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HomeMy WebLinkAbout07/22/1995 City Council MINUTES OF THE CITY COUNCIL MEETING HELD ON July 22, 1995 The Work Session of the City Council of the City of The Colony, Texas was called to order at 8:30 a.m. on the 22nd day of July, 1995 at City Hall with the following Council roll call: ROLL CALL: William Manning, Mayor Present Bill Longo, Councilman Present Mary Watts, Councilman Present Kay Hardin, Councilman Absent Rob Burchard, Councilman Present John Dillard, Mayor Pro-tern Present David Heiman, Councilman Present It was noted that Councilman Hardin called on Friday and advised she would not be in attendance. No reason was given. With six present, a quorum was established and the following items were addressed: 1. GENERAL OVERVIEW OF THE PROPOSED MUNICIPAL BUDGET FY 95-96 Mayor Manning commended Johnny Smith and Tony Johnston for preparing a clear budget. Mr. Smith said staff has attempted to prepare the budget according to council direction in 1994-95 budget sessions. He noted there is no balance forward reflected in this budget and in this first year of shifting over from using the balance forward council will have to decide what to do with the money that is left over. He said right now there is approximately 48 days operating expenses left in both the General Fund and the Utility Fund. Mr. Smith said after the first year, this won't be a problem because the budget will start with zero and end with zero. He said if the revenues are more than expenditures the council will have to decide where the surplus will be placed. Part of the budget process will be to identify the level of reserve for operations the council wants. Mr. Smith said staff needs direction for use of the land fund, noting that last year the council had asked him to work toward achieving a balance of $500,000 in reserve in both funds in three years. He said with Mr. Johnston's work, we are already there. Mr. Johnston has accounted for all the money in various funds and found several areas that could be changed and save the city money. First Southwest Company, the city's financial advisor is going to guide us through this budget to ensure we have a good bond rating. They recommend 8% - 12% operating funds in reserve. Mr. Smith said 8% is equal to about 30 days in both funds and that is the recommendation for this year. Leaving only 30 days operating funds in reserve this year will leave the remaining 18 days worth of funds in each fund which can be used for capital purchases. Mr. Smith advised the land fund has not been touched, and that First Southwest has 2 said the council needs to identify the land fund and what it's purpose is. He said it was originally about $2,000,000.00 and it has been drawn down to about $900,000. Mr. Smith reminded council the reserves can be designated for specific areas, such as the severance packages for the City Manager and the City Secretary. That money is to come from reserves, not the operating budget. The reserves remain in place earning interest but are there to be used if necessary. He said some of the land fund could be designated for emergencies such as a natural disaster. Mr. Johnston agreed stating he is comfortable with 8% which leaves $500,000 in the General fund and we still have the land fund. Mr. Smith said First Southwest wants us to work toward 12% but since we have so many needs in the community there is no reason to have money in the bank when it could be used. First Southwest suggests starting with 8% and adding 1% each year until we reach 12%, with the understanding that the 1% could be evaluated each year and used for something else if the council deemed it necessary. Mr. Johnston explained the new Non-Departmental account, stating this is expenses from all departments such as worker's compensation, general insurance, etc. In the past this has been over-budgeted in each department. He said he has consolidated, broken out and clarified as many as possible and will continue to work on the budget to clean it up. Mr. Smith said in 1994, the council gave direction to try to purchase 7 police cars, buy an ambulance and hire four fire fighters in the next budget year. He said without the Southwestern Bell money, these items would be included in this budget and there would be no way for any other capitals. He asked the council's permission to move ahead with the purchasing process of the vehicles and the ambulance so that when the money is available the items can be received in a timely manner. The four firemen will be financed through the money saved with the bond refinancing, which is about $100,000 per year through 2001. The administrative transfer policy is being changed. This year it will be done as recommended by the consultant. The Utility Fund will be treated as a franchise and there will be a transfer of 2% for administrative overhead. This will be reviewed each year. This year the 2% is approximately $490,000. After the overview of the budget there was a general discussion regarding the method of making capital purchases. Mr. Smith said we have always borrowed the money and paid it back in 3 years and that it will be hard to stop. He said staff recommends only approving $300,000. in capitals this year and if the amount borrowed is always controlled then it is not a bad way to get badly needed items. There is no plan for funding the capital projects at this time. There will be a meeting with First Southwest to discuss options for funding these projects. Some of the major projects include the Eastvale subdivision water system and streets, and overlay of Paige and S. Colony. There are many major construction needs and we must start planning how to fund them. The one time cash infusions need to be ear marked for major projects. A bond issue for all the projects was discussed. Regarding