Loading...
HomeMy WebLinkAbout05/08/1985 - Workshop Minutes City Council MINUTES WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 4:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Halter, Councilman Boughton, Brown, McIlhaney, Runnels, Tongco COUNCIL MEMBERS ABSENT: Councilman Bond STAFF PRESENT: Assistant City Manager/Finance Director VanDever, City Secretary Jones, City Attorney Locke, Deputy Finance Director Schroeder, Personnel Director Dickson, Purchasing Agent McCartney, Community Center Director Calliham, Printing Coordinator Fry, Finance Secretary Barnett, Council Clerk Sultemeier STUDENT GOVT. LIAISON: Mike Hachtman VISITORS PRESENT: See guest register Prior to Agenda Item No. 1, Mr. Chuck Giammona, a professor of Civil Engineering at TAMU, and Mr. Pat Wood, a 1985 TAMU graduate in Civil Engineering, presented slides illustrating Mr. Wood's water quality research project. Mr. Wood explained that through his research he developed a test that can measure in thirty minutes the amount of pollen in water.He stated that his long term goal is to get the test approved for use by the EPA. In the meantime, it has practical applications. He expressed his appreciation to the Council for allowing him to use College Station's wastewater treatment facilities. Agenda Item No. 1 - Council Concerns. Councilman Runnels asked the staff about a barrier constructed over Wolfpen creek near Redmond Drive, which could cause flooding. City Attorney Locke stated that the barrier must have been constructed by property owners. Assistant City Manager VanDever stated that he would ask the staff to investigate the matter. Councilman Runnels also reiterated a complaint he received about the loud noise made by the street sweeper. Assistant City Manager VanDever stated that he had received a similar complaint. He added that he would have the staff look into the matter. 0 901 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 2 Councilman Tongco stated that she received a request from a citizen for additional signs on Munson Street to slow down traffic. She also mentioned a request for regulations on satellite receivers. Student Government Liaison Hachtman stated that he had been asked by TAMU bus drivers about the speed limit on FM 2818. There are currently no signs indicating what the speed limit is. He also stated that the Student Government at TAMU has renewed his tenure as Student Government Liaison for another year. Agenda Item No. 2 - Discussion of Operating Budget FY 85-86. The Council resumed discussion and study of the proposed budget at the point where they had discontinued on May 1st. Councilman Brown stated that in a visit with Scott Mcgraw, Finance Director for the City of Bryan, he learned that Bryan has contracted the collection of all their taxes to the county for several years. He further stated that this had saved Bryan approximately $150,000.00 to $175,000.00 a year. He questioned why College Station had not adopted this practice. Assistant City Manager VanDever stated that when this program was started, the Council decided that they would like to be able to evaluate its operation before contracting. He further stated that the city's tax collection office has been expanded to include all revenues. Also, they like to give the citizens an opportunity to talk to someone individually. Councilman Boughton added that when this was discussed in the past, the Council found that citizens preferred to pay their taxes at the city. Councilman Brown noted that it would be convenient for citizens to be able to pay all their taxes at one place. Assistant City Manager VanDever stated that he would look into the operation and furnish a detailed report to the Council. Mayor Halter pointed out that tax collection at the City of Bryan has been connected with school taxes for many years. Thus all three, city, school, and county taxes, are combined at the Central Appraisal District. If College Station were to undertake this practice, the school taxes would still be paid separately. Councilman Tongco asked what items were included in the sundry accounts. 00 902 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 3 Assistant City Manager VanDever listed some items included in the sundry accounts as liability, comprehensive insurance, elections, legal advertising, Council portraits, reimbursements made by the utility department and other miscellaneous items. Mayor Halter clarified that the sundry account listed above applies to all city departments. Every department's sundry account covers different items. Councilman McIlhaney asked if Community Development was going to be designated as a separate department. Assistant City Manager VanDever explained that the Community Development portion of the Planning department is being phased out and moved into a separate division. He reviewed the new material presented to the Council. Councilman Tongco asked what the function of the Community Development office is. Mayor Halter stated that they primarily administer federal funds from the Community Development Block Grant program. He explained that when this program was first started most of the funds were spent on engineering activities such as street repair and utility improvements. However, most of those items have been upgraded so now they concentrate mostly on housing and housing rehabilitation. Councilman Tongco questioned the amount of federal funds received for this program. Assistant City Manager VanDever stated that they received several hundred thousand dollars a year. He added that most of the costs included in the budget are administrative costs. Councilman Tongco asked why the salary of the Parks and Recreation Superintendent had decreased. Assistant City Manager VanDever replied that a new person had been hired for that position. Councilman Tongco questioned an increase of $550.00 in the Parks and Recreation budget for uniforms. Assistant City Manager VanDever stated that the Parks and Recreation Department provides uniforms for a variety of its employees. Staffmembers added that these include concessions workers, umpires and referees. 00 ,.903 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 4 Councilman McIlhaney referred to education money budgeted for awards. She asked if the money was used even though it was budgeted to the wrong account. Assistant City Manager VanDever replied that the error was discovered and corrected mid-year and the money was used for its original purpose. Councilman McIlhaney asked if any of those funds were used by the department mistakenly budgeted them. She asked Assistant City Manger VanDever to look into the matter. Councilman Tongco asked if there was any break down of the temporary and seasonal help required by the acquatics department. Assistant City Manager VanDever stated that he could provide one. He added that the major portion of that cost is for lifeguards, swim instructors, and concessions workers. Councilman Tongco asked why the Parks Department is broken down into four divisions. Assistant City Manager VanDever explained that when the budget was first set up they tried to segregate like activities for two reasons, if the cost involved by doing so was less, or just to separate and clarify exactly where the money is spent. Councilman Brown asked if there was a Forestry Superintendent before the Forestry Division was created and, if so, what division was the position listed under. Assistant City Manager VanDever stated that previously the Forestry Superintendent was listed as an administrator in the Parks Department. Mayor Halter added that the purpose of this division is to maintain city trees and parks as well as mosquito control. are also available to citizens who have questions about or problems with trees. They Mayor Halter commented that the Judge and Warrant Officer of the Municipal Court are contracted so they are not included in salaries for that division. Councilman McIlhaney questioned the increase in salaries for the Municipal Court division. Mayor Halter stated that the position of Baliff is the cause of that increase. This position was moved from the Police division to that of the Municipal Court. 00 90 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 5 Councilman McIlhaney asked how the $13,000.00 under services for the Teen Center is used. Assistant City Manager VanDever stated that those funds covered mostly contract labor for such services as telephones and electricity. Councilman Tongco asked that the miscellaneous sundries totalling over $8,000.00 be broken down. The Council concluded the review of the General Fund. Assistant City Manager VanDever gave the Council a general overview of the projections for the Utility Fund. Councilman Tongco asked for a general break down of the miscellaneous revenues. Deputy Finance Director Schroeder explained that there was a great variety in these revenues. He described the sale of some old transformers as an example. He further stated that these revenues do not occur on a regular basis and are therefore hard to break down. Councilman Tongco questioned the predicted increase in general revenues. Mayor Halter stated that the proposed increase was due to the increase in rates charged by Gulf States Utilities. Assistant City Manager VanDever added that the increase would go entirely to Gulf States. The city's rates would not increase. Councilman Tongco asked about the 6% increase in proposed water revenues. Assistant City Manager VanDever explained that since the city's sewer system was built so recently they have not had time to catch up on the capital expenditures required to install it. He stated that the fund is in need of more revenue and the staff felt an increase in water rates would be the best source. Councilman Tongco asked about the bonds involved in constructing the water and sewer system. Assistant City Manager VanDever referred to debt service. Councilman McIlhaney questioned a 5 million dollar increase under audit and contracters. Assistant City Manager VanDever stated that this increase is related to the Gulf States increase. 09/. .905 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 6 Mayor Halter suggested that some explanation or supplement be added to clarify items related to Gulf States. Councilman Brown questioned the $8,500.00 increase in gas and oil. Deputy Finance Director Schroeder stated that usage last year was underestimated and they have also added more new vehicles. Assistant City Manager VanDever added that the city is trying to implement a system to provide actual records of gas comsumption per department. Councilman McIlhaney asked if the Water Production Division had been changed. She referred specifically to the position of Water Superintendent which had not been budgeted this year. Assistant City Manager VanDever explained that the staff has been looking at several re-organizations within the city. Out of this, a water and sewer administrative division was created combining supervisory positions which applied to both water and sewer areas. He added that the same number of people are employed but the positions are revised. Councilman Brown questioned the annual service agreement with Whalen Corporation for $178,000.00. Mayor Halter stated that this agreement pertains to the new water tower. He explained that the city pays Whalen Corporation a set amount for ten years. At the end of those ten years, the city will own the water tower. Councilman McIlhaney questioned the $6,000.00 increase in the sundry under the sewer treatment division. Assistant City Manager VanDever explained that this was due to an increase in liability and comprehensive insurance. Councilman Runnels questioned a decrease in salaries in the sewage collection division. Assistant City Manager VanDever stated that this was due to the consolidation of the water and sewer supervisors. Assistant City Manager VanDever reviewed the revenue estimates of the sanitation fund, and then reviewed the Hotel/Motel Fund. He explained that this fund is used to pay off General Obligation Debts. He stated that it is an unwritten requirement to keep an adequate amount of reserves in the General Obligation Fund for bond rating purposes. He further stated that the fund is low at this time. 00 L 906 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 7 Councilman Runnels stated that the tax revenue seemed to be dropping. He asked if the city was falling below the 95% collection rate. Assistant City Manager VanDever stated that this year's budget reflects an estimated 95% collection rate. In the past ten years, the city only failed to meet this rate one year. He further stated that collection this year will be difficult because several businesses have failed. Assistant City Manager VanDever gave some projections of future growth. He stated that the examination of the Basic Budget was complete and asked for any other questions. Councilman Tongco asked if the bond principle is the amount due to be paid this year. Assistant City Manager VanDever explained the bond schedule of payment. He then asked the Council for input and suggestions from the Council on the format of the budget presented. Councilman Runnels asked for a clarification of salary information in the budget. Assistant City Manager VanDever explained that the current budget includes an employee's salary at the beginning of the current fiscal year. The proposed salaries reflect increases in pay that occurred during the fiscal year. The column marked "Total Other" includes the merit increases proposed for the next year. He gave an example from the budget and answered questions about the process of merit increases. Councilman McIlhaney asked if a change in the median range was proposed. Assistant City Manager VanDever stated that a 2% increase in the median range was proposed. He explained the procedure by which pay increases are calculated. Councilman Brown asked what percent of the city employees receive a merit raise each year. Assistant City Manager VanDever estimated the number to be in the 90 percentile. He stated that this number can be misleading because those employees who are not performing up to standard are eliminated. The goal of this type of system is to stimulate all employees to perform at their highest level. After further discussion on points relating to personnel levels and incentives, Councilmembers inquired about the reasons for supplemental requests. 00 907 WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 8 Assistant City Manager VanDever stated that the reasons vary greatly with the request. He gave some reasons for supplemental requests as new programs, maintaining existing services, and capital acquisition requests. Councilman McIlhaney asked for clarification of what is being asked for approval of at the Regular Meeting Thursday. Assistant City Manager VanDever stated that they are asking for approval of the Proposed Budget for 1985-86 and the Debt Service Fund. Agenda Item No. 3 - Discussion of criteria for city manager position. Mayor Halter referred to a memo given to the Council in which he recommended that a search committee be formed. The committee would consist of Councilmembers and citizens whose purpose would be to narrow down the list of candidates for the city manager position. He also proposed a timetable for this process, and listed basic qualifications which he felt were important. The Council concurred with Mayor Halter's suggestion that candidates be required to have five years experience in city management. Councilman McIlhaney asked if experience with utilities would be included as experience required. Mayor Halter stated his reluctance to narrow the field in that way. Councilman Tongco suggested that the committee could use this in the elimination process. Councilman McIlhaney stated that she felt this type of knowledge was important due to the amount of income College Station receives from electricity. She requested that some mention of this type of experience be included in the job advertisement. Mayor Halter stated that the phrase "electrical system management experience desirable" would be included in the job advertisement. Councilman McIlhaney stated that knowledge of terminology would help to aid the city in future purchases. She also stated that she liked the idea of having citizens on the search committee. Councilman Runnels voiced his appreciation of the checklist included. WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 PAGE 9 Mayor Halter asked the Council for their opinions on hiring an executive search firm. The Council concurred that such a firm would not be necessary. Mayor Halter suggested that a firm could be hired for only a specific area such as performing background checks on potential candidates. Councilman Runnels stated that he agreed with the Mayor's suggestion on including a note mentioning that the current city manager was retiring. Mayor Halter stated that if there was no other comments the Council would move to closed session to further discuss the city manager search committee as well as other personnel items. He added that the closed session pending litigation item would be discussed at the Regular Meeting the next evening. A~enda Item No. 4 - Closed session to discuss pendin~ litigation [6252-17(2)(e)] and personnel [6252-17(2)(~)]. The Council moved to closed session and later reopened to the public. A~enda Item No. 5 - Action on closed session. Mayor Halter stated that the only item being addressed from closed session is the Council committee assignments. The Mayor named appointments to the Council committees as follows: PERSONNEL: Brown (Chairman), Bond, Halter, Tongco (Alternate) CAPTIAL IMPROVEMENTS: Runnels (Chairman), Boughton, Tongco, Brown (Alternate)FINANCE/BUDGETING: Halter (Chairman), Boughton, McIlhaney, Runnels (Alternate) CITY AFFAIRS: McIlhaney (Chairman), Bond, Runnels, Tongco (Alternate) DEVELOPMENT POLICIES: Boughton (Chairman), Brown, Tongco, McIlhaney (Alternate) Agenda Item No. 6 - Ad3ourn. ATTEST: Mayor Halter adjourned the meeting. Gary Hal~'er, Mayor / Dian Jones~-~ Secretary 00t:909 mm e GUEST REGISTER WORKSHOP CITY COUNCIL MEETING WEDNESDAY, MAY 8, 1985 4:00 P.M. 13. 14. 15. 16. 17. e 18. 19. 20. 21. 10. 22. 11. 23. 12. 24. 00 910