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HomeMy WebLinkAbout1998-06-04 Minutes, City Commission MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA June 4, 1998 ***************************** . The Commission of the City of Bozeman met in special session in the Conference Room, Bozeman Professional Building, Thursday, June 4, 1998, at 5:00 p.m. Present were Mayor Stiff, Commissioner Smiley, Commissioner Rudberg, Commissioner Frost, Commissioner Youngman, City Manager Johnson, Assistant City Manager Brey, Administrative Services Director Gamradt and Clerk of the Commission Sullivan. Signina of Notice of Special Meetina Each Commissioner, in turn, signed the Notice of Special Meeting. Work Session - Review of City Manaaer's Budget Recommendations for FY1998-99 This is the second in a series of work sessions on the City Manager's budget . recommendations for Fiscal Year 1998-1999. The Commission began its review of the individual budget units, as follows. Fire. City Manager Johnson gave a brief overview of the budget, as contained on Pages C-30 through C-33, noting there are no proposed changes in the level of personnel. He stressed that the budgeted amount of $40,000 for overtime is lower than it has been in the past, in recognition of the Fire Chief's efforts to manage the amount of overtime worked; and one major incident could create the need for a budget amendment in this area. He stated that, with the new 9-1 ~ 1 system, a new set of pagers will be required. The amount budgeted for capital items includes replacing the self-contained breathing apparatus (SCBAs). The City Manager then reviewed the "issues list", which identifies those items requested but not funded. Those items include additional overtime, a new firefighter, a half- . time clerk typist, two additional firefighters if existing firefighters are moved to inspection, increased funding levels for operating supplies and training, construction of a decontamination and rehabilitation shelter, and implementation of a fire prevention program and an emergency medical services program. He stated that he carefully reviewed all requests for travel and schools, following the slogan it has to be "education, not vacation". He stated that the levels 06-04-98 Special ----- - - 2 - at which those requests are funded is typically at or below the level of last year's budget. He recognized that training is a big issue for everyone and, while he supports training, he feels that trainers should be brought to Bozeman so that more of the staff members can receive the benefit. Fire Chief Aaron Holst, Deputy Fire Chief/Fire Marshal Chuck Winn and Deputy Fire . Chief AI Scholes gave a presentation on their budget requests and the operation of their department. Fire Chief Holst gave an overview of the presentation, which was divided into fire prevention, training and operations and the future. Deputy Fire Chief/Fire Marshal Winn reviewed the mission statement for the fire prevention program, noting that under this program, they stress quality over quantity because of the life safety issues involved. He also noted that they value voluntary compliance over enforcement, although enforcement is the third step in the program. He then reviewed what is being done and what is not being done under the current level of funding. He concluded his presentation by reviewing the performance measures contained in the budget. . Responding to Mayor Stiff, the Fire Marshal stated that the fire crews do a weekly inspection at Montana State University at 10:00 a.m. every Wednesday. He noted that, on this schedule, it takes two years to complete inspections of every occupancy on the campus. He stated that MSU is very satisfied with this level of service and the working relationship between the two entities. Further responding to Mayor Stiff, the Fire Marshal stated that the Fire Department does not inspect homes unless requested to do so. He then indicated that, under the current funding levels, they are unable to inspect most of the existing commercial structures, except for those where new business licenses are being sought. Deputy Fire Chief AI Scholes reviewed the training and operations portion of the budget, noting that this is the more visible segment of the department. He gave an overview . of the types of certification and recertification the firefighters are working toward. He stated that many of the certifications can be maintained with local training, but some of them require more intensive training. Responding to Commissioner Frost, Deputy Fire Chief Scholes stated that with the hiring of one more firefighter, eight people could be assigned to each shift, and that should be 06-04-98 Special . n___..... -..-.. ---.. -.---.-- --.--..--.