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HomeMy WebLinkAbout02/01/1997 Work Session . . . !\ .# City of Springfield Special Budget Workshop MINUTES OF THE SPECIAL BUDGET WORKSHOP OF THE SPRINGFIELD CITY COUNCIL HELD SATURDAY, FEBRUARY 1, 1997 The Springfield City Council met in a Special Budget Workshop in Springfield City Hall, Library Meeting Room, 225 Fifth Street, Springfield, Oregon, on February 1, 1997, at 8: 10 a.m., with Mayor Morrisette presiding. Present were Mayor Morrisette and Councilors Ballew, Beyer (8:45 a.m.), Burge, Dahlquist, Maine and Shaver (8:25 a.m.). Also present were City Manager Mike Kelly, Assistant City Manager Gino Grimaldi, City Recorder Eileen Stein, Administrative Aide Shari Higgins, Communication Administrator Mike Moskovitz, Library Director Bob Russell, Fire and Life Safety Chief Dennis Murphy, Finance Director Bob Duey, City Attorney Tim Harold, Development Services Director Susan Daluddung, Human Resources Director Frank Hotchkiss, Public Works Director Dan Brown, Police Chief Bill DeForrest and members of staff. Welcome and Overview City Manager Mike Kelly welcomed the Mayor and City Council, staff, and community members present. He eXplained the timing of the agenda would be adjusted as needed and that the time frame for the meeting was at the discretion of council and who could adjourn when they felt they had received the appropriate amount of information and provided adequate direction. Ground Rules Mr. Kelly provided information about the agenda, process for department presentations and opportunity for council questions and comments. In the morning session of the workshop, departments will have time to present their budget reduction scenarios to council. Mr. Kelly respectfully asked that most questions be asked in the afternoon, since the morning time is so limited. He explained department directors will discuss impacts during their presentations, as council had already been provided with services inventory and proposed reductions. The afternoon will consist of council discussion, then endorsement of changes to department budgets or recommended council changes, after questions and deliberation. Mr. Kelly stated he is seeking general reduction targets for each department. This will serve as guidance to him as he instructs departments on budget preparation. Mr. Kelly gave examples about the level of direction he needed. He asked for specific information on the staffing of Fire Station #5, but stated more general guidance would be acceptable for other departments. Presentation of City Manager's Office and Legislative Reduction Packages Mr. Kelly discussed the list of services and referred to the costs and funds associated with the services provided by City Manager's Office staff. Regarding the proposed reductions, Mr. Kelly discussed the summary sheet which detailed specific cuts in each ofthe four scenarios. ~ . . . . Springfield City Council Special Budget Workshop - 2/1/97 page 2 Mr. Kelly explained two key components to the City Manager's Office reductions: 1) the Assistant City Manager, who has been serving as the acting-in-capacity as department head for the Information Services Department, would continue, and 2) the City Recorder/Assistant to the City Manager, which has been supervising the Traffic Section of the Engineering Division/Public Work Department, would continue. Mr. Kelly stated the amount of time of the City Recorder would assist the Public Works Department depends on which scenario council recommends for the City Manager's Office. Mr. Kelly explained other reductions which occur in the line items of materials and services. He eXplained in scenario four, the position of Communication Administrator would shift one-quarter of its time to the FireMed program in the Fire and Life Safety Department, to assist with marketing the corporate FireMed program. Mr. Kelly stated since the City Manager's Office is a smaller department with many non-exempt employees that it is hard to quantify the impact. Reductions in staff will be absorbed by existing employees and additional overtime will occur. In scenario four, the budgets of the City Manager's Office and the Legislative branch (City Council and Intergovernmental Agencies) would be combined to merge reductions and review global reductions among all outside agencies. This merge would also assist staff in the preparation and monitoring of one budget versus two, and since the disbursements are intermingled, would provide more accurate cost accounting also. Contributions to outside agencies (Intergovernmental sub-program) is a component of the Legislative budget that is also being reviewed as a concept paper and through a metro-wide perspective by the Metropolitan Policy Committee (MPC). Presentation of Library Reduction Packages Librarian Bob Russell provided background information about recent bar coding and Capital Bond enhancements which have allowed the Library to meet scenario one without reducing hours of operation. He stated they are trying to keep the Library accessible through the maintenance of current operating hours, with trained staff, and by retention of materials needed by the public. Mr. Russell stated he tried to balance the needs of the community with his proposed