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HomeMy WebLinkAbout08/10/1988 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MEETING WEDNESDAY, AUGUST 10, 1988 4:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmen Brown, Gardner, Schneider, Birdwell, McIlhaney COUNCIL MEMBERS ABSENT: Councilman Haddox STAFF PRESENT: City Manager Ragland, City Secretary Jones, City Attorney Locke, Budget Director Schroeder, Finance Director Harrison, Assistant to the City Manager Piwonka, Director of Planning Callaway, Assistant City Engineer Smith, Account- ing Supervisor Hubbard, Public Informa- tion Officer Calliham, Zoning Official Kee, Printing Supervisor Fry, Budget Assistant Barnett, Council Coordinator Hooks VISITORS PRESENT: See guest register. Agenda Item No. 1 - Council Concerns. Councilman Schneider reported that he attended an Arts Council meeting and they were very impressed by the work the College Station staff contributed. He noted that he felt convinced that many fine things are being done in the cormmunity by the Arts Council. Councilman McIlhaney congratulated the staff who are involved in the Pepsi Games and their dedication. Councilman Gardner stated that he was very impressed with the opening ceremonies of the Pepsi Games. He also noted the teamwork which took place between the staff of the two cities, TAMU, and the business community. Councilman Brown concurred with remarks about the Pepsi Games. the other council members' Councilman Birdwell expressed his congratulations to the staff. Councilman Birdwell stated that the material which is included in the packet for an item which relates to adding stop signs in the city is wasted paper and does not need to be provided. CITY COUNCIL WORKSHOP MEETING WEDNESDAY, AUGUST 10, 1988 Page 2 Councilman Gardner suggested that a resolution be prepared commending everyone involved in the preparation of the Pepsi Games. Mayor Ringer expressed his feelings that the Pepsi Games is a tre- mendous activity for the City, and that the cooperation between the different entities was very good. Mayor Ringer reported that he received a letter from United Way inviting the Councilmembers to a meeting on Tuesday, August 16th. The topic of discussion will be the social ills affecting the con~uunity. Councilman Birdwell responded that he will attend. Mayor Ringer reported that he received a telephone call from Susan Causey of the Community Appearance Committee and she has invited the Council to join in the Community Clean-up scheduled for Octo- ber 29th. Further details will be made available at a later date. AHenda Item No. 2 - City Manager Concerns. City Manager Ragland gave each councilmember an information brochure to be given to college students in the community. This booklet was designed by the Police Department. He mentioned that staff from the Police Department will be attending "Fish Camp" at TAMU. AHenda Item No. 3 - Award Presentation to the Finance Department. Mrs. Kathy Hubbard, Accounting Supervisor for the City of College Station, received an award for her dedicated service in assisting the city's financial reporting from the Government Finance Offi- cers Association. Mayor Ringer presented her with a plaque and expressed the Council's appreciation for her hard work. AHenda Item No. 4 - Overview and Discussion of FY 88-89 Operating Budget. City Manager Ragland stated that the staff will be presenting an overview of the budget. Mr. Ragland encouraged the Council's sug- gestions during the meeting on ways to improve the budget pres- entation. Mr. Ragland stated that there are significant features in this year's budget; for example, capital replacement program, written budget and management policies, and unextended appropria- tions. -0681 2 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, AUGUST 10, 1988 Page 3 Mr. Ragland mentioned that the tentative meeting has been scheduled for August 17th to discuss the budget if the Council desires further discussion. He pointed out that the budget includes an increase of expend- itures, such as, 1) merit and salary increases approved by Council, $430,000; 2) MIS Plan, $114,000; and 3) facilities maintenance, $110,000. Mr. Ragland reviewed the process which took place in ranking the decision packages. Mr. Schroeder began presenting the overview of the entire budget. He stated that the total net operating budget in FY 87-88 was $50,827,053. The proposed total net operating budget FY 88-89 is $52,044,207; the increase in the net operating budget is 2.39%. Finance Director Harrison referred to a graph which showed the total expenditure levels divided by the population number and included the consumer price index. In the 1989 budget, $227.36 is estimated as the costs per capita. Mr. Schroeder referred to the next chart. He pointed out that 75% of government operations consists of salaries and benefits. He explained the organization of the budget and pointed out several major features. First is the inclusion of written budget and management polices; second, utility rate adjustments, sanitation rate adjustments, and proposed 3-cent tax increase, and third, increased emphasis on facilities and fleet maintenance. There are other features explained in the overview. Mr. Schroeder explained several major revenue changes in the proposed budget as follows: Property tax - $880,000; Sales tax - $600,000; Parks Revenue - $100,000; Police Grant - $85,000; and Other-Francise Tax, Cable