the overall budget process, Mr. Johnston said he has squeezed the departmental budgets as much as we believe is possible. This year the department heads will be accountable for expenditures and will have to stay within their budget. Mr. Johnston covered the tax break down and analysis and explained how he shifted some accounts which freed up some money in the operating budget. There are no anticipated increases in taxes or rates for this year. 0057 i 10:25 - 10:40 BREAK DEPARTMENTAL BUDGET REVIEW Mayor Manning said there is no need to question every line item. Mr. Smith agreed and asked the council to review the activity enhancements. POLICE DEPARTMENT: Chief Bruce Stewart and Lt. Mike Carroll Discussions included the COPS FAST and COPS AHEAD grant programs through the Federal government. We have received approval for one officer through the FAST program and will be applying for two officers through the AHEAD program. Council discussed how an officer will be funded if the grant is denied. Our full 3 year match could be budgeted in this year and if the grant is denied, then we can afford to hire an officer from those funds. All Council agreed that the DARE program needs to be enhanced and that one DARE officer needs to be added. New officers will mean more vehicles. Also discussed adding motorcycles to work traffic and patrol. Chief Stewart said they are feasible and would be beneficial but they should not be funded with the idea they will pay their own way. All agreed more officers are needed and the amount to be budgeted will be based on grant funding. Council also discussed whether to continue in the Denton County Drug Task Force and if we should have two officers on the task force or not. Mr. Smith summarized: we want three officers, one to be a DARE officer and staff will come back with how to fund. We will consider purchasing motorcycles and one more vehicle, Mayor Manning asked about the capital purchases. Mr. Johnston explained that staff had met on Friday and cut the capital requests down to $375,000 in the General Fund. He said there is $450,000 left in the General fund and if we purchase all $375,000 in capitals, that leaves $75,000 which could be used to purchase the two motorcycles at $32,880.00 including equipment. Mr. Johnston stated all computer requests will be reviewed by the computer committee before final purchases are made. ANIMAL CONTROL: Tony Phillips There was brief discussion regarding the request for administrative support at the shelter and the portable radio. Mr. Smith said both are needed. FIRE DEPARTMENT: Chief Van Morrison There was brief discussion regarding the proposed four new firefighters, the incentive pay and the opticom. 4 00575 PERSONNEL: Margaret Burkett Medical expenses have been increased to cover mandatory drug and alcohol screening for all employees with a C.D.L. 12:05 p.m. LUNCH 1:10 P.M. Reconvene PLANNER: Sam Chavez Mr. Chavez explained his request for an employee through an intern program similar to the program that brought us Lori Harlan. The amount of money we have to match will depend on the graduate level of the person. This program will be through the Council of Governments. The intern would help with revisions to the Impact Fee Ordinance, and Comprehensive Land Use Plan. Mr. Chavez noted there is no money in the budget this year for the Comprehensive Land Use Plan because we do already have a plan and he feels that staff and P & Z can amend it internally. He hopes to blend the Parks & Recreation Master Plan with the Comprehensive Land Use Plan. The building renovation is to remodel the half of the Utility Building which houses Inspections, the Public Works Office Mgr., the Public Works Director and Mr. Chavez. It will make operations more efficient and user friendly. CITY MARSHAL: James Jordan Marshal Jordan explained how he plans to use reserve officers in serving warrants, computer entry, making telephone calls and serving as bailiff in court. Marshal Jordan said it is important that he have a portable radio so he can have contact with the Police dispatcher at all times. UTILITY ADMINISTRATION: Jackie Carroll Ms. Carroll explained the request for Voice Mail at the Utility Building is in lieu of asking for a receptionist. She said the three Customer Service Representatives also have to act as receptionist, noting that phone calls have increased 30% over last year. Councilman Burchard questioned the increase in travel and Ms. Carroll said that is due to her mileage reimbursement since the deletion of her car allowance. PARKS & RECREATION: Pam Nelson An error was noted in the part time salaries account. The figure should be $50,640. This is due to an increase in part time pay and added hours in programs. This will be looked at by the Personnel Committee. The Master Plan is an unapproved capital project at this time. It will be included 5 005758 in the Comprehensive Land Use Plan and although Mr. Chavez has not budgeted any funds this year, some money may need to be allocated for professional services to assist with this project. The request for lighting at the Little League Footfall Fields prompted discussion regarding user fees on athletic fields. Ms. Nelson said each association makes improvements to their own fields and does maintenance on the fields. All the lighting was put in originally by the city, but recently the CYSA donated $40,000 toward new lighting at the Turner Street Complex. Ms. Nelson said the city should also put in the lights at the football fields in fairness to the football association. Councilman Burchard asked to see a break down of what the associations have contributed year to year. 2:00 p.m. Councilman Burchard left the meeting. General discussion followed regarding the capital purchases, the need for an additional maintenance worker and the condition and use