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HomeMy WebLinkAbout07/23/1986 City Council MINUTES OF THE CITY COUNCIL MEETING HELD ON JULY 23, 1986 The SPECIAL SESSION of the City Council of the Ctiy of The Colony, Texas was called to order at 7:30 p.m. on the 23rd day of July, 1986 at City Hall with the following disposition of members attending: Larry D. Sample Mayor Rick Harris Councilman Tom Arrambide Councilman(Arrived 8:lip.m.) David W. Dye, III Councilman Don Amick Mayor Pro-tern(Absent) Harvey Bradley Councilman Marlene Poole Councilman and with Councilman Arrambide arriving late due to business, and Councilman Amick absent due to out of town business a quorum was established and the following item was addressed: 1. REVIEW OF THE PROPOSED MUNICIPAL BUDGET FY 1986/87 Janice Carroll, City Manager began the department presentations by giving an overview of General Administration and City Secretary, stating that the General Administration Department budget is respon- sible for many varied areas and items and that both the General Administration and the City Secretary serve the Council. Ms. Carroll went on to say that General Administration(City Manager) administers the laws of the city, the budget and personnel and the City Secretary is the office record keeper for the City, and handles all legal proceedings, and ensures the publishing of legal notices. Ms. Carroll said that both departments work directly with the Council and currently both work together on the preparation of the agenda for council meetings. Ms. Carroll then asked the Council to give a bottom line figure for each department for upcoming monthly reports, as each department presents their particular budget to Council. Councilman Poole s~id she would like to see the monthly expense reports more legible. Jane Barton said she would look into what causes the reports to be of such poor quality. Ms. Carroll said the monthly reports will be provided by the 10th of each month to Council and would reflect the activities in each department. Mayor Sample said he would like to a general category regarding personnel added to each report and that he wants to see figures; numbers and dollars not verbage on these reports, including last year's figures. Mayor Sample also asked where another City survey would be plugged in to the budget. Janice Carroll said it could come out of General Administraton Professional Services. Mayor Sample said he feels the City needs a Council Expense Line Account. Jane Barton said it would just be a matter of setting up a new code for that. Finance Jane Barton, Financial Assistant, gave a summary of the finance department from 1978 - 1986, stating that not only the city grown in number of employees, but there are more invoices, more bills, more vendors, more federal reports, and of course more payroll. Ms. Barton said that 1981 had been the first year the City had a million dollar budget and now for 1986/87 the budget is three million. Ms. Barton enumerated her duties, such as keeping up with capital projects, budgets, debt service, -She stated that she keeps up with investments which is very time consuming adding that the city had earned $469,000.00 in interest this year. Ms. Barton said she works on department heads on monthly questions regar- ding their budget and with the auditors thorugh the year, going on to say that she keeps up with the cash flow and with bank reconciliation. Mayor Sample asked if the reconciliation was manual or on computer. Ms. Barton replied that it is manual and takes about a week to complete because the computer only brings up one revenue code at a time. Councilrmn Poole asked if Jane had ever checked into the signature machine for signing checks. Ms. Barton said she had a price of $8000.00 for a machine that bursts, trims and signs checks. Councilman Poole stated that a smaller model that signs only can be purchased for around $125.00. There was a general discussion regarding this department before moving on. Court Municipal Court Clerk presented a pie chart which showed the cases handled from July 1985 through June 1986, indicating whether they had been dismissed, paid, appealed, or warrants issued. Ms. Mosley then presented here ideas for current and future projects citing a warrant list for purging, daily computer runs, and researching becoming a court of record as the priority items. 8:l10.m., Councilman Arrambide arrived, at this time, after the conclusion of his business. There followed a discussion regarding the pros and cons of becoming a court of record. Ms. Mosley then showed a comparison of the expenditures and revenues for the past 5 years and a five year charts of tickets issued, revenue colelcted and the proejcted budget. In closing Ms. Mosley presented a flow chart to Council indicating what happens to a citation when issued and comes into court. Mayor Sample asked how long tickets (hard copy) have to be kept. Ms. Mosley said a minimum of 5 years and then have to be microfilmed. Mayor Sample asked if you have to wait 5 years or could they be microfilmed right away. Ms Mosley was not sure. Ms. Mosley then asked questions Council regarding the flow chart. Mayor Sample said he would like to see the follow through with tickets on the monthly report, with a breakdown regarding the disposition. Park & Recreation Sylvia Brantley, Recreation Supervisor, presented an organizational chart and gave a brief summary of the function of the department. Ms. Brantley then went over the various activities going on in the department stating that 2900 persons had participated so far this year. Ms. Brantley said that she is projecting a revenue of $50,000.00 for the 1986/87 year. Ms. Brantley then went over her goals for the coming year. Councilman Harris asked that there be more programs targeting the 14-16 year olds. Ms. Brantley said she thought the new recreation center will help with that problem. Inspections Mr. Eric Stanton, Building Official presented an organizational chart for his department and then went over the various duties of each employee. Mr. Stanton then stated that in 1984/85 there were 7900 inspections made, and that the projection for 1985/86 is.10,000 and that he believes there will be 11,500 in 1986/87. Mr. Stanton then summarized revenues for the same time periods; 1984/85 - $254,000; 1985/86 - projected $225,000; and 1986/87 - estimated $261,000. Mayor Sample asked is the building permit is still the same amount and Mr. Stanton said yes but he has requested it be raised from $400.00 to $600.00. Mr. Stanton also summarized the permits issued; 1984/85 - 3300; 1985/86 - projected 3800; 1986/87 - estimated 4400. Mr. Stanton closed by stressing the amount of paperwork generated by all the activity and stated that he had requested a computer to aid in records retention and reporting F. urposes. Fire Department Van Morrison, Acting Fire Chief began his presentation by stating that the purpose and scope of the fire departmetn is to save lives, protect property and. put out fires. Capt. Morrison then presented an organi- zational chart. Morrison then explained the EMS program and stated that the fire department is in full cooperation with Trinity Medical Center. Capt. Morrison then summarized the number of MICU transports in 1985 and 1986. He also detailed information regarding the time per call averages total runs, 1983 - 1986 and other pertinent information regarding the activity and training of the fire department. Police Department Police Ghief, N.G. Ristagno, presented the goals of his department citing re-organization and update of the records system as the main thrust for 1986/87. Ghief Ristagno then presented the organizational chart, outlining the differences the re-organization would affect. The Ghief showed carious charts which detailed activity by hour, day and district and cases handled by Griminial Investigations· With no questions for the Ghief, the Gouncil moved on to the next department. Library Joan Sveinsson, Director of Library Services, explained the purpose; "What a Pubic Library Is and What It Does". Ms. Sveinsson then outlined the accomplishments of the library in recent years, showing a circulation chart. Ms. Sveinsson also summarized activity at the Library including patron visits, status, revenues. Public Works Public Works Director, Jerry Van-Y said his department could be called the "Mary Kay" department of the City because much of the work his crews do is cosmetic. Mr. Va n-Y showed an organizational chart, outling duties and then explained how the expenditures in Public Works had increased with the park development and athletic fields. With no further questions, and no other business to address, Gouncilman Harris moved to adjourn. Gouncilman Bradley seconded the motion which carried with all members voting Aye. Mayor Sample adjourned the meeting at 10:44 p.m. APPROVED: · Samp~, MayO~ v - ATTEST: Patti A. Hicks, City Secretary [SEALI