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HomeMy WebLinkAbout2000-04-27 Budget Committee Minutes BUDGET SUBCOMMITTEE MINUTES —PUBLIC WORKS— APRIL 27, 2000 CIVIC CENTER Committee members present: Howard Braham, David Williams, David Fine, Don Laws, Beverly Kenefick, Cameron Hanson, Susan Reid, Carole Wheeldon, Regina Stepahin, Jim Moore, and Cate Hartzell. Staff present: Mike Freeman, Paula Brown, Mike Morrison, Daryl McVey, Patrick Caldwell and Sheri Bruce. Meeting convened at 7:06 p.m. I. OPENING REMARKS None. II. PRESENTATION In 1991 & 1992 there were 55.75 employees. Brown commented that “currently, we have 55.8 people (includes part-time) within the Public Works system. In the interests of saving, we are dropping that by 1.5 FTE. We have also looked at our temporary employees. Currently, we have three temporary employees and are dropping 1.5 temporary personnel. We are making significant efforts and significant successes with the number of personnel that we have. This is due to the cross-training efforts that have taken place.” Cemetery Division Brown said, “our focus is proper grounds keeping, fencing and security, tree care and personnel. This year, Kay Atwood is completing a restoration guideline and she is looking at that (guideline) from a historic perspective. We are unique, in that all of our cemeteries have historic value. Material and services are fairly high but that is due to water consumption. One of the items under review is the fencing requirement.” Brown noted that one of the items that has been avoided for years, is the use of herbicides—the appropriate use of herbicides. That is something that is a challenge to us, we may be bring it back to the council for consideration. Basically, the budget is flat. Our materials and services are fairly high but that is due to water consumption. Still, it is basically a flat budget. We have gone up just about 1%. Williams comments that he understands that the cemetery fund is making a loan to AFN and how is this possible. Caldwell clarified that it is the Cemetery Trust Fund and not the Cemetery Fund Airport Division The focus within the Airport Division are grounds improvement, building maintenance and airport development. We would like to see more development on the grounds, this means increased revenue. Hartzell asks for clarification regarding the soft dollar match. The reason we would maintain it, is not simply for revenue stream? Brown says that the airport is of general benefit for the community. Laws asks if we are behind on the upkeep. Brown answers in the affirmative and specifies about some builiding maintenance issues and emphasiszes the need to create revenue. Fine asks are we maximizing our charges, increasing our landing fees, it seems to me that we are not fully exploiting our possibilities? It appears that we are simply maintaining the airport simply for our wealthier residents. Are there any entities that we are giving away fees to? Brown answers that we are not giving anything away, but yes, we could consider raising rates. Public Works Budget Subcommittee 04/27/00 Page 1 Street Division Brown noted that “typically, we are looking at what is expected from us. Asking, how do we better pool our resources and how do we fund them correctly. We are tight on the street dept. We are trying to look at the best way to account for the storm drain project.” Brown doesn’t feel that we are doing as well as we could. “How do we find funds?” Brown says that we will be “able to provide an increase in services and productivity. Intense discussions take place within the department to ensure that there is improvement in efficiencies and productivity.” Reid noticed an important aspect and commented regarding the budget council itself, “in general, I am concerned about having fewer full-time employees yet, the projects are increasing. Are we compressing the department yet, expanding what we do within the City? Are we asking them to do more with less?” Public Works Operations—Streets & Storm Drains Water Division TAP Project—a project that stretches from Ashland to Talent. Brown noted that the water treatment pipes from the plant to Crowson are old and gives the department considerable concern. Moore suggests that the plant is very vulnerable and perhaps in the future we should take a good look at this issue. Wastewater Division The focus is major and minor construction needs; to improve efficiencies & productivity. The Challenges are long-term Funding. Brown said that dam improvements are in process. Currently, there are 6 filters to the plant. In the future we are looking to add filters 7 and 8. Brown said “If we fail to do this, our filters will not last. The staff is more concerned about what they cannot see than what is physically available to the eye. We have actually spent less in the treatment plant than the supply, treatment and distribution.” Ashland Creek pump station has begun working. The equipment was previously housed above ground. This old system was demolished and a new system was installed underground and it is working very well. Brown noted that considerable analysis was completed on the pump station. She further noted that nothing was done with the lines themselves, but money was put into the budget. The focus will be the new plant. Brown said, “Again, how do we better train out personnel? Another way to locate problem lines is by placing a camera within the pipe and allowing it to locate the roots and other items that prohibit proper flow.” Moore asks about the herbicides that will be used. What happens to them? Brown responds that a minimal amount is used (it’s not being drenched) then the water system will be purifying the liquids. You will not see it in the public usage or consumption. Administration & Engineering The focus is on commissions, traffic safety, forest and airport, customer service budgets, program implementation, project administration, master plans. Brown commented that the G.I.S. has been a positive project. Strategic Plan Goals th Begin design of Siskiyou Blvd., 4-Walker Complete ODOT jurisdiction exchange Evaluate The focus is to improve efficiencies and productivity, identify work and program priorities, project accountability, development standards and links with planning. The challenges are program Public Works Budget Subcommittee 04/27/00 Page 2 priorities, reorganization, new personnel, contracts and management of consultants, integration with planning/CDP. CIP Hartzell wonders if the details of the costs will be made known. Brown responds that it will be shown exactly how those costs are split out—ASDE/ODOT and how are those funds split out and accounted. Caldwell notes that if the members would review the fund sheets attached to their agenda, those questions will be satisfied. Storm Drains Hartzell asks for clarification regarding the soft match for Garfield street. Brown responded that it is an in-house project vs. contracted-out and is then, naturally a cost-saving measure. Brown noted that the Bear Creek Interceptor should have been completed this year but in view of previous/recent repair it was determined that this project would be deferred to a future time. The rest of the monies came from the flood litigation dollars. What finance has done for the past 8 years, is bundled the funds, amortized, split by departments. Save it and use it to develop office space. It’s a part of the nest egg.” Hartzell notes that the funds then must already be there or at least part of it. Caldwell concurs. IV. DISCUSSION Laws notes that the LID monies are factored. Wheeldon asks if the FDCs sit outside of the city dollars. Freeman notes that unless the complete spreadsheet is reviewed these questions are particularly difficult to answer. Williams wonders “where do the funds come from the pay the bank loan?” Caldwell notes that office space fees (rental) will come in to offset the costs of the bank loan. Wheeldon asks if a motion should be taken. Laws motions that the public works budget is presented to the full budget committee for approval. Braham seconds. All AYES. None opposed. Motion passed. Laws complements Brown on the outstanding work that she has done. He further notes that speculation has it that Brown is possibly the best department head within the City structure. V. PUBLIC INPUT None. Respectfully submitted, Sheri Bruce Public Works Budget Subcommittee 04/27/00 Page 3