-.. - 3 - adequate to maintain six firefighters on each shift, even with people gone for training, vacations and sick leave. Responding to Mayor Stiff, the Deputy Fire Chief stated that the department has no volunteers at this time, but does work with volunteers from the surrounding fire departments . through the mutual aid agreement. The Deputy Fire Chief noted that the amount budgeted for operating supplies has risen this year partly because of the accounting change under which items costing between $500 and $1,000 are now funded through this line item rather than the capital line item. He stated that much of the equipment used by the Fire Department is up to twenty years old, and it is beginning to fail. Responding to Commissioner Rudberg, the Deputy Fire Chief stated that under new EPA regulations, the Fire Department must be certified to handle hazardous materials situations. Commissioner Rudberg stated that, under this budget unit and several of the other budget units, the performance measures include percentages instead of numbers. She stated that she has trouble understanding the percentages, particularly since they could represent a . very wide range of numbers, and stated that measuring the items in numbers would provide much better information to those reading the document. She also stated that she does not understand the efficiency measures at all. Responding to Mayor Stiff, Deputy Chief Scholes stated that the Fire Department uses the personnel at MSU who are trained in hazardous materials as resources when dealing with disposal of those materials. Responding to Mayor Stiff, Administrative Services Director Gamradt stated that the threshold for operating supplies was previously increased from $250 to $500 and now to $1,000. He then noted that the capital improvement program working document includes those items which cost $10,000 or more. He noted that for those items costing between $1,000 and $10,000, annual requests are required. For those capital items costing over . $10,000, once they are in the capital improvement program working document, only review and updating on an annual basis is required. Fire Chief Holst noted that the hazardous materials program is funded 50 percent by the County and 50 percent by the City. He then stated that, through the agreement between the City and MSU, the City will receive just under $80,000 for its fire protection services. He 06-04-98 Special - 4 - stressed that Bozeman is the only City in the State to receive monies from the University, and has the best working relationship with a local university. The Fire Chief then reviewed the Department's current responsibilities in an emergency medical service situation, noting that the only item they do not take an active part . in is transporting the patient. He then questioned why the Fire Department is not in the emergency medical services business since it is so actively involved in those incidents. Building Inspection. City Manager Clark Johnson gave a brief overview of the budget, as contained on Pages D-6 through 0-9, noting that the amount to be transferred for administrative services has been significantly reduced because of a recent law. Chief Building Official Neil Poulsen distributed a sheet listing the number of plan reviews and inspections conducted by each individual inspector in the department for each month this fiscal year. He noted those numbers reflect that the number of plan reviews conducted is lower than the standard while the number of inspections is above the standard. He indicated that, since one of the inspectors serves in both of those capacities, however, the workload has balanced out. He stated that it appears this will be the third largest year for . permits issued, with 1995 being the largest year and 1997 being the second largest year. He forwarded his projection that a substantial amount of commercial development will be realized next year, with a majority of it occurring along the North 19th Avenue corridor. The Building Official stated that a significant amount of time and training have been devoted this year to ensuring that by July 1, all inspectors have met the qualifications set forth in House Bill 388. He then turned his attention to the performance measures and workload indicators contained in the budget. He noted that the effectiveness measures pertain to customer service and improving response time to the public. He stated that a new project permit system is being installed on the computers and staff is being trained on its use at the present time. He indicated that he has just received the information from the Assessor's Office that will serve as the backbone for the system, and the company providing the software has . assured him the information will be loaded and the program will be ready for use by July 1. He noted that a terminal will be placed in the lobby so that the public has access to the information available to the staff. Responding to Commissioner Rudberg, the Building Official stated that the number of permits listed under the workload indicators is for new construction only, and does not 06-04-98 Special ---..- - -. -- --..--.. ". - ..- ___._. _.