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HomeMy WebLinkAbout07/06/1983 City Council MINUTES OF THE CITY COUNCIL OF THE CITY OF THE COLONY HEI,D ON JULY 6, 1983 A REGULAR SESSION of the City Council of the City of The Colony, Texas, was called to order at 7:30 p.m. with the following members present: , Larry Sample Mayor Norman Ade!er Councilman Don Amick Councilman Charles Dodds Councilman and with Cct~ncilmen Scott North, Noel Long an~ Mariene Poole absent; however, a ~ucrum was established. 1. PLEDGE OF ALLEGIANCE Mayor Sam~le announced that since a flag had not keen moved to the Fire Stdtion where the meeting was being held tonight, there would be no ?led%e cf allegiance~ 2. CITIZEN INPUT No one hag signed up at this time to speak before the Council. 3. APPROVAL OF MINUTES Councilman Long arrived at this point and participa[ed in the remainder of the meeting. Councilman Adeler moved to approve the minutes of the Regular Session held on June 20, 1983, and the Special Session held on June 23, 1983, as presented. Seconded by Councilman Amick, the motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 4. CONSIDERATION OF COLONY SOCCER ASSOCIATION REQUEST TO CONSTRUCT A SPRINKLER SYSTEM AT TURNER STREET PARK Janice Carroll, Acting City Manager, stated that since there was no one present at this time to represent the Parks and Recreation Board, she would recommend acting on this item later in the meeting. She explained further that the Parks and Recreation Board was conducting their meeting at the present time, and it was expected that someome ~'ould bring their recommendation on this item to the Cour)cil ~s soon as Eossible. 5. REVIEW OF PROPOSED ~UDGET FOR FISCAL YEAR 19~3/$4 Mayor Sample at thJ_s time asked Mrs. Carroll to present her recom- mendations regarding the various department's package requests to the Council. Before beginning, she stated that she felt it would be important after this presentation for the Council to go through the budget line by line in order to make any necessary cuts, as they did need to meet the deadline for filing the budget with the City Secretary on July' 15th. Mrs. Carroll then referred the Council to the new budget information from Police Chief Nick Ristagno which had been supplied tc them this evening. S~e advised that Brian Andrews, a Community Development Department Maintenance employee, hsd been hired by the Police Department as an Animal Control officer. She stated that this had impacted the Police Department b~dget, as Mr. Andrews as a present employee would be making more than scmeone hire~ in new. However, she did explain -I- that this would be offset by the decrease in Community Development, as their two new employees were hired at Step A. Mrs. Carroll also explained that there had been a revision in the Police Depart- ment's generator package request. Mrs. Carroll then presented her recommendations for equipment purchases as follows: 3 Pickup Trucks $7,350.00 (December) PARD Tractor 18,525.00 Community Development Backhoe 7,420.00 (March) Fire Dept. Radio & Equipment (1 set) 13,300.00 Police Dept. Vehicles 11,181.00 (March) $57,776.00 F&J (400 Homes) [120,000.00] Reserve for Contingencies $62,224.00 Mayor Sample suggested that the entire amount for the Police Department vehicles and the Community Development Department backhoe be budgeted rather than putting them on a lease-purchase basis. He also stated that he felt the estimate of 400 Fox & Jacobs building permits was very conservative, and he suggested setting priorities on this equipment and purchasing the items as the money became available. Mrs. Carroll then presented her personnel recommendations based on the package requests, as follows: Parks & Recreation Department Amount Tax Rate Clerk $12,398.00 .39 1 full-time maintenance, October 15,836.00 .50 1 full-time maintenance, March 9,036.00 .29 Community Development 1 equipment operator, March 10,048.00 .32 Fire Department 1 firefighter, March 12~962.00 .41 Overtime 27,360.00 .86 Training 600.00 .02 Secretary, March 7,578.00 .24 Volunteer reimbursement 2,000.00 .06 Supervisors 591.00 .02 Police Department Animal Control Officer 14,203.00 .37 Library Librarian, 30 hours 17,534.00 .55 $127,779.00 4.03 There followed discussion regarding the impact of the volunteer reim- bursement program on the 1984/85 budget, as this would be a once a year payment in December, therefore, the impact to this year's budget of $2,000 represented only three months. 4. CONSIDERATION OF COLONY SOCCER ASSOCIATION REQUEST TO CONSTRUCT A SPRINKLER SYSTEM AT TURNER STREET PARK Mayor Sample noted at this time that representatives of the Colony Soccer Association had arrived at the meeting, and he recognized Beverly ~ise and Richard Haas. Mrs. Wise announced that the Parks and Recreation Board did vote this evening to approve the sprinkler system, by a vote of three ayes and one abstention. Mrs. Carroll then stated that she had been in contact with Mr. GriffJth, the contractor handling the work on this system, and he had agreed to stop work until the Council had approved the system. Councilman Dodds then moved to approve this sprinkler system, with work to begin on July 7, 1983. Seconded by Councilman Poole, the motion passed by the following roll call vote: Ayes: All members present voted aye Noes: none -2- 5. REVIEW OF PROPOSED BUDGET FOR FISCAL YEAR 1983/84 Upon returning to the budget review, Councilman Adeler referred to the requests for secretaries in the Fire Department and Parks and Recreation. He stated that he had understood that the work in these two departments would be done by one person. Mrs. Carroll stated that she felt that the Fire Department was in a period of rapid growth and for this reason badly needed clericla backup. She stated further that it would be difficult to coordinate with the Parks and Recreation Department because of the separate loca- tions and also the fact that the Parks and Recreation Department needed someone in their office full time to help with the phones and people coming in. Mrs. Carroll felt that with these additions, the clerical backup in the city could remain at this level for many years. Mrs. Carroll also advised