reductions. Mr. Russell stated he assumed in all four scenarios that reductions in programming and circulation would occur. Beginning in 1998, a $10,000 per year service contract for the new computer system would also begin. He said all materials and services reductions will be used to cover the service contract, so none are proposed in the Library reductions presented. Mr.Russell stated he is proposing cuts to personal services and reductions in the books/audio visual budget. He cited impacts of shelves not being as well stocked, possible longer lines at check out, materials not being updated as often and less attention to the smaller collections as consequences for reducing the Library's current operating budget. He will try to keep a mix of hours based on the varying needs ofthe community and with staffing reductions (which increase with each scenario) will attempt not to reduce days of service and/or hours of operation. Mr. Russell discussed position reductions and hours of operation in each scenario. They ranged from reducing service from 6 days to 5 days in scenario three to only 4 days of operation in scenario four. Mr. Russell discussed the use of voice mail when positions are reduced. '5. . . . .. Springfield City Council Special Budget Workshop - 2/1/97 page 3 Councilor Shaver suggested working with University of Oregon Librarian School and/or School District # 19 for either shared staffing or materials. He also discussed reducing the hours of operation at the least used times of the Library. Councilor Shaver asked if staffing for the Library Board and Friends of the Library would be impacted. Mr. Russell replied he is staff liaison to those two groups and would continue his support as department director. Councilor Maine asked if the Library Board had any suggestions on reduction impacts. Mr. Russell replied he would be meeting with board in two weeks and would be seek their input. Presentation of Fire and Life Safety Reduction Packages Fire and Life Safety Chief Dennis Murphy provided background information on the construction of Fire Station #5. He discussed how funding for the Fire and Life Safety Department is split between the General Fund and Emergency Medical Services (EMS) Fund and how a shift in the EMS Fund has picked up a larger share of previously funded General Fund services. Chief Murphy explained the increase in ambulance call volume during the last 15 years and how in this time period, the burden of funding both fire and EMS services has shifted from the taxpayer to the rate payer. Chief Murphy said the staffing level of the Fire and Life Safety Department has remained flat in . recent years. The department has been able to meetthe demands of growth with existing staffing levels. Chief Murphy discussed proposed reductions in the programs of grass and weeds, materials and services, travel and meeting expenses. He also commented that overtime reductions occur in each scenario. Chief Murphy reviewed the budget summary chart regarding public safety reductions and clarified the number of full-time equivalents (FTE) per reduction with each fire station identified. Chief Murphy explained that each reduction scenario makes a difference regarding how many stations are open on which days and what level of staffing will occur. He detailed what would happen if there was a fire and what staff it would take versus if there was a medical emergency and what staffit would take. He referenced the amount of emergency calls per year, which average 10,000 with 200 ofthose being fire calls. Mr. Kelly said the Fire and Life Safety Department is different than other departments in that they had assumed they would be hiring eight new employees in this fiscal year to staff Fire Station #5. Council discussed response times for both fire apparatus and ambulances. Chief Murphy clarified what the council adopted Ambulance/EMS Rules state, which. were adopted.in. November of 1984. For the first arriving apparatus with trained medical staff (usually fire engines) the minimum response time is within four minutes. For ambulances or transporting vehicles, the minimum response time is within eight minutes. Chief Murphy stated these minimum response times are met 95% of the time. Councilor Shaver inquired about current negotiations with Rainbow Water District for a fire service contract. Finance Director Bob Duey stated it is more of a revenue issue than a deployment issue. The receipt of revenue from fire contracts is not dedicated to the fire department or EMS Fund, but to the General Fund. Chief Murphy eXplained how deployment is handled between Eugene and Springfield. He stated the opening of Fire Station #5 with an ambulance crew will not greatly enhance Springfield revenue, as we have a contract with the City of Eugene and a financial system in place and maintained by two cities. ~ . . . . Springfield City Council Special Budget Workshop - 2/1/97 page 4 The meeting recessed at 9:40 a.m. The meeting reconvened at 9:55 a.m. Presentation of Finance and Court Reduction Packages Mr. Duey presented the budget scenarios for the Finance Department. He stated he would refer the reduction strategies chart and explained the two divisions of the department, which include Budget and Treasury functions and