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HomeMy WebLinkAbout08/27/1994 City Council005306 MINUTES OF THE CITY COUNCIL MEETING HELD ON August 27, 1994 The Work Session of the City Council of the City of The Colony, Texas was called to order at 9:10 a.m. on the 27th day of August, 1994 at City Hall with the following Council roll call: William Manning, Mayor Present Mike Lynch, Mayor Pro-Tern Present Toby Pollard, Councilman Present Kay Hardin, Councilman Present Rob Burchard, Councilman Absent John Dillard, Councilman Present Lynda Tate, Councilman Present and with six present, a quorum was established and the following items were addressed: 1. REVIEW AND DISCUSSION OF DEPARTMENTAL BUDGETS FOR THE PROPOSED MUNICIPAL BUDGET FY 1994-95 WATER PRODUCTION - Tom Cravens Capital Expenditures Councilman Lynch questioned why we are replacing the '1984 3/4 ton pick up which has such low usage and that had low mileage during the first part of this year. David Yordy explained his department was not at full staff so the use of the vehicle was reduced this year. Tom Cravens advised a position has been open all year, but they plan to fill it October 1, 1994 and that they really need dependable vehicles. He said they will be getting rid of the Chevrolet Impala. Capital Projects Painting of the overhead storage tank on N. Colony is estimated at $60,000 to $65,000 and Mr. Smith said staff will get a closer cost for the project before the final numbers are brought to Council Line Items Tom Cravens noted specific items for the Council. He said Professional Services, which includes engineering fees had previously been budgeted in Utility Administration, but for better accounting and control, it has been broken out into the various departments who actually use the services. Mr. Cravens said the electric services is coming in lower than expected because we 2 00830'/ had projected a higher rate from T.U.E. than we actually received and suggested lowering the 1993-94 projection to $140,000.00. He said we could lower our 1994-95 proposed expenditure, noting however, that this really depends on the weather. After brief discussion, all agreed to lower the amount to $170,000.00. Regarding chemicals, there was a brief discussion regarding fluoride content in our water. Staff handed ()tAt a rate history of the Dallas water and a pumpage report. There was a lengthy discussion of the maintenance and operations of the wells and pumps. Staff explained how each of these is used, maintained and repaired. WATER DISTRIBUTION Capital Expenditures Councilman Lynch asked why we are replacing the 1986 Crown Victoria since it has low mileage. Tom Cravens said the superintendent needs a pick tip not a car. Councilman Lynch asked if the car can be used anywhere else. Tom Cravens also noted the 1/2 ton extended cab pick up is for him to replace the 1986 Ford he drives. Mayor Manning said the Director of Public Works really needs a nicer vehicle. The condition of the car he drives was discussed at length and all agreed he needs a dependable vehicle that presents a good image of our city. Johnny Smith suggested that the council consider passing the van that he (city manager) drives to Mr. Cravens and giving him (city manager) a car allowance. He said the trend among managers now is to go away from the city furnished vehicle due to public perception. Mr. Smith continued to say we need to upgrade overall city appearance and image. Mr. Cravens further explained that the 3/4 ton pick tip is needed to carry pipe and other supplies out to job sites. A suggestion was made to consider a flat bed truck to carry supplies and then buy smaller pick tap trucks for staff to drive. George Figueroa, Superintendent advised the 1981 truck has the valve machine attached to the truck itself and the machine will have to be attached to the replacement truck. Johnny Smith suggested that staff look at getting a four wheel drive truck for the replacement. Line Items Mr. Cravens noted the difference in salaries is due in part to the drainage crew being moved into Public Works. He said this crew is a carry over from the M.U.D. but the people really work in Public Works and this year the budget is being amended to reflect that. Councilman Lynch said we still show 3 meter readers and that he thought we were going to reduce that number to ()ne, noting that was part of the justification for buying the hand held meters. Mr. Cravens said those people do other things and Mr. Smith said he likes to have meter readers tinder utility administration and while he hasn't had a chance to review this in depth he does not think it is feasible for one meter reader to read 8000 meters. Mr. Cravens said it now takes 2 men 3 days to read each zone and he noted we don't have the hand held meter readers yet. He said they are a part of the bid for the Utility Administration computer bid which has not been completed. Regarding Professional 005308 Services, Mr. Smith made a note to include replacement plans in this year's expenditures. Mr. Cravens noted the $500.00 in vehicle maintenance should really be $2500.00 Councilman Pollard said he wants to see a manpower report that shows where people are being transferred to, why they are being transferred and from what department they are being transferred. Mr. Smith said that will be provided and noted that the city needs replacement plans for all infrastructure so we can plan ahead and prevent the need for a bond issue. Mr. Smith said some of our people are not being utilized to the fullest and we have moved people to certain areas to handle immediate problems, which has caused other areas to suffer from time to time. 10:45 a.m. Recess 11:00 a.m. Reconvene VEHICLE MAINTENANCE Don Owens, Fleet Maintenance Manager, explained that his 3 man department is responsible for all maintenance of all vehicles and equipment in the City. He noted that two years ago his department was reduced by cutting out the parts runner and said they really need to reinstate that position. Mr. Owens stated that the used oil recycling center is located at the shop and is administered by him and his staff. Councilman Tate asked the level of the mechanics. Mr. Owens said he is a Master Technician, certified in all fields. The other two mechanics are certified in various areas. Capital Expenditures Lengthy discussion regarding the Sun PC Based Platform with four gas bench, printer and remote control. Mr. Owens said this equipment is necessary to get ()ur shop certified by TNRCC. He said it will test all vehicles for emissions to ensure they are in compliance with EPA requirements. Councilman Dillard asked how much it would cost to bring the old cars into compliance. Mr. Owens said he cannot say for sure, but stated he has attended several meetings where he learned that 1985 vehicles and newer can probably pass the inspection with a minor tune-up and that we don't have too many vehicles older than 1985. Councilman Dillard said the EPA requirements are going to hurt us, advising that they were set up to limit development in the Southwest. He say it will be very hard for Denton County to attain these mandates. Councilman Dillard said if this machine will help then we should consider it. Mr. Owens noted we still have to go to an inspection station, where a list of certified repair centers will be provided. He said if $200.00 is spent to repair the vehicle and it still fails the inspection, a 2 year waiver can be obtained. Mayor Manning clarified this machine would enable us to do our own repairs and save us money. Councilman Tate asked if a large percentage of ()ur vehicles are not up to par and Mr. Owens said that depends on not just the mileage but the type of driving that is done. He said that other cities run their vehicles an average of 7 years and The Colony runs vehicles much longer than that. Councilman Lynch said a vehicle doesn't have to go to a certified shop and according 4 005303 to this information, he figures a 4-5 year payback on this machine. Johnny Smith agreed but said the city has a responsibility to keep our vehicles in compliance. Discussion regarding how the machine would be used and how often. Mr. Owens said the machine would be used on every vehicle coming in for the 30,000 mile check Lip and on each vehicle that is reported to be running incorrectly. He said this would help keep our vehicles running at the optimum performance level. Mayor Manning said as long as we keep running our vehicles as long as we do, this machine will help to keep them at their best. Councilman Lynch said we need to justify spending $12,000.00, noting that all mechanics will be using these machines and we should be able to achieve the same thing for less money. Mr. Owens said he believes the city has a responsibility to maintain compliance with EPA requirements and if we send our cars out and just do the minimum required, we will not be acting responsibly. Councilman Tare asked if it would be a policy to check every vehicle each time they are brought in and Mr. Owens said not for the 3000 mile oil change but vehicles with problems would be checked and that each vehicle would be checked more often than the minimum required annual inspection. Councilman Pollard asked about maintenance on the machine. Mr. Owens said it has a year warranty and there would be periodic updates to the software to keep it current. Line Items Discussion regarding Fuel and Lubricants. It was suggested an artificial account be set up for all fuel and lubricants to better reflect the overall picture. Also discussed a better break out of Account #6440 to see what Other Equipment includes. This will help better track reventles and expenditures. Personnel Mr. Owens said the position of Parts Runner was cut and he is asking to reinstate it this year. He noted that not all parts can be delivered in a timely fashion, taking 2 - 3 days in some cases. Mr. Owens said they can't always wait that long to get a part and now he sends a mechanic to get parts which costs not only time, but money. This person could also shuttle vehicles to other shops when that is needed, whereas now, it takes both mechanics to get a vehicle delivered to another shop. Mr. Owens said he has tried the local shops and has not been satisfied with the service. The parts runner could also change oil and tires which would free the time of the mechanics for other jobs. Mayor Manning suggested trying to find someone to work for $5.00 an hour rather than the proposed $7.50. Mr. Smith asked Mr. Owens to conduct a survey of area shops for costs, delivery, etc. Mayor Manning also suggested checking into a courier service to deliver parts. 