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HomeMy WebLinkAbout05/01/1985 - Special Minutes City Council MINUTES SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 4:00 P.M. COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: STAFF PRESENT: VISITORS PRESENT: Mayor Halter, Councilmen Bond, Brown, McIlhaney, Runnels, Tongco Councilman Boughton City Manager Bardell, Assistant City Manager VanDever, City Secretary Jones, Utilities Office Manager Piwonka, Per- sonnel Director Dickson, Assistant Per- sonnel Director Lucas, Parks Director Beachy, Deputy Finance Director Schroeder, Finance Secretary Barnett, Council Coordinator Jones See guest register Agenda Item No. 1 - Discussion of the Operating Budget FY 85-86. Mayor Halter asked for questions about the Operating Budget for FY 1985-86. Councilman Tongco asked for a brief history of the current wage system. Assistant City Manager VanDever explained that the current wage system was implemented at the encouragement of the Council and with the assistance of the Waters, Trego, and Davis Company. He further stated that the system provides the city with a merit system as well as peripheral benefits. Councilman Tongco inquired as to whether the grading booklets are based on job performance or job criteria. Assistant City Manager VanDever replied that the booklets are used to grade an employee's job performance. There are 274 job descriptions within the city which utilize seventeen d~fferent grading booklets. Councilman Tongco asked what the pay grade range is and what the- monetary range is for each one. Assistant City Manager VanDever referred to a handout given to the Council which illustrates the pay ranges. Councilman Tongco asked what generally happens when an employee reaches the peak in a certain grade level. 00 Bg0 SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 2 Assistant City Manager VanDever explained that these employees receive only a market adjustment annually. This means that each year a market survey is taken and all salaries for the next year are adjusted according to this survey. Therefore, the only pay increase available to an employee who has reached the peak in his or her grade level, is the amount of shift in the grade. Councilman Tongco asked about other benefits offered by this sys- tem. Assistant City Manager VanDever summarized other benefits of this system including holidays, vacation days, sick leave, major medi- cal plan, dental insurance, and $10,000 coverage in life insur- ance. Also included is a retirement system in which employees pay 5% of their salary into the fund and the city matches that amount. Councilman Tongco asked what benefits are given to management personnel in addition to those already discussed. Assistant City Manager VanDever stated that transportation for management personnel is provided. Councilman Tongco asked for a clarification of the terms "per budget manual" and "current budget" versus the "estimated actual budget." Assistant City Manager VanDever explained that each department has a schedule of the budget it is supposed to follow and these schedules are referred to as "budget manuals." "Current budget" is exactly what was appropriated for the current year. The "es- timated actual budget" is the staff's projections of the city's finances at the end of the current fiscal year. Councilman Runnels pointed out that there was an increase of 13.8% in salaries and benefits from the 1984-85 budget to the 1985-86 budget. He questioned whether this increase was supposed to be 7.3%. Assistant City Manager VanDever stated that he would work with the numbers and try to find an explanation for this. Councilman Tongco asked what criteria is used to establish the 6.5% merit raise increase. Assistant City Manager VanDever stated that according to statis- tical information provided by Waters, Trego, and Davis Company a 5% increase is the average used in the Southwest. In addition to this 5%, the staff measures the national, state and local econom- ic conditions to come up with an adjustment which becomes part of the opportunity for a merit raise. This adjustment was recom- mended at 1.5% for the fiscal year 1985-86. 00h891 SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 3 Councilman McIlhaney asked how many employees received merit pay increases of over 7% last year. Assistant City Manager VanDever explained that a 3.0 on the grad- ing chart was equal to a 7% pay increase. The highest frequency was a 3.0. Councilman Runnels questioned the method of determining the per- centage of increase. Assistant City Manager VanDever referred to a table used for this purpose. Councilman Runnels asked how a merit score is estimated in dol- lars. Personnel Director Dickson described the computer program used to calculate the percentage of increase to be awarded an employee. City Manager Bardell emphasized that the multiplier of the per- cent is not a percent of the individual salary but of the mid- point salary. The result of this is that salaries for the same level work are brought closer together. Councilman Brown asked why, when taking into consideration the leveling off of the local economy, new supplemental employees are being requested. Assistant City Manager VanDever stated that the reasons for the requests vary with each department. Mayor Halter pointed out that these new supplemental positions are considered separately from the basic budget. The Council has final approval of these decision packages. Councilman Tongco asked what justifies the 6.5% merit raise in- crease. Assistant City Manager VanDever explained that the 5% increase is considered the standard merit increase. This percentage does not take into account current economic conditions. This aspect is taken into consideration in the amount added to the 5% which is considered the opportunity for merit. Councilman McIlhaney asked what is the actual range of the merit increase. Personnel Director Dickson stated that last year 13% was the max- imum on the scale but 8.6% was the highest increase actually giv- en. 00 892 SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 4 After other discussion, Mayor Halter stated his opinion that the Council should be more concerned with the broad overall policy of pay increases rather than with specific individuals pay raises. Councilman McIlhaney pointed out that some divisions are budgeted for telephones, seminars, audits, etc., while some divisions do not have these items budgeted. She asked what determines whether or not these items are listed in the budget. Assistant City Manager VanDever stated that those items are only listed if there is a change, increase or decrease. Councilman Tongco referred to the staff's estimates on revenues from mixed drink taxes and permits and expressed concern that possible legislation on the sale of mixed beverages would affect these estimates. After further discussion on this item, Council- man Tongco stated that she would prefer the city to make a more conservative estimate. Councilman McIlhaney asked if the ambulance revenue estimates take into consideration the proposed rate increase. Assistant City Manager VanDever replied affirmatively. Councilman Tongco asked if there was another way to fund the am- bulance service besides increasing the rates to $185.00. City Manager Bardell stated that the staff was simply being real- istic. He noted that the actual cost of the service is approxi- mately $200.00 per run. Councilman Tongco pointed out that there are some services that the city should provide its citizens, even though the revenues generated do not cover the costs for providing the service. The city provides them as a service to the community because they are the only source. Assistant City Manager VanDever stated that the staff had looked at the costs of ambulance service in other areas when determining these estimates. The maximum fee found was $160.00 and the mini- mum fee was $40.00. Councilman Tongco stated her opinion that while $40.00 was indeed too low, $185.00 was too high. She further stated that she felt these figures needed to be adjusted. Assistant City Manager VanDever explained his concern with the impact reducing these rates would have. City Manager Bardell pointed out that the city had made the deci- sion to restrict the use of ambulances to emergency services on- ly. Transfer services would actually generate more revenue. SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 5 After further discussion of transfer services, Councilman Tongco suggested that the rates for ambulance service be revised to re- flect an increase from $40.00 to $100.00, instead of $185.00. Mayor Halter instructed the staff to rework the budget to reflect a change in the increase of ambulance rates from the proposed $185.00 to $100.00. Councilman Runnels inquired about the possibility of having to provide salaries for the new city manager and the incumbent city manager during the transition period. Mayor Halter stated that this idea was only one of his sugges- tions. City Manager Bardell added that the cost could be covered through the Contingency Fund. Councilman Bond questioned the function of the political science intern. City Manager Bardell explained that the political science intern is currently conducting a study on converting all garbage dump- sters to municipal ownership, thereby allowing for better mainte- nance and appearance. He further stated that he would be submit- ting a proposal to the Council at the conclusion of the study. Mayor Halter added that most cities in Texas have made some com- mitment to this type of program. Councilman Brown stated that a tremendous amount of money is being spent on maintenance contracts. He asked if it would be more cost efficient to pay for maintenance as it is needed rather than by contract. Assistant City Manager VanDever stated that the staff has contin- ually looked at that possibility, especially in the data process- ing area. He further stated that the only drawback they have found in paying for maintenance as needed is the enormous fees charged by service personnel. He stated that the staff recom- mends remaining with the current system. Councilman Brown stated that a 35% increase in maintenance seemed a large amount. He asked Assistant City Manager VanDever to fur- nish a departmental break down of maintenance contracts. Councilman Bond pointed out other benefits in having maintenance contracts which call for consideration of other aspects than eco- nomic. He stated his opinion that analysis of the necessity for maintenance contracts should be done on a continuous basis. 00&$g& SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 6 Councilman McIlhaney questioned the $65,200.00 requested under audits and contracts in the Administration division. City Manager Bardell replied that the Administration Department's share of the audit and the city's contract for health services with the Brazos County Health Unit is budgeted in this area, along with the city's share of funding for the Brazos County Emergency Management System. He added that the county will be requesting funds sometime mid-year for an Emergency Management Coordinator. Councilman McIlhaney inquired about a $1,350.00 increase in training and travel for the Personnel Department. Personnel Director Dickson stated that the staff attends many many different seminars each year in order to investigate new programs that might benefit the city. She listed examples such as seminars on the Fair Labor Standards Act. Councilman Tongco questioned if the city qualifies for a obtain- lng a long distance discount telephone service. Assistant City Manager VanDever replied that the city is current- ly using such a service. Councilman McIlhaney asked what items are covered under services for the Legal Department. Assistant City Manager VanDever stated that the item Councilman McIlhaney referred to is a summary of sub-sections that includes utilities, contracts and other items. Councilman Tongco questioned increased costs for vehicle mileage in the Legal Department. She asked if the Land Agent is provided a city vehicle. Assistant City Manager VanDever stated that the Land Agent uses his personal vehicle and is paid mileage. Councilman McIlhaney asked why the Energy Division budgeted for printing and reproduction when the city has a Printing Division designated for this purpose. Mayor Halter stated that the costs incurred by the Printing Divi- sion are budgeted back to the individual departments requesting the services. Assistant City Manager VanDever added that addi- tional funds are needed to cover the costs of services that the city's Printing Division is unable to provide. Councilman Brown stated that a large amount of money is spent in each department for the rental of equipment. He questioned whether it would be more cost efficient to purchase some of this equipment. 00tL SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 7 Assistant City Manager VanDever stated that the staff reviews the option to buy when considering rental equipment. He further stated that information on this subject could be compiled and furnished to the Council. Staffmembers added that some of these expenses are for copy ma- chines. Councilman Tongco questioned the $1,500.00 for legal advertising designated by the Energy Division, which was not previously bud- geted. She asked from which fund these monies were allocated previously. Staffmembers stated that these funds are being requested primari- ly to pay for advertisements for the city's Energy Conservation Program. Assistant City Manager VanDever stated that the staff would pro- vide the Council with a list of items included in this fund. Councilman McIlhaney asked why the number of secretarial posi- tions at the Community Center was increased from one to two. Personnel Director Dickson explained that when the Energy Depart- ment moved from the Community Center to City Hall the secretary in the Energy Department transferred to the Community Center. She added that the positions of auditor and secretary in the En- ergy Department have been combined. Councilman McIlhaney asked if there was sufficient justification to employ two secretaries at the Community Center. Assistant City Manager VanDever replied that taking into consid- eration the additional work created by the College Station Indus- trial Foundation it was determined that there was sufficient jus- tification for this transfer. Councilman McIlhaney questioned the amount of money spent on travel for the printing division. Assistant City Manager VanDever stated that because this is a relatively new division, all three employees have been attending training seminars. Councilman Tongco asked about the proposed library budget. Assistant City Manager VanDever stated that the proposed budget for the library was put together from information provided by the Library Committee. He further stated that this item was part of the decision packages to be considered later. 896 SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 8 Councilman Bond asked for a list of all audits and contracts. Councilman Brown inquired about a $100,000.00 increase in liabil- ity and comprehensive insurance costs. Assistant City Manager VanDever explained that the past year proved very costly for insurance companies, which resulted in dramatic increases in the cost of insurance policies. Councilman Tongco asked how the funds budgeted under office main- tenance are allocated. Assistant City Manager VanDever stated that those funds are used for maintenance of office equipment. Councilman McIlhaney questioned whether additional personnel will be needed for inventory control when the new addition to the warehouse is built. Assistant City Manager VanDever stated that this addition will not be completed by the end of the 1985-86 fiscal year. Councilman Tongco questioned a $12,000.00 increase in the sundry account for the Streets Division. Assistant City Manager VanDever explained that this increase was due to an increase in liability and comprehensive insurance. Deputy Finance Director Schroeder added that there were more em- ployees and vehicles covered this year. Councilman Brown asked why there was a large pay increase for two mechanics. Personnel Director Dickson explained that last year these sala- ries were proposed for the budget based on the starting salary in the pay grade for mechanics. The persons hired for the posi- tions were employed by the city consequently their current sala- ries were carried over. The difference was reflected in raises for this year's budget. Councilman McIlhaney inquired about the amount of money the city spends on gasoline. Assistant City Manager VanDever stated that the current budget allows $256,000.00 for gasoline and next year's proposed budget will allow $285,000.00. Councilman McIlhaney asked if any of the money from the cemetery fund is transferred back to the cemetery division. Assistant City Manager VanDever stated that funds for the ceme- tery division are allocated from the General Fund. He further stated that there is approximately $100,000.00 in the cemetery fund or perpetual care fund which does not cover the division's operating costs. ~l, ~Q SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 9 Councilman Tongco inquired into an increase in burial fees to en- large this fund. City Manager Bardell pointed out that there was a 100% increase in the price of cemetery lots last year. Councilman Tongco referred to a monthly report received from the Fire Department. She asked if the Police Department also submits this type of report. City Manager Bardell replied affirmatively. Councilman McIlhaney asked a question concerning the new Lieuten- ant position in the Crime Prevention Division. Personnel Director Dickson replied that the position resulted from some organizational changes made in the Department. Councilman McIlhaney inquired into the two new positions of Traf- fic Officer in the Police Department. Personnel Director Dickson explained that these are a result of a new pay grade that was established resulting in the promotion of two senior officers. Councilman McIlhaney asked if the problem of having limited Hu- mane Officers had been addressed. Personnel Director stated that they had adjusted the schedules of the existing officers so that staff is on duty nights and on weekends. Councilman Tongco questioned a $6,400.00 increase in electricity for the Fire Department. Assistant City Manager VanDever stated that these figures are based on actual usage. Councilman Tongco asked if more than one employee will be given bomb training. Assistant City Manager VanDever stated that they prefer to send more than one employee. He added that one complaint registered in the attitude survey was the lack of individual training pro- vided by the city. Councilman Tongco inquired into the rankings of paramedics. Personnel Director Dickson explained that the position of Para- medic II was phased out. She stated that the city has adopted the structure recommended by the Texas Employment Commission, which delineates the position of senior paramedics and paramed- ics. 00t 898 SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 PAGE 10 City Manager Bardell pointed out that to provide twenty-four hour ambulance service it requires three and one-half paramedics. Assistant City Manager VanDever reviewed the changes that the Council requested. A~enda Item No. 2 - Discussion of the criteria for City Manager position. The Council concurred to discuss Item No. 2 at the next Workshop City Council Meeting. A~enda Item No. 3 - EMERGENCY ITEM: Closed session to discuss pending litigation [6252-17(2)(e)]. Councilman Tongco moved to declare Agenda Item No. 3 an emergen- cy. Councilman Brown seconded the motion which was approved unani- mously, 7-0. The Council moved to closed session and later reopened to the public. A~enda Item No. 4 - EMERGENCY ITEM: Action on closed session. No action was taken on closed session. A~enda Item No. 5 - Adjourn. Mayor Halter adjourned the meeting. ATTEST: ~ ~ Secretary Gary 7~a~ ,Mayor GUEST REGISTER SPECIAL CITY COUNCIL MEETING WEDNESDAY, MAY 1, 1985 4:00 P.M. 1. ~ 11. 2. ~~~ 12. 3. 13. 4. 14. 5. 15. 6. 16. 7. 17. 8. 18. 9. 19. 10. 20. 00/ .900