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HomeMy WebLinkAbout03/21/1990 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP HEETING WEDNESDAY, MARCH 21, 1990 4:00 P.X. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmen Birdwell, Haddox, Gardner, Ringer, McIlhaney COUNCIL MEMBERS ABSENT: Councilman Schneider ST/~FF PRESENT: city Manager Ragland, Planning Director Callaway, Community Development Director Fette, City Attorney Locke, City Secretary Hooks, Finance Director Harrison, Assistant City Manager Woody, Assistant City Manager Brymer, Executive Director Management Services Piwonka, Director of Public Services LaBeau, Assistant City Attorney Banks Mayor Ringer introduced Mr. Jeff McDowell representing the B/CS Chamber of Commerce. Mr. McDowell explained that the Chamber of Commerce has formed a government relations committee. An individual of this committee will be present at the workshop and regular meetings of the Council to gain information from the City Council and report back to the Chamber. Aqenda It~ No. i - Presentation of the 1989 Comprehensive Annual Financial Report. Finance Director Bill Harrison presented a summary of the results of operations ending September 30, 1989. Mr. Charlie Chafin and Mr. Stewart Snow of Deloitte and Touche came forward to make a presentation on the Comprehensive Annual Financial Report. Mr. Snow noted that the city is in very strong financial condition. Councilman Brown asked if the staff is prepared to conduct the audit in-house. Mr. Chafin replied that in the past, the financial information was not prepared in a timely manner, and the information was not adequate. He emphasized that the process in house has dramatically improved. Staff has prepared this report and Deloitte Touche are extremely proud of their efforts. He noted that in the management letter, the outside auditors have recommended that the city employ an internal auditor in the next budget year. Several questions were raised by councilmembers. Councilman Birdwell asked if the single audit is accompanied by an auditor's opinion. Mr. Chafin replied that in the city's case, the auditors are not required to express an opinion. 007756 city Council Workshop Meeting Wednesday, March 21, 1990 Page 2 Councilman Birdwell commented that the Council does not receive enough information about how the money is spent from the Community Development Grant Funds. He questioned if this is adequate policy. Mr. Chafin replied that in last year's report to management, the auditors suggested that more reports are provided to the council. Councilman Brown commended the staff for their hard work. Aoenda Item No. Z - Presentation and discussion of Northgate and Southqate area activities. (Council Issue No. 2 and Council Issue No. 7) Jim Callaway presented a status report on the Northgate and Southgate area activities. He mentioned that the "Big Event" will take place on March 24th in the Southgate area. Mr. Callaway stated that the staff has submitted to the CIP Committee a description of a plan for the preparation of the renovation and reconstruction of the Northgate business district and the surrounding residential neighborhoods. Mr. Callaway presented slides to identify areas where code enforcement has been initiated. He stated that the police department has implemented a community based policing program in the Southgate area. Also, the Parks Department is working with a consultant to develop a master plan for the Lincoln Center/Wayne Smith Park Corridor. Mr. Callaway stated that several studies have been made by staff regarding appearance and infrastructure in the Northgate area. He explained in further detail several aspects of the plans. He stated that the staff feels a Streetscape program is very important for upgrading the appearance of the Northgate area. Mr. Callaway mentioned that the staff availability, current workload and staff resources will allow staff to prepare an infrastructure replacement plan. He noted that $340,000 is available in the community development block grant budget for infrastructure projects. Mr. Callaway continued to show slides. Councilman Haddox asked Mr. Callaway what he anticipated the city could obtain from the community development block grant to use for the infrastructure. Mr. Callaway replied that the block grant is determined by the federal government each year for all CDBG activities, staff proposes a budget, and council decides how these monies are spent. 007757 City Council Workshop Meeting Wednesday, March 21, 1990 Page 3 Mr. Callaway requested direction from Council with respect to code enforcement plans and shift in resources in the Northgate and Southgate areas. Councilman Haddox asked how the community development block grant budget is proportioned. Mr. Fette replied that 35% of the budget is set aside for housing rehabilitation, 20% for administration and planning, 25% for infrastructure and public utilities, and 15% in public service activites. Councilman McIlhaney commented that in 1983, a study of Northgate was conducted by a committee. Mr. Callaway mentioned that this study was the best Northgate study he has seen. He stated that many recommendations in the study have been followed by staff. Mr. Callaway mentioned that the staff can look back at previous studies. Councilman Haddox commented that he would like to see staff refocus the direction of the CDBG, and that staff should concentrate on the Northgate and Southgate areas. Councilman Birdwell commented that he agrees, but added that he would rather see the city acquire the right-of-way. Councilman Gardner commented that it may be a good idea to spend capital improvement monies, rather than CDBG monies. Councilman Brown commented that the staff is headed in the right direction regarding code enforcement in the neighborhoods of low income and elderly citizens. He added that he hoped the staff is helping these people with a friendly attitude. Mr. Callaway mentioned that the staff selected for the code enforcement office have been involved in the customer service training and they have an understanding of how to deal with these people. The staff has been trained to recognize the persons feelings. Mayor Ringer stated that the council is supportive of the code enforcement plan and shift of resources in the Southgate area. In regards to the Northgate area, the council would like staff to pursue the Southgate area in the same manner. Councilman Haddox preferred that CDBG monies are allocated towards infrastructure projects. Aqenda Item No. 3 - Presentation of proposed changes to th~ BrYan/College Station policy on f~ding publio service aotlvitiez throuah CDBG. Community Development Director Dan Fette presented this item. Mr. Bob Fleisher, Chairman of the Joint Relief Funding Review Committee was present. Mr. Fette summarized the recommended 007758 City Council Workshop Meeting Wednesday, March 21, 1990 Page 4 changes to the policy statement. He provided overhead transparencies. Discussion was held on the funding limits for three years. Mr. Bob Fleischer came forward. He stated that the monitoring process requires a lot of staff time especially when several organizations are receiving minimal funding support. Mayor Ringer stated that most organizations approach the city for their initial funding, and if their programs are successful, available support may be provided by other agencies. Mr. Fette clarified the council's intent for statement no. 5 as follows: "The duration of CDBG funding operating expenses for any program or activity is intended to not to succeed three consecutive years. Agencies should pursue other sources of funding to replace the CDBG funding. However, upon recommen- dation by the B/CS Joint Relief Funding Review Committee, CDBG funding beyond three consecutive years may be approved by the City Council." Councilman McIlhaney pointed out that we should analyze and set priorities in addressing the problems in respect to the War on Drugs. Councilman Haddox stated that the city can certainly help the new organizations get started and help them achieve self-sufficiency, but it is not an obligation on the part of the city to continue funding these organizations after they achieve self-sufficiency. Mayor Ringer reminded the Council that it is their option to budget funds from other sources to organizations that may not receive funding through this committee. Mayor Ringer repeated the council's revisions of changes to the policy statement. Agenda Item No. 4 - Presentation of proposal to continue the Joint Solid Waste Disposal Study, phase two as amended. Finance Director Harrison responded to concerns expressed by Councilman Birdwell. He explained that $3.3 million is the present value of the estimated total future development costs for the new landfill, the $0.3 million is the beginning estimated valuation of today's assets. He added that these numbers are not comparable. Councilman Birdwell pointed out that the $300,000 value pertains to the space in our landfill that is lost. He stated that the city should be compensated for the loss. Mr. Birdwell stressed that the city should negotiate further with Bryan. 007759 City Council Workshop Meeting Wednesday, March 21, 1990 Page 5 Discussion was held on the issue of dividing the money between the two entities generated from the operation. Councilman Haddox commented on the issue of cash contributions from each city. Councilman Birdwell pointed out that the problem arises when services are provided to non-owners of the landfill. Mr. Harrison stated that he can place in the contract a statement to read "the difference between the cost of operations and charges to outsiders times the number of tons deposited during the year will be split between the two entities on a 50/50 basis annually". Councilman Birdwell concurred. Mr. Harrison referred to another concern expressed by Councilman Birdwell. He stated that $449,739 in the budget represents the total operating cost of the landfill. Mr. Harrison stated that the staff must add other costs attributed to the sanitation fund to the total cost of operating the landfill. Councilman Birdwell again expressed his opinion that the city should negotiate a better deal with the City of Bryan. Councilman Haddox agreed. Mr. Ed McDow addressed the status of the city of Bryan's landfill. Mr. Joe LaBeau reviewed the issue of travel costs for different routes. City Attorney Locke reviewed the main aspects of the agreement. She stated that the agreement provides for an administrative board. She explained the duties of the board. Councilman Birdwell expressed concern about the duties of the Board, and also the city's position regarding the budget. Ms. Locke responded that she could add in the agreement that the budget would be presented for approval rather than just presented. Mrs. Locke read Section 8.03 of the agreement providing for liability insurance. Mr. Brymer reviewed the positive aspects of the joint operation. Mr. Ed McDow presented a summarized appraisal report that describes College Station's assets, $976,000 and Bryan's assets, $293,000. Mr. Brymer stated that consideration of this item is on the Thursday night agenda. 007760 City Council Workshop Meeting Wednesday, March 21, 1990 Page 6 Ms. Locke stated that she will provide the Council with the council's recommended changes to the agreement tomorrow night. Councilman Brown remarked that he is delighted to work with the city of Bryan in this effort. &qenda Item No. 6 - Disoussion of Tax Abatement. Councilman Birdwell presented this item. He stated that the legislature provides for tax abatements to promote economic growth. In order for the city to implement this process, a policy must be established by the city to indicate what type of improvements qualify for tax abatement, the term of tax abatements, and whether or not it is full abatement, or percentage of the taxes. In addition, the city must establish a tax investment zone. Mr. Birdwell urged the city to develop a policy, and that CSISD and Brazos County be encouraged to follow. Councilman Haddox agreed with Councilman Birdwell's comments. a member of the Economic Development Foundation, he encouraged the city, schools, and county to pursue this idea. As Mayor Ringer reported that the staff has begun to look into this issue, and he suggested staff look at different scenarios of the impact of tax abatement. This item has been scheduled for the last council meeting in April. Councilman Gardner expressed opposition to tax abatement. &qenda Item No. 7 - Council Concerns. Councilman Haddox reported that his neighbor has expressed a concern about the city not notifying him when street construction will begin around the apartment property he owns. Mr. Haddox asked if there is any way the city could schedule their construction projects according to the businesses that are not experiencing a busy period. Or if possible, contact the owners when the city has determined a construction schedule. Councilman Gardner remarked that he would like to see shrubs planted on George Bush Drive. Mayor Ringer responded that there is a landscaping plan. Councilman McIlhaney inquired about a traffic light for the exit lanes from Post Oak Mall near the Post Oak Square shopping mall where people are turning left onto Highway 30, or possibly a sign prohibiting left turns. 007761 City Council Workshop Meeting Wednesday, March 21, 1990 Page 7 Mayor Ringer expressed congratulations to City Engineer David Pullen who was named Engineer of the Year. Mayor Ringer read a request from Don and Cheryl Anz to hang the Earth Day flag at City Hall. Everyone consented. &qenda Item No. 8 - City Manaqer Concerns. City Manager Ragland announced that the city has purchased new chairs for the Council. Mr. Ragland referred to the attachments provided to each councilmember. He stated that an engineer from Austin may contact each councilmember regarding a potential lake site. &qenda Item No. 9 - Ad~ourn. Mayor Ringer adjourned the meeting at 7:50 p.m. Cit~ Secretary Connie Hooks APPROVED: 007762 GUEST REGISTER CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MARCH 21, 1990 4:00 P.M 11. 12. 13. 14 5 15 6 16 17 18 19 20. 007763