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HomeMy WebLinkAbout01/08/1986 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MEETING WEDNESDAY, JANUARY 8, 1986 3:00 P.M. COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: STAFF PRESENT: VISITORS PRESENT: Mayor Halter, Councilmen Brown, McIlhaney, Runnels, Boughton Councilmen Bond and Tongco City Manager Cole, City Attorney Locke, Director of Capital Improvements Ash, City Secretary Jones, Utilities Office Manager Piwonka, Assistant City Manager VanDever, Deputy Finance Director Schroeder, Assistant Personnel Director Lucas, Personnel Director Dickson, Fire Marshal Davis, Administrative Assistant Magoon, Administrative Assistant Barnett, Purchasing Agent McCartney, Assistant Utilities Office Manager Albright, Council Coordinator Jones See guest register. A~enda Item No. 1 -Council concerns. Councilman Boughton stated that she wanted to share a compliment she received from a local engineer concerning the cooperative at- titude and helpfulness exhibited by the city's Planning Depart- ment toward him in his recent dealings with the Department. Councilman Brown expressed his wishes to everyone in attendance for a happy and prosperous New Year. Councilman McIlhaney thanked the city staff for remedying the problem situation located at the corner of Sebesta Road and Sandstone. Mayor Halter stated that the city had received a number of thank you notes for the issuance of the rebate in December; he passed them around for the Council to review. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 2 Agenda Item No. 2 - Presentation by Rollie Waters of Waters, Trego and Davis on the merit pay plan. Mr. Rollie Waters of Waters, Trego and Davis presented a brief overview of the establishment and implementation of the merit pay plan for the City of College Station, Texas. He stated that the first step in implementing the plan was to have every job description re-written. He explained the procedure for job evaluation, which is used to structure jobs into a hierarchy based upon compensable factors. He stated that the job evaluation process aids in creating equity within the organization as perceived by the employees. He further noted that the job evaluation is concerned with the job content, not the individual holding the job. He stated that the program is not infallible; therefore, the staff should constantly monitor the program and make changes when necessary. He noted that when the program was established, his firm attempted to make it flexible, cost effective and legal. He stated that the merit pay plan uses the point system as its method for job evaluation, and listed the advantages of using the point system for job evalua- tion as follows: (1) The system is objective; (2) The system is easy to administer; (3) The system is fair and equitable; (3) The system is flexible; and, (4) The system allows for easy integra- tion of new job descriptions. He noted that the major drawback is that development of the system is very time-consuming. He stated that the next step in the process requires that a salary survey be conducted on a yearly basis, noting that the results of the survey are used in the development of the salary structure. He pointed out that every job description has a minimum, a maximum and a mid-point and explained that the mid-point represents the average rate for the particular job in the market place. He stated that the merit pay plan has wide ranges between the minimum and maximum rate allowing for a greater degree of flexibility within the ranges to move employees up as they are being groomed for other jobs within the organization. He provided brief definitions for terms often used in discussion of the merit play plan, such as, job families, benchmark jobs and mid-point to mid-point progression. He noted that the mid-point should be adjusted on an annual basis and further stated that the range between minimum and maximum rates is a function of the job. Councilman Runnels stated that he was under the impression that the merit pay plan would be a method for ranking individuals ob- jectively, and expressed concern about the implication that cer- tain salaries would result from the ranking requiring a designat- WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 3 ed amount of funds in order to increase the salaries to the de- sired level. He stated his opinion that this practice removes the policy-making decision away from the Council. Mr. Waters stated that the merit pay plan provides the Council with the data to make the decision concerning salary adjust- ments. He stated that the city staff is in the position to pro- vide information concerning salaries in the market place. Councilman Runnels questioned the reliability of the data base and its perception of the salaries in the marketplace, noting that it seems to be a self-inflating mechanism. Mr. Waters stated that the means for gathering information used by the city represents a generally accepted practice, and noted that the marketplace does impact salary structure. He stated that the merit pay plan allows the city to take a pool of money and apply it more discreetly to those individuals meeting the standards of their jobs. He noted that the city staff has been trained in the methodology of conducting salary surveys; he stated that he reviewed the information used by the staff in conducting the salary structure and had confidence in its accuracy. Councilman McIlhaney stated that it was mentioned that the system allows for flexibility; she questioned where the flexibility is when dealing with the availability of funds. Mr. Waters stated that with regard to the availability of funds it becomes a decision-making process. He stated that when he referred to flexibility, it was in terms of the job evaluation process. Councilman McIlhaney stated that the amount of funds available for salary increases does not affect the percentage increase the employee will receive based on their performance. She asked if a decrease in the amount of funds will jeopardize the system. Mr. Waters replied negatively and noted that the system would be scaled down. Mayor Halter stated that the concern is that salaries be main- tained at a competitive position so that the city does not lose employees. Councilman McIlhaney asked if the mid-point is adjusted automati- cally, and if so, is the actual percentage based on the adjusted mid-point. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 4 Mr. Waters replied that the percentage of increase is based on a matrix system and the mid-point should move as a function of the monies available. He explained that if on a continuing basis the city does not have the monies available to authorize the in- creases that are necessary, the merit pay plan will not be effec- tive because it will decrease the degree of equity as perceived by the employee. He suggested that if the city should find it- self in this position over time it might be prudent to skip a year and initiate some other method for salary increases, such as, an across-the-board increase. Councilman McIlhaney asked if the Council authorizes an increase of approximately one percent less than the increase in total mon- ies as recommended by staff, would it represent a cause for alarm with regard to the program. Mr. Waters replied negatively. Councilman McIlhaney asked Mr. Waters if he provided the staff with information concerning salaries. Mr. Waters stated that the city is on the same mailing list for much of this information. Councilman Brown asked what frame of reference the average median salary base is based on. Mr. Waters replied that it is based on regional data. He pointed out the need for checks and balances on the salary information because organizations doing salary surveys tend to inflate their own information. Agenda Item No. 3 - Presentation by Mr. Gerald Winn, Brazos Coun- ty Tax Assessor/Collector, on tax collection. Mayor Halter stated that the City of College Station is the only governmental entity in this area still collecting its own taxes. He pointed out that Councilman Brown has requested that the city investigate the feasibility of having the county collect the city's taxes. He stated that the city needs to look at the cost savings involved and what will be lost and gained by the proposal. Councilman Brown stated that the city might make a comparison with the College Station Independent School System which turned over its tax collection to the county this year. Mr. Gerald Winn passed around a cash distribution report delin- eating how the monies are dispersed among the five jurisdictions serviced by the county office. Councilman McIlhaney asked how often the monies are dispersed to the differenct entities. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 5 Mr. Winn replied that the monies are dispersed on a daily basis. He noted that the only time a waiting period occurs is when there is late mail. He noted that his office runs 5000 loan accounts in one working day. He pointed out that in 1981 the City of Bryan and the B.I.S.D. had total tax office budgets of approxi- mately $400,000.00. He stated that the total budget for both entities in 1982, after the county began collecting taxes, was $42,000.00 and in 1983 each entity paid a total of $6,500.00. He stated that he was not charging the City of Bryan, B.I.S.D. or the C.S.I.S.D. for collecting their taxes this year. He noted that the city has approximately 13,000 accounts, noting that it would not cost anymore to collect the tax through the county. Councilman McIlhaney asked if each taxing jurisdiction is respon- sible for collection of its delinquent taxes. Mr. Winn stated that he collects all delinquent taxes and noted that the delin- quent tax roll is in above-average condition. He noted that the list of names and addresses is updated every thirty days. Councilman McIlhaney asked if the monies collected for delinquent taxes are earmarked. Mr. Winn replied affirmatively. He noted that the C.S.I.S.D. delinquent tax roll was converted in three days. Mayor Halter asked what is the current rate of collection. Mr. Winn stated that last year the collection rate was approximately ninety-six percent (96%) of the total, noting that the percentage has dropped each year since 1983 due to an increase in the number of bankruptcies and foreclosures. He stated that the computer system generates a cash flow report listing every piece of prop- erty valued at $125,000.00 or greater with unpaid taxes. Councilman Brown asked Mr. Winn if he had received any comments from citizens since taking over tax collection for the C.S.I.S.D. Mr. Winn stated that he had received only one objec- tion relating to the taxpayer having to pay all taxes on the bill at one time. He discussed the payment options available to the taxpayer and noted that consolidation of the tax collection function is simplied if the jurisdictions agree on the option to be offered. Councilman Boughton asked if there are any plans for constructing a facility in College Station. Mr. Winn stated that any decision concerning a substation in College Station must by made by the Brazos County Commissioners Court. He noted that if a substation is opened in College Station, it must offer a complete duplica- tion of services offered in the downtown office. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 6 Councilman Boughton stated that the major drawback to consolida- tion of the tax collection function is the fact that College Station citizens will have to travel to Bryan to pay their taxes. Councilman Runnels concurred with Councilman Boughton's comment. Mayor Halter requested the staff to investigate the feasibility of allowing the county to collect taxes for the City of College Station and to make a recommendation to the Council. City Manager Cole stated that he will conduct an analysis of the proposal; additionally, he will draft a list of pros and cons. He asked if the city has any time constraints for making a decision with regard to this proposal. Mr. Winn stated that if the city intends to allow the county to collect taxes for 1986 it would be more efficient if the system is converted by the first of May or after the first of July, 1986, because the current year property becomes delinquent as of July 1st and there are certain costs associated with collection of those delinquent taxes that need to be included on statements mailed out during the month of May. City Manager Cole asked if any problems would be created by the City of College Station having a different fiscal year than the other jurisdictions. Mr. Winn replied negatively. Councilman Brown stated that the budget process is approaching and the Council needs to consider streamlining different areas of the budget. He questioned what the budget was last year for the city's Tax Office. Deputy Finance Director Schroeder stated that the budget last year for the Tax/Treasury Department was approximately $192,000.00. Mr. Winn invited the Council to visit his office to review the operations. Councilman Brown questioned if there would be any cost to the city for the county collecting its taxes. Mr. Winn stated that the final decision on the charge to the city would come from the Brazos County Commissioners Court. He stated that there is no additional cost to the county for collecting the city tax other than the price for purchasing equipment, and noted that he does not anticipate purchasing any additional equipment in the near future. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 7 Agenda Item No. 4 - Discussion of city voting precincts. City Secretary Jones presented the item. She stated that this item was scheduled on the agenda to offer the Council an oppor- tunity to make any changes in city voting precincts or polling places. She noted that a decision is needed in order to submit it to the Justice Department for clearance prior to the April election. She stated that on the Agenda for the Regular Meeting, council consideration would be give to a resolution naming the polling places for the April 1986 election. She requested direction from the Council regarding any changes or additions. She stated that the County Commissioners Court has divided two of the county election precincts situated inside College Station city boundaries, creating two additional precincts. She explained that the precincts split by the Commissioners include No. 10 - which is now County Precinct No. 10 and County Precinct No. 40; and No. 32 - which is now County Precinct No. 32 and County Precinct No. 39. She referred to a map illustrating the new precincts. She noted that the city is not obligated to follow the actions of the Commissioners Court, and from the standpoint of voter turnout numbers for city elections the additional polling places are not needed at this time. She stated that one disadvantage of dividing the precincts is that the voters registration certificates being mailed prior to the 1986 city/school election will not show the "39" or "40" designations and would be confusing to the voters residing in those areas. She further noted that the Commissioners Court action has not received clearance from the Justice Department as of this date. Councilman Runnels asked if Aldersgate Methodist Church has agreed to allow the use of their facility as a polling place. City Secretary Jones replied affirmatively. She pointed out that if a private facility is used as a polling place, the owners have the perogative to charge the entity holding the election for any extra expenses incurred, i.e. utilities. Mayor Halter expressed his opinion that the city should not ini- tiate a change in polling places at this time because of the con- fusion that will result with voters registration certificates being mailed prior to the city/school election not reflecting the new precinct designations. The Council concurred. City Secretary Jones explained that the Municipal Building at 101 Church Street, the polling place for City Voting Precinct No. 35, has sustained quite a bit of water damage from a leak in the roof. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 8 Capital Improvements Ash showed a slide presentation illustrating the deteriorated condition of the Municipal Building at 101 Church Street. Councilman McIlhaney asked if the restrooms in the facility are in working condition. City Secretary Jones stated that one of the restrooms was fixed last year for the election. City Secretary Jones listed several alternate locations available for use as a temporary polling place for the April election as follows: (1) the use of a mobile home at the 101 Church Street parking lot; (2) the use of one of the church facilities in the NorthGate area (A&M United Methodist church, A&M Presbyterian Church, Catholic Student Center Building); and, (3) the use of a room at the MSC. She suggested that the Council consider several factors in designating a new voting location, such as, proximity to the old polling place; sufficient and convenient parking area; access for the handicapped; size of room; and whether site is generally familiar to the public. She noted that she had con- tacted the pastors of the churches previously mentioned and they have agreed to let the city use their facilities as a temporary polling place. She stated that the use of a mobile home would cost the city approximately $150.00. She distributed a letter that she received frc~ Dr. Ray L. Chancellor, Superintendent of the College Station Independent School District, concerning the April election. Mayor Halter stated that the best location for a polling place would either be the Catholic Student Center or A&M Presbyterian Church. City Secretary Jones noted that she had visited the Catholic Stu- dent Center and had observed a great deal of student traffic. She pointed out that if the Center is designated as a temporary polling place it might interfere with some of their activities. She explained that the Municipal Building at 101 Church Street is designated as the county polling place and the county is expected to consider in August changing its designation of polling place for Precinct No. 35. She explained that the Council can name a temporary polling place, and after the county takes its action the Council can reconsider the designation of a polling place to agree with the one decided upon by the Commissioners. Councilman Runnels moved to designate the A&M Presbyterian Church as a temporary place of voting for City Voting Precinct No. 35 for the April 5, 1986 election. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 9 Councilman Brown seconded the motion which was approved 5-0, with Councilmen Bond and Tongco absent. Mayor Halter stated his opinion that the old Municipal Building is in disgraceful condition and requested the staff to conduct an evaluation of the facility to determine if it is worth renova- ting, and if so, to provide a cost estimate for the necessary re- pairs. Agenda Item No. 5 - Discussion of adoption of the 1985 Standard Building Code. Director of Capital Improvements Ash presented the item. He stated that Building Official Perry was scheduled to make the presentation, but went home ill earlier in the day. He referred to Mr. Perry's memorandum dated January 3, 1986, regarding the proposed amendments and additions to the 1985 Standard Building Code. He reviewed Section 105.2.3 which was amended to provide for the issuance of a home owner's permit. Councilman Brown questioned what the purpose was for requiring the home owner's permit. Director of Capital Improvements Ash stated that under the current Code the home owner would be re- quired to hire a contractor to make any additions to his home, but the city has operated strictly as a policy matter to allow home owner's permits and the proposed amendment will incorporate that policy into the city's Building Code. Councilman Runnels stated that the word "shall" as used in the Code is mandatory and questioned if this is the city's intent with regard to the home owner's permit. Director of Capital Im- provements Ash replied affirmatively. Director of Capital Improvements Ash stated that Section 901.8.7 amends the Code to provide for sprinkler systems in all assembly occupancies except churches when the building exceeds 5000 square feet. He stated that churches will be required to provide sprin- kler systems when the building exceeds 15,000 square feet. Mr. James Holster, Chairman of the Structural Standards Board/ Building Code Board of Adjustments, pointed out that the wording used in the Section 901.8.7 does not indicate that the use of certain types of construction churches will require the installation of a sprinkler system even if the church does not exceed 15,000 square feet. He noted that in considering churches under this Section the reader should be referred to Table 400. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 10 After further discussion of the wording of Section 901.8.7., Mayor Halter suggested that the staff rewrite this section and return its recommendation to Council at the regular meeting. Director of Capital Improvements Ash explained that Section 1703.2 was added to provide for protection of soil treatment for slabs on grades. He stated that in Section 103.4.5 the word "constructed" was replaced with the word "placed." In addition, he stated that Section 250.4.4 was added regarding accessory portable storage buildings. He stated that the method for cal- culating building permit fees for one and two family residential construction was changed to read "For one and two family residen- tial construction the valuation of structure and site improve- ments shall be calculated at $40.00 X the heated floor area and $20.00 X the unheated area." City Attorney Locke stated that she reviewed the current penalty section and determined that it is incorrect, noting that the National Code which it followed requires incarceration, but in Texas an individual cannot be incarcerated for this kind of breach of the Code. She stated that the proposed penalty provi- sion will require a fine of $20.00 to $1000.00 as allowed. Agenda Item No. 6 - Discussion of adoption of the 1985 Standard Fire Prevention Code with local amendments. Fire Marshal Davis stated that Section 602.6.8 Fire Lane Markings was added requiring an eight inch stripe behind the parking spaces in apartment complexes in order to alleviate a problem with individuals parking in Fire Lanes. He stated that an amendment was made in the penalty section calling for a maximum fine of $1000.00 with no provision for incarceration. He pointed out that Section 602.15.8 was added requiring owners of buildings having sprinkler systems to have the water flow alarms brought to Central Fire Station. In addition, the new Code outlines the law on the transportation of fireworks and what is to be done with confiscated fireworks. Councilman McIlhaney asked how a business no longer in operation maintains its sprinkler system. Mr. Davis stated that the sprin- kler system is not a metered system. Councilman Brown asked how a business no longer in operation gets its deposit refund if it is required to keep the sprinkler system in operation. Mr. Davis stated that he would discuss the matter with Utilities Office Manager Piwonka to devise a method for handling that situation. WORKSHOP MEETING OF THE CITY COUNCIL WEDNESDAY, JANUARY 8, 1986 PAGE 11 Agenda Item No. 7 - Discussion of a Droposal to designate April 21, 1986, Sesquicentennial Day, as an official city holiday. Mayor Halter suggested that the Council approve April 21, 1986, Sesquicentennial Day, as an official city holiday. City Manager Cole suggested that if the Council is considering approving this day as an official city holiday it should be based on the idea of commemorating the 150th Birthday of the State of Texas. He pointed out that there is a cost of approximately $5,000.00 associated with this proposal with regard to overtime pay for employees in departments with services that must be con- tinued. He noted that the City of College Station has a generous number of holidays. Councilman Brown moved to designate April 21, 1986, Sesquicenten- nial Day, as an official city holiday. Councilman McIlhaney seconded the motion which was approved unan- imously, 5-0, with Councilmen Bond and Tongco absent. Agenda Item No. 8 - Adjourn. Mayor Halter adjourned the meeting at 5:35 P.M. ./ APPRO ////// Gary H~er, Mayor Dian Jones~it¥ Secretary