. Capital expenditure proposed is for one
tractor, which will replace two exiutirig ones related to safety and
versatility.
The committee took a break from 0:25 to 0:35.
BobALL OTHER PROGRAMS
Jean summarized the CIP summary page, including the Civic Center expansion
which will give the City Center 7,000 additional square feet and an elevator.
Waotewater, capital expenditures, capital improvements of $308,000 for sewer
and $150,000 for storm drain. Street' s CIP about a quarter million dollars in
work in process, 72n6 LID, and street overlays of $60,080, and $333,008 in
discretionary projects, system and growth related.
Parks CIP $140,008. Bob pointed out that it waon`t yet determined if this
would he spent on Parks projects or necessary land acquisitions for Summerlake
and other areas . Bob explained the LIDn, the Capital and bonds and the fact
that they have been separated into two funds in this budget due to GASB
'
statement No. 6.
Jerry Edwards wanted the Budget Committee to discuss the Civic Center
expansion. He, therefore, requested that the $400,000 be put on the drop
list. Bob called everyone's attention to the handout passed out at the March
8 meeting that discussed the Civic Center expansion and requested that they
read that and ask any questions during the week prior to the next meeting.
Bob explained the contingency and reserve portion of the all other program.
He explained the equipment reserve and the fact that last year therm was
$100,000 reserved for equipment replacement that was going to be spent in part
for the sewer capital equipment this year, and that the $45,000 was in the
reserve for the 1088-80 contribution for future replacement. Total
contingency of 1 .2 million, $125,080 in general fund operating contingency and
$840,497 in the 5—Year Plan reserve. Bob explained contingencies in the other
funds and how the sewer and storm drain funds contingencies were used to avoid
cash shortages and other funds on a temporary basis .
The meeting concluded at 18: 10. It was recessed until March 29, 1088, at 6:30
in the same location.
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