Franchise, Lease - $110,000. He pointed out that these numbers reflect the proposed 3 cents increase. Also, as in the previous year, the staff shifted a portion of the existing property tax toward general fund operations and away from the debt service operations. Mr. Schroeder explained several major expenditure changes proposed in the 1988-89 general fund budget as follows: Merit and Salary increases approved by Council - $430,000; MIS Plan - $114,000; Facilities Maintenance - $110,000; Police Grant - $100,000; Increased participation in Park Athletic Program - $75,000; Easterwood Airport - $75,000; CS Economic Development Foundation - $36,000; Replacement Equipment - $419,000; and Supplemental Re- quests - $299,000. CITY COUNCIL WORKSHOP MEETING ~EDNESDAY, AUGUST 10, 1988 Page 4 Mr. Harrison stated that one way to balance the budget is to make an adjustment for unexpended appropriations. This means that each department will be allocated a net budget which reflects the fact that they will turn back an amount of 3% of the following year's budget. Councilman Brown asked if this is an extra 10% cushion? Mr. Harrison replied that the reserve policies adopted by Council have the cushion included. The staff is suggesting to use the second cushion to form new programs in order to provide better service to the community. Councilman Schneider commented that he likes the idea. Mr. Schroeder described the general fund sources of funds and the uses of funds. Mr. Harrison stated that each department is pro- vided a base budget, which is the same amount of money to provide the same services to the community as last year. The available revenues over and above the base budget amounts are called a dis- cretionary fund, each department turned in decision packages for new expanded programs and capital replacement. He added that staff has recommended that the capital replacement items be in- cluded as part of the fixed expenses of the general fund and that the discretionary decision packages be left as another part. Two lists were provided to the Council. One is a list of decision package ranking for the replacement of equipment in the general fund and the other list is decision package ranking for new per- sonnel, new programs, and new equipment. The staff recommended to the Council that in the next year's budget a separate fund should be established with its own funding source which is charged specifically for capital replacement. Mr. Ragland mentioned that it has been hard for the staff to rank capital replacement items along with new and expanded programs or personnel. Mr. Harrison stated that if the Council has no objection, the staff will proceed with a complete inventory of all current equipment over the next 12 months and incorporate this program into a specific fund for next year's budget. Mr. Schroeder mentioned that if the Council decided to increase property taxes by three cents, the city would be in a position to fund the capital replacement items 1-19 which total $419,000 and new programs totaling $299,651, items 1-16. CITY COUNCIL WORKSHOP MEETING WEDNESDAY, AUGUST 10, 1988 Page 5 Councilman Brown remarked that he is not in favor of a new tax rate increase in order to hire additional personnel during the slow economic growth. Councilman Birdwell commented that his major concern is that utilities fund too much of the city's need. He stated that a tax increase is no justification to ac- commodate new personnel. Mr. Harrison responded that each council member will receive a written justification of each decision package in the complete budget manual which will be handed to each member at the end of the meeting. Mr. Ragland package. explained the ranking process for each decision Councilman Birdwell mentioned that the general fund summary shows double digit percentage increases in previous years in the follow- ing divisions: administration, engineering, personnel, and legal. Mr. Schroeder further explained that the major revenue changes in the utility fund are reflected in the electric revenue decrease of 6.57%. This is a total offset of water and sewer increase. Like- wise, $1,000,000 from the revenue bond interest and sinking fund will be added. Also, the interest from sinking fund will go to the utility fund. Councilman Birdwell asked for further clarifi- cation. Mr. Schroeder replied that current operations will need to contribute less money in the interest from sinking fund. Mr. Birdwell commented that this is a change from the procedure taken in the past. Mr. Schroeder explained the major expenditure changes in the utility fund. He also explained the utility fund summary sheet of the current year to the proposed year. The proposed utility fund decision packages total $527,970. Mr. Schroeder explained the major revenue changes in the sanita- tion fund. He stated that the rate increase will generate approx- imately $300,000. The major expenditure changes are an admini- strative transfer decrease of $125,000. Also, a reserve has been set up for landfill closing and future capital equipment. He noted that the eight decision packages for the sanitation fund total $250,084. Mayor Ringer pointed out that the Council has the option to choose whichever decision package they prefer. Detailed descriptions for each budget item will be provided to the Council. ~ITY COUNCIL WORKSHOP MEETING HEDNESDAY, AUGUST 10, 1988 Page 6 Mr. Schroeder described the utility billing fund as proposed in the