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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