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05/09/2016 - Minutes City of Tigard TIGARD Budget Committee Summary Wednesday,May 9, 2016, 6:30 PM Public Works Auditorium,Tigard, Oregon 97223 MEMBERS PRESENT (9): Don Fisher, Clifford Rone, Quinton Harold, Nathan Rix,Bill Bigcraft, Tom Schweizer,John Goodhouse, Marc Woodard,Mayor John Cook MEMBERS ABSENT (2): Marland Henderson,Jason Snider STAFF PRESENT: Marty Wine, City Manager,Toby LaFrance, Finance and Information Services Director,Liz Lutz, Confidential Executive Assistant, Carissa Collins-Sr. Management Analyst,Liz Newton,Assistant City Manager,James DeSully,Assistant Chief-PD, Alan Orr-Chief-PD;Jarrod Prater-PD;Laura Barrie-PW;Lori Faha-PW;Lisa Shaw-PD;Jamey McDonald-PD;Leigh Erickson-PD; Glen Scruggs-PD;Bob Rogers-PD;Brad Sitton-PD; 1. Call to Order: Chair Don Fisher called the meeting to order 2. Approval of Minutes from 5/2/2016: Minutes were approved. 3. Public Comment: a. Representative Margaret Doherty-spoke in support of adding police officers to the force. While she understands budget restraints, she would like the committee to look at police response time,proper backup and support. She emphasized the community growth in the last several years and wants Tigard to look at other revenue sources-levy, etc. Tigard has an exemplary police department. b. Toraj Khavari-had two handouts for the committee. On behalf of Bull Mountain Park,he thanked the committee for the investment in the park; through the Community Events grant program, $2000 has been earmarked for the Friends of Bull Mountain Park. He is asking for$5000 as they are going to break ground later this year. They will have 6 events planned and money will be spent on promotional material and get the community involved to help finish the project. City of Tigard Budget Committee Page 1 4. Summarization of Committee Discussion (Toby): The committee reviewed all 12 spending options to use the $900,000 of available general fund resources. The committee chose to use the money in the following way: 1. Adding 3-4 police officers 2. Conduct a building condition assessment to help with future capital facilities bond 3. Replace the aging irrigation system in Summer Lake Park, deferring the larger issue of parks maintenance to the local option levy 4. Funding the Tigard Downtown Association with future council action on a transient lodging tax 5. A short-term fix on the Police roof with the long-term fix being included in the facilities bond 6. General fund reserves funded at a level that maintains the general fund balance that is $1,000,000 over the minimum reserve of 25% of the operating budget-round number discussed is $300,000 Additionally, the committee discussed some funding options that could be part of a local option levy: 1. Deferred park maintenance 2. Funding recreation as outlined in the MIG study 3. Additional library services 5. Service Level in the Police Department (Chief Orr and Captain Rogers): Chief Orr said that 4 additional officers will help bridge the gap and help with the much needed staffing increase: a. Shift Overlaps: Adding 3-4 officers would let the department reconfigure the day shift to allow for greater overlap with swing shift. This helps with the highest call volume,which is between 2:OOpm and 5:OOpm. b. Reduced Response Times: While there are many variables that contribute to reduced response time, geography,weather, traffic, etc., additional officers will help the department to respond more quickly. Four officers would be best. c. Increase in minimum staffing:At this time we have 3 patrol officers on duty during day shift. If three officers aren't available, someone gets called in on overtime. Four additional officers would enable the department to increase the minimum requirement for day shift to four officers. Scheduling: The new officers would be allocated to day shift. With four additional officers, the minimum staffing on day shift would increase to four officers every day. The impact of adding four officers will enable the department to reinstate the 4-10 work schedule for all shifts and extend overlap in shifts during the core hours of the day. During the discussion,it was mentioned that the call volume is going up and as River Terrace is developed, calls will come from there-the police are already receiving calls from that area. If there was a local option levy, the police would ask for an additional 11-12 officers to meet the district car program. Pressure on the detectives would be reduced as well. If there was a local option levy, the police would need additional support staff-Records and sworn support staff. Police have a bike patrol for the city's walking trails. Currently they are supported by officers working overtime. This provides a measure of safety for our citizens. 6. Confirm Summary of Issue Papers: There was a motion to approve Option A budget amendment and it was seconded-to include 3 patrol officers, building assessment, Summer Lake Park irrigation,Tigard Downtown Association and repair of the police roof. The building assessment will help determine the needs of the city buildings. Long-term needs of the city needs to be reviewed. Option A will give us a larger pot of money next year. Option A gives the city more flexibility. Option B was supported,which includes an additional officer,(4) due to the shift overlap within the police department's scheduling.Additional support was for Option B due to the community safety issue. The vote was 4 approve and 4 against the motion. Motion failed. City of Tigard Budget Committee Page 2 There was a motion to approve Option B-which includes 4 officers rather than 3 in Option A. It was seconded and passed—3-5-failed. Another motion was moved and seconded to approve Option A-the vote was 5 to 3. Motion passed. 