budget. The revenues will come from the sanitation fund and utility fund. The expenditures are expected to equal revenues. Mr. Harrison stated that the staff proposes two steps: One, take utility billing out of the general fund and set it up as a freestanding fund; second, purchase new accounting system under the MIS Plan. Mr. Schroeder referred to the list of decision packages for the utility billing fund. Mr. Schroeder explained the debt service fund summary sheet, the debt service sources of funds, and uses of funds. Councilman McIlhaney asked if the overview included a percentage of collec- tion of property tax. Mr. Schroeder replied that the percentage of collection in the proposed budget is estimated at 94%. He added that the current year's tax collection was 94%. Mr. Schroeder explained the hotel/motel fund revenues and expend- itures. Mr. Harrison described background information on the Capital Improvements Plan. He stated that the staff has recommended that the quarterly financial report be combined with a one year CIP budget to be adopted by the City Council as part of the annual budget. The staff would like to see this project implemented into a formal five year capital improvement plan to begin this fall. Mr. Harrison referred to page 51 which showed revenues available of $9,005,000. This page also listed the 1989 Capital Projects. Councilman Birdwell asked if the staff has a schedule which shows the bond monies available for each category. Mr. Harrison replied that he will generate this report to the Council. He further pointed out that under the MIS Plan, the City approved $250,000 for the renovation of City Hall. An additional $150,000 has been proposed for utility billing renovation as estimated by the architects. Mr. Ragland pointed out that each CIP project must be reviewed and approved by the Council. Councilman Schnider suggested that it would be helpful to know how the estimated figures are determined during the budget process. Mr. Harrison replied that the only real estimates in the operating funds are Mr. Schroeder's professional forecasting of revenues. The expenditures in the operating budget are absolute numbers. A068 6 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, AUGUST 10, 1988 Page 7 Mayor Ringer announced that a special workshop meeting will be held on August 17th, 3:00 p.m. to discuss the budget. The council concurred · Agenda Item No. 5 - Continuation of Goals and Objectives of the Comprehensive Plan. The Council began discussion with the category Utilities. Councilman Birdwell moved to approve Mr. Gardner's recommendation for the Goal as follows: "The quantity and quality of utilities needed to assure public health, safety, welfare and accommodation of growth." Councilman McIlhaney seconded the motion. The motion carried by a vote of 5-0, Councilman Brown absent from the room. Objective 1 - "On a regional basis, investigate and develop if necessary surface water sources to meet current and future needs." The council concurred. Objective 2 - "Upgrade reliability and constancy of electrical services." The Council concurred to leave the statement as presented by P&Z. Objective 3 - "Provide for adequate sewerage." The council concurred to accept the recommendation by P&Z. Objective 4 - "Encourage improvement in telephone, natural gas and other privately owned services." The council concurred to accept the P&Z recommendation. Objective 5 - "Utilize resources and utilities in City operations so as to provide a model for citizens to emulate." This statement was suggested by Councilman Gardner. Councilman Brown returned to the meeting. After discussion, the Council agreed to accept Mr. Gardner's recommendation. Mr. Gardner recommended the addition of two more objectives, including "Reduced financial burden on present residents through the creation and implementation of an impact or capital recovery fee in newly developing areas." Councilman Birdwell commented that this issue should be discussed at further length. Councilman Birdwell moved that this statement not be included in the objec- tive list. Councilman Schneider seconded the motion, which carried by a vote of 5-1, with Councilman Gardner opposed. Mr. Gardner suggested another objective, "Public Utility rate struc- tures that are less regressive, thereby cushioning the fixed- income persons and encouraging conservation." Mr. Gardner withdrew this suggestion. The council discussed the next category, Housing. The goal stated, "An adequate supply of housing with a wide variety of housing types and costs." The Council agreed unanimously, 6-0. '06817 ~,ITY COUNCIL WORKSHOP MEETING ~EDNESDAY, AUGUST 10, 1988 Page 8 Objective 1 - "Maintain integrity of existing housing supply, using the housing code and other controls." The Council concurred to accept P&Z recommendation. Objective 2 - "Upgrade minimum building codes to ensure quality and economic construction." The Council concurred to accept P&Z recommendation. Objective 3 - "Encourage the development of energy efficient standards for new construction." Council concurred to accept the recommendation. Objective 4 - "Encourage the upgrading of deteriorating neighbor- hoods." Councilman Birdwell moved approval to adopt P&Z recommen- dations. Councilman Brown seconded the motion which carried unanimously, 6-0. Objective 5 - "Encourage the development of diversified housing types for low/fixed income residents through Community Develop- ment