03/08/1988 - Minutes CITY OF TIGARD
BUDGET COMMITTEE
Minutes of March 8, 1988, 7:08 PM
Town Hall Conference Room, City Hall
MEMBERS PRESENT: Judy Christensen, Chairperson; Committee Members : Floyd
Bergmann, Tom Brian, George Burgess, Carolyn Eadnn, Jerry Edwards, Deborah
Hinton, Valerie Johnson, Joyce Patton, and John Schwartz.
STAFF PRESENT: Sherrie Burbank; Office Services Manager, Irene Ertell,
Librarian; Bob Jean, City Administrator; David Lehr, Chief of Police; Jill
Munley, Community Services Director; Catherine Wheatley, Deputy Recorder; and
Randy Wooley, Acting Community Development Director;
The meeting was called to order at 7:88 PM by Chairperson Christensen.
MINUTES OF MARCH 1, 1988 MEETING
There were no corrections or additions to the minutes of March 1, 1988 .
CITY ADMINISTRATOR COMMENTS
Bob Jean commented about the Five—Year Plan and the Departmental Proposed
Budgets all being at or below target levels . He encouraged the Committee to
defer as much as possible to the Department managers' judgment on the mix and
uses of resources as long as they are under limits, and to not arbitrarily
supplant Committee judgments for that of the the responsible manager. He
stated that if the Committee wanted to out workloads and resources below
target limits in order to reprioritize the Plan, that he felt that was fair.
STATE REVENUE SHARING — Continuation of Public Hearing
Public Hearin- Op n .d.
Chairperson Christensen opened the public hearing.
Youth Contact
Judy Harris, Director of Youth Contact, described the services provided by
this agency. Primarily, Youth Contact provides counseling for youth with drug
and alcohol problems placing emphasis on those individuals who have been
identified as delinquent or at high risk (may also have been involved with the
juvenile justice system) .
Youth Contact has an office in south Tigard (Sooffino Street near, the Civic
Center) with the main office located in Hillsboro; these are the only offices
for this agency .
The agency serves, on aver-age, about 20 youth plus their families. Kathy
Palmer, board member of the Youth Contact organization, nuted the benefit to
Tigard families requiring this service to have an office nearby rather than
being required to travel to Hillsboro.
Chairperson Christensen thanked the representatives of Youth Contact for their
,
presentation.
Budget Committee Minutes — March 8, 1988 — Page 1
. . ° .
Linda Tatum from WCCAO addressed the Committee. She said that social service
funding is everyone' s responsibility. She noted that there has been a
--
coordinated effort to bring this service to this part of the county noting the
distance between the Tigard area and Hillsboro.
Cheryl Hilbert reviewed some statistics as well as services provided by
WCCAO. Services included: clearinghouse for emergency shelter, distribution
of food boxes, and distribution of rental assistance money. She noted that
Tigard is a significant user of the service.
Molly Faller spoke to the Committee on another service provided by this
organization called Neighbor Share. This in an umbrella organization working
with local churches as a centralized focal point to identify resources for
needs throughout the community.
Carol Moore, a member of WCCAO, advised that WCCAO provides a needed service
in the Tigard area and urged funding support from the local government.
Chairperson Christensen thanked the representatives of WCCAO for their,
presentation.
Public Hearing_Continued
Public Hearing was continued by Chairperson Christensen to the March 20, 1988
meeting.
COMMUNITY SERVICES PROGRAM PRESENTATION AND DISCUSSION
Tigardyhristian Youth Services (TCYS)
Bill Knudsen of TCYS reviewed some of the history of this organization. He
noted that Tigard support of TYCS has made a big difference in keeping this
service available to Tigard. Mr. Knudsen advised that this organization
services about 400 to 450 kids per year.
There was discussion concerning the house where TCYS in located. This houoe
has been made available to TCYS from the City of Tigard for one dollar a year;
maintenance has been done by TCYS. It was noted that for matching fund
purposes, it has been estimated that this contribution from the City is worth
approximately $6,000 per year.
Chairperson Christensen thanked Mr. Knudsen for his presentation.
Senior Conte!:
There were no representatives present from the Senior Center. City
Administrator outlined the application for the Senior Center Community
Development Block Grant request. Presently there is a passive solar heating
and cooling system which has not been working as well as anticipated. The
original Block Grant request was for removal of the passive solar heating and
cowling system with an increase in square footage of approximately 1,000
square feet. The Policy Advisory Board agreed to match funds for a new
heating system for $86,000. The amount to be matched totals $32,000.
