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HomeMy WebLinkAbout09/14/1994 City Council MINUTES OF THE CITY COUNCIL MEETING HELD ON '~ September 14, 1994 The Work Session of the City Council of the City of The Colony, Texas was called to order at 6:40 p.m. on the 14th day of September, 1994 at City Hall with the following Council roll call: ~, William Manning, Mayor Absent Mike Lynch, Mayor Pro-Tem Absent Toby Pollard, Councilman Present Kay Hardin, Councilman Present Rob Burchard, Councilman Absent John Dillard, Councilman Present Lynda Tare, Councilman Present and with four present, a quorum was established and the following items were addressed: 2. REVIEW AND DISCUSSION OF OVERALL RECOMMENDATIONS FROM THE CITY MANAGER FOR MUNICIPAL BUDGET FY 1994-95 Johnny Smith advised Version 5 of the budget will be reviewed at this meeting and the results of this meeting plus previous direction from Council will be used to prepare -- Version 6 which will be reviewed at a Work Session Monday, September 19, 1994. Mr. Smith stated the following has been prepared specifically for review: 1. Salary increase analysis The analysis indicated the impact a 4% increase will have on each departmental budget and then the total for General Fund and Enterprise Fund. Total impact in General Fund if every employee receives a 4% merit increase would be $52,100.00 Total impact in Enterprise fund if every employee receives a 4% merit increase would be $17,590. Total for both funds if every employee receives a 4% merit increase would be $69,690. 2. Street Repair List Tom Cravens has prepared a proposed list of repairs on major streets for the year 1994-95. The list also included mudjacking, alley and curb repairs and wheelchair ramps. Mr. Smith noted that $90,000.00 will not be enough to complete all these projects. 3. Capital Projects Mr. Smith noted that all projects have been cut in the General Administration Department for next year for a total of $3500.00. The renovation of the racquetball courts -- in Parks & Recreation was cut at a total of $17,500. In Public Works, the $50,000 for channel work at Yager and Kisor was cut to $40,000. 4. Capital Expenditure The telephone system in General Administration was cut from $15,000 to $10,000. This a~l alleviate some of the telephone limitations currently experienced at City Hall and the Recreation Center. It was noted the printer in General Administration is a color laser printer. The $2500.00 for vehicle equipment for the Marshal was cut. In Parks and Recreation the $23,000 for a computer system was cut to $19,500. This reflects a cut of the work station at the Aquatic Park. The request for 6 police vehicles was cut to 5 at a cost of $71,000. down from $85,200. Also in the Police Department the paper shredder at $1800. was cut and the request for 14 push bumpers was cut to 7 at a cost of $910. Two pickup trucks in Public Works at $28,900. were cut to one pickup truck at a cost of $14,450. 5. Economic Development budget Mr. Smith said previously there had not been a budget for economic development but since the Economic Development Corporation Board of Directors had been established, there needed to be some funding for their operations. He advised that Ms. Cathy Wood, who previously worked for the City and the Chamber and whose salary was split between the two entities had been budgeted from Parks and Recreation. This year, Mr. Smith stated that amount of money had been transferred to Economic Development and would be used to offset the salary of the intern the city is getting through NCTCOG. The total budget for 1994-95 in Economic Development is $35,620.00, which includes education, training, dues professional and legal services, rent for an office at the Chamber building, office, copier and miscellaneous supplies, etc. 6. Personnel Requests A complete list of the personnel requests was given to the Council and Mr. Smith advised which ones he recommends approving with the new budget. His recommendations for new personnel are as follows: * Part time recycling coordinator * One maintenance worker in Parks & Recreation * Part time asst. program coordinator at Aquatic Park * Health Inspector (9 months) * Full time Circulation clerk in the Library * Customer Service Rep. in Utility Administration * Vehicle Parts Runner Mr. Smith advised that with his recommended changes, we have a basically balanced budget, using a zero based budget. Mr. Smith said he has brought the balance forward and has not touched the land fund. He did state that $16,400. needs to be added for the 0053oO proposed Long Term Disability program. He noted that the only departmental budget to be discussed was General Administration but he cannot finish that budget without council direction. He advised that the General Government account is set up for special council projects such as the Board and Commissions Banquet, which is included this year at $2500.00. He said in years past $5000.00 had been budgeted for Denton County Friends of the Family. He asked the council to give him some direction on whether or not Friends of the Family should stay in the budget and what else should be included in this account. Mr. Smith then advised that line items in all departments have been cut per discussions at previous work sessions. He also noted that no fee increases have been projected and that there is nothing in the budget for beautification at this time. Deputy Mayor Pro-tern Dillard then began discussion of the items presented, asking for an explanation of the amount budgeted for the merit system. Ms. Burkett said the plan allows a merit increase from 3% to 5% for employees, noting that 4% has been budgeted as an average and the amount shown tonight would be the maximum impact if every employee received a 4% increase. Mr. Smith noted that if we continue the merit system which was approved last year by council, we must fund it. Councilman Pollard said it was approved, but it was never fully explained. Councilman Pollard asked if the balanced budget included capitals and personnel and Mr. Smith said it includes all those items he just covered. Councilman Pollard asked Mr. Smith if we are spending more than we are taking in and Mr..Smith explained he is using the balance forward plus the projected revenues for 1994-95. Councilman Pollard said using the beginning balance as cash in the bank plus the budgeted revenues we have a deficit of over $400,000. Mr. Smith said that is not his interpretation, noting that money not spent by the city in the current year will be brought forward. He stated the money was budgeted last year for programs to be carried out in the 1993-94 year and if those programs were not carried out or money was saved, that money should be brought forward and used this year to carry out programs. Deputy Mayor Pro-tern