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HomeMy WebLinkAbout01/14/1991 Meeting e M I NUT E S Eugene City Council Dinner/Work Session McNutt Room, City Hall January 14, 1991 5:30 p.m. COUNCILORS PRESENT: Ruth Bascom, Shawn Boles, Debra Ehrman, Bobby Green, Randy MacDonald, Paul Nicholson, Kaye Robinette. The adjourned meeting of January 14, 1991, was called to order by His Honor, Mayor Jeff Miller. Because staff in his office will be reduced for the next few months, City Manager Mike Gleason asked for the council's understanding if turnaround times are slower than usual. I. FINANCIAL STRATEGY e Warren Wong, Administrative Services Director, reported on the status of the financial strategy that the council adopted on November 19, 1990. Of the $1.9 million savings target, about $1.75 million has been achieved. Most of the FY91 savings have come from position vacancies in all City departments except the Public Works Department, which is supported primarily from non- General Fund dollars. Of about $1.3 million in possible capital project cuts, staff recommended cuts totaling approximately $950,000. Staff also recommended budgeting $275,000 in FY92 for emergency capital projects. Other issues involved the Sister City Program and arts funding. Mr. Wong welcomed direction regarding arts funding. Ms. Bascom requested information on Transient Room Tax allocations. Mr. Gleason requested council direction to help address budget overruns in the Sister City program. The council agreed that the program should remain within its current budget and supported the work staff has done toward reduc- ing the budget. In response to a question from Mr. Nicholson, Mr. Wong explained that the proposed renovation to the Council Chamber involved only its sound system. Mr. Boles requested that staff obtain a performance contract on the work. Mr. Robinette agreed. Mr. Boles also asked for a list of items in the bUilding rehabilitation program. In response to Mr. Boles concerns about HVAC projects, Mr. Wong said a line item description would be available at a future meeting. - MINUTES--Eugene City Council Dinner/Work Session January 14, 1991 Page 1 ~ In response to a question from Ms. Ehrman about the Municipal Court's jail contract, Mr. Gleason said he would have to research the exact figures. Mr. Greene questioned the role of the Budget Committee. He believed it should deal only with policy. Mr. Boles felt that the council should not close budget options further than necessary. Mr. Gleason responded that staff was trying to keep the FY92 budget as close to that of FY91 as possible to allow flexibility. In response to concern from Mr. Nicholson about determining what the public wants, Mr. Gleason said the council will get information about public priori- ties through the strategic financial planning process. He mentioned that staff is also trying to keep the cost of all the City's intergovernmental contracts at their current rates. e - II. FY92 BUDGET PREPARATION AND REVIEW PROCESS Mr. Wong reviewed the recommended FY92 budget review schedule, noting the change toward fewer meetings and documents. Mr. Gleason commented that the budget is basically finished unless staff is directed to review various de- tails. Councilors discussed the Budget Committee's role and the council's role con- cerning the budget process. In response to a question from Mr. Nicholson about the function of the Budget Committee and in response to his concern about how changes in the schedule would affect the oversight function, Mr. Gleason said the legal statute gov- erning the budgetary process is not very specific beyond the requirement that the Budget Committee review the budget's general categories and make recom- mendations to the City Council. He did not believe that the oversight pro- cess would be impaired by scheduling adjustments. In response to a question from Mr. Boles, Mr. Wong said the City's approach meets the letter and spirit of State law. Mr. Boles felt that reviewing the budget was a "cut-and-dried" exercise. He said the Budget Committee was most needed for its expertise in financial strategy. Mr. Gleason agreed, further clarifying that the new strategic financial planning focus was to reduce the Budget Committee's role and increase public involvement. Mr. Rutan agreed with the three meeting schedule, but favored reducing the nine-hour, April 23 meeting. Ms. Bascom did not favor reducing the nine-hour meeting if it meant having a fourth meeting. Mr. Nicholson said it was his understanding that the council decided to cut the capital budget and maintain existing programs at the most modest level possible, which would naturally shorten the budget review process. Mr. Gleason responded that the budget is a planning document in which work plans are coordinated with fiscal estimates. It is not an effective vehicle for MINUTES--Eugene City Council Dinner/Work Session January 14, 1991 Page 2 e conducting efficiency analysis. The strategic planning process, with its public participation component, will take the place of the Budget Committee's traditionally extensive review. III. FINANCIAL PLANNING PROCESS Ms. Bellamy updated the council on the financial planning process. Staff has researched plans from other cities, but has not found a situation pertaining directly to the City of Eugene. Of eleven potential consultants, four are being interviewed by a team including former Budget Committee member Kim Short as a citizen representative, Mr. Gleason, and Mr. Whitlow. Mr. Boles thanked staff for including a member of the public on the team. Mr. Gleason commented that the strategic financial plan addresses not just fiscal problems, but also relationships. The Budget Committee needs to be involved, but other boards and commissions must also be included. After there is community consensus and a strategy is created, there will likely be another round of strategy discussions. He stressed that nothing would work unless the council agrees on the strategic financial planning process. The council discussed the participation of different commissions and the roles of councilors and citizens. Mr. Rutan believed all would agree that broad involvement was most important. e IV. COUNCIL GOALS WORK PLAN REVIEW In relation to the transportation goal, Mr. Gleason asked if the council still wanted a jOint meeting with the Bicycle Committee. Ms. Bascom believed the council should hear the findings of the committee's marketing investiga- tion because it may affect the City's work program. She believed there may be some bike routes that could be improved without great expenditure. Mr. Nicholson believed the bicycle route system was not extensive enough and that the council should review possibilities for extending it. Mr. Miller agreed. Dave Reinhard, Transportation Engineer, suggested that the council review the committee's written report. In response to a concern from Mr. Boles, Mr. Reinhard said the committee is currently working on an action plan. Mr. MacDonald believed that Lane Transit District (LTD) should focus on a car- pool program. Mr. Green disagreed, favoring bus ridership. The council agreed that it still wished to hear a report from LTD and a report on City employee ridership. e MINUTES--Eugene City Council Dinner/Work Session January 14, 1991 Page 3 4Ia Mr. MacDonald mentioned interest in alternative transportation issues and in the City working with other agencies to provide homeless shelter. Mr. Nicholson agreed, stating that the City should have a prearranged emergency shelter system so that there are no delays during cold snaps. In response to a question from Mr. Green, Mr. Weinman said the housing pro- gram may receive some Block Grant funds. Ms. Ehrman agreed that having an emergency shelter program was crucial, but questioned whether the City should provide such a service by itself. Mr. Miller believed Lane County and the City of Springfield should be more in- volved. Ms. Bascom believed that Springfield and the County have contributed more than they have been credited. V. APPOINTMENTS TO CITY COMMISSIONS AND COMMITTEES Ms. Ehrman asked to discuss appointments of citizens to City commissions. Mr. Boles requested copies of the time line showing when appointments to each commission need to be made. VI. OTHER e Mr. Gleason reported on the City's approach to protest marches. Because the City does not always know who to work with, different responses, such as closing streets, may be necessary. Mr. Rutan said that if protesters wish to cross the Ferry Street Bridge, they should use only one side of the bridge. The meeting adjourned at 7:27 p.m. Respectfully submitted, ~~~~rl Micheal Gleason, City Manager (Recorded by Jacqueline Woge) mncc 011491-530 e MINUTES--Eugene City Council Dinner/Work Session January 14, 1991 Page 4