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HomeMy WebLinkAbout05/13/1987 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 4:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmen Boughton, Brown, Haddox, McIlhaney, Gardner, Jones COUNCIL MEMBERS ABSENT: None STAFF PRESENT: City Manager Cole, City Attorney Locke, Personnel Director Dickson, City Secretary Jones, Director of Capital Improvements Ash, Director of Planning Callaway, Assistant City Engineer Smith, Public Information Officer Calliham, Deputy Finance Director Schroeder, Administrative Assistant Barnett, Council Coordinator Hooks STUDENT GOV'T LIAISON: Kevin Buchman VISITORS PRESENT: See guest register. Agenda Item No. 1 - Signing of a proclamation designating the week of May 18-25, 1987 as "Texas Buckle-Up Week" in College Station, Texas. Mayor Ringer signed the proclamation and presented it to Anita Pitt of the Brazos Valley Development Council. Agenda Item No. 2 - Signing of a proclamation designating Saturday, May 23, 1987 as "Buddy Poppy Day" in College Station, Texas. John Velesquez and the Buddy Poppy Girl representing the Veterans of Foreign Wars of the Brazos Valley came forward to accept the proclamation designating May 23, 1987 as "Buddy Poppy Day" in College Station, Texas. '"06171 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 2 Agenda Item No. 3 - Signing of a proclamation designating May 14, 1987 as "Senior Citizen's Day" in College Station,. Texas. Mayor Ringer signed the proclamation designating May 14, 1987 as "Senior Citizen's Day" in College Station, Texas. Walter Thames representing the Retired Senior Volunteers Program was present to accept the proclamation. Agenda Item No. 4 - Council Concerns. Councilman McIlhaney reported that she received several calls re- garding the condition of Sebesta Road and asked if the road was included in the city's maintenance programs. She also reported a citizen's concern for the speed limit on Raintree Drive, specifi- cally the Park area. City Attorney Locke noted that the speed limit on Raintree Drive was 35 mph. Councilman Haddox also inquired about the deteriorated condition of Sebesta Road. Councilman Boughton complimented the city staff on their prompt- ness in answering the questions she had regarding a citizen com- plaint. Councilman Jones noted that she previously inquired about the in- stallation of traffic signals at the Spring Loop and University Drive intersection and asked for an update. Mr. Cole responded that the Highway Department will be taking action to widen Uni- versity Drive, and they will probably not install traffic signals until this street is widened. Mr. Cole added that the staff will follow-up with the Highway Department's plans. Councilman Brown reported that he would also like to see improve- ments made to Sebesta Road. Mr. Cole noted that the existing roadway should continue to be used until the new roadway is built. CIP Director Ash added that the last concept of the High- way Department was that Emerald Parkway and Dartmouth Street will travel under the main lanes; and the intersection of the roadway would be north of the existing roadway at Emerald Parkway. The plans at this time are to keep the roadway open during the con- struction. He noted that he will report back to Council with an update. Councilman Gardner commended the planning staff for their work on the 1986 Report. He noted that the Ordinance establishing the Planning and Zoning Commission requires that the Commission re- ,06172 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 3 port annually to the Council. He suggested that the Planning and Zoning Commission and the Planning Department reports be com- bined and submitted annually. Also, he would like to see the commissioners of the Planning and Zoning Commission and the Plan- ning Department staff members listed in the report. Councilman Gardner requested that more detailed information regarding the approval and denial of the zoning cases be outlined in the report. Student Gov't Liaison Mike Hachtman thanked the Council and staff for the experience and opportunities this position has provided. Mr. Kevin Buchman officially replaced Mike Hachtman. Mayor Ringer presented Mike Hachtman a plaque in appreciation for his years of service, January 1984-May 1987 and wished him the best of luck in the future. Agenda Item No. 5 - City Manager Concerns. City Manager Cole noted that Assistant City Manager "Van" VanDever will be leaving the City the end of May. Special events are planned: a luncheon on May 27th at 12:00 and a recep- tion at 3:00 p.m. in the Council Chambers. Mr. Cole informed the Council that Jim Callaway has been named as the Director of Planning. Mr. Cole noted that possible funding for the early engineering plans for the Wolf Pen Creek proposal could be appropriately used by public recreation and drainage bond proceeds. He suggested that consideration of this funding be placed on the council's next agenda. He added that the interviews will begin for Police Chief next week and invited the Council to attend an informal social on Wednesday, May 20 from 6:00-7:30 p.m. at the Plaza Club. A~enda Item No. 6 - Ms. Stacy Cook, representin~ Alpha Phi Omega, to report the purpose and activities of the organization. Ms. Stacy Cook was not present for this item. Agenda Item No. 7 - Presentation of the FY 1987-88 Operating Budget. Deputy Finance Director Glenn Schroeder came forward to present this