7. Discuss Local Option Levy (LOL) and Facilities Bond (Marty): The budget message contains a request to the budget committee to recommend a LOL for operations of the city and facility bond to help with the repair/replacement of the facilities. We are hoping for feedback from the committee about 3 things: a. What do you think about our assumption of needing a local option levy and facility bond? b. Do you have guidance about the services needed and facility needs to be included in these vehicles? c. What is your suggestions for citizen outreach regarding the local option levy and facility bond? Feedback: • A couple of citizen members were "shocked" to learn of the disrepair of the city facilities,particularly the police departments and departments were split in different buildings-would support a facility bond to build a new police department and other improvements. A local option levy would be secondary to the facility bond. • A facility bond on a ballot is easier to understand and with good cost estimates can usually be approved. LOL is harder to get approved.We need to realize we raised several fees-mainly on the utility bill. Citizens are going to want to know what the LOL is going to be used for-will be a harder sell. • Convincing the public will be difficult. One time projects for infrastructure; there are some success projects,like the library. Telling some of the stories that we heard during these committee meetings, like woman police facility locker room limitations, etc. are compelling. • We need a new police facility;would like to see a new facility-if it's got several stories, there is opportunity to expand and increase parking; thinks we need to look at a LOL and there is support. Analysis needs to be done. • The marketing issue-the police is an attention getter-easier sell than other things. The recreation program is not as easy to sell. The community bought$17 million in Parks, but we need to operate the parks now with a recreation program. Put the map in the material that show the incorporated areas around River Terrace. The city needs to make the case that if we are servicing River Terrace, Washington County is also putting in residences right next door,but not providing the services. • A story needs to be told. We have one of the lowest tax rate in the state. That must be part of the picture and that our response times are so long.As a voter, these stories would alarm me. A priority would be as was written in the budget message. Staff did a good job prioritizing • From a facility standpoint, combining different components is key, like Police and Recreation in one building;need to pick the right mix and when to go. Police and safety is easy,hard to solve congestion. The library services proposal would be popular as well.We need to put Park and Rec in the LOL. What is the key? It's to take care of what we have before adding new programs. • The Supreme Court heard a case regarding the city of Gresham and NW Natural Gas over the city's franchise fee of 7%. They ruled that Gresham could charge the 7% franchise fee. It's still the same households paying the fee or the local option levy. There may be other fee increases that cities are going to look in to. If the citizens don't pay the LOL,we may have to look at these other revenue sources. 8. Public Hearing on State Shared Revenues (Toby): Toby explained that there are two allocations that we receive from the state that we discuss. One is state shared revenues and the other is state revenue sharing. The state shared revenues is the one where we certify that we provide a certain number of services (4)-there are 7 of them and we provide 6.They are Police, Fire, street maintenance, sanitary and sewer, storm,planning and zoning and utility services. We provide all but fire. We will receive a portion of the liquor and cigarette tax distributions which is called the state revenue sharing .We City of Tigard Budget Committee Page 3 also receive state revenue sharing per ORS 221.770,which states we pass an ordinance or resolution which requests the sharing of money and that we have a public hearing,which is this meeting, and that in order to receive state revenue sharing we must have levied property taxes in the preceding year,which we have done. We will receive a portion of the liquor tax which is over$520,000. It was moved and 2"to receive these funds. Motion passed. 9. Debt Service and levy Property Tax Rate (Toby): There was a motion and 2nd to levy the property tax rate of$2.5131 per$1000, and to levy the debt service of the general obligation bond of$2,360,000. It was moved and 2nd. Motion was passed. 10. Approval of the Fiscal Year 2016-2017 budget It was moved and 2nd to approve the budget with the amendments discussed. Motion passed. Meeting was adjourned at 9:20pm. Liz Lutz, Confidential Executive Assistant ATTEST: Clifford Rone, Secretary City of Tigard Budget Committee Page 4