HomeMy WebLinkAbout08/17/1999 City Council 00723
MINUTES OF THE WORK SESSION OF COUNCIL
HELD ON
AUGUST 17, 1999
The WORK SESSION of the CITY COUNCIL of the City of The Colony, Texas was called to order afT:00
P.M. on the 17th day of August 1999, at City Hall, with the following roll call:
Bill Manning, Mayor Present
John Gordon, Councilmember Present
Lewis Jue, Councilmember Present
David Stanwick, Councilmember Present
Al Garcia, Councilmember Present
John Dillard, Councilmember Present
Jeff Meyers, Councilmember Present
A quorum was established and the following items were addressed:
ITEM DESCRIPTION SOURCE STATUS
INTRODUCTION TO THE BUDGET PROCESS;
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OVERVIEW OF THE 1999-2000 BUDGET;
DISCUSSION OF REVENUES
Mr. Lambert gave an overview of the governmental
budgeting process. He explained the city's two main funds;
General Fund and Utility Fund. Revenues and expenditures
for both funds were presented to the council. Mr. Lambert
listed increases and decreases in each. Lengthy discussion
was held regarding fleet maintenance and the method of
allocating charges in that department and work done for other
departments.
Mayor Manning asked for a list of authorized personnel
and actual personnel. Mayor Manning asked that every
document presented to the council during this budget process
is dated and the pages are numbered.
Mr. Tony Johnston explained the advalorem tax history
for the past 14 years in the City of The Colony. He said this
year staff is recommending a two cent decrease in the tax rate
to $.765 per $100 valuation. Mr. Johnston discussed the
city's abilities to borrow money for streets, stating we can
borrow up to $5 million each year. He presented a history of
1.2 revenues and then presented the rolling stock inventory.
DEPARTMENTAL BUDGET PRESENTATIONS
All departments explained any major changes in their line
item accounts and then explained their enhancements, if any.
GENERAL ADMINISTRATION:
Mr. Lambert discussed the line item accounts in the --
General Administration Budget. Council asked why dues and
memberships to TML and NCTCOG had been put in their
budget and stated they are more appropriately placed in the
General Administration budget.
Mayor Manning asked when legal would be discussed. Mr.
Lambert said he would present that at another work session.
Diane Baxter gave a presentation regarding Tele-Works
ACIS, an automated telephone answering system which
would answer most normal questions 24 hours a day. The
program would help during times when citizens are calling
and asking questions regarding a particular situation, such as
the water crisis. Council'asked for more information. Most
agreed we might not be ready to expend this amount of
money at this time. Mayg? Manning said the receptionist
should review this system.
CITY SECRETARY:
Patti Hicks pointed out some minor changes in the line
item accounts. She brought the IIMC Annual conference in
Rotterdam, The Netherlands, to the council's attention.
Ms. Hicks explained her request for reorganization in her
department. Changes requested include, establishing a
Records Division and creating the position of Records A
Manager; hiring a new deputy city secretary; upgrading the
receptionist position from part time to full time; and creating
an Administrative Services Clerk position. All these changes
would enhance efficiency in this department.
CITY COUNCIL:
Ms. Hicks discussed the line item budget with council. A
few questions were asked about the education and travel
account. Dues and memberships may be moved back to the
General Administration budget.
Electronic Voting system for council chambers and a fasl
speed tape-dubbing machine for copying videotapes are
included in the presented budget. The amount requested for
the dubbing machine had been $250.00 and now staff has
been told this type of machine will cost about $4000.00.
Council advised Ms. Hicks to purchase a less expensive
system ($200-$300) now. This item will be deleted from the
list of requested capital items.
Council asked about the 7 lap top computers that had been
added to the list of capitals presented by Mr. Johnston. Mr.
Lambert advised he put them on that list because he thought
the council should have them in order to move to a paperless
agenda packet. Councilman Stanwick advised that he had ~
offered to work on templates, etc. at his home to help in this
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process and that he had discussed this with Ms. Hicks and
Mr. Johnston. After discussion, council agreed that one lap
top computer would be purchased for Councilman Stanwick
to use at his home to begin preparing templates and other
documents needed for computerizing packet preparation.
Ms. Hicks is to begin researching software for a paperless
packet.
With no further business to address, the meeting was
adjourned at 10:20 p.m.
APPROVED:
William W. Manning, Mayor
ATTEST:
Patti A. Hicks, TRMC/~MC/AAE
City Secretary
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