item. He reviewed the preparation of the budget which 06173 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 4 began in January. The proposed budget is divided into two sec- tions, the basic budget and the supplemental budget. He ex- plained that the basic budget outlines the continuance of current operations at their present level; no new programs and no capital outlay. Secondly, the supplemental section outlines new pro- grams, increasing levels of service, and capital outlay items. He noted that the supplemental decision packages contain a majority of replacement items. Mr. Schroeder explained that the operating budget summary for FY 1987-88 shows $58,837,616 in expenditures. He mentioned that the decrease in expenditures from last year's budget resulted in the budgeted amount of the cost of power, primarily the GSU rate set- tlement. Mr. Schroeder referred to the operating budget summary which con- tains four columns. First, is the total revenues available in- cluding amounts carried forward from fund balance and revenues anticipated for FY 87-88. The second column contains the expen- ditures from all funds, $58,837,616; the third column lists the transfer amounts from one fund to another fund, ($7,993,319); the final column lists the net operating budget for FY 87-88, $50,844,297. Mr. Schroeder described each fund beginning with the General Fund. The General Fund is composed of Police, Fire, Public Services, General Administration, Engineering, and Parks and Recreation. He further explained that the fund balance available for the FY 87-88 budget is $462,758; the proposed revenues in the General Fund summary are $12,939,832, giving the total available for FY 87-88 General Fund, $13,402,590. He pointed out that the growth in the revenues has slowed significantly. In order to reach $12.9 million in revenues, nine cents of the thirty-eight cents ad valorem tax will be dedicated to the General Fund. This change will require notices of public hearings, although the tax rate will remain exactly the same. Mr. Schroeder also pointed out that the General Fund has been significantly impacted by the loss of revenue sharing funds, representing $425,000 for this year. Mr. Schroeder explained that the proposed FY 87-88 General Fund budget for expenditures is $13,402.590. He pointed out that the- expenditures are up about 1/3 of one percent. The salaries in the general fund constitute seventy-six percent of expenditures. In the proposed budget, twenty-four positions were eliminated as 06174 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 5 they became vacant during the last budget year. He noted that the general levels of service have not been cut by this budget, with one exception; the discontinuance of the winter swimming program at Thomas Park Pool. He added that the major users in the general fund are the police, fire, and parks and recreation departments. Mr. Schroeder continued by describing the utility fund. The utility fund consists primarily of water, sewer, and electric. The fund balance available is $487,912 and the projected revenues are $37,942,000 which is approximately $3,000,000 less than the previous year's projections. The total available funds are $38,429,912. The total disbursements projected equal $38,429,912 leaving a zero ending balance in the utility fund. He noted that 82 percent of the revenue is contributed to the electric service. Councilman Haddox asked what was the contributing factor to the reduction of $3,000,000 in expenditures. Mr. Schroeder replied that this decrease was due to cost of electricity in the utility fund, the final outcome of the GSU rate case was $3,000,000 less than projected. Mr. Schroeder referred to the thirty-nine decision packages in the utility fund. Twenty-nine of these packages were recommended for funding, totaling $520,028. The most significant being the extension of electrical lines, $123,000 for funding of LSMPA, and $130,000 for repainting the ground storage tank at Dowling Road. Mr. Schroeder explained the Sanitation Fund. This fund consists of the collection and disposal of solid waste, and the drainage division. The sanitation fund revenues are projected to be up approximately three percent, $2,003,808 from last year. He noted that the $8,000 request from Brazos Beautiful is included in the Sanitation Fund. The proposed expenditures in the Sanitation Fund are $2,003,808, up approximately eight percent from last year. He noted that $532,892 is administrative and lieu of tax transfers to the general fund. Mr. Schroeder described the debt service fund. This fund is pro- jected to have a beginning balance of $2,100,029 and current revenues of $4,056,864. The ad valorem tax revenue is $3,160,470, which is seventy-five percent of revenue sources for the debt service fund. Councilman Brown asked if there was a reason why the bonds prin- "6J6 75 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 6 cipal and bonds interest amounts were closely identical. Mr. Schroeder stated that the interest expense generally is greater. When the bonds become older from the date of sell, more monies will be allocated to the principle and less monies to the inter- est. At this time, the principle and interest are close, which has no particular significance. Councilman Boughton asked if the debt service fund generates a basic amount of revenue from the ad valorem tax rate. Mr. Cole responded that in the past years, the City has collected an