12:07 p.m. Recess 1:00 p.m. Reconvene UTILITY ADMINISTRATION Capital Expenditures Central Cash Collection System Software. Ms. Jackie Carroll advised this has been requested as a part of the Utility Administration computer system bid in this (93-94) year but if the bids come in to() high, she will cut this from that bid and would like to purchase it in the 94-95 year. Ms. Carroll went on to say if the Cash Collection system is purchased this year with the computer system, then she would like to include a Work Order Software program at a cost of $4500.00 for the 94-95 year. She said the Forms detacher can be deleted from the capital requests and if the cash collection system is purchased, there will be no need to purchase a calculator. Capital Projects Ms. Carroll said the building is overcrowded and she is proposing to remodel the lobby and other areas to make the building more serviceable. Johnny Smith agreed and reminded everyone that facilities, overall has been discussed. He said The Colony Bank is proposing to move into a new location in the next year or so and that he would like to investigate leasing their current building for Utility Administration and other departments. He said we will still have to do some "bandaids" in the meantime and agreed with Ms. Carroll's remodel proposal. There followed a discussion regarding placing a drive through in front of the utility building, allowing utility payments to be taken at the Court counter at City Hall. Ms. Carroll said if the Cash Collection system is purchased, payments at Court would be feasible. Line Items Councilman Lynch questioned car allowances in general and said he really needs to see the mileage and use to be sure they are justified. Mr. Smith said you have to look at more than just the mileage, noting the City is actually paying the employee for providing a vehicle. The employee provides the vehicle, fuel, maintenance and insurance. Ms. Carroll noted that $800.00 should be added for advertising next year to cover tax notices. Ms. Hicks said that could be added to the City Secretary Advertising and Legal account, since legal notices are supposed to come under that department. Personnel Brief discussion about the request for a Customer Service Representative. Ms. Carroll explained the need for an additional person in that area. 0053!i MUNICIPAL COURT Ms. Patti Ristagno and Marshal James Jordan were present. Capital Expenditures Mr. Smith advised that since the budget was prepared staff has determined that a new vehicle is needed for the City Marshal. (Capital Request sheets were handed out to the council.) He stated the car the Marshal uses is not one that was refurbished at TDC and said he thinks the Marshal needs his own vehicle. Councilman Lynch agreed the old car needs to be replaced but said he would like to see how the vehicle situation in police works ()ut before we buy a new one for the Marshal. Mr. Smith said if the philosophy in police changes and the take home policy is discontinued, then it may be possible to pass one of the best vehicles on to the Marshall. Ms. Hicks, Director of Administrative Services noted that this request was planned for the 1995-96 year so there would be a one year history of the Marshal before purchasing a vehicle, but it has become evident the current vehicle must be replaced. Ms. Hicks said a new vehicle, would be preferable. Councilman Pollard said a public safety vehicle should be dependable and that he does not like to see an officer going out of the city in a vehicle in the condition of the City Marshal's car. Johnny Smith said the activity reports in Court reflect a dramatic increase in revenues since the new judge was hired and the City Marshal position was created and applauded the decision to create that position. Line Items Ms. Ristagno noted for Council those items which have increased substantially due to the judge and the marshal. There were very few questions regarding line items. CITY SECRETARY Capital Expenditures Ms. Hicks advised the wireless microphone will be used in the Council Chambers for those persons making presentations that need to be able to move around the room. The Socrates Software program is to computerize all our ordinances for easy access, amendment, etc. Discussion followed about allowing all departments to access this software. Ms. Hicks was asked to check into connecting this system with the Library for public access as well. Line Items Ms. Hicks noted that the overtime line has been increased to accommodate those times when the Deputy City Secretary has to fill in as City Secretary for her. Ms. Hicks also advised that Education/Training and Travel has been increased to attempt to insure that 7 005312 the Council, City Secretary and the Deputy Secretary have enough to cover conferences and seminars in the 94-95 year. With regard to Miscellaneous Supplies, Ms. Hicks said she would like to add $2000.00 to that account for the purchase of The Colony, U.S. and Texas flags for various locations in the City. She said Public Works has been buying them for the last two years, but they have never really been budgeted. Councilman Tate said the flags at the city entrances need to be bigger and of better material. CITY WIDE FEES AND CHARGES Mr. Smith said staff has prepared an overall view of fees and charges currently in place and asked the council to review them and make him or Ms. Hicks aware of any area they feel needs to be addressed. Councilman Pollard said we need to look at other cities' fees to be sure we are in line and that the Fees Committee needs to work on this and make recommendations. Ms. Hicks noted that the administrative fee of $50.00 included in the mowing invoices should be added. With no further business to address, Mayor Manning adjourned the meeting at 3:15 p.m. APPROVED: · lam W. Man-ning~ ATTEST: Patti A. Hicks,TRMC City Secretary