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HomeMy WebLinkAbout07/17/1982 City Council 001214 MINUTES OF THE CITY COUNCIL OF THE CITY OF THE COLONY HELD ON JULY 17, 1982 A WORK SESSION of the City Council of the City of The Colony, Texas, was called to order at 8:30 a.m. at City Hall with the following members present: Gene Pollard Mayor Larry Sample Councilman Norman Adeler Councilman Charlie Parker Councilman Charles Dodds Councilman Marlene Poole Councilman and with Councilman Scott North absent; however, a quorum was established. EMERGENCY ITEM--CLOSED DOOR SESSION DEALING WITH PENDING LITIGA- TION Mayor Pollard stated that they would meet in a closed-door session as authorized by Article 6252-17 of Vernon's Ann. Civil Statutes to discuss pending litigation. 1. REVIEW OF THE PROPOSED BUDGET FOR THE 1982/83 FISCAL YEAR Kathy Rauschenberg was present to review the Municipal Court budget with the Council. She advised the Council that the Court Clerk's salary is the only salary included in the personnel items, however, the Judge and the Prosecutor are paid under Line Item No. 30, Professional Services. She stated further that the pay of the Judge and Prosecutor had been raised, respectively, from $100 to $115 per session and from $75 to $85 per session. She explained also to the Council that Line Item 20, Office Supplies, did include $500 for docket books. Line Items 64 and 65, Furniture and Office Equipment, included new furniture and a typewriter for the proposed floating clerk that has been included into the City Secretary's personnel budget. The Council did discuss the options of purchasign used furniture to decrease the furniture accounts in all budgets. Mayor Pollard asked if a computer with word pro- cessing capabilities would be a help in her department. Mrs. Rauschenberg advised that it would be very effective in getting out complaints, warrants and form letters. Mayor Pollard requested that she provide to the Council a chart showing a list of cases, the fine schedule and the cash flow generated from these fines. Mrs. Jane Barton reviewed the Finance Department with the Council. After reviewing each line item, the Council saw no changes to be made. It was noted that Professional Services had been dropped from $11,750 to $8,750, and this was the cost for the audit for the city. Mayor Pollard asked Mrs. Barton also if computer capabilities would assist in her depart- ment. Mrs. Barton said she estimated it would be at least a 50% time saving, and that a computer could do payroll and financial reports. Councilman Poole requested that Mrs. Barton provide for the Council a list of cities showing the various firms used to do their audits, as we are soon going into that process for ourselves. Mayor Pollard did ask why there was a significant increase in postage. Mrs. Barton advised that this was primarily due to ambulance billing. They asked what the ratio would be on the ambulance billing versus collections and the procedures used. Mrs. Barton advised that they collected approximately $500 per month and sent out 20 bills per month. The Council then requested an exact number for the past three *During this Work Session, Councilman Poole requested that Mr. Savage look into the 1 possibility of a franchise agreement with Southwestern Bell Telephone. 001215 months of bills mailed and the amount collected. Councilman Sample suggested that we see if hospitals would work with us on this billing procedure. Mrs. Barton did research the request made by the Council on billing for the last three months. She stated that in April 20 bills were mailed out, with a total of $720 billed and $188.39 collected. In May, 28 billings were sent out for a total of $990 and $714 was collected. In June, 16 bills were mailed out for a total of $575 and $537 was collected. At this time, the Council moved to the Fire and Ambulance Department budget. Chief Ronnie Gothard was present to review his budget with the Council. Councilman Parker asked why there was a $55,000 increase in salaries for this proposed budget. Chief Gothard explained that it is the cost of people hired last year in January and April, for whom we now must provide a full year's salary, as well as the addition of a day-shift paramedic. He advised the Council that the salary impact for the paramedic is $17,664, with a total impact of $21,901, which includes bunker gear. There followed a lengthy discussion regarding scheduling of Fire Department personnel. It was requested that Chief Gothard supply to the Council options on personnel scheduling. The Mayor and Council were concerned that the best coverage could be had by a strict day shift of paid personnel which would supplement the volun- teers, who could handle evening calls. Account No. 18, Uni- forms, in the amount of $2,374, represents $595 per person, Chief Gothard explained. Account No. 19, Medical, has dropped from $1,775 to $275, as this is the cost of one physical for the paramedic if hired at a total cost of $275. In a discussion of this, Mayor Pollard stated that he felt a reasonable cost for a physical and stress test would be $75 and requested that the Fire Department look into this. Mayor Pollard was also concerned as to how often physical agility tests were given to the firemen. Chief Gothard explained there had been no set schedule determined at this time but that six months or one year could be looked at. Mayor Pollard asked if Mr. Savage had considered annual physicals for all employees. Mr. Savage advised that he had not but this would be looked into. At this time, Mayor Pollard did clarify some points. He did feel that it was imperative that the paramedic also fight fires. Chief Gothard agreed. Mayor Pollard also felt that a clothing allowance or uniforms would be provided but not both. Line Item No. 22, Small Tools, which represents a cost of $600, was discussed by the Council. They requested that this account be coordinated with other departments con- taining this same account, so that there would not be a repeti- tion in purchasing. Account No. 24, Motor Vehicle Fuel, has been increased from $5,600 to $7,000. Chief Gothard explained that this is a 25% increase based on increased call load. Mayor Pollard requested that we check into removing the paying of the Federal excise tax on all gas purchased commercially. The Council did agree to lower this account for the proposed 1982/83 budget year from $7,000 to $6,000. In Account No. 25, Chemicals, $1,525 had been budgeted for the present budget year, however, Chief Gothard explained that only 80 gallons had been purchased, and that there was a $1,200 balance. The Council advised him to go ahead and purchase the foam now to have it on hand for emergency situations, and they did agree to leave in the $1,100 for the 1982/83 budget year. Line Item No. 29, Miscellaneous Supplies, was reviewed and increased from $8,250 to $9,250. Line Items 37, 38, 39 and 40, which are respectively Electricity, Water, Gas and Tele- phone, were discussed at length. It was agreed to lower the electricity account from $5,500 to $4,500. The water account was lowered from $850 to $750, and the telephone account was lowered from $950 to $700. Councilman Sample did request that the city research the cost of a metered Watts line. Account No. 43, Education and Training, budgeted for $6,105, includes the cost for the Richardson Fire School, EMT Schools and the annual Firefighting Seminar at College Station. At -2- 001216 this time, Mayor Pollard expressed his concern that the new firefighters were not certified EMTs and that they were doing the training for the volunteers. Also, the current volunteer training officer has been on a leave of absence for an extended period of time. Councilman Sample did agree with Mayor Pollard that the training officer position should be filled at all times. After a lengthy discussion, it was agreed by the Council that in the future anyone hired within the Fire Department should be a certified firefighter and an EMT. It was also agreed that the training for the volunteers should be upgraded and that the Chief or the Captain should be present at each training session. Mr. Savage also stated that he would assess the need for the second daytime training session and schedule it accordingly. At this time, there was also a lengthy discussion of the management by the Chief of the volunteers. Mayor Pollard stated that he did disagree with the action taken after the June 29th resignation of a volunteer who works from Station No. 1. The Council then discussed at length the situation surrounding this volunteer's resignation and the procedure for reinstatement that Chief Gothard outlined to them. It was determined that Mr. Savage would meet with Chief Gothard on Monday, July 19th, and discuss this in depth. The City Secretary was instructed to post an emergency closed-door session dealing with Fire Department personnel for the regular meeting scheduled for the evening of July 19th. Line Item No. 47, Fire Prevention Bureau, was explained to the Council. Chief Gothard stated that this account included the supplies for public education seminars usually presented by the volun- teer Fire Marshal, Danny Saenz. After a discussion, the Council agreeed to lower this account from $500 to $300. Line Item No. 50, Maintenance of Building, was left at $1,600, however, Chief Gothard did state that he would develop a systematic maintenance procedure for the building. Council agreed that they had no problem with the maintenance accounts, which are No. 53, Maintenance-Office Furniture & Equipment, No. 55, Maintenance-Vehicles, No. 56, Maintenance-Radio and No. 58, Maintenance-Other Equipment. Account No. 62, Radio and Communi- cation Equipment, Chief Gothard stated had been increased from $1,506 to $4,350, and the primary cost was $4,000 for a radio for the second ambulance to have direct communication to hospitals. The Council felt that this $4,000 cost was imperative as a life-saving device and requested that the radio be purchased this budget year. The Council then lowered this account to $350. Account No. 64, Furniture and Equipment, is primarily for folding chairs and one four-drawer legal cabinet. The Council stated also they felt that this account could be decreased from $970 to $500 and that used furniture be an option looked into. Account No. 69, Capital Other Equip- ment, in the amount of $5,180, is primarily for helmets, gloves and hose, Chief Gothard explained. Account No. 74, Reserve for Contingencies, does include $1,200 for cold drinks for the volunteers, as well as an incentive program cost. The Council, after lengthy discussion, agreed that the uniform cost should be moved to the Uniform account and that other incentive options should be researched by the Chief. Council, however, did increase this account from $4,673 to $5,673. Account No. 93, Vehicle Lease Purchase, is set at the $22,400. This represents lease-purchase payments for the next 12 months. Account No. 94, Lease on Additional Equipment, was increased from $5,000 to $7,500. After reviewing this budget, Mayor Pollard stated that he did feel that Chief Gothard had done an excellent job in presenting a workable budget for the next budget year, however, the Council was concerned with the adminis- tration of this department and some cost overruns on this present budget year. He stated that he would like to see projections for the growth of this department over the next ten years. -3- 001217 Mayor Pollard stated that he would have to leave the meeting due to prior commitments at this time, however, he would like to discuss briefly the purchase of three capital equipment items that would affect each department; a copier, a computer and a postage machine. The Council did agree that a copier with a collator should be an item considered on a lease-purchase basis. Mrs. Carroll, City Secretary, said that the total cost of the equipment, not including leasing charges, would be approximately $8,000. Councilman Sample stated that he had reviewed postage costs for the city. Postage runs approxi- mately $3,500, and he felt in analyzing this that a $720 cost for a postage machine, not including the $17 per month for rental, would be an advantageous purchase for the city at this time. The Council concurred. A mini-computer and the uses that the city would have for this type of equipment was then discussed. It was agreed that Councilman Dodds and Coun- cilman Sample would do a study on the type of computer that would fit the city's needs and bring this information back to the Council to be considered for the 1982/83 budget year. At this time, the Council reviewed the Police Department budget. Chief Nick Ristagno was present to answer any questions that the Council might have. Chief Ristagno stated that this budget did not represent an increase in personnel for his department. Line Item No. 11, Salaries-Overtime, has been cut from $12,000 to $8,000. Councilman Sample stated that he was concerned that even $8,000 was too much based on this year's usage. Chief Ristagno stated that he possibly is correct, however, the officers do have the option to be paid overtime or take compensatory time and, in the past year, many have been choosing compensatory time; however, there is no guarantee that this trend will continue. The Council did agree to leave this account at $8,000. Account No. 12, Salaries-Part Time, was then discussed. Chief Ristagno stated that this account in- cluded crosswalk guards and additional crosswalk guards for the new schools that will be opening this fall. He also advised the Council that originally this account included a part-time --' animal control officer to supplement on evenings and weekends, but the cost had been cut. The Council asked what the cost for this part-time animal control officer would be. Chief Ristagno advised that the total package is $7,287. The Council did agree to add this position back into the budget, which affected the following accounts: 12, Salaries-Part Time plus an additional $5,720; 16, Workers Compensation plus $124; 18, Uniforms an additional $243. Account No. 18, Uniforms, Chief Ristagno stated, had been increased from $3,088 to $4,045, not including the part-time animal control officer. He stated this represented additional uniforms for the Animal Control Officer and raised the clothing allowance for the Chief, Juvenile Officer and Criminal Investigator from $25 to $35 per month. Account No. 19, Medical Expense, he advised has been increased from $130 to $875. This increase represents primarily psycholo- gical testing for officers as well as any newly-hired officers during the year. The Council agreed to this request. In Account No. 20, Office Supplies, Chief Ristagno explained that the increase from $1,203 to $1,808.52 primarily represen- ted an increase in cost for computer paper for the TCIC computer used in Communications. Account No. 24, Motor Fuel, was increased from $30,000 to $31,200. This increase represented the addition of the part-time animal control officer. However, the Council did express concern that this amount might not be adequate -- for the coming year. Chief Ristagno then explained the purchases under Accounts 25 and 27, Animal Control Chemicals and Animal Control Feed respectively. The Council had no problems with these accounts. At this time, Account No. 29, Miscellaneous Supplies, was explained in detail by the Chief. It does repre- sent a $9,000 cost increase. Some items to be purchased out of this account are four bullet-proof vests at a cost of $200 each, film, supplies for the crisis intervention unit, handcuffs for each vehicle, ammunition, a fingerprint system, three shotguns and three AR15s, a tear-gas kit, emergency alert pagers, -4- 001218 and vehicle striping for the new vehicles. It was agreed in discussing that the pagers should be moved to the radio account. Chief Ristagno also advised that miscellaneous had been cut $1,000, which represented a cost of a paper shredder. Account No. 36, City Insurance, had been increased from $6,621 to $10,841.28. Chief Ristagno advised that this included an upgrade in the insurance for reserve police officers. This would bring their insurance coverage in line with the coverage provided for the volunteer firemen. Account No. 45, Dues & Memberships, had been increased from $300 to $420. Chief Ristagno explained that this represented primarily the joining of all officers in the Texas Police Officers' Associa- tion. Account No. 56, Maintenance-Radios, represented a contract agreement for service and had been increased from $3,000 to $5,058. In discussion of this, the Council requested that this contract arrangement be reviewed. Under Account No. 62, Capital Radios, Chief Ristagno stated that he would be purchasing two additional radios this year for the additional vehicles, if approved by Council. He also stated that a portable to be used by the police reserves had been cut from this request, and they would like to have it reviewed by the Council. This radio would cost an additional $900. After discussion, it was agreed that the part-time animal control officer would be decreased from 20 hours per week to 16 hours per week, and the portable radio could then be purchased. Mr. Savage said the accounts would be adjusted accordingly. Account No. 93, Motor Vehicle Lease, in the amount of $27,300.98, represented an addition of eight new vehicles. Chief Ristagno explained that he did anticipate receiving $2,200 for each of the six presently owned vehicles. Councilman Sample stated that he was concerned that the monies received for the old vehicles could not be put into the financing of the new vehicles and requested that the staff review this financing arrangement. Account No. 64, Capital-Office Furniture, was agreed to by the Council. Chief Ristagno said this represented furniture for the Communications area that is presently under construc- tion. Account No. 71, Contributions, in the amount of $500, represents contributions that the Police Department makes in sponsoring football and all-star teams. Account No. 94, Computer Lease, reflects only $2,515, as the RCA computer will be paid off this year. At this time, it was agreed that the other departments would be discussed at the July 19th meeting and an additional meeting called sometime during the following week. There being no further discussion at this time, Council- man Dodds moved that the meeting be adjourned. Seconded by Councilman Parker, the motion was passed by the following vote: Ayes: Ail members present voted aye Noes: None Acting Chairman, Councilman Sample, adjourned the meeting at 7:30 p.m. C~E POLLARD, MAYOR ATTEST: / ~ JAN~d ROLL, RY / -5-