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HomeMy WebLinkAbout06/29/1996 City Council00608 MINUTES OF THE CITY COUNCIL MEETING HELD ON June 29, 1996 The Work Session of the City Council of the City of The Colony, Texas was called to order at 8:00 a.m. on the 29th day of June, 1996 at City Hall with the following Council roll call: William Manning, Mayor Present Bill Longo, Councilmember Present Mary Watts, Councilmember Absent David Stanwick, Councilmember Present Wilma Avey, Councilmember Present John Dillard, Councihnember Present Dave Kovatch, Councilmember Present and with six present, a quorum was established and the following items were addressed: 8:00 - 9:30 A.M. Mayor Manning said the purpose of the meeting today is to give the staff an executive view on their departments. It is not meant to be a time to get into the details of the budget but to give overall direction. Mr. Smith said each department will discuss the summary given to the council earlier. The draft, balanced budget will be formally presented to the council on July 15, 1996, per charter requirement, then the council will have two to two and one half months to work on it and make changes. The budget will be balanced so any addition will have to be off-set by a deletion and vice versa to keep the balance. Tony Johnston said he and Mr. Smith have met with all the department heads and have already made some changes, noting however, the numbers are still not formalized. Regular budget reports are going to be made available to the council beginning next week. Mayor Manning commended Councilman Dillard and Mr. Smith on their presentation of the Eastvale grant at the NTCOG on Wednesday. It will be about 2 months before we know the result. Mr. Smith advised the signed fight-of-way documents on the Bright property for the F.M. 423 extension have been received. 1. REVIEW OF DEPARTMENT BUDGETS GENERAL ADMINISTRATION - Johnny Smith This includes the City Manager's budget and other general areas. The planner and recycling were included, but have been broken out. In Operations, increases are shown in Contractual, Legal and Professional services due to all the upcoming development, changes in telecommunications, etc. More outside assistance will be needed to respond to all these issues. The city attomey will be asked to attend all council meetings beginning next budget year unless 2 00608 there is absolutely no reason for him to be there. An intern will be requested to work at the Seniors' Building. It is suggested that the City Manger's van be passed on to the Police for crime prevention use. If that happens, the request from the Police department for vehicles will decrease by one. The City Manager would like to have a new van, which is convenient for taking visitors, staff and council on tours and trips, etc. This could be an alternative fuel vehicle, which will help us meet the goal of having 30% of our fleet converted by 1998. Computer equipment will be upgraded as recommended by the computer committee. Building Maintenance is increased to replace carpet at City Hall. RECYCLING - Janice Brady In operating expenses, there is an increase in travel expense anticipating changing this position from parttime to full time and anticipated receipt of COG grant. There is $1,200.00 added for rental of a storage facility. If the position is upgraded to full time, there will be an increase in the personnel line items. A vehicle has also been requested for the recycling coordinator. Mr. Smith said if the grant from COG for a central recycling center is successful we hope to locate the center where the old civic center is now. (The civic center will be demolished). If the grant is not successful, we continue to pursue other avenues. Discussion followed regarding giving the City Manger's van to the recycling coordinator and suggesting that the police department use the old Command Vehicle for crime prevention. This will be discussed with the Police Chief later. Storage may be available in the P.A.R.D. Yard. Staff will check into that. CITY SECRETARY - Patti Hicks There is an increase in education/training and travel to allow attendance at National League of Cities functions next year. A proposal to build a winding sidewalk and courtyard in front of City Hall, along with benches and landscaping was presented in the City Secretary's budget, even though it does not really belong in that department. This is probably a long range goal, that may be phased in over a few years. This would create a focal point for the city. It was suggested that perhaps a high school student could design the plan as part of their studies. Several capital items were discussed: replacement tables for staff to use during council meetings, replacement microphones for city council dais, lavaliere and re-wiring of the council dais. A computer station for the city secretary's desk in the chambers. Council discussed the purpose of the computer in the chambers. 