Dillard stated the federal government hurries to spend every penny and we are carrying over money which we will probably do again next year. Councilman Pollard asked if the carry over is zero in 1995, what Mr. Smith would do. Mr. Smith advised that it is his job to present a balanced budget and he will do that. Councilman Pollard said that's O.K. as long as we do better than we project, but we are being asked to approve a budget that spends more than we take in. Mr. Smith said we anticipate and hope that the 1/2 cent sales tax will be a reality next year and again stated that he will not present a budget that is not balanced. Councilman Pollard said that last year the city spent $650,000 over revenues and asked how it is looking for the end of this year. Mr. England said the balance forward is estimated at $441,000. Mr. Smith said that means we did not spend more than we took in. Councilman Pollard asked how much less we spent than projected and Mr. England said in the General fund we projected a fund balance of $118,000 and-we are now coming in around $441,000. Continuing, Mr. England stated the Enterprise Fund 'had projected a fund balance of $251,000 that is coming in around $305,000. Councilman Pollard said the projected balance of $367,000 is better that we projected so we only spent $283,000. more in 1993-94 than we took in. Councilman Pollard asked what a 90 day cash reserve would amount to and Mr. 4 00536i England estimated 4 - 5 million dollars. Deputy Mayor Pro-tem Dillard asked about the proposed computer purchases. Mr. Smith said he has budgeted $6000.00 to hire a consultant to identify and prioritize needs before any purchases are made. Councilman Tate asked if a purchasing agent is proposed, which would help to ensure money is well spent. Mr. Smith said he would like to have the computer systems in place first, although he agreed one is needed, he is not sure this is the time. Councilman Tate agreed with that logic and encouraged the addition of a purchasing agent in the next budget year. Mayor Pro-tem Dillard asked if everyone agreed with the General Administration Budget and Councilman Pollard said he is not agreeing to anything yet, that he is stuck on the $441,000 deficit and said he wants to see the money for a Comprehensive Plan in the budget. Mr. Smith said he hopes the Planner can pull together what has already been done and then see what the real needs are for next year's budget. Discussion of the proposed fleet policy as prepared by Chief Stewart, who said if we purchase 5 vehicles this year, 10 or 11 cars will be taken out of service. Ms. Hicks noted the vehicle equipment (radio) is deleted from the Municipal Court Capital budget. Mr. Smith asked the council to make notes on the proposed fleet policy and get them back to him before the final policy is put into place. Mr. Smith advised that he is still waiting on numbers from the State before he can finalize the proposal to take over Lake Lewisville State Park. Councilman Hardin said she recommends deleting all capital purchases from Parks and Recreation with the exception of the loader and the utility vehicle. Pam Nelson advised that the computer system is an absolute necessity and advised that all the items are necessary, stating that cuts had already been made. Ms. Nelson said the only item that could really be cut without affecting operations is the photo I.D. system. Councilman Pollard stated that he can't say that any request isn't important, but that he is concerned about overall spending levels. Mayor Pro-tem Dillard said we don't need a consensus tonight because it will be discussed again Monday night. Councilman Pollard asked Ms. Nelson how much in overtime would be saved with the computer system and Ms. Nelson said most overtime is for park maintenance. She explained that the computer system will stream line operations overall. Councilman Pollard asked about the front end loader and Ms. Nelson advised this is to replace a 1968 model. Mr. Smith noted that if the 1968 can be used minimally, it may be put at Lewisville State Park. Councilman Hardin expressed concern for the budget process in general, stating that most of this information could been placed in council marl boxes and reviewed at home. Mr. Smith stated that this is a different process than he is used to and that next year the budget process will be improved. Councilman Hardin asked the purpose of this meeting and Mayor Pro-tern Dillard said it was to give the City Manager direction. Councilman Tate said beautification needs to be added although not the highest priority. With regard to Personnel requests, Councilman Pollard asked if the Vehicle Parts Runner is justified and Mayor Pro-tem Dillard suggested cutting the position because parts can be delivered. All agreed to cut. All agreed to keep the Maintenance Work in Parks and Recreation, the recycling coordinator and the health inspector. Councilman Pollard asked if new fire fighters have been deferred until next year and Mr. Smith said we will 5 00 36 probably have to add 6 next year. He said he would like to have 3 this year, but he can't do that and balance the budget. Mayor Pro-tern Dillard agreed that something will have to be done in the near future. Regarding the Economic Development budget, Mayor Pro-tern Dillard said this is vital and Mr. Smith said he had hoped to continue the intern after the May contract with NCTCOG ran out, but the money has not been included in this budget. He advised $6000.00 in grant money is available and application will be made. Mr. Smith said if we get that money it will be put into this budget. Mayor Pro-tern Dillard asked how the council wanted to allocate the $10,000 in General Government noting that $5000.00 is included for Friends of the Family, which is a good group and this money helps with The Colony residents who need help, noting there is not a shelter in the city. Councilman Tate agreed but said there are lots of needs in the city and suggested cutting the amount to Friends of the Family and perhaps giving more to the senior citizens of The Colony. She did encourage keeping in $5000.00 for SPAN, which is included in the Parks & Recreation budget. All agreed to keep the $16,400 for Long Term Disability. With regard to the merit increases, Councilman Pollard said we won't feel the full impact until next year, which he noted will be about $200,000. He asked to see the increases at 1% increments by anniversary date and by 12 months across the board. 1. REVIEW AND DISCUSSION OF DEPARTMENTAL BUDGETS FOR THE PROPOSED MUNICIPAL BUDGET FY 1994-95 This item was discussed in conjunction with Item No. 2. With no further business to address, Mayor Pro-tern Dillard adjourned the meeting at 9:00 p.m. APPROVED: hn~D~~ Deputy Mayor Pro-Em ATTEST: Patti A. Hicks,TRMC City Secretary