ex- cess of the monies needed to meet the debt service require- ments. The City is able to shift an additional seven cents of the existing tax rate to the General fund without jeopardizing the financial soundness of the debt service fund. Mr. Schroeder reported that the FY 87-88 Budget reflects the largest revenue loss in the General Fund because of the dicon- tinuance of the Revenue Sharing Program passed by the federal government. The General Fund will receive $75,500 of the $80,000 in revenue sharing funds available. The remaining $4,500 is ap- propriated to RSVP for $2500.00, and $2,000 to the Stepping Stone program. Mr. Cole explained the new section "Additional Requests Not Funded". These are requests formally made to the Council that are not funded in this budget. Councilman McIlhaney asked if these organizations might be funded through Community Develop- ment. Mr. Cole responded that funding requests for the Mayor's Committee on the Disabled, the Brazos Valley Pre-Natal Clinic and MHMR have been submitted to the Community Development Budget. Mr. Schroeder continued by describing the Hotel/Motel Fund. The fund balance as of June 30, 1987 is $72,265 and the anticipated revenues are $641,000 bringing the total available to $713,265 for FY 87-88. The disbursements are divided into four sections: Community Center requests $141,877; the Parks requests for athletic tournaments, Texas Games, etc. of $42,000; the request from outside organizations is $393,000. Councilman Brown mentioned that he hopes the staff has provided the outside organizations ample time to provide financial state- ments, so the Council can look at the expenses incurred by each group during the year. Mayor Ringer added that a procedure could be established so the outside organizations would be required to provide quarterly reports, (activity and financial). 76 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 7 Mr. Schroeder further explained that the revenues from the hotel/ motel tax fund are levied from the six percent room occupancy tax. He noted that the Chamber of Commerce receives 30.4 per- cent of the hotel/motel funds. Easterwood Airport has requested $100,000 funding; appropriating $75,000 from the hotel/motel tax fund and $25,000 from the general fund. Councilman Jones asked which fund allocated the Easterwood Airport's request. Mr. Schroeder stated that it was funded from the general fund. Mr. Cole added that the primary reason for allocating these monies from the hotel/motel tax fund is because there are not enough monies in the general fund. Mr. Schroeder described the cemetery fund. He stated that a por- tion of the revenue from lot sales is dedicated to a perpetual care fund and the earnings of this fund go toward the maintenance of the cemetery. The staff has proposed to fund two items for cemetery maintenance. Mr. Schroeder stated that each segment of the budget will be pre- sented to the Council throughout the six week process. The final adoption of the budget will take place at the last Council meet- ing in June. Mr. Schroeder thanked Mrs. Cindy Barnett, Administrative Assis- tant for her work involved in the preparation of the budget. He also thanked Mr. Cole and the Finance and Budget Committee for their input. Mayor Ringer noted that the public hearing and consideration of the revenue sharing and basic budget will be held at the regular meeting, Thursday night. He mentioned that the Council will dis- cuss decision packages for the General Fund and Revenue Sharing on Wednesday, May 27, and consideration of this item will be placed on the agenda for Thursday, May 28. Mr. Cole mentioned four policy issues that the Council should be aware of during the budget process. First, the City was not able to make any progress on data pro- cessing needs because of the budget restraints. He noted that there is an absolute need to make improvements to the data pro- cessing areas. Secondly, notice should be made regarding trans- fers from the sanitation fund and the utility fund to the general fund. The general fund is growing in its reliance on transfers from other funds. He suggested that in the coming year, time should be set aside to discuss this issue more fully and policy 06177 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 8 decisions should be made on what level of reliance the general fund is going to have on the utility fund and sanitation fund to keep the budget in balance. Thirdly, the issue of funding to outside agencies. He stated that federal and state sources of funding for outside agencies are fading quickly, and more requests will be placed before the Council in future budget years. The Council should consider establishing a policy on the appropriate level of funding to other agencies. The last issue Mr. Cole discussed was a problem which materialized regarding council election dates and budget adoption dates. The Legislature has changed the uniform election dates for local elections which will take effect in 1988. The third Saturday in May is the proposed date, thus creating a serious conflict for the existing council and new council members. Agenda Item No. 8 - Presentation of the Stormwater Management Plan. Assistant City Engineer Mark Smith presented this item. He re- ported that the Stormwater Management Plan was prepared by the Drainage Committee, Walton & Associates, and the city staff. Three documents were presented to the Council. Mr. Smith explained that the Stormwