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HomeMy WebLinkAbout08/01/1985 City Council 00206, MINUTES OF THE CITY COUNCIL MEETING HELD ON AUGUST l, 1985 The WORK 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 Rick Harris Councilman Tom Arrambide Councilman Helen Gray Councilman Don Amick Councilman Marlene Poole councilman with Councilman Dodds absent due to personal reasons, however, a quorum was established. 1. REVIEW PROPOSED BUDGET FOR 1985/86 City Manager, Janice Carroll opened the discussion by stating that since there were no department heads present that she would like to go over each department and answer any questions that the council or audience had and then if there were areas that needed more explanation she would have the necessary de- partment heads present at the next budget work session. Mayor Sample asked a general question regarding technique in preparing this budget. He asked how the 1984/85 estimate was arrived at in preparing the cover sheets. Janice Carroll responded that the figure was reached by reviewing the actual expenditures thus far in the year and estimating how much more would be spent by the end of the 84/85 budget year. The Mayor stated that in one specific department (Fire Department) that almost every account was shown to be coming in exactly on budget. He stated that he felt this was unrealistic and would like to see each account in each department re-figured with a more realistic figure in the 84/85 estimate column. Janice Carroll stated that the monthly print out for expenditures had just come out for July and that each department would be asked to review the estimate column and put in more actual figures. Councilman Gray questioned why so much money was alloted for office furniture. Carroll explained that each department was different and she would have to look at each one individually to know exactly what had been asked for. Councilman Gray stated she felt that the employees should make do with what they had until the new building was finished. Councilman Poole stated that if we waited until the new building was done to buy everything that we would not be able to afford all that was needed. Mayor Sample did suggest that perhaps careful considera- tion should be given before expending funds for office furniture since we do want the furniture in the new building to be coordinated and he did not feel that we need to buy unnecessarily for the old building. Councilman Amick suggested that the amount of money set aside in the bond project for the municipal complex be looked at again to determine if we can use that money then instead of using current budget monies to buy furniture for the old building. Councilman Harris stated that other than for the police department he was not for adding any personnel this next year, with the exception of Park and Recreation because of the new pool, it may be necessary to hire some other personnel. Councilman Amick asked Carroll if the amount of 3Z!-~!li6n-dollars was the total budget and then went on to note that in 1984/85 we budgeted 2.7 million and estimating to come in at 2.4 million dollars at the end of the year. Amick stated that he agreed with Councilman Harris regarding the personnel. He stated that he felt that none of the other departments would suffer greatly with- out the additional personnel. Amick also stated he feels that the police department has been looked over for the past three years and that this is the year police should be addressed. Councilman Amick then went on to give his recommendation to the Mayor and City Council on how he felt they should proceed with the reviewing of this budget. He recommended that the budget be given to the City Manager with instructions to go back over the figures and come back to the Council with cuts that would result in a 1.5% increase instead of the proposed 5% increase. He stated that he had faith in Carroll's ability to place priorities where they are needed. The Mayor said he generally agreed with Councilman Amick's approach however, he felt that the Council should establish some guidelines regarding the direction they would like see the budget go. He also satated that there are some areas of personnel that needed to be addressed. Councilman Poole stated that employees for the new pool would have to be hired. She said that we have no choice since the people have passed the bond issue and the pool is being built that we will have to hire two people for at least half the year. Poole also stated that Public Works will have to hire some part time people especially in the peak months of the summer. She suggested that the City look into the Summer Work Program to supplement that department. Councilman Amick agreed with Mayor Sample that perhaps each department should be examined individually. The Mayor stated that each department shoul.d be reviewed and if it is felt that that department needs to increase it's service next then that department will need funds alloted for that purpose. If it is felt that the level of service is adequate then no increase would be necessary. Councilman Poole reminded then council that this year the City would have to budget for ove~ time for employees that in the past was not required. Mayor Sample responded to Poole's comment regarding adding two people to Park and Recreation for the new swimming pool. He stated that the pool revenue should be able to pay for the employee's salary. Mayor stated that he would like to see the North Texas Survey re-done. He said he feels that the survey has been one of the most useful tools in making decisions he has ever had and that the one done 3 