of the parks in the city. Councilman Longo advised there was a grant for $18,000 given to the city years ago for trails to be placed on the T.U.E. easement that runs north and south through the city. He would like to know what happened to those plans. Stewart Creek Park Fund There are plans to spend the reserve funds for enhancements in the park. Staff expects a $110,000 fund balance at the end of this fiscal year and $72,000 in improvements are planned. Hidden Cove Park There is a request to keep personnel on during the off season for this year to do much needed maintenance at the park. Maybe next year if revenues are up sufficiently, the personnel can become full time. Discussion of the projections for next year. The $20,000 transfer was not shown on the budget. After discussion council agreed it should be shown, which changes the deficit to $85,305. Aquatic Park; Elise Knox General discussion about operations at the pool and increasing fees for out of town users. We are to look at contracting the mowing and landscaping at the pool. LIBRARY; Joan Sveinsson The computers requested are replacements for very old units. The new clerk is necessary to provide service at normal operating hours, but it will not allow extending hours. The books budget is up because the cost of paper is up. The County funding process is 6 00575a working much better because the Commissioners are adhering to the policy set last year. 3:30 - 3:45 p.m. BREAK ECONOMIC DEVELOPMENT: Lori Harlan Ms. Harlan offices at the Chamber of Commerce building. It was noted there is no hot water, no refrigerator or water fountain at the building. Councilman Longo expressed concern about security at the building since Ms. Harlan is there alone much of the time. Mr. Smith said the city could increase the rent we pay subject to the Chamber making improvements to the facility. Mayor Manning said security lighting is needed. VEHICLE MAINTENANCE: Don Owens Mr. Owens said 13 vehicles were added this year, but there are still old vehicles in the fleet that require repair. He said if his shop was just doing maintenance they could keep up with the demand, but they are doing major repairs and it keeps them very busy. There was a discussion regarding contracting for major repairs. This will be looked at again. Mr. Owens also stated that if vehicles were replaced when recommended by staff, there would not be as many major repairs needed. The part time data entry clerk and the part time parts chaser were discussed. It was asked if the same person could do both jobs, but Mr. Owens said they are very different types of jobs and he didn't think the same person would work for both. PUBLIC WORKS: Tom Cravens Mr. Cravens advised funds allocated for maintenance are for repair only, not the major projects discussed earlier. The 3 pick-ups are to replace old vehicles. Council discussed the need to do crack sealing on the streets. The program is in place, however, the machine we have is not capable of doing the job. We need to look into contracting for this project. Water Production and Water Distribution There were no questions regarding these areas. Wastewater Discussed the need for an additional person in this department who can maintain pumps and motor. If the person is not added, time will be taken away from plant operations. 7 Public Works Administration This is a combination from Utility Administration and Water Distribution. A water conservation plan is required by the State and funds have been requested for that purpose. Facilitie~ Maintenance Three employees make up this department and they handle all maintenance in city buildings. Inspections Three computer work stations have been requested. Currently 4 people share one station. Discussion regarding the health inspector and her duties. Staff is supposed to be cross training so that each inspector can back up another during sickness or vacation. Mr. Cravens said that is being done. Any inspector can do code enforcement. General discussion regarding department operations and code enforcement. FINANCE: Tony Johnston A purchasing clerk has been requested because that is a weak area of the city. Purchasing needs to be centralized to save time and money. An existing employee is interested in this position. A multi-plexer has been requested which would bring information from Utility and Finance together. CITY SECRETARY: Patti Hick.s Ms. Hicks explained the renovation of the Council Chambers is to make the work area more functional. The plan calls for moving the sound mixer board to the back of the room so the cable volunteers can operate it more easily. A new recording system has been requested to replace the current system, which is 10 years old and is not as dependable as it needs to be. An electronic voting system has been requested at an estimated cost of $2000.00. MUNICIPAL COURT: Patti Hicks Mayor Manning questioned the request for computer software. The existing software was purchased at the same time the Police Department purchased their new system, however the system in Court does not perform as efficiently as the old software system in that department. Court personnel have been using the old system, but it is about to become obsolete. Mayor Manning said he would need much more information and justification before agreeing to this purchase. Staff will provide more information. 8 005756 QENERAL ADMINISTRATION; Johnny Smith Recycling General Discussion regarding the program. There is a request to increase the coordinator's hours and possibly change to a contract basis. Mayor Manning thanked Johnny Smith and Tony Johnston for the work done on the budget, stating much was accomplished today. With no further business to address, Mayor Manning adjourned the meeting at 6:10 p.m. APPROVED: William W. Manning, Mayor ~ ATFEST: Patti A. Hicks,TRMC ' City Secretary