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HomeMy WebLinkAbout09/07/1993 City Council00490 MINUTES OF THE CITY COUNCIL MEETING HELD ON SEPTEMBER 7, 1993 The Work Session of the City Council of the City of The Colony, Texas was called to order at 7:00 p.m. on the 7th day of September, 1993 at City Hall with the following Council roll call: William Manning, Mayor Present Mike Lynch, Councilman Present Toby Pollard, Councilman Present Joe Agnew, Councilman Present Tom Bogan, Councilman Present John Dillard, Councilman Present Joel Marks, Mayor Pro-tern Present and with seven present, a quorum was established and the following items were addressed: 3. REVIEW AND DISCUSSION OF THE PROPOSED MUNICIPAL BUDGET FY 1993-94 Mayor Manning stated that the line item budgets and capital expenditures will be addressed and finalized tonight and hopefully the rest of the budget would be finalized --'-- tomorrow night. The Mayor said he had one item he wanted the council to consider in this budget regarding funding for Kid's Colony Playground. He introduced Mike Carter, treasurer of Kid's Colony Playground committee who stated that close to $40,000 has been raised since August 1992 through various fund raisers. Mr. Carter said the 27 member core committee has remained in tact throughout this year. He said the total estimated cost of the project is $75,000.00, noting that if this was contracted out, the cost would be around a quarter of a million dollars. Mr. Carter said there will be 37 different centers within the park which can be sponsored and that the committee is contacting all businesses in The Colony asking them to participate in the project. He said they are hoping for 100% participation from the businesses, whether by monetary contribution or by contribution of time during the construction phase. Mr. Carter said construction is scheduled for November 10 - 14, 1993 and went on to say that approximately 200 volunteers will be working each day to accomplish the construction. He said this is something the entire family can participate in, because there will be areas in which kids, teens and adults can work. Mr. Carter said they only need to have 2/3 of the total amount of money on hand to begin the project and with almost $40,000 raised, they are almost to that point. He said of the 34 businesses contacted so far, all have committed to participate in some manner. Mr. Carter said there is no set amount a business must contribute, noting there is a price list of various items from which the businesses may choose. He said the smallest contribution so far has been $75.00. Mr. Carter also advised that after construction a 9 member maintenance committee will supervise on-going maintenance of the park, beginning within 6 months of construction and ~.. 2 00490 continuing on a yearly basis. The park will be shut down for one day a year for maintenance. LINE ITEM BUDGET Mayor Manning opened the floor to council questions and comments. Councilman Lynch said he would like to see changes made in how gasoline is allocated to the various departments. James England noted that since We have gone with the Diamond Shamrock credit card gasoline is already charged directly to each department. Bill Hall said next year it will be shown separately, except for diesel and lubricants. Councilman Lynch also noted there is no additional money in the Fire Department budget for training of volunteers. Councilman Agnew stated that if we increase the number of volunteers, we will have to increase money for equipment/gear also. Councilman Marks said more information is needed from the Chief regarding the volunteer program and how the money for training will be spent. Councilman Dillard said originally, council discussed asking city employees who are in the city during the day to serve as volunteers to supplement the ambulance service, noting to train them for fire fighting would be more expensive. It was noted that $3600.00 was the figure discussed previously for EMT training for 8 people. Councilman Agnew said there would be no additional compensation if the volunteers are city employees, but perhaps we would need to pay them certification pay after they receive their EMT training. Mr. Hall advised certification pay is $35.00 per month. Councilman Bogan suggested leaving the budget as is and after reviewing the program, adding it into the budget. Councilman Pollard said it is a question of priority and that it needs to be addressed now. Councilman Lynch suggested adding $7000.00 as a separate line item specifically for volunteer training and certification pay (if volunteers are city employees). It was agreed a program would be in place before any money is spent. Councilman Marks asked about the suggestion to put all mowing into one department. Tom Cravens said he has talked with Sylvia Brantley about exchanging mowing duties, but there would be no effect on the budget. Councilman Marks said there needs to be money in the budget to maintain the existing landscaping at the City buildings. Mr. Cravens said his proposal would accomplish that without extra money, noting that he has some people who are good at landscaping and his plan is to give the Parks & Recreation crew some of the smaller parks which the Public Works crew mows now, and to give maintenance of the landscaping at the City Complex to the Public Works crew. That function is now performed by the Parks and Recreation crew. Mr. Cravens said if his people spend 12-15 hours per week, the buildings will be kept looking nice. Councilman Agnew said he still wants to look into combining all mowing into one department. Bill Hall noted that funds (General and Utility) cannot be combined, but that is a workable plan. Councilman Bogan said there must be a manager in Animal Control to run that department, noting that is the only department in the city that does not have a manager. He said money needs to be added to this budget to hire someone to manage Animal Control. Bill Hall advised that he and Chief Stewart met with Priscilla Pierson (Humane Society Representative) this afternoon regarding another proposal to operate the shelter. 