years ago is now outdated. The Mayor said he thought the survey would cost in the neighborhood of $20,000 and that he would like to see the same identical questions asked that were asked before to see how citizen's thoughts have changed since the original survey was done. He requested a price be obtained for that survey. The Mayor called on Janice Carroll to respond to some earlier questions. Carroll stated that last year's increase was 13%. She also resopnded to Gray's question regarding office furni- ture by stating that the account was not only for furniture but for equipment also. She pointed out that in General Administra- tion there was $500.00 put in to replace broken chairs and other minor things. She noted that the total amount alloted for furniture and equipment was not a great deal of money. The Mayor then requested that Janice Carroll go over each department and summarize what was being done in that depart- ment and then be open to questions and suggestions from council. Councilman Amick asked that before they go on Revenue be dis- cussed.~ REVENUE Councilman Amick questioned why the estimate for McDonald's sales tax was more than the estimate for Bealls. Carroll ex- plained that the amount for McDonald's was $9,000 and for Beal~s- $20,000. She went on to say that the staff had been conservative this year in estimating sales tax in the amount of $385,000.00. Councilman Poole questioned the amount estimated on mixed beverage revenue. Carroll explained that this year the city is coming under what had been projected. Projected was $4500. and will probably only come in at $2000. Councilman Amick asked why the Landlord Licensing Permit fee was not more. Carroll stated she felt that the staff Rd over-estimated the amount of revenue. She stated that this had taken a lot more time than had been anticipated and that the percentage of rental property had dropped from 28% to about 19%. She advised that staff had gone through the whole cycle and had started on second notices and that next,citations would be issued. The Mayor stated that he felt even though the estimated revenues were conservative,that they were realistic and that he did not have a problem with the figures. Councilman Amick asked if we have an entertainment tax in the City. Carroll stated no. He suggested that we should look into that as another form of revenue. He stated with that tax in effect, that any company that offers a form of enter- tainment would pay a another percentage. He also stated that the Franchise Tax could be raised from 3% to 5%. The reason it had not been done before was because it would raise the individual cable bill too much. Mayor Sample said he thought the Landlord License should be raised, that the plan was for that to be cost recovery and that the fee should be raised to effect that recovery. GENERAL ADMtNISTRATON Janice Carroll started by saying that the receptionist position had been moved under General Administration and that after talking with the new City Secretary would like to switch that position back under the City Secretary's office. The Mayor and Council felt that was an administrative and had no prob- lem with that move. Carroll also noted that money had been alloted for an Assistant City Manager and that the position certainly could be cut if the Council felt it necessary. The amount entered into the budget for that positon is $40,000. Carroll went on to say that she had put in an increase in Education and Travel Expense because she felt there were some pertinent issues that would require seminars to be fully covered, ie., P.U.C. case, Frisco Litiyation, T.M.L. Conference. She also noted that she had put in an increase in Professional Fees because of all the events taking place, the attorney's office will be used more often, along with the City Engineer, Traffic Engineer other miscellaneous items. Carroll stated that another expenditure she had alloted for is a new copier. She noted that the current copier was purchased outright and that it is currently running over 20,000 copies per month. She stated the new copier would be a lease-purchase. Mayor Sample said he felt the General Administration department had been held back budget back for several years and probably has the greatest need. He stated he felt the Assistant City Manager positionshould be left in the budget. He advised that if the merger occurs with the M.U.D., then the position would be filled. If not, then one should be hired. The request for a new phone system was discussed. Carroll stated that the system would be on a lease/purchase contract with a stipu- lation that the system would be moved to the new building. CITY-SECRETARY There was no discussion other than to mention tha't the recep- tionist would be moved back under that department which would increase the total amount that department's budget. FINANCE Janice explained that we would like to look into the use of a V.O.E. student to assist in that department. There were no other questions eXcept regarding the large increase in Education and Training. Carroll explained that due to per- sonal reason, last year, Jane Barton was unable to attend any seminars so therefore it reflects a large increase. MUNICIPAL-COURT The City Manager stated that there was an increase in personnel because staff felt that an increase in police department personnel would naturally affect the work load in the court. Concern was expressed over the fact that increasing the nu~er of patrolmen would increasethe work load in court. It was explained by Carroll and Chief Ristagno that wh~le the intent of adding patrol officers, was not to increase traffic enforcement, this would be a natural occurance. Anytime you put more officers on the stceet, then more offense will be observed and more ticket will be written, thus more work for court. The council agreed the prosecutor salary should stay the same. The Mayor recommended that the salary for the Judge be raised to $175.00 per session. There were no objections. PARK-AND-RECREATION It was suggested by Councilman Harris that the discussion of this department be held off on until more detailed meeting with the director, Sylvia Brantley could be held. He felt there were some changes that should be made in light of the new pool and other areas affecting this department. The Mayor did question the area of car allowance for the director. It was noted that she had always had a car allowance to cover the great deal of traveling she does for the city. Councilman Amick stated he felt the seminars in that department could be cut for the year and not affect the efficiency of that de- partment. He went on to say that he felt the budget as a whole could be cut noticebly if all the seminars for the next year were eliminated. Amick asked if the city would really suffer if no seminars were attended. Carroll resp~ed that she was sure there were areas Janice that could be done away with, but that she felt there some schools and seminars that were necessary, particularly When the employee is fairly new in the position. The Mayor agreed with Carroll and stated that in City Government there are many changes and that it very necessary for employees to be kept up to date. Councilman Gray asked about election clerks and why there are so many when they are not needed. It was generally agreed upon that at some elections there are too many hired and that may be a way to save the City some money. INSPECTIONS There was a new position of "Code Enforcer" put into this department to cover the alleys and streets enforcing ordinance violations. This area was discussed at length and it was generally felt that the current staff could handle these violations adequately on a complaint only basis, then it would not be necessary to add another person in this department this year. It was also mentioned that perhaps the purchase of new cars for the inspections department should be looked into. 002068 FIRE DEPARTMENT The new position of "Code Enforcer" in this deparmtent was discussed and it was agreed that this position was not necessary at this time. Councilman Harris suggested that perhaps this job could be done by an on-duty fireman instead of hiring another person at this time. Carroll explained that this person would also do all the fire inspections and commercial inspections. The Mayor said that this position would not be necessary for two more years. The request for a Personal Computer in this department was discussed and it was generally felt that this was not necessary for this department. Carroll at this time mentioned that a Word Processor had been cut from the City Secretary Budget previously but with Council approval we would like to consider purchasing one this coming year for the City Secretary. This would be used to not only cut down on repititious typing of letters but perhaps to pre- pare our own ordinances and therefore cut down on some of the money spent on Professional Services. It was suggested that prices be obtained on not only Word Processor but also on a Personal Computer for that office. Mayor Sample questioned the justification for a new car for the Fire Chief. He asked for some more information before agreeing that a new car is needed. Councilman Harris stated that he felt contribution should not be taken from the city funds and that if a department wanted to sponsor kid's sports they should do it on a individual basis. Chief Ristagno explained how the program had worked in the past. He said if there is a problem with using tax dollars to do that then perhaps this should be reconsidered. Councilman Amick then stated that he felt the Fire Chief's car should be marked not unmarked. The Mayor asked that this department's budget be gone over in detail to determine if all the packages asked for are completely necessary. Includes, seminars, hoses, radios. The possibility of putting disaster alarms systems in all the schools was discussed at length. It was decided that the costs involved should be looked into. POLtCE~DEPARTMENT The Mayor noted that of all the departments police shows the least increase. It was also noted that the increase in per- sonnel was not included in that figure yet. The only question discussed in this department was the request for new uniforms. The reqeust was put in to change the color of the uniforms of the police department form brown to blue. This was discussed at length and it was generally agreed upon that this expense should be omitted at this time. There were no other areas of question in the police department/ LIBRARY The Mayor questioned the amount put in for books, since the books purchased last year are in storage and not on the shelves. He stated that unless these are required, he felt this could but cut. The Council genrally felt that a part time person should be hired instead of another full time person. The Mayor suggested a 15% increase across the board in the Library. PUBLIC WORKS There were no question in this department and no discussion. The next work session ont eh budget was set for August 8, 1985 at 7:30 p.m. 00206 ) Mayor Sample asked for a motion to adjourn. Councilman Amick made the motion to adjourn, seconded by Councilman Harris. Mayor Sample adjourned the meetin9 at 11:45 p.m. APPROVED: ATTEST: 'Pa~ti-'Jofies ~CTty Secrei~ary