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HomeMy WebLinkAbout08/13/1987 City Council 0 0 2 MINUTES OF THE CITY COUNCIL MEETING HELD ON AUGUST 13, 1987 The Special Session of the City Council of the City of The Colony, Texas was called to order at 7:30 p.m. on the 13th day of August, 1987 at the offices of the Water Department, One Harris Plaza, with following Council roll call: Don Amick, Mayor Present Rick Harris,Mayor Pro-tem Present Johnny Spears,Councilman Absent, due to business Michael Robinson,Councilman Present Steve Glazener,Councilman Present Harvey Bradley,Councilman Absent, due to business Marlene Poole,Councilman Absent, due to illness and with four members present a quorum was established and the following items were addressed: EMERGENCY AGENDA ITEM 1. CONSIDERATION OF AN AGREEMENT TO PERMIT ROUGH GRADING FOR PLANO PARKWAY ACROSS PROPERTY OWNED BY INTERNATIONAL BUSINESS MACHINES CORPORATION After a brief discussion, Councilman Harris moved to approve the agreement as presented, and Councilman Glazener seconded the motion which carried with a unanimous roll call vote. WORK SESSION 1. 1987/88 BUDGET PARK AND RECREATION Councilman Harris asked for the scheduling in the new Recreation Center which Staff had prepared. After reviewing that schedule, which outlined the hours of operation and staffing for those hours, the Councilman asked how the Center would be operated with existing personnel. There was a general discussion regarding that and how staff had addressed that issue. Councilman Harris then asked about converting the storage room in the Center into an extension of the Weight Room. Mr. Hall, City Manager suggested waiting until we have actually moved into the Center before addressing that issue, stating that it would probably delay the move in date if we checked into that now. Ail agreed to wait. There was then a brief discussion regarding janitorial services and how that would be handled for all three buildings. Mr. Hall explained that the City had asked for proposals and those would be reviewed next week. At this time, the Council addressed the LISD expenditures and asked what this money was for. Mr. Hall explained that it is pay for use of LISD facilities for various classes, stating that we do have a contract in force, but it is being negotiated in hopes that expenditures for use of LISD facilities and revenues from LISD for use of City facilities will balance out. There was a brief discussion regarding Contractual Services, asking what it is for. Mr. Hall stated it is basically for rental of Port-O-pots at the various parks in the City. Councilman Glazener then asked why there was Radio Maintenance in the Park and Recreation Budget. Mr. Hall explained that there are portable radios used to keep in contact with the Day Camp at Stewart Creek Park. AQUATIC PARK There was a question regarding the high part time salaries. Mr. Hall stated that Mr. Bob Van Til is currently doing an in-house evaluation on that problem and will be making suggestions as to how to reduce that figure substantially. There was question regarding the reduction in the cost of chemicals. Mr. Hall stated that since the consolidation with MUD it has been discovered that the Pool, as well as the Water and Wastewater Departments use similar chemicals and have a joint contract, thereby reducing the cost to each department. Councilman Harris asked if staff had considered placing the pool under the Park and Recreation Department. Mr. Hall said he is very much in favor of that and feels that it tieing the administrative costs together will reduce those costs in both areas. There followed a general discussion regarding this after which the Mayor asked for a consensus. The Council agreed that this should be a staff decision and they (the Council) had no objections, also agreeing this would be a wise move. It was also agreed that the budgets for revenues and expenditures should be separate so that they could be traced for the pool. INSPECTIONS Mayor Amick asked if there was an additional person in this budget and Mr. Hall stated there was. There was a discussion regarding the real need for that person and the work load of current personnel. After a lengthy discussion it was agreed to cut that person from the 87/88 budget due to the slow down in activity. At this time, the Council asked about the large expenditure for Private Auto Allowances. Mr. Hall said that one of the vehicles acquired through the consolidation with Eastvale is going to be placed in the Inspections Department which will reduce that account by $3900.00 FIRE DEPARTMENT There were no real questions regarding the budget itself. The Mayor and Council stated to be sure that the budget was sufficient to continue education and training to ensure the best service to the community. There was also a discussion clarifying insurance coverage, it's expense and it necessity. LIBRARY Councilman Harris asked about the part time temporary salaries and asked if there are enough personnel to cover the new facilities or do we have too many. Mr. Hall gave Council a schedule prepared by staff and it was decided that should be re- evaluated by staff to ensure proper coverage. There was also a discussion regarding Contractual Services and its large increase. Mr. Hall explained that in the past the Library was in a rented space and now the new facility will bring maintenance expenses. Mr. Hall stated that the electrical was estimated based on information from Texas Utilities Electric. There followed a general discussion regarding those accounts reflecting a large increase with the City Manager responding to each. POLICE DEPARTMENT There was a general discussion regarding the operations of the Police Department. Chief Ristagno was present and answered the questions. Specifically, the Council asked about the increase in telephone service. Mr. Hall explained that previously this had been under General Administration, but this year was broken out 002 to better track use of phones. It was noted that due to a computer error the Vehicle Maintenance account shows -0-. The actual amount should be $15,000.00 PUBLIC WORKS There were some questions regarding changes in accounts, (names, etc.) Mr. Hall stated this was to re-align accounts for proper identification. Mr. Hall also noted that the Supplies, Fuel and Lubricants account showed a -0- due to computer error and the amount should be $10,000.00 UTILITY FUND Council asked why the tap connection fees had been zeroed this year and Mr. Hall stated that due to Senate Bill 336, which placed tight controls on cities regarding impact fees, staff though it would be better not to project any income in this account but that through engineering studies staff feels sure it will become a source of revenue for the 87/88 year. WATER DEPARTMENT Council discussed the expenditures with no real problems or questions. The did ask about the different format for these accounts and Mr. England, Finance Director stated that in the past these accounts were loaded on the Utility Department computer which uses a slightly different format but that the figures are all in line. There followed a lengthy discussion regarding the various accounts and categories in the Utility Department, since this is a new area for the Council. There were not major problems and Council asked for no changes. WASTEWATER DEPARTMENT There were no questions. UTILITY ADMINISTRATION Mayor Amick asked what the Uncollectible Accounts is and how it functions. Mr. England explained that these are water accounts that the Utility Department has been unable to collect for various reasons, going on to say that in the past they have used a consultant to collect these accounts. There followed a lengthy discussion, after which Mayor Amick stated that he is very familiar with this type of situation and may be able to offer some suggestions. VEHICLE MAINTENANCE The Council discussed in-house maintenance versus full contract maintenance. Mr. Hall stated he feels it is valid and viable to have in-house maintenance due to availability, fast response, etc. for small repairs. Council asked about the percentage of salaries to expenses, stating that salaries appear to be much higher. Mr. Hall stated that each department that uses vehicle maintenance has budgeted that expense and in order to balance this out you have to consider all those departments as well. There also was a discussion regarding the type of maintenance provided and the personnel. Council concluded by discussion Capital Expenditures at length with no major problems. Councilman Glazener moved to adjourn and Councilman Harris seconded the motion with all members voting aye. 00~7~.i> APPROVED = Don ~mick, Mayor~/' ATTEST: f3.~-tti R~.~ ks, City Secretary X'... ...... .../