Block Grant funded programs and other financial resources." The Council concurred. Objective 6 - "Institute a building code review board to contin- ually evaluate existing codes relative to advances in technology and materials." Councilman Brown moved approval. Councilman Birdwell seconded the motion which passed unanimously, 6-0. Councilman Schneider moved to modify Objective 4 as follows: "Encourage the upgrading of deteriorating neighborhoods and in- dividual structures." Councilman Birdwell seconded the motion which carried unanimously, 6-0. The Council continued their discussion by reviewing the next section, Community Appearance. The goal was stated as follows: "A beautiful, safe amenable environment." Councilman Birdwell made a motion to accept the recommendation with the deletion of the word "amenable." Councilman Gardner seconded the motion which carried unanimously, 6-0. Objective 1 - "Improve and maintain the appearance of municipal properties." This statement was recommended by Councilman Gardner. The council concurred to accept Mr. Gardner's recommen- dation. Objective 2 - "Promote good site design to provide a good appear- ance, minimize drainage impacts and increase pedestrian safety." Councilman Birdwell moved to adopt P&Z recommendation. Councilman Schneider seconded the motion. No one objected to adopting the statement as recommended. Objective 3 - "Develop solutions to abate flooding and drainage problems in the City." Council voted unanimously, 6-0, to adopt the P&Z recommendation. Objective 4 - "Eliminate unsightly conditions such as junk yards, abandoned vehicles, dilapidated buildings, structures and fences, 75818 ~ITY COUNCIL WORKSHOP MEETING ,~EDNESDAY, AUGUST 10, 1988 Page 9 and excessive weeds and rubbish." Councilman Birdwell moved to add "Prevent" and "dilapidated" as follows: "Prevent and eliminate un- sightly conditions such as junk yards, abandoned vehicles, dilap- idated buildings, dilapidated structures and fences, and exces- sive weeds and rubbish." Councilman Brown seconded the motion which carried unanimously, 6-0. Objective 5 - "Develop community-wide pride in City appearance." Councilman Brown moved approval. Councilman Birdwell seconded the motion which carried unanimously, 6-0. Councilman Gardner suggested four additional objectives. Objective 6 - "Wolf Pen Corridor as a natural and man-made aes- thetic expression and community focal point." Councilman Gardner stated that reference needed to be made to Wolf Pen Creek. The Council did not take action on this objective. Objective 7 - "Develop and implement a street tree planting pro- gram including a City nursery." Council concurred to accept this recommenda t ion. Objective 8 - "Use high quality design of public buildings and landscaping to serve as a model for the private sector ." Councilman Brown moved approval. Councilman Schneider seconded the motion which carried unanimously, 6-0. Objective 9 - "Assure maintenance of signs and fences and the longevity of required landscaping through effective Code enforce- ment.'' Council voted to adopt the recommendation unanimously, 6-0. The Council discussed the next section, Citizen Participation. The goal is stated as follows: "Citizens participate in city government." Councilman Birdwell moved approval. Councilman Brown seconded the motion which carried unanimously, 6-0. Objective 1 - "Make effective use of citizens advisory committees to assist in decision-making on matters such as Comprehensive plan development and amendment and capital improvement programming." This statement was recommended by Councilman Gardner. Councilman Gardner moved approval. Councilman Birdwell seconded the motion which carried unanimously, 6-0. Objective 2 - "Encourage attendance and participation at public meetings and high voter turnout." Councilman Birdwell recommended this statement. Councilman Birdwell moved approval of the recom- mendation. Councilman McIlhaney seconded the motion which carried unanimously, 6-0. Objective 3 - "Regularly provide adequate information to allow citizens to effectively participate in city government." The Council concurred to adopt this statement. .~ITY COUNCIL WORKSHOP MEETING ~EDNESDAY, AUGUST 10, 1988 Page 10 Councilman Gardner proposed to add a new section on Parks and Recreation. He explained his reasons for developing this section. The Goal was proposed as follows: "A balanced system of parks, recreation facilities and open space." Objective 1 - "Maintain the high quality and wide variety of park and recreation resources now available to residents and visitors and provide for their expansion as needed." Objective 2 - "Link selected park and recreation elements by a system of linear parks and parkways, utilization of creekbeds, drainageways and other natural features." Objective 3 - "Combine park and school sites for mutual benefits to city and school district whenever functionally and economically feasible." Mayor Ringer suggested that this new section Parks and Recreation be added after the section, Services and Programs. Councilman Brown moved to adopt the recommended Goal and Objec- tives for Parks and Recreation. Councilman Birdwell seconded the motion which carried unanimously, 6-0. Mayor Ringer noted that the entire package of Goals and Objectives will be brought back to the Council for a final decision. Agenda Item No. 6 - Adjourn. The council adjourned at 7:00 p.m. ATTEST: City Se~et~-fy Dian Jones APPROVED: