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HomeMy WebLinkAbout02/24/2011 - Workshop Minutes City CouncilMINUTES OF THE CITY COUNCIL WORKSHOP CITY OF COLLEGE STATION FEBRUARY 24, 2011 STATE OF TEXAS COUNTY OF BRAZOS Present: Nancy Berry Council: John Crompton Jess Fields Dennis Maloney Katy-Marie Lyles Jana McMillan Dave Ruesink Citv Staff: David Neeley, City Manager Kathy Merrill, Assistant City Manager Carla Robinson, City Attorney Sherry Mashburn, City Secretary Tanya McNutt, Deputy City Secretary Call to Order and Announce a Ouorum is Present With a quorum present, the Workshop of the College Station City Council was called to order by Mayor Nancy Berry at 3:09 p.m. on Thursday, February 24, 2011 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77842. 1. Presentation, possible action, and discussion on items listed on the consent agenda. Items 2b, 2c, 2d, 2f, 2g, and 2i were pulled from the Consent Agenda. 2b: Council consensus was to increase the number of committee members to eleven. 2c: After discussion, consensus was to leave the number of appointments at seven. Carla Robinson, City Attorney, recommended an amendment to add "or the general laws of this state" in Section 3(d)(2). WKSHP022411 Minutes Page 1 2d: David Schmitz, Parks and Recreation, reported this is a renewal of the yearly contract with the Brazos Valley Softball Umpires Association. 2f.• David Schmitz, Parks and Recreation, explained this event was operated by a promotion group in the past, and the City's involvement has been different. This year we looking are looking at being a presenting sponsor, looking at in-kind costs, and not charging the fees normally charged in the past. As for HOT, we haven't been taking care to see that impact, and we have relied on what the promoter has provided. 12,000 tickets were sold last year and 30% were from out of the area. The promoter said there were 3,000 room nights. We will be tracking this year to get the correct numbers for those room nights. There is a performance clause directly tied to how many people they bring to the community. 2g: Vanessa Garza, Greenways Coordinator, stated that she will confirm with Junction 505 a possible name change, "City of College Station Presents the Junction 505 Mayday Challenge". David Russell, with the Bicycle, Pedestrian and Greenways Advisory Committee, reported this was discussed at the committee, and Junction 505 was indifferent to the name change. Peter Lamont, Recreation Superintendent, explained how the money is being applied. 2i: Jeff Kersten, Chief Financial Officer, reported this resolution allows to us reimburse ourselves with that debt we planned on issuing. These projects were identified during earlier discussion and included in the capital plan. If Council so directs, then we will need to come back and reassess the capital budget. 2. Presentation, possible action. and discussion on an update of the Citv of College Station FY 11 Budget. Jeff Kersten, Chief Financial Officer, provided an update of the Fiscal Year 2011 budget. He reported that national economic conditions have been felt locally, resulting in lower sales tax revenues and slower building activity. Lower revenues resulted in budget reductions of $5.5 million city-wide over the last three years. Fifteen vacant positions have been eliminated, other vacancies were held open, and overtime was reduced. Other budget reductions include reduced travel and training, reduced equipment replacement, reduced outside agency funding, reduced building and technology maintenance, reduced parks and recreation maintenance, mowing outsourced, and reduced software maintenance costs through the re-negotiation of agreements. We have streamlined processes and perform services with fewer resources. Some service level increases were implemented in public safety. The five year financial forecast for revenues includes lowered revenue estimates, lowered sales tax estimates, and includes property tax rate increases. Expenditure forecast includes limited new expenditures, a limited pay plan, and acknowledged increased health care costs. Additional revenue or additional expenditure reductions will be needed. Additional budget and service level reductions may also be required. First quarter figures show that revenues are tracking close to our estimate. Sales tax is 4% higher than the budget; licenses and permits are 11% lower than the budget; investment income is 6% higher than the budget; fines, penalties and other charges are 6% higher than the budget. WKSHP022411 Minutes Page 2 Expenditures are tracking slightly lower than the budget, mainly due to vacant positions being held open and overtime reduced. The Electric Fund revenues are lower than estimated. Expenditures reflect that operations are below budget and purchased power is close to the budget (impact of rolling brown outs). The Water Fund also shows overall revenues a little higher than forecast. The Wastewater Fund also has revenue slightly higher and expenditures slightly lower. The Sanitation Fund shows higher revenues and expenditures are close to the budget. They are watching fuel costs closely. HOT revenues are higher, and expenditures indicate seasonal fluctuations. Mr. Kersten stated we must be cautious regarding economic recovery. There may be an impact due to the state budget. The first quarter was on target, but the Fiscal Year 2012 budget process will be challenging. 