00490 Councilman Bogan asked for the costs to hire a manager and Councilman Lynch said he wants to know the costs to privatize. Bill Hall estimated the cost to hire someone at $38,000 per year. Councilman Agnew said Animal Control needs to be left alone to allow the Police Dept. a chance to make it work. Mayor Manning said he feels the problem is related to the initial contact the citizens have with Animal Control. Councilman Lynch said it would be O.K. to put the money in, but not to spend it. Mayor Manning and Councilman Agnew questioned that idea. Councilman Dillard noted that postage is up in each department. Councilman Dillard then addressed Vehicle Maintenance, stating that a lot of work is currently being contracted and that perhaps we don't really need that department. Councilman Marks said it is too late to propose cutting out a department, and went on to say that should be addressed right after the budget is approved in preparation for the next year. Councilman Bogan agreed, stating the budget needs to be approved as is and then investigate privatization. Councilman Agnew requested a report quantifying costs of running the department and making repairs and agreed the budget should be left as is for this year. Councilman Dillard went on to propose that the mechanic in that department be transferred to Public Works, noting the department is currently down to 2 people. He said we do still need someone to maintain records, find the best prices, etc, stating there would be no impact right now on the line item budget. Bill Hall advised that he has requested a proposal from a company regarding coming in and running the department. Councilman Dillard said he would like to see that proposal and see what duties the Vehicle Maintenance Supervisor could perform regarding records, bidding, etc. It was generally agreed to leave the budget as it is for this year and to request a report by January 1, 1994. Councilman Dillard also asked the status of the School Resource Officer. Mr. Hall said he spoke to Dr. Clayton Downing with L.I.S.D., who stated he and the District are in full support of that program, however he advised there is no money in the budget for L.I.S.D. to help with the funding. Dr. Downing did say he would meet with the Board tonight and call Mr. Hall with a firm answer. It was generally agreed that we need to fund this program whether L.I.S.D. helps or not. Councilman Pollard referenced the report regarding opening the pool 7 days, and said he thinks that needs to be implemented, going on to say he believes it will increase revenue. Bill Hall said he met with Elise Knox last week and she is working on some new programs including opening 7 days a week. There was a brief discussion regarding Stewart Creek Park restrooms and Mr. Hall advised that a developer is coming in soon to develop the 205 acres and may extend the sewer lines into the park. If that happens, Mr. Hall said then the restrooms at the park can be upgraded. Councilman Marks stated more money needs to be placed into street maintenance. Discussion followed regarding methods of repair, the total cost to repair all streets. Mr. Cravens said we will have to look at a bond issue soon to properly repair all streets in the city. After brief discussion, it was generally agreed to increase the amount in this budget from $53,000 to $60,000. At this point, all council is in agreement with the line item budgets. 4 00490, CAPITAL EXPENDITURES Mayor Manning stated that staff was directed to present a slim budget and that he believes those items listed are necessary. Councilman Agnew stated that all computer equipment should be purchased together to ensure compatibility and to acquire the best prices. Mr. England explained how capital expenditures are financed, noting they are financed for 3 years, and that each year, one contract drops off. Mayor Manning said we could probably save money if the items are financed in-house, noting that this may be a good time to set aside some money for capital replacement since there is extra revenue this year. Councilman Dillard said the police department asked for two vehicles and he thinks one is sufficient. Councilman Lynch said it is O.K. to cut but the money should be allocated to another department to replace worn out pick up trucks. Lengthy discussion followed regarding replacing vehicles in various departments and the best way to approach vehicle replacement. Councilman Bogan suggested approving the amount of money and allowing staff to purchase as needed. Mr. Hall reminded council that money cannot be transferred between funds. Councilman Pollard said he has no problem with any items, but suggested that council be told which are the .top items needed, in case cuts are necessary later on in the year. After further discussion regarding the take home car policy in the police department, no decision was made regarding how many cars to purchase. The budget will stay as it is for now. 10:27 p.m. Recess 10:36 p.m. 1. EXECUTIVE SESSION AS AUTHORIZED BY ARTICLE 6252-17, V.A.C.S. SECTION 2G REGARDING PERSONNEL, TO-WIT: A. CITY SECRETARY 11:14 Reconvene in open session. 2. CONSIDERATION OF ANY APPROPRIATE ACTION TO BE TAKEN AS A RESULT OF THE EXECUTIVE SESSION Mayor Manning said no action is necessary at this time. He advised the rest of the council that he would like to finish the budget tomorrow night and requested up to date print outs of the capital expenditures, capital projects and the re-cap sheets presented last week. Mayor Manning suggested breaking out the capital expenditures with and without the police vehicles. Councilman Pollard requested a break down of the allocation of ad valorem taxes. 00490;5 Bill Hall said the current break out is as follows: General Fund, operating - $.45, Debt Service $.06 and Utility Fund Debt Service $.29. Mr. Hall told the council they can leave it as is or they can amend it and recommended lowering the Utility Fund Debt Service by one penny and transferring it to the General Fund, which would add approximately $53,000 to the General Fund contingency. Mr. Hall went on to say those funds could be used for capitals, realizing we may not have such a good year in the Utility Fund next year. With no further business to address, Mayor Manning adjourned the meeting at 11:30 p.m. APPROVED: illia-m-W. 1VI~nning~ Mayor ATTEST: Patti A. Hicks,TRMC, CMC/AAE City Secretary 6