9:00 Councilman Watts arrived FINANCE - Tony Johnston An increase is shown in training so all employees can be trained on Word software. All offices will be going to that software and all must be trained. Additional personnel were requested: Micro-computer specialist and a Purchasing Agent. Both are planned to be part time employees in the beginning. Discussion regarding the purchasing agent. It~was the g~neral consensus that more money 3 006083 should be added to that salary so an experienced person can be hired. Alternatives for computer mining were also discussed. Enhancements include computers and equipment, software to handle fixed assets and 3 office chairs. UTILITY ADMINISTRATION - Jackie Carroll Changes in operations include a reduction in salaries due to a transfer of an employee to the Finance Department budget and the transfer of telephone service to a non-departmental line item. A new Billing Clerk position is being requested to assist the systems coordinator with billing and to do data entry. This person could possibly help Vehicle Maintenance with data entry as well. A part time person has been requested for that depamnent (Vehicle Maintenance) and perhaps only one person is needed for both. Several capital items were discussed, the largest of which is a building addition with a drive up window. Council and staff discussed the possibility of leasing the First State Bank Building when it is vacated. Mr. Smith will pursue this option. Staff will also look into electronic media storage of records to address current storage problems. 9:42 - 9:50 A.M. - BREAK PLANNING - Sam Chavez Professional services will increase to accommodate the fu'st payment on the Comprehensive Plan. A planning intern will be requested through the COG Fellowship program again. The city's cost is $4,863.00. Mayor Manning called a special work session for July 8, 1996 to discuss any items that the council feels needs more time than is allowed for today. PERSONNEL - Margaret Burkett An increase in advertising is reflected due to turnover and multiple advertisements. Two replacement computers are requested as recommended by the computer committee and one replacement secretarial chair. Mayor Manning asked that random drag testing be looked into again. Previous Councilmembers had said they would be the first if implemented. There had been a eoneem then about the cost. The purpose is to be sure our employees are not endangering themselves or other people. Councilman Dillard said he is not in favor of random testing. MUNICIPAL COURT - Patti Ristagno Several minor changes were discussed in operations. A part time court support clerk is being requested to work at the counter and perform data entry duties. There has been an increase in citations which impacts the work load. This would allow someone to be in court at all times. Currently there are times when court has to close during the lunch hour if someone goes on vacation. CITY MARSHAL - James Jordan 4 006089 Contractual Services and Education and Training will show increases. There is a charge for some of the schools that previously had been offered at no charge. Council discussed security in the court area. The security fee collected can be used to offset costs to implement security measures. Security measures implemented at the front desk at City Hall would also enhance security in the Court area. LIBRARY - Joan Sveinsson Minor changes in operations were discussed. Five new personnel are being requested; part time page, support services clerk, reference librarian, part time, seasonal page and circulation clerk. These positions were discussed. The page is really needed, the support services clerk would take a load off professional librarians. Several enhancements were discussed, among them a file server replacement, mobile shelving, computer replacements and a public access personal computer and printer. Necessity to provide a computer for public access was discussed as well as the need to provide a personal computer for the public to use. INSPECTIONS - Cliff Bormann The addition of a Building Official in mid-year caused an increase in salaries. Other increases include education and training and books to better prepare the employees to do their jobs. · Discussion of code enforcement and the revenues produced, duties of each existing position. Further discussion on alternatives for accomplishing the needs of the citizens and builders. The department is working on more cross training. 