Accounting functions. He reviewed the proposed reductions for all four scenarios with explanations as to why those reductions were chosen. Mr. Duey announced that Pat Griggs, the city's Budget and Treasury Manager, had resigned and that his reductions include not filling that position, but reclassifying another employee and shifting workload functions. Mr. Duey explained all services will still be provided to the city and citizens of Springfield, and reduction impacts will occur on internal review issues and have an increased workload for the remaining employees. Internal impacts to other departments would include responses to other departments will be slower, and priorities will have to be monitored and reviewed by order of importance. Mr. Duey stated in scenario three reductions in funding for foreclosure funds (delinquent collections), existing resources for temporary help, and the ability to have resources outside financial services such as advisors and bond counsel. In scenario four the support departments of Human Resources, Information Services and Finance have looked at combining their departments into one larger department, to assist in reaching the total amount of reductions requested and to provide better support for the city. Also, the remaining $25,000, which the Finance Department felt they could not meet, will come from funds identified in the Information Services Department. Mr. Duey explained the Court works closely with both the City Prosecutor's Office and Police Department. Since the Court budget is considered a public safety department, their reductions are based on public safety reduction amounts of 5%, 6.75%, 10% and 13 .5%. The reductions in scenario three are mostly contractual services, but in scenarios two, one and four, FTE reductions occur. Councilor Shaver asked questions regarding revenue collection and court fines. He suggested the city research the use of a private collection agency to assist staff or enhance the city's ability to collect revenue through fines. Mr. Duey clarified that the reduction and revenue figures are net. Mr. Kelly stated the city will be seeking clarification from the higher courts as to what revenue can be lost or increased with Ballot Measure 47. Presentation of City Prosecutor and City Attorney Reduction Packages Assistant City Manager Gino Grimaldi presented the reductions, but announced City Attorney Tim Harold was present for questions. Mr. Grimaldi explained the City Attorneys, Municipal Court Judges and City Manager report directly to the council. The City Attorneys Office (CAO) reductions would occur mostly in materials and services cuts, but in the larger scenarios the amount of attorney time allotted to city functions is reduced also. Mr. Grimaldi stated the CAO completed a memo detailing how reductions would occur, which is in the service reduction notebook, in-lieu of the forms used by city departments. ~ . . . . Springfield City Council Special Budget Workshop - 2/1/97 page 5 Mr. Grimaldi explained the CAO has a contract with the city to provide services and that departments must be careful to use the attorneys' time wisely, as they do not want to be placed in positions on completing tasks with only half the required time or by compromising their standards. Councilor Shaver asked if individual department funding for outside legal assistance will be reduced or eliminated and if overlaps in the need for legal assistance will occur between departments. Mr. Grimaldi stated legal reductions by departments are listed in varying scenarios and that it is a concern by the CAO. Mr. Grimaldi stated the City Prosecutor reductions will result in are-negotiation of the City Prosecutor contract in all four scenarios. He stated the City Prosecutor's Office contract would treated as a public safety office with regard to reductions. Council had no specific questions or comments about the City Prosecutor's Office contract. Presentation of Development Services Reduction Packages Development Services Director Susan Daluddung presented first the department mission statement for Development Services Department. Then she stated the following priorities: the department's mission statement, legal mandates or services, council goals, and lastly, specialty community enhancement services. She explained the proposed reductions will provide less support and less pro-active services to businesses, boards, commissions and committees, and community groups. Ms. Daluddung explained that scenario one reductions affect services which are not legal mandates; scenario two reduces some services to state law minimums; and scenario three includes reductions made to hours of front counter operation (down to 25 hours per week and reductions in planner, plans review, and development assistance), reductions in code enforcement and contractual services. In scenario four, the department becomes reactive only to land use applications and building permits. No extra work with developers, other departments or others to resolve land use or building problems would occur. Also, less time would be given to citizen inquiries and the anticipation of problems. Ms. Daluddung stated any reductions to CAO would greatly impact Development Services. The same level of service that had been previously given would not occur with scenario three or four reductions and both revenue and staffing levels would be the same as in 1990. Ms. Daluddung referred to a building permit chart titled, "Community Services Division, Building Safety, Activity Levels 1986-96." Councilor Shaver asked how the Hearings Official services could be eliminated. Ms. Daluddung replied the city would ask Lane County for authority to have the Planning Commission review any Urban Growth Boundary (UGB) land use decisions. Councilor Shaver suggested the review of UGB fees, the determination of loss of county revenue and looking at the city versus the county fee structure. Ms. Daluddung closed by explaining how transactions referring to Community Development Block Grant (CDBG) funds affect her department's budget. She stated there is no major impact to the CDBG fund, just a reallocation of certain positions within the fund. Q\ . . . . Springfield City Council Special Budget Workshop - 2/1/97 page 6 Presentation of Human Resources Reduction Packages Human Resources Director Frank Hotchkiss referred to a handout which identified the impacts associated with his proposed budget reductions. He stated the department currently has eight positions and reviewed their areas of responsibility. Mr. Hotchkiss spoke of prevention areas in which the Human Resourcys Department assists other departments. His scenario one reductions were in discretionary areas, while scenarios two, three and four would impact other departments or organizations. He spoke of the reductions including a higher use of the City Attorney's Office, which presents a conflict from their presentation. Mr. Hotchkiss outlined specific impacts of reductions including, less time available for the Risk Manager to review contracts, less attention to other departments and an increased need to assist those whose positions are being eliminated. He reviewed his four reduction scenarios and stated that in all scenarios, the Risk Manager's time was reduced and there would be an increased need for the City Attorney review of contracts. Councilor Shaver asked how the Human Resources Department will assist employees who are laid off due to Ballot Measure 47 reductions. Mr. Hotchkiss commented on assistance such as counseling, a citywide resource center and the use of Direction for Employee Assistance (a contract is currently in place for this counseling service for all city employees). Councilor Shaver asked what percentage of the current contacts are internal or external for"Human Resources staff.. Mr. Hotchkiss replied, approximately 80% internal with half being from management and the the other half coming from employees. Presentation of Public Works Reduction Packages Public Works Director Dan Brown said his operating budget is $19 million, with only $700,000 or 3.7% coming from the General Fund. He reviewed the services provided by his department which are funded solely from the General Fund. They include landscape maintenance, assistance to the community, vehicle and equipment maintenance, and building maintenance. Mr. Brown explained what impact the reductions would have in each scenario. He detailed the impact on the replacement of damaged or worn tools and less recordkeeping in the area of vehicle equipment and maintenance. He said the elimination ofthe1andscape maintenance function of brush chipping would mean residents must dispose of their own brush and tree limbs. Mr. Brown discussed the impacts of security and custodial. attention focCity Halb He stated building maintenance staff would focus only on high priority City Hall maintenance needs and would reduce the amount of cleaning that occurs at City Hall. Councilor Maine clarified that no General Fund dollars, but only Street Fund dollars go to the maintenance of city streets. Councilor Burge suggested a public education program needs to occur regarding funds other than the General Fund, listing the services they provide and their revenue sources. Councilor Maine suggested limiting the use of City Hall meeting rooms by outside community groups to only when the Library is open and security is present. She said if reductions in security occur, then do not allow use of City Hall at all when the Library is not open to the public. ~ . . . .. Springfield City Council Special Budget Workshop - 2/1/97 page 7 Presentation of Information Services Reduction Packages Mr. Grimaldi stated he has been assigned the duties of managing the Information Services Department. He explained one-time reductions in the department were easier to identify than in other departments, due to investments that are non-reoccuring expenses. He explained the Capital Bond funds are available to move all old VAX systems to PC's. With all reduction scenarios, core and vital services will be able to continue. Mr. Grimaldi said the elimination of Information Services Director position will occur, as was discussed in City Manager's Office budget, and all leadership and direction will occur by the Assistant City Manager while technical decisions will be made by existing department staff. Mr. Grimaldi spoke about existing maintenance contracts and how reductions can be made without affecting the Capital Bond process until scenario four. In scenario