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HomeMy WebLinkAbout06/10/1996 City Council MINUTES OF THE CITY COUNCIL MEETING HELD ON June 10, 1996 The Work Session of the City Council of the City of The Colony, Texas was called to order at 6:30 p.m. on the 10th day of June, 1996 at City Hall with the following Council roll call: William Manning, Mayor Present Bill Longo, Councilmember Present Mary Watts, Councilmember Present David Stanwick, Councilmember Present Wilma Avey, Coundlmember Present John Dillard, Councilmember Present Dave Kovatch, Councilmember Present and with seven present, a quorum was established and the following items were addressed: ROLL CALL 6:35 p.m. 2. EXECUTIVE SESSION AS AUTHORIZED BY SECTION 551·072 REGARDING LAND ACQUISITION, TO-WIT: '-' A. MAIN STREET (JOSEY LANE) EXTENSION TO F.M. 544 7:52 p.m. Reconvene 1. BUDGET ORIENTATION FOR CITY COUNCIL MEMBERS Mayor Manning explained that this meeting is for the purpose of allowing the City Manager and Finance Director to give a step by step presentation regarding the budget process. He asked that any detailed questions be held until a later date, suggesting that the council contact staff individually regarding specific items. BUDGET ASSUMPTIONS: Mr. Smith discussed the following with the Council: · Ad Valorem tax rate is to remain the same Utility rates are to remain the same unless directed by City Council. Fees and charges are to remain the same unless recommended by Fees Committee and approved by City Council· 2 · General Fund Balance - 30 days (or 8%) of total expenses. · Land fund (or unencumbered reserve) to back up both the General and Utility Fund in case of emergency. (note this fund needs to be re-named) · Modified Zero Base Budgeting (Revenues = Expenditures). · Appropriation of Ad Valorem taxes back to General Fund or to General Debt Service Fund. · Administrative Transfer from Utility Fund to General Fund - calculation made with three factors: Franchise tax, payment in lieu of taxes, and indirect cost allocation. · Eliminate short-term borrowing for capital equipment. (This will be eliminated after this year.) · Set up a vehicle replacement fund. (Approved in the 95-96 budget by council) · Move Vehicle Maintenance department to Inter-service Fund· (This allows for better tracking of actual expenses per department.) Replacement of 6 vehicles per year. (As directed by Council in 95-96 budget). · Set up a Non-Departmental cost center. (This puts expenses which are for several departments into one account for easier budgeting and accounting. It reduces the individual department accounts.) BUDGET PROCESS: Tony Johnston presented an overview of the process covering Mission, Directives, Goals, Objectives, and Performance Indicators. Mr. Johnston explained that the council must set a "mission" for the city. From that directives are given to the staff and goals and objectives to reach those goals are established. He said that over the past few years staff and council has worked from a document which had set some goals and objectives that in some cases were not "true" goals. He did say it was a good starting place and it has been used from year to year as a guide in budgeting. Mr. Johnston said the performance indicators which are found in the budget document are mis-named and are really just activity numbers for each department. That is being worked on by all staff. Continuing Mr. Johnston said it is important for the council to set the overall goals for the city and let the staff know the direction in which they want the city to go. He said the staff then carries out that plan. The goals to be set should indicate what has to be done to accomplish the overall program and the objectives should indicate what has to be done to accomplish each goal. He said we are improving in this area but there is still more to be done. 3 0060.5a Mr. Johnston explained the main components of the budget: · Base Budget - what it takes to maintain the current level of service. Capital Outlay - Large purchases of equipment. · Enhancements - New personnel or programs. , Capital Projects - Large expenditures which cannot be handled in the operating budget and which are usually financed through alternative funding, i.e., bonds, S.R.F., etc. · Committees - The following committees address certain aspects of the budget and report their recommendations to the full council. Fees, Personnel, Fleet and Micro-computer. The council reviewed the preliminary budget calendar and discussed upcoming meetings· Mr. Johnston then explained the break down of all the funds in the General Ledger, covering fiscal year 92-93 through the present. There followed general discussion by the council about the budget process and Mr. "" Johnston and Mr. Smith fielded questions about the funds and the condition of the city in general. Councilman Watts asked Mr. Johnston if this year's budget had been going as he had anticipated when it was passed in September 1995. Mr. Johnston said it had except for the times when he has been asked to "find the money" for some special project in mid-year. Mayor Manning said the budget will never run smoothly until the council stops bringing unbudgeted items in mid-year and requesting staff to find the money to pay for them. Councilman Watts and Councilman Longo both disagreed with the Mayor's statement, saying they did not believe the council had done that. They both felt that most of the unbudgeted items had been brought forth by staff not council· There followed a lengthy discussion about the proper way to bring forth such suggestions. Councilman Watts said that she had not expected immediate action on any thing she had requested and did not realize they had been taken in that manner. Mr. Smith explained that when a request is received it is reviewed and ff a budget amendment is required, that is taken to council for approval. Councilman Watts indicated that she had not received timely responses to her requests in the past and would at least like to know whether something is feasible or not. Mr. Johnston then handed out brief sketches from each department prepared for the council to be able to see anything that the departments plan to increase or add to their budget in the coming year. This is being made available so the council will have time to review it before the all day retreat on June 29. Councilman Watts questioned why the City Secretary could request a winding sidewalk in front of City Hall and the Library and she-- 4 0060 ,. (Watts) could not request the same type system on the Corps property behind McDonalds. Further discussion followed about the way to make requests for unbudgeted items. With no further business to address, Mayor Manning adjourned the meeting at 9:40 p.m. APPROVED: ATTEST: Patti A. Hicks,TRMC, CMC/AAE City Secretary 5