11:20 A.M. - LUNCH 12:00 Noon - RECONVENE At this time, Mayor Manning presented the first "Maybe Annual Computer Literacy Award" to Councilman John Dillard. The award, a small, dinosaur figure, was graciously received. PARKS AND RECREATION - Pam Nelson Several increases in operations were addressed. Enhancements included two maintenance workers being upgraded from seasonal to regular full time positions. Capital requests were discussed including a utility vehicle and spray rig, two pick up trucks, spreader attachment, photo ID system, playground equipment, pressure washer, football field lights and an equipment miler. Money taken in at a Corps park can be used to purchase equipment as it can be justified that the equipment is being used on a Corps park. The Colony Youth Soccer Association can help with some money on the replacement of the playground equipment at Turner Street. Mr. Smith asked to leave money in for the football field lights as long as possible. A grant has been applied for to provide.a place for the Boys & Girls Club to meet. The city will need to provide 10% seed money for this project. Irrigation of Bill Allen Memorial Park was discussed and ways that can be accomplished. Possibly using effluent put into a holding pond at the park. The Parks 5 & Recreation Board needs to develop a use plan for Bill Allen Memorial Park. A request was made to look into mowing behind McDonalds to provide a way for citizens to access the lake without having to pay the fee to enter a park. Options and alternatives were discussed. The decrease in Stewart Creek Park revenue is due to the low lake level. We need to look at ways to bring in revenue that do not depend on the water. HIDDEN COVE PARK - Sam Fitzgerald Changes in operations were discussed. This budget is still experimental which explains some of the fluctuations in operations. They hope to increase the number of special events which will in turn increase the day use at the park. Enhancements included adding a Recreation Program Coordinator, which would be a full time position to handle special events. A part time seasonal position is requested to provide service to park guests. Also requested is a new garage door and opener for the manager's residence. This is due to a problem with snakes getting into the house. Mr. Smith suggested that funds for this could be found within this budget year .and recommend this item be purchased immediately. Capital items include a chain link boat and camper storage area and a digital gate system. AQUATIC PARK - Elise Knox Changes in operations are minor for the most part. A large increase in contractual services is to handle leak detection for the wading pool and stabilizing the lagoon. Other items include replacement of the indoor pool deck, fence modifications and pavilion ceiling repairs. Enhancements include the modification to the entrance to the park, upgrading a part time seasonal position to part time regular to help with landscaping, cleaning and maintenance. VEHICLE MAINTENANCE - Don Owens ' A full time parts runner is being requested to pick up parts that are needed immediately and to perform light mechanic duties as needed. This will keep the mechanics from having to stop their work to pick up parts. A part time office clerk is requested to do data entry. Discussion regarding the person requested by Utility Administration also handling this task instead of hiring two people. Enhancements include a laser printer, brake drum and rotor refacing machine, euro style tire changer and propane card lock dispenser. The laser printer is an immediate need. The propane card lock dispenser can wait one more year. FIRE - Van Morrison - Dave Wallace Personnel request of two additional firefighters to balance the shift personnel at 6 firefighter/paramedics per shift. Minor changes were addressed in operations. Capital requests included: grass truck, chief's vehicle, breathing apparatus, breathing air tanks, body armor, computer software, turn-out equipment, computer with work station, training videos, VCR, replacement helmets, pass devices, high angle rescue equipment, CO detector, EMS automatic ventilators, vital sign monitor, pagers, 6 portable radios, siren radios, rescue lighting, swift water rescue equipment, open f-ding system and stair stepper. Several of the capital items are to replace 15 year old equipment. Other items are to prepare the department for upco~g development and providing rescue in the water. Lengthy discussion followed regarding the different types of helmets being requested. Different types of helmets are required for different types of tasks. The helmets in the mm out equipment are not of the same quality as the replacement helmets being requested. They should all be the same q ity. 2:35 p.m. - BREAK Councilman Dillard left the meeting. 