four, the department meets their reductions by $34,000, but will use the additional funds to assist the departments of Human Resources and Finance meet their budget targets. The problem with assisting other departments with funds is that the Capital Bond funds become affected and an impact will occur between local government agencies and our current level of communication. There will be a few modifications to software used, reduced services from regional communication, and reductions in Internet usage; Presentation of Police Department Reduction Package Police Chief Bill DeForrest presented the Police Department budget reduction package,.and summarized the impact of each strategy. He discussed which services should be continued and at what level the department goes into "reactive" mode only. Chief DeForrest commented that while he would like to have made reductions consistent with the Police Long Range Strategic Plan, the present financial reality no longer permits following the plan. Specifically, crime prevention strategies included in the plan are now impossible to obtain. Instead, the department's long range strategy will be focused on operations and response as the highest priorities and budget projects have been aligned to support the new objective. Chief DeF orrest stated he began the first level of cuts which includes the retirement of a Police Captain and over 20 duties will need to be reassigned. He provided impacts to the department including elimination of explorer program, animal control program, accreditation program, and a decrease the crime prevention unit (except for Neighborhood Watch). Chief DeForrest eXplained in the higher level scenarios, additional deletion of positions will occur. and that no" materials and services reductions have been identified. He then explained what services would continue and at what levels after reductions occur. In the scenario of6.75% reductions, a total of20 FTE would be reduced/eliminated in various positions in the department and that a sergeant would be given the assignments currently held by the retiring captain. Councilor Shaver asked if the department has considered consolidation of dispatch service with the City of Eugene. He also inquired about the value of reserve officers and program scouts, and if they could be explained as a needed benefit to the city. . . . ;:t ., Springfield City Council Special Budget Workshop - 2/1/97 page 8 Chief DeF orrest discussed the use of explorers for special events and how costs to sponsors of events will significantly increase if sworn officers are used instead. Mr. Kelly explained the Police Department is a good example of a department whose only source of funds is from the General Fund. Presentation of Concept Papers Mr. Kelly explained the concept papers were designed to review other creative areas of either revenue generation or budget reductions. By a brief presentation and review of each paper, staff asked the Mayor and Council which concepts they would like to further review either before or during the budget process. Mr. Duey presented the concept paper regarding allocating revenue and expenditures to all of the city's 19 different funds including: 1) allocation percentages departments use when charging expenses to more than one fund, 2) use of reserves to pay for future equipment replacement, 3) indirect charges paid by enterprise funds for central services, and 4) on-going or one-time transfer payments for resources returned or contributed to the General Fund. Ms. Daluddung presented the concept paper regarding revenue generation which may provide a viable alternative to cutting priority services. She explained the seven ideas for consideration and stated the ideas are meant to stimulate development and assist the council on any decisions . to allocate additional revenue. Mr. Grimaldi presented the concept paper regarding Intergovernmental Cooperation/Consolidation. He said the Metropolitan Policy Committee (MPC) and the Public Safety Coordinating Council (PSCC) are both reviewing opportunities for intergovernmental cooperation and consolidation. Mr. Grimaldi explained city staff has also developed a list of other services which may be consolidated and the information is intended to give council an idea of some services which mayor may not be considered in the upcoming budget process. Mr. Brown presented the concept paper regarding privatization of city services. He stated the city has looked at this issue many times during the past few years, the last was in 1995. Although after research, staff does not propose the use of "privatization," staff is asking for input regarding a re-evaluation of increased privatization, especially for General Fund services. Mr. Moskovitz presented a concept paper regarding a city volunteer program. He said the city can reduce some operational costs by enlisting the help of citizen volunteers willing to work without pay. After researching other cities who use volunteers, he found volunteeers do become more active and interested in their community by taking more responsibility. However, the disadvantages outweigh the advantages, but the subject was provided to the council for review and discussion. The meeting recessed at 12:15 p.m. The meeting reconvened at 12:50 