3. Presentation. possible action. and discussion concernine the Citv Internal Auditor's Denartment of Parks and Recreation Concessions and Aquatics audit reports. Ty Elliot, Internal Auditor, presented the Aquatics Audit and the Concessions Audit. These were selected because they are revenue generating programs with high risk and high costs. The Aquatics program has a 32% cost recovery. The audit identified the necessity of evaluating the staffing levels, especially when the pools are closed. This could possibly provide a savings of $250,000 per year. Another issue was overtime costs. The advantage of having seasonal workers is to avoid overtime costs. Checks and balances also need to be addressed. MOTION: Upon a motion made by Councilmember Fields and a second by Mayor Berry, the City Council voted seven (7) for and none (0) opposed, to implement the recommendations in the Aquatics Audit. The motion carried unanimously. The Concessions Audit scope included best practices, cash handling and operations. Improvement is needed in internal controls to better handle cash transactions. Administrative overhead needs to be reduced. Administrative overhead costs are 58%. MOTION: Upon a motion made by Councilmember Fields and a second by Mayor Berry, the City Council voted seven (7) for and none (0) opposed, to implement the recommendations in the Concessions Audit. The motion carried unanimously. 4. Council Calendar • February 28 IGC Meetine at BVCOG.12:00 D.m. • March 10 Citv Council Workshon/Remdar Meetine at 3:00 D.M. & 7:00 D.m. WKSHP022411 Minutes Page 3 There was no discussion. 5. Presentation, nossible action, and discussion on future agenda items: a Council Member may inquire about a subject for which notice has not been u_jven. A statement of snecific factual information or the recitation of existing nolicv may be given. Anv deliberation shall be limited to a Dronosal to place the subject on an agenda for a subseouent meeting., Mayor Berry requested an item to look at the process for how we re-zone property. There was a consensus to place this on a future agenda. Councilmember Fields requested an overview of the various commercial building codes we subscribe to. He also wants to consider the banner ordinance and fees. There was no consensus. Councilmember Ruesink wanted to discuss living billboards and how they are regulated. David Neeley, City Manager, stated that staff would prepare a report. 6. Discussion, review and possible action regarding the following meetings: Arts Council of the Brazos Vallev. Audit Committee. Bicvcle. Pedestrian. and Greenwavs Advisory Board. Brazos Countv Health DeDt.. Brazos Vallev Council of Governments. Brazos Vallev Wide Area Communications Task Force. BVSWMA. BVWACS. Cemeterv Committee. Code Review Committee. Design Review Board. Historic Preservation Committee. Interfaith Dialogue Association. Intergovernmental Committee. Joint Relief Funding Review Committee. Landmark Commission. Librarv Board. Mavor's Council on Phvsical Fitness. Mavor's Development Forum. Metropolitan Planning Organization. National Leau-ue of Cities. Outside Agencv Funding Review. Parks and Recreation Board. Planning and Zoning Commission. Research Vallev Partnership. Regional Transportation Committee for Council of Governments. Signature Event Task Force. Sister Citv Association. TAMU Student Senate. Texas Municipal League. Transportation Committee. Wolf Pen Creek Oversight Committee. Zoning Board of Adjustments. Mayor Berry reported on the Audit Committee, Health Department Committee, Intergovernmental Committee, and BVSWMA. Councilmember Ruesink reported on the Sister City Association and the Convention Visitors Bureau. Councihmember Lyles reported on the Arts Council. Councilmember Fields reported on the BVWACS. 7. Executive Session In accordance with the Texas Government Code §551.071-Consultation with Attorney, §551.074-Personnel Matters, and §551.086 - Meeting Concerning Municipally Owned Utility, the College Station City Council convened into Executive Session at 4:55 p.m. on Thursday, February 24, 2011 in order to continue discussing matters pertaining to: WKSHP022411 Minutes Page 4 A. Consultation with Attorney to seek advice regarding pending or contemplated litigation; to wit: • City of Bryan's application with TCEQ for water & sewer permits in Westside/Highway 60 area, near Brushy Water Supply Corporation to decertify City of College Station and certify City of Bryan • Water CCN / 2002 Annexation / Wellborn Water Supply Corporation • Clancey v. College Station, Glenn Brown, and Kathy Merrill • Rachel Rahn v. Alma Martinez, The Arkitex Studio, Inc. et al, Cause No. 09-000656- CV361 • Timothy Delasandro et al v. City of College Station et al; Cause No. 11-000240-CV-272 • City of College Station, Texas, v. Virtual Equity Group, Inc, et al relating to nonpayment of hotel occupancy taxes for College Station Inn • Weingarten Realty Investors v. College Station, Ron Silva, David Ruesink, Lynn McIlhaney, and Ben White • Chavers et al v. Tyrone Morrow, Michael Ilrner, City of Bryan, City of College Station, et al B. Consultation with Attorney to seek legal advice; to wit: • Legal Issues of purchase and lease back to Arts Council • Legal issues regarding possible revenue sharing and legislation in bio-corridor C. Deliberation on the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer; to wit: • City Council Self-Evaluation D. Deliberation regarding competitive matters; to wit: • Power Supply The Executive Session adjourned at 6:55 p.m. on Thursday, February 24, 2011. The following action was required from Executive Session: MOTION: Upon a motion made by Councilmember Crompton and a second by Councilmember Maloney, the City Council voted seven (7) for and none (0) opposed, to authorize staff to go forward in taking whatever actions necessary and reasonable in creating a municipal management district to be governed by the two cities in parts of the proposed biomedical corridor region which could include a revenue sharing agreement with the City of Bryan, which could include special legislation to address various development concerns in the area, and which could include resolving the provision of water and sewer services to the area. The motion carried unanimously. WKSHP022411 Minutes Page 5 8. Adiournment MOTION: There being no further business, Mayor Berry adjourned the workshop of the College Station City Council at 7:26 p.m. on Thursday, February 24, 2011. Nancy Berry,- Mayor ATTE Sherry MashbQm, City Secretary WKSHP022411 Minutes Page 6