2:50 p.m. - RECONVENE POLICE - Joe Clark- Chris Chandler Under operations, personnel services reflect an increase for bicycle patrol uniforms, new uniform patches, firearms training, memberships, sexual assault examinations and hepatitis B immunizations. Contractual services also shows an increase to allow for engineer review of the speed-hump issue. Supplies shows an increase to provide additional educational materials and the addition of a K-9 line item. Several personnel requests are being made: 1 DARE officer, 5 CSO personnel, 3 patrol officers, and 2 investigators. Capital items requested include 6 replacement vehicles (one will be deleted if the City Manager's van is transferred to P.D.), 2 new vehicles for the two grant positions, fu'ing range, modular vertical filing system, office furniture, vehicle markings, TLETS interface, light bar replacement, protective vests, transport seats (for prisoner transport), dispatcher headset, VCR, vehicle partitions, imaging system, radars, shot gun racks and mobile radios. Discussion followed regarding the firing range. Chief Clark has talked to Frisco about using the range and participating in future maintenance. Proposed location is off the Fourth Army Memorial Rd. in the northeast portion of the city. Discussed hours of use, design of the range, security and hazardous materials disposal. General discussion followed. The police department has their own physical fitness program but they will work with the fire department also in training. Even with the additional personnel, over time would still be necessary. The Command vehicle would not be suitable for crime prevention and Chief Clark is not certain it is reliable transportation. This vehicle needs to be evaluated and if not usable disposed of. All the personnel requested cannot be included in this budget. Maybe we need a program for adding personnel similar to the vehicle replacement program. The CSO personnel would be used primarily in the station and would increase the presence of the patrol officers on the street by at least 30% per shift. PUBLIC WORKS - Pat Dunlap, Ken Leverich, David Yordy Radio Communications Equipment is a major purchase requested for this department. Each division of Public Works will be affected. A new system would allow public works, water and wastewater to communicate with each other. They have never been able to do that in the past. 7 PUBLIC WORKS ADMINISTRATION Microfilming of documents is requested, which will be coordinated through the Records Management Program. Other departments may take part in this as well. FACILITIES MAINTENANCE A 3/4 ton van is requested to replace the existing truck which is in poor condition and has 182,000 miles. A new position of Facilities Maintenance Supervisor is requested..This would be a working supervisor for the two man crew. 4:30 p.m. Councilman Avey left the meeting WATER PRODUCTION We will be incurring an increase in the water costs from Dallas Water Utilities next year. Lengthy discussion regarding the impact this will have on our budget. Discussion included water usage, increase in demand charges, cost per gallon, watering programs, etc. An increase to the customer's water bill of $1.11 per month would absorb the expected increase from Dallas. Past increases from Dallas Water Utilities have never been passed on to the customers. A computer workstation is requested for this department. WATER DISTRIBUTION A 3/4 ton pick up truck is requested to replace a high mileage 1987 truck. Two water distribution operators are requested to keep up with the increasing work. load involving repair, and maintenance of the water distribution system and preservation of water quality. A water meter replacement program, planned to replace 1000' meters a .year is recommended. This could mean a savings of $100,000 per year. Discussion 'about this savings offsetting the expense mentioned in the discussion of the increase from Dallas' Water Utilities. The increase is a known factor which we have to budget for, the savings is an unkn0wn-faetor which cannot be counted on at this time. A root cutting machine is requested to help in opening sewer lines. WASTEWATER ·. - A 3/4 ton van is requested to replace a 17 year vehicle with high mileage. A lab technician is requested to provide continuous plant monitoring. Capital items include, two 10 minute breathing apparatus personnel air packs, two automatic alarm systems and a computer. PUBLIC WORKS A 3/4 ton pick up truck is requested to replace a 10 year old, high mileage truck. Also requested are a computer and a 6 yard dump truck. Personnel requests are 3 'positions in the drainage maintenance crew and a secretary for the Public Works Building. A replacement program for sidewalks, alleys and streets is recommended. This would be a contractual service. Along with that a contract street inspector is requested to assure proper construction of all streets. This would prevent hiring additional staff. A traffic signal is proposed at the comer of S. Colony and Paige Rd., which is 8 recommended by .the traffic engineer. Mayor Manning announced that the meeting earlier set for July 8, 1996 is moved to July 16, 1996. With no further business to address, the meeting was adjourned at 5:50 p.m. APPROVED: William W. Manning, Mayor ATTEST: Patti A. Hicks,TRMC, City Secretary 9