p.m. J ~ Springfield City Council Special Budget Workshop - 2/1/97 page 9 . Council Deliberation. Questions and Answers Council decided to review questions/issues from the morning session as recorded on wall charts, or by questions asked from individual members. Mayor Morrisette stated council would like to spend additional time on the Police Department reductions first. Mr. Kelly said approximately 60% of the General Fund is comprised of Fire and Life Safety and Police budgetary items, so it seemed appropriate to begin with review of their presentations first. Council discussed the definition of public safety and what the intent of Ballot Measure 47 is with regard to these departments. Police Department Councilor Burge said he is not willing to support other departmental reductions except for the vacant officer position and the hiring of a sergeant for the soon-to-be-vacant captain position. Councilor Maine stated she wants to eliminate the impact to public safety reductions and would like to focus on eliminating any reductions which return services back to the sworn officers. Councilor Shaver stated his desire to retain explorer and reserve officers and retain at least one Crime Prevention Officer. . . Councilor Beyer commented the city does not have excessive staffing in any department and she thanked each employee fortheir dedication. She said this is not an easy process and there.will never be enough funding for public safety services. Councilor Ballew agreed and commented . she does not want to live in a city with only police and fire services and no other amenities. Councilor Dahlquist agreed also, but cautioned about the realities of Ballot Measure 47. He stated he would support the retention of prevention services and the explorer program. Mr. Kelly reiterated what he had heard regarding police department services. One half of the council stated they would like to see no large reductions in police services, to retain at least one crime prevention position, and to retain the explorer program while sharing resources. The other half of the council would like to see all city services better balanced, while most police services are retained. Chief DeForrest stated he knows the importance of community policing and spoke about the department's Long Range Strategic Plan created though efforts of the Police Planning Task Force. He stated the emphasis of the plan is on prevention and although BallotMeasureA7 changed the course, he does not want to just become an enforcement agency. Mayor Morrisette stated he received a letter from Greenhill Human Society regarding cuts to their program and reduced services that the city will receive. The letter was copied and handed out to council members. . Councilor Maine inquired about dispatch service consolidation. Senior Management Analyst Byron Vanderpool eXplained how the dispatch process currently works. Approximately 10% of all police emergency calls come through metropolitan area 911 dispatch and the other 90% of calls are received by police department records clerks. In summary, the 911 dispatch service provides the city with all calls received by them, but the majority of calls received are directly to the department and are handled through our own dispatchers. ) '. ., Springfield City Council Special Budget Workshop - 2/1/97 page 10 . Fire and Life Safety Department Councilor Maine stated her concern about calling 911 for a medical emergency and having five Fire Department employees plus an engine and an ambulance go out for each call. She asked if the city can afford to send this level of staff out on those types of calls. Chief Murphy explained the reasoning behind dispatching of both personnel and vehicles. An ambulance is only used for specific (non-life threatening calls) and an engine and an ambulance are dispatched for emergencies that are life threatening. There was a lengthy discussion regarding the amount of staff and equipment which are dispatched for certain types of calls. Chief Murphy provided clarification about the issue of dispatch. The council was given the 1984 Ambulance/EMS Rules as adopted by the City Council. Chief Murphy discussed the life safety response time that is involved in a serious emergency medical call, how many people are actual involved in a single life safety response, and how it is unknown what the extent of the injury may be when an emergency medical response call is received. Councilor Maine asked if the FireMed program is fully recovering the actual cost of providing emergency medical service response. She felt that it is under-funded and the EMS Fund is not actually providing the relief to the General Fund that it should. Councilor Burge asked how much the EMS Fund contributes to the General Fund and stated the difficulty of determining this relationship when the funding for the services is co-mingled. Chief Murphy explained how much the ambulance response service provides funding relief to the fire response service and provided information on the EMS Fund. . Councilor Shaver commented he favors scenario three at (5%) or scenario four (6.75%) to enhance the level of staffing in the Fire and Life Safety Department and to begin operations at Fire Station #5. He suggested a first response fee as a possible revenue mechanism. Councilor Shaver also mentioned he felt there should be a split in funding received for inter-city ambulance calls between the cities of Eugene and Springfield. Councilor Burge asked whether any additional revenue could be derived from sharing the increased cost with service areas outside the city limits through the fire service contracts. Mr. Duey said such increases have already been factored into the long range financial projections. Councilor Dahlquist stated he would like to review whether the EMS Fund should be contributing a larger amount to the General Fund.. Councilor Beyer agreed and said she does not want to see a decrease in the quality of fire services, so alternative funding options should be reviewed. Mayor Morrisette stated he would support the staffing of Fire Station #5 perhaps by looking at additional revenue sources. Councilor Burge asked for a clear analysis of EMS Fund revenue and allocations and General Fund allocations from the Fire and Life Safety Department. He also requested a summary of the Fund 13 balances for both fire and EMS vehicles. . Mr. Kelly summarized what direction council was providing. If the city can create a more effective deployment strategy and figure out an appropriate level of contribution from EMS Fund to the General Fund, then he felt there was council support to open Fire Station #5. <...: , I r;';; . ,~~ _./ ,----\ ~ Springfield City Council Special Budget Workshop - 2/1/97 page 11 The financial directions, based on a percentage reduction, would be between the 5% and 6.75%, depending on the needs for Fire Station #5. Mr. Kelly stated the reductions for public safety services would leave the balance of city departments with approximate reductions of 20% in the first year and 15% in year two. City Manager's Office Mayor Morrisette asked if the city needs to retain a staff person for lobbying efforts in Salem, when the city can rely on the League of Oregon Cities (LOC) and contacts in Salem to keep the city updated. In reduction scenarios two, three and four the position of City Recorder shifts to the Public Works Department and then any legislative items would be given less importance. Councilor Beyer stated it is important to have a staff contact person for the LOC and that the Legislature needs a contact point locally for each jurisdiction. Council had a discussion of meeting locally with the legislative representatives versus sending a staff person to Salem to monitor issues affecting the city. Councilor Dahlquist suggested retaining the position of City Recorder at .5 FTE in the City Manager's Office and using the scenario four personnel reduction for the Communication Administrator to .75 FTE, with the remaining .25 FTE being budgeted from the EMS Fund. Councilor Shaver asked if either Lane County or Willamalane Park and Recreation District would be willing to share the services of the Communication Administrator. This would reduce the staffing levels in the City Manager's Office, but does not take the specialty people out of the organization entirely. Mr. Kelly stated no need has been identified to share media/public information services at this time. Mr. Kelly stated the City Manager's Office would reduce it's budget by 13.5%, and would take into consideration the suggestions regarding the positions of City Recorder and Communication Administrator. Councilor Burge stated he would like to look at reserve accounts (non-General Fund) to assist in meeting budget assumptions for the $1.8 million. Councilor Shaver agreed. Legislative Councilor Maine inquired about reductions to both the Lane Council of Governments and the Human Services Committee. She specifically asked what discussions have occurred metro-wide regarding service reductions to outside agencies. Council agreed they did not necessarily support the specific agencies as listed, but did agree that intergovernmental agencies should be reduced. Mr. Kelly stated staffwill be reviewing reductions of outside agencies and would report back to council. Library Councilor Ballew suggested the deletion of specific services for smaller groups of people versus services that affect a larger number of citizens when reductions are being considered. She used, as an example, home school materials which are specific only to one group of citizens. - ~ <, . . . ~ Springfield City Council Special Budget Workshop - 2/1/97 page 13 In scenario one, a reduction of 6 FTE would occur; in scenario two, a reduction of 6.7 FTE would occur; in scenario three, a reduction of 8.55 FTE would occur and in scenario four, 12.35 FTE would be reduced. Councilor Maine said in scenarios three and four there may be times when a planner is not available on demand and the city can no longer afford to do the public's work for them. She felt this reduction of front counter accessibility would be difficult, but prudent, given the level of reduction the department is facing. Councilor Burge stated the city should review the requirement of periodic review and get a post- Ballot Measure 47 opinion of whether or not periodic review must occur. He felt the downtown area needs to become self sufficient. From a developers view, he said, the reductions as described in scenario three are not attractive to him, but he