that the secretary in the Fire Department could certainly do work for other departments in City Hall, if the work in this department did not keep her busy all of the time. At this point, there was some discussion concerning building permit revenue and the availability of water before completion of the Dallas water line in 1986. Mayor Sample felt that the only limit on this revenue during this budget year would be if the city needed to limit permits due to a lack of water. At this point, the Council began a review of the line items. Mayor Sample started by stating that he recommended no changes in General Administration, City Secretary or Finance. In the Parks and Recreation Department, he did suggest the following reductions: #24, Fuel from $7,000 to $6,000 #25, Chemicals from $1,500 to $1,200 #29, Misc. Supplies from $5,000 to $4,700 #35, Printing from $4,000 to $3,800 #33, Contractual Services from $1,100 to $1,000 In Community Development Mayor Sample recommended the following changes: #19, Medical Expense from $150 to $100 #21, Postage from $600 to $550 #22, Small Tools from $2,100 to $1,500 #23, Magazines & Books from $150 to $100 (Mrs. Carroll was going to check on this item due to the possible need for new Codes.) #24, Fuel from $7,000 to $6,000 #29, Misc. Supplies from $2,500 to $2,400 #33, Contractual Services from $5,000 to $3,500 #35, Printing from $800 to $750 #41, Advertising & Legal Notices from $250 to $200 #42, Private Auto Allowance from $15,600 to $11,700 #44, Travel from $800 to $750 #45, Dues & Membership from $200 to $150 #50, Building Maintenance from $800 to $600 #51, Street & Alley Repair from $16,000 to $14,000 #52, Traffic & Street Sign Maintenance from $2,000 to $1,800 #55, Maintenance Vehicles from $6,300 to $5,500 #56, Maintenance Radios from $500 to $300 #59, Rental of Equipment from $300 to $200 #63, Capital Vehicles, presently in a package request Councilman Adeler then questioned #67, Capital Traffic Signs, as there was also a Line Item #52, Traffic & Street Sign Maintenance. Jane Barton, Financial Assistant, explained that the expenses in Item #67 are for new signs and most of this cost is reimbursed by Fox and Jacobs. Councilman Adeler then stated he felt this should be reflected in the Revenue portion of the budget, and Mrs. Barton stated that she would check into this. At this time, -3- Mayor Sample called for a brief recess. Upon reconvening Mayor Sample recommended the following changes in the Fire Department's budget: #18, Uniforms from $2,750 to $2,500 #20, Office Supplies from $800 to $750 #21, Postage from $200 to $170 #22, Small Tools from $700 to $650 #24, Fuel from $7,000 to $6,500 #25, Chemicals from $1,400 to $1,300 #44, Travel from $3,500 to $2,500 (Mrs. Carroll stated that she would check on this item) #56, Maintenance Radios from $1,500 to $1,300 In the Police Department, Mayor Sample recommended the following changes: #43, Education & Training from $2,300 to $2,000 #55, Maintenance Vehicles from $18,900 to $16,125 In the Library, Mayor Sample recommended the following changes: #20, Office Supplies from $400 to $350 #21, Postage from $400 to $350 #29, Misc. Supplies from $2,000 to $1,800 Mayor Sample stated that the total of all of his recommended reductions in Line Items was $19,480. Mayor Sample then asked for consensus from the Council regarding all of his proposed line item cuts. After brief discussion, he asked that the Council to study the budget before Saturday (July 9th) in order to determine if there were any changes which they would recommend. The Council then began discussion of the various package requests. In the Library, the part time clerk and part time tech services librarian were questioned. In the Municipal Court, Mayor Sample did not feel that the additional full time clerk was necessary. At this time, there was lengthy discussion on which of the various items the Council would like to study in detail. In the Parks and Recreation Department, Mayor Sample stated that he would like to look into options regarding the requested tractor and mowing implements. The consensus of the Council, after discussion, was that this was a needed item. Councilman Amick then asked for clarification concerning the pickup truck. Councilman Adeler stated that he felt a 1984 pickup was needed. Councilman Long was not in favor of this item. Mayor Sample felt that this truck was of medium to low priority. In Community Development, the backhoe tractor was discussed at length. Mayor Sample initially was not in favor of this purchase, as someone would have to be hired to operate it and he also felt that this equipment could be borrowed from the Municipal Utility District. Councilman Adeler felt that a great deal of this repair work was not beign done due to the lack of this type of equipment. Councilman Long was in favor of purchasign this backhoe and training an existing city employee to operate it. After discussion, Mayor Sample stated he was now in favor of this backhoe, as he now understood exactly what could be done with it. At this point, there was lengthy discussion concerning lease- purchase versus outright purchase of needed large items, such as the backhoe and the police vehicles. Mayor Sample then asked everyone to select a list of capital expenditures, in the order they felt they should be purchased, for Saturday's work session. Councilman Dodds requested that Mrs. Carroll also prepare a list. -4- 6. CLOSED DOOR SESSION AS AUTHORIZED BY ARTICLE 6252-17 OF VERNON'S ANNOTATED CIVIL STATUTES, AS AMENDED A. PERSONNEL B. LITIGATION Mayor Sample announced that the Council would now meet in a closed door session. 7. CONSIDERATION OF BOARD RESIGNATIONS AND APPOINTMENTS Upon reconvening in open session, Mayor Sample announced that no action would be taken concerning board resignations and appoint- ments at this time. There being no further action to be taken by the Council, Councilman Dodds moved that the meeting be adjourned. Seconded by Councilman North, the motion passed by the following vote: Ayes: All members present voted aye Noes: None Mayor Sample adjourned the meeting at 12:30 a.m. ARR~A~rPL~YOR- ATTEST: JANICE CARROLL, CITY SECRETARY -5-