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HomeMy WebLinkAbout03/21/2000 CDC MINUTES THE COLONY COMMUNITY DEVELOPMENT CORPORATION WORK SESSION MARCH 21. ST, 2000 Present: Susan King - President Richard Boyer - Vice President Bunker Hill - Member Vicki Briggs - Treasurer Absent: Sue Walden - Secretary John Sanders - Member Staff. Pam Nelson Kathy Neal Sam Fitzgerald Guests: Tony Johnston - Finance Director John Dillard - City Council Member Item 1.1. Call to Order. President King called the meeting to order at 6:05 p.m. A quorum was present. Item 2.0, Discussion of financial procedures for revenues and expenditures. President King informed the board that Tony Johnston, Finance Director for the city, is here to discuss financial procedures. Tony informed the board he would like to bring 4B into the city's financial system. When the auditors were here, they expected to see a trial balance, general ledger, revenues and expenditures; they did not see that. They want a true balancing book of accounts. If the board decides to do this, the city would take care of everything except any special projects. He would like to have a capital projects accountant because there will be a time when 4B has multiple projects happening at the same time. If there is an accounting matter that needs to be researched, there may be a charge to 4B for that. President King suggested that when the budget process begins, the board set aside money for Tony's department to handle 4B matters. Pam said each capital project could have separate financial statements. 'T'hey will list each check, who it is issued to and the dollar amount. With these statements, it will be very easy to keep track of each project. Tony added that the board would give him a budget; the financial statements will show how much you get charged for that month, the percentage of the budget you have used and year to date figures. As you go along, what you spend will be subtracted from the budget and the financial statement will show you a remaining balance. Richard asked if the process of how the board spends their money would change. Tony replied it would not. It would now be under one umbrella, just different accounts. Your money would be in j its own fund and the checking account also would be rolled into its own fund. Pam said the financial process would be simpler if it was handled the way the city has things set up. Richard added that as long as we have the same accessibility to the money and we see it reported back to us the same way he is comfortable keeping things as they are or he would be willing to change to Tony's system. Pam added that there is a law that requires the funds to stay separate and not be part of the general fund. By law, the financial reporting has to be that way; the city would get in trouble if that was not happening. She said the board would always be informed about what expenditures are coming out of the account - nothing will come out without the board knowing. Tony said he would have to check with the state comptroller's office to see if the board still needs its own checking account. There was a consensus to leave everything the same until Tony hears from the state comptroller's office. Item 3.0. Discussion of how to present the Master Plan to City Council. Pam informed the board that they are on the City Council agenda for April 17d', Dwayne Brinkley was not available on April P. We will allot so much money for irrigation, and it's up to Parks & Rec as to what they want to irrigate, we will allot so much money for Ridgepoin to and it's up to Parks & Rec. how the money is spended. Councilman Dillard stated Council would like to see a plan of what is going to be done at each park so they understand what it being done. Give Council a general idea of what you're planning on doing. Pam stated that all projects could be tied back to the Parks Master Plan. All the projects - upgrades or maintenance are in the Park Master Plan along with the,new projects. She believes the consultants should make the initial presentation. There was a question as to who would present the sport complex since there will be another Park & Rec. board meeting before this happens. Pam said there would be a few minor adjustments. We can indicate on the map what would be Phase I, Phase II. We can also create an itemized list of what would be included in Phase I and Phase 11. The majority for Phase I is all west of Paige Rd.; the east side is being left alone. Pam does not think we should anticipate getting the grant from Texas Parks & Wildlife when we present this to Council. We can tell them we think we have a good chance, but there is no assurance we are going to get it. The grant is a reimbursement grant. They will reimburse us for $500,000 in expenditures. The land on the east side is being held in trust so we can use the value of the land as a matching source of funding later on. Richard asked if work at Ridgepointe Park will have started by April 17th. Susan said we could take Ridgepointe Park to Council on April 3rd if we want to start work on April 10th, which is the end of our 60-day notice. We can take it separate from the whole plan and tell Council 4B has $150,000 to begin construction on Ridgepointe Park. Councilman Dillard said he would like to see something done ASAP. Pam said completion depends on what we do in Phase I which is a parking lot, playground, shade pavilion, landscaping and irrigation; if we start on it immediately, it could possibly be used by the end of summer. There was a consensus of the board to go to Council on April 3rd for Phase I of R.idgepointe Park for $150,000. Pam believes it would be beneficial to have a document in place where people could have something that would show them what the process was in getting to a certain point and how the money is being spent. It can be updated periodically just like the Park Master Plan and as projects are completed. Susan said Dwayne would be giving an overview of what the process was to come to this point as well as presenting the Master Plan - general information about the Turco Survey, Hunsaker Report and general input we took when making the presentation to Council. The meeting was adjourned at 7:15 p.m. Kathy Neal, ecording Secretary Susan King, President MINUTES THE COLONY COMMUNITY DEVELOPMENT CORPORATION REGULAR SESSION CITY HALL COUNCIL CHAMBERS MARCH 21", 2000 Present: Susan King - President Vicki Briggs - Treasurer Bunker Hill - Member Richard Boyer - Member Absent: Sue Walden - Member John Sanders - Member Staff: Pam Nelson, Kathy Neal Guests: Lanny Lambert - City Manager Item 1.0 Call to Order - The meeting was called to order by President King at 7:15 p.m. A quorum was present. Item 1.1 Pledge of Allegiance - President King led the board in the Pledge of Allegiance. Item 1.2 Staff Reports - The board had the most recent Comptroller's Report and financial statement. Item 2.1 Consideration and approval of the minutes of work session held on March 7"' 2000 and the public hearing held on March 9"' 2000. - Richard Boyer made a motion to approve the minutes of the work session held on March 7"' 2000 and the public hearing held on March 9"' 2000. Vicki Briggs seconded the motion and the motion carried. Item 2.2 Request for funding for Median Landscaping and Beautification Master Plan. - Lanny Lambert came before the board to ask for funding for the creation of a Master Plan for the long-term development of the medians. Currently developers are required to pay for the medians as new subdivisions are built. He thinks we could do 2-3 blocks a year maximum and if we do it over a long period of time, we are going to need a Master Plan to follow. We have gone out for RFP's for professional services and 4 Architectural Landscape Firms responded. A committee has reviewed them and rated them and we recommend Carter & Burgess. We have not yet negotiated a contract. He does not know what the cost of the Master Plan will be, therefore he told the board they could give him an amount to present to the firm that is selected and work from that. He said we will have to follow the budget process and also take it to City Council. He has not approached 4A for this. He would like to get this Master Plan done in the next 3 - 4 months. The board requested Lanny to provide them with information, including cost, from other cities the same size as The Colony, who have done something similar regarding median landscaping. Item 2.3 Discussion and appropriate action regarding financial procedures for revenues and expenditures. - Current financial procedures will remain. There was no action on this item. There being fn further discussion, k't~sident King adjourned the meeting at 7:40 p.m. KathyNeal, Recording Secretary Susan King, Preside t