supports the reductions. Council discussed the use of funding General Fund positions from room tax revenue. It was agreed that room tax funds should promote additional tourism and provide higher room tax receipts in the future. Mayor Morrisette stated he would like to discuss FY 1997-98 Room Tax allocations as soon as possible. Councilor Burge agreed. Councilor Shaver said to be consistent the department would need to meet reductions of 20%. He suggested a dialog be opened with Lane County regarding the Urban Growth Boundary (UGB) fees and costs. Ms. Daluddung stated the city may need to return fees, which were increased last spring, to pre-Ballot Measure 47 amounts. Councilor Maine clarified that at a 20% reduction level, the Development Services Department will be back to a staffing level prior to 1990, with increased permit and application volume. Ms. Daluddung stated many services now provided and the amount of front counter assistance time will be reduced or eliminated with this level of reductions. Councilor Ballew suggested having a mid-year budget review to determine what services may need to be adjusted or reinstated. By checking in mid-point, the council would have a better grasp on the impacts associated with the reductions occurring. Human Resources Department Councilor Shaver stated no reductions should occur in this department due to the review necessary of legal documents and risk management liability. He also felt the assistance necessary to assist employees with the outcome of Ballot Measure 47 would be an important role to fill by Human Resources staff. Mayor Morrisette agreed and stated they help the employees (as internal customers) and any reductions would hurt existing personnel. There was a discussion regarding the proposed reduction in consulting expertise versus the use of the City Attorney's Office. Mr. Hotchkiss provided clarification as to the use of consultants for expert advice in the areas of risk management, litigation and contract negotiations. Council agreed they did riot want to be put at risk over any legal consultation expertise due to a budget reduction. ~ ... .&:1 Springfield City Council Special Budget Workshop - 2/1/97 page 14 . Councilor Burge suggested reductions concurrent with scenario one and review any risks regarding legal consultant reductions or eliminations. Public Works Department Mr. Brown stated he would rather reduce building security than maintenance of the building itself. Council discussed the need to continue maintenance of City Hall and suggested the reduction of hours the building is open and restricting use of the meeting rooms. Mr. Brown explained currently City Hall is open only during the operational hours of the Library unless a special meeting or event is scheduled. Mr. Kelly mentioned that community groups wishing to use City Hall outside of normal operational hours are charged a fee to assist in personnel costs for security attendants. By consensus, it was agreed that the Public Works Department would reduce their General Fund services by either scenario two (plus some security time) or scenario three (with added back building maintenance time). Information Services Department Mr. Grimaldi explained that Information Services is also an internal department, similar to Human Resources. He explained what the capital outlay funds are to be used for under all scenarios and what impacts reductions would have on daily service operations and Capital Bond projects. . After discussion, the council suggested reductions at the level of scenario three, minus the reallocation of Programmer Analyst .5 FTE to the Capital Bond Fund. Mr. Grimaldi eXplained not reallocating the position will protect $90,000 during the next three years of Capital Bond funding. Concept Papers Councilor Maine spoke regarding the concept papers. She stated the city does need new revenue sources, but can not keep all funds other than the General Fund status quo. She suggested the city wait to create a formal volunteer program until an interest is identified from the community or through a city board, commission or committee. Councilor Shaver spoke about the intergovernmental cooperation concept paper. He felt we can not balance anyone else's budget, but we need to look at our own. If the city decides an intergovernmental funding need should be reviewed and the other two metropolitan area parties (Eugene and Lane County) also plan to review the need, then efforts should be combined. Otherwise he felt the city should reduce its contributions according to our budgetary needs and let the other two metropolitan area agencies know as soon as possible. . Councilor Burge commented that all intergovernmental funding should be considered for reductions. Entrepreneurial efforts should be reviewed and consolidated as new revenue sources need to be proven profitable and beneficial to the city as a whole. Councilor Burge stated Booth- Kelly has been a financial disaster. This is not precluding the city should not look at any entrepreneurial opportunities, just that we should be selective. ~ .. ~ . . . Springfield City Council Special Budget Workshop - 2/1/97 page 15 ADJOURNMENT - 4:20 p.m. Minutes Recorder - Shari Higgins ATTEST: o 1 017 ,L (j1JJkJ0y Deputy City Reijd~r :f{ff~