___m_ - 5 ~ include the remodeling projects that are shown in the monthly reports. Fire Marshal Chuck Winn stated that a portion of his salary is paid through this budget since he supervises the department, and his replacement vehicle has been included in this budget unit. He characterized the vehicle he drives as an incident command vehicle for . emergency responses as well as the vehicle he uses for construction inspections. He noted that, as an incident command vehicle, it must be large enough to hold four big men with clipboards, radios, protective clothing, flashlights and arson investigation kits. He stated that a sport utility vehicle is the type of vehicle he envisions as meeting those needs, and the $25,000 budgeted does not cover it. He asked that the Commission reconsider the amount budgeted, and add $10,000 to meet his needs. He noted the last time a new staff vehicle was purchased for the Fire Department was in 1974, with used vehicles being purchased since then. He stated that his Lumina has 85,000 miles on it and, while it is in generally good condition, it needs a new transmission, brakes, struts and exhaust system. City Manager Johnson stated that, while he recognizes the Fire Marshal's needs, he could not justify the amount requested because of the perceptions involved. He noted that a . four~wheel drive is needed for the winter months, clearance is needed to gain access to construction sites, and interior space is needed for four people and their gear. He noted that all different types of vehicles have been considered, and he recognizes the Fire Marshal's points as being valid. Following discussion, a majority of the Commissioners indicated an interest in adding $10,000 to the budget for the new Fire Marshal's vehicle. City Court. City Manager Clark Johnson gave a brief overview of the budget, as contained on Pages C-22 through C-25, noting that the current staffing level is funded and a slight increase in contracted services has been provided. He noted that the City Judge requested a 3/4-time receptionist position that went unfunded, and the requested level of juror's fees was higher than funded. . City Judge Patty Carlson stated that she can live within the amount budgeted for jurors simply by encouraging the attorneys to either settle the cases or transfer them to Judge trials. She stated that the workload in the court has increased dramatically over the past few years, due in part to the addition of police officers on the street and in part to the work of the City Attorney's office. She noted the workload indicators reflect that the Court handled 3,500 06-04-98 Special - 6 - criminal citations in Fiscal Year 1994 with 3 Y2 clerks, 5,000 citations in Fiscal Year 1996 with 3 % clerks, 5,500 citations in Fiscal Year 1997 with 3 Y2 clerks, a projected 8,000 citations in this fiscal year with 4 clerks and a projected 12,000 citations in Fiscal Year 1999 with 4 clerks. She stated this is possible because her clerks are so dedicated that they arrive between 7:30 . a.m. and 8:00 a.m. and often eat their lunches at their desks, not leaving work until 5:00 p.m., and not asking for or receiving compensatory time or overtime. She noted that one of the clerks does work on Sunday to accumulate and prepare the paperwork for Court on Monday mornings, and she does receive compensation for those hours worked. The City Judge reviewed the performance measures, noting that the efficiency measures reveal the amounts budgeted do not allow the staff to meet their standards because of all the disruptions they encounter in a day. She suggested that with the hiring of a 3/4-time receptionist, the clerks would be able to do their work more efficiently. The City Judge noted that the amount of money generated by the Court has increased significantly over the past few years, with an average of $460,000 generated in Fiscal Years 1994 through 1996, $530,000 generated in Fiscal Year 1997, an estimated $681,000 . generated this fiscal year and a projected $735,000 next fiscal year. She suggested that if the City Court were expanded from a part-time court to a full-time court, the City Court may be able to attract the MSU cases, which currently go to the Justice of the Peace Court, and may also be able to handle civil cases. City Judge Carlson stated that under the current system, she can identify within 24 hours if someone has not made a time payment. She noted, however, that with the current staffing level, the clerks do not have time to prepare the paperwork for a summons or warrant to collect that money, as evidenced by a stack of paperwork on one of the clerk's desks. She suggested that, with the hiring of the additional 3/4-time receptionist, to answer the telephones, accept payments and do some of the forms, the clerks could do their work more efficiently. She indicated that the additional monies generated with the extra person would . more than pay the costs of that position, and hiring an employee would be less costly than using temporary services. City Judge Carlson noted that her office must act within certain timelines under the State statutes and Supreme Court requirements. She expressed concern that, while she and 06-04-98 Special -.-- - .7- her staff strive diligently to meet those time lines, they may not always do so. She cautioned that if this occurs, the liability and ramifications to the Court and the City could be huge. City Judge Patty Carlson stated that since she was seated as City Judge 2 % years ago, her salary has changed very little. She noted that when she accepted the additional duties . of Court Administrator, a separate salary was set for that portion of the job. Since that time, she noted, the percentages of time spent in each position have changed substantially, and asked that the Commission take those changes into consideration and increase her salary to be commensurate with the caseload, the work she is doing and her 13 years of experience as a judge. The City Judge stated that at the present time she, the City Manager and the City Attorney are looking into the possibility of converting from a city court to a municipal court. She concluded by recognizing that several different City departments have given her the support necessary to make much-needed changes in the court system over the past 2112 years. Commissioner Rudberg expressed concern about the round numbers in the workload indicators, stating exact numbers are needed to accurately portray the information. She also . stated she does not understand what the efficiency measures are trying to depict. City Judge Carlson responded that with the new computer system and software, accurate tracking of the cases should be much easier. She then indicated that the efficiency measures reflect the distilling of five or six pages of statistical information into a few lines, and she will work to make that information more understandable next year. Responding to Mayor Stiff, the City Judge stated that her office is keeping track of the extra time worked by the clerks. Commissioner Frost asked for a report on the amount of compensatory time that has been accumulated. He also asked for discussion about a municipal court and what type of changes would be involved. City Attorney. City Manager Clark Johnson gave a brief overview of the budget, as . contained on Pages C-14 through C-17, noting that it reflects the moving of Christopher Williams from the Planning Department budget to this budget and the moving of a %-time secretarial position from the City Manager's budget to this budget. He stressed it is his philosophy that all attorneys in the City should report to the City Attorney, and having all of the attorneys funded through this budget unit eliminates the potential for conflicts and 06-04-98 Special - 8 - questions about leadership. He noted that, to create greater efficiencies, he is proposing to relocate the City Prosecutor to the Law and Justice Center and to move one of the secretaries to that office to assist her in the day-to-day activities related to court. He characterized City Attorney Luwe as running the department "very scotch". He noted the budget includes $2,800 . for computer upgrades, stating this staff is behind other offices in their technology. He also noted that $9,000 has been budgeted to replace furniture and create a more professional atmosphere, stating that much of the furniture in that office has been used beyond its useful life. City Attorney Luwe stated that he had handouts setting forth the statutory requirements for his office, and he will distribute them in the mailboxes. He stated that the performance measures for his department were developed in a day-long department retreat. He indicated that during the upcoming year, the staff will keep track of the projects they work on and the length of time it takes so that those measures can more accurately depict the department's activities. He then reviewed many of the performance measures, noting that some of their activities can take an extended period of time. . The City Attorney stated that as the performance measures were developed, care was taken to ensure that value statements were considered and not just numbers. He stressed, in criminal prosecutions, the department philosophy is that domestic violence, DUI and assault with bodily harm cases will not be dismissed even if they appear to be weak. He then noted that his office spends a significant amount on personnel issues at times, and that workload is not reflected in these statistics. City Attorney Luwe briefly highlighted the Fiscal Year 1998 accomplishments, noting that 24 percent of the parking fine revenues, or $21,249, have been collected through the enforcement efforts of his office. He stated that, with some modifications to the computer program, warrants and complaints should be generated in a much more streamlined manner next fiscal year. He then turned his attention to the workload indicators, noting he is unable . to reconcile his figures with the City Court figures. Commissioner Rudberg stated that, once again, she feels numbers instead of percentages would make the performance measures more valuable. She then thanked City Attorney Luwe for his work and his department's work. She expressed concern that the City 06-04-98 Special ------ - -- .--. - 9 - Commission may be placing an undue workload on his office and suggested that he develop a list of outstanding projects if he feels it is unmanageable. The City Attorney responded that, to date, he has resisted any type of closed door policy because he prefers to have people ask questions, rather than trying to address a situation after the fact. . The Commissioners thanked all of the staff members who gave presentations at this meeting. Adjournment - 7:45 p.m. There being no further business to come before the Commission at this time, Mayor Stiff adjourned the meeting at 7:45 p.m. ~~~4 ALF M. TIFF~ ayo!- ~-,. ATTEST: -....., ~ - - .- - . ~..~~ ROBIN l. SlJlJ.IVAl\I - Clerk of the~-Cor1"l'f'lli-ssion - . 06-04-98 Special