�111,1'jw
Budget Committee Minutes — March 8, 1988 — Page 2
There was considerable discussion on the amount that must be matched by either
the City or through fundraising at the Senior Center. City Adminiotrator,
outlined options available:
(1) Reallocate dollars in the Five Year Plan up to $32,000
(2) Obtain the funds through fundraising activities conducted by the
Senior Center,
(3) Turn the grant back .
City Administrator noted timing was important; award of the grant money is
scheduled for July 1, 1988 . There was discussion of Fixe—Year—Plan—years four
and five which have about $15,000 per, year earmarked as operating funds for
the Senior Center. The possibility of using this money to match the grant was
discussed. Committee member Bergmann commented that the citizens who use the
Senior Center should be advised that there may not be any operating funds (in
years four and five of the Five Year Plan) should they be used for the block
grant match.
Committee member Johnson noted that she felt the Senior Center was very
important for the seniors in the community as it represented the only
socializing and hot meals that some of these people had the five days a week
it was open. Committee member Bergmann suggested that King City could be
asked for a contribution to the Senior Center an some of their citizens
utilize this facility.
There wan discussion on the possibility/desirability of considering an
appropriation from the contingency fund. Committee member Edwards said that
the dollars should be in place before committing to the $32,000 matching funds
needed for the grant; that is, determine where and how this money will be
Q~ obtained.
Committee member Bergmann commented that since this is a City—owned building,
the City might consider paying for part of the heating system an an investment
in their own property . Committee member Hinton advised that she would not
like to see the operating funds be used to meet this match as she would not
want to see the City borrow against the future.
$32,000 was placed on the "add" list.
COMMITTEE MEMBER EAD0N ARRIVED: 8:05 PM.
Library Deparymy
Vince Matarreue, Chairperson for the Library Board, noted that the Library
would be going through the Requested Budget column which was an increase and
outside the Five Year Plan. The Requested Budget amount would enable the
Library staff and volunteers to continue to provide the current level of
service by increasing staff, adding to the collection, expanding & furnishing
flour area (by moving the detection system) and adding computer terminals .
Library Board Chair Matarreue noted that the Five Year Plan had been
conservative when estimating increased usage; therefore, the Library Board was
supporting a variance for an increase outside the Plan.
Budget Committee Minutes — March 8, 1988 — Page 3
Irene Ertell, Librarian, advised the Budget Committee that the increase in
Library usage has not leveled off but has continued to go up. She described
plans that could be implemented if the Requested Budget was approved, Two
additional FTE (for a total of 15 FTE) were shown in the Requested Budget
column. This increased FTE would allow for improved service at the reference
desk.
Librarian reported that the Requested Budget column was prepared to reflect an
increase in hours and collection at the request of City Council . Librarian
noted that hours would be increased as follows :
Mon. : 0:38 AM to 0:00 PM (it is now 1:00 p.m. to 5:00 p.m. )
Tues. - Thurs . : 0:38 AM to 0:00 PM ( now closes at 8:00 PM)
Fri . & Sat. : 0:30 AM to 5:00 PM
Sun. : 12/30 PM to 5:00 PM (now closed on Sundays)
Total amount being requested outside the Five Year Plan/ $01,000.
COMMITTEE MEMBER BRIAN ARRIVED: 8:35 PM,
The Budget Committee received a memorandum, dated March 7^ 1088, from thm
Library Board. Librarian called attention to the fact that a Library cannot
produce revenue in amounts large enough to offset a significant amount of
operational oouto. However, through the use of volunteers, $82,000 has been
saved. The volunteers give their time in the expectation that this will make
funds available for books and other Library materials, Librarian also noted
that the Friends of the Library have contributed another $5,000 for
furnishings, computers, and books .
City Administrator noted that the Tigard Library has one of the highest rates
of volunteer service in the state. Library volunteer,, Betty Allen (retired
librarian), said she had never seen a Library that accomplished so much with
so little.
Chairperson Christensen thanked the Library Board for their comments and
attendance.
Commynity. Services Department
Community Services Director reviewed the services provided by this Dept. She
then summarized the following accounts and the function they support:
Account 120: Administration/Personnel, - City-wide personnel, department
administration, community involvement, rink management, special
projects, and assistance to the City Administration Department.
No major changes were recommended.
Account 121 : Finance. - A Purchasing Clerk (0A IV) position was proposed
(part of the Five-Year Plan) .
Account 122: Accounting - No major changes have been proposed.
Account 123 City Recorder/Support Services - No major changes have been
proposed.
Budget Committee Minutes - March 0, 1988 - Page 4
' ^
Account 124 Office Services - Community Services Director advised that
funding from this account provided City-wide support services
such as word processing, switchboard, project support, etc, One
^
additional FTE, an 0A I, has been proposed. CS Director noted
- that turnover- in the part-time, temporary help in this section
has been very high. Individuals are being trained and
familiarized with City procedures, and then leaving to fill a
vacancies within the City. While this has been good for other
areas in the City workforce, Support Services has had to cope
with an ongoing training process , Community Services Director
said that the addition of this position would land stability to
this area of City-wide support.
Account 130 Court - Community Services Director noted that minor- traffic
caseload has tripled, but with the changes that have occurred an
a result of the Court Study, there have been no major, changes
recommended at this time.
Community Services Director stressed that the Community Services Department
supports the activities of all other departments .
Committee member Edwards questioned the 0A IV purchasing position and whether
therm was a need for this type of service. He requested further documentation
concerning benefits to be gained from purchasing centralization. Community
Services Director clarified that no one in the City would be forced to
centralize purchasing efforts, but this would be available as a service to
save time and money. Librarian and Chief of Police indicated support for this
position and said they would utilize it. They both explained they would
continue to prepare specifications for specialized Library and Police
equipment, then turn those specs over to the Purchasing Clerk to obtain quotes
and find the best prices .
Community Services Director described the burster upgrade.
The 0A IV position at $16,800 plus benefits was added to the drop list as well
as the 0A I office services position at $12'048 plus benefits . City
Administrator and Community Services Director noted that if these two
positions were to be dropped overtime line items would be upwardly impacted.
Police Department
The Chief of Police summarized the duties and reoponnibilities of the Police
Department. He noted that there have been two additional patrol officers and
one dispatcher included in the proposed budget (FTE) . He rioted that the
budget proposed in within the Five Year Plan.
City Administrator noted that all proposed departmental budgets will be at or,
below the Fixe Year Plan. Chief of Police summarized the proposed budget
requests noting that materials and services represented replacements or
upgrades for officer safety and the supplies necessary to "go out and 6o the
job. "
Capital expenditures included two new motorcycles as the existing two
motorcycles are about five years old and are wearing out; maintenance down
^ time has increased.
Budget Committee Minutes - March 8, 1980 - Page 5
Committee member Schwartz questioned the dispatcher position and the affect
that contract services may be having on these positions. City Administrator
advised that contract services have provided $25,000 more than was originally
estimated in the Plan
.
There was discussion on overtime expenditures . City Administrator advised
that much of this overtime has been due to the current union contract
requirements. An increase in overtime was noted for patrol . Chief of Police
noted that there has been a 208 percent increase in productivity and, as a
result, more officer court time has been necessary.
There was discussion on total education/training and training related
transportation/travel funds requested an to percentage of Personal Services.
Discussion followed about the informal policy of holding within 1-3% ranges,
closer to 1-2% average, City Administrator advised that he will do a line
item analysis and report back to the Budget Committee.
GENERAL DISCUSSION
There was general discussion on the overall budget and the Fixe Year Plan.
City Administrator noted that the Five Year Plan constraints are getting
tighter. He further explained the double cap (FTE and dollars) and how that
would keep departmental budgets in line with the Fixe Year Plan. He noted
that by the fifth year, service levels will drop to II . City Administrator-
rioted
6miniotratornuted that there was $50,000 in discretionary funds available. There was some
discussion on other revenues such as the hotel/motel tax received from Embassy
Suites ($135,000) .
JOYCE PATT0N LEFT: 10: 15 PM.
There was discussion on the need for staying within the Five Year Plan. All
requests should be reviewed as to how they would affect the Plan. Chairperson
Christensen noted that there should be no '`rollup" without looking at a
proposal to "rolldown" in another area of the budget.
CONTINUATION OF AGENDA ITEMS
The following agenda item will be continued to the next meeting:
Item 5. Policy and Administration Program Budget Presentations and
Discussion (City Council and City Administration)
MEETING RECESSED
At 18:25 p.m. , Chairperson Christensen reouuoud the meeting to March 15, 1988,
6:30 p.m. , City of Tigard Town Hall Conference Room.
"Nov -C4
Catherine Wheatley, Depu -y Recorde
Judy-Wrilybrisen, Budget
�w/3051D
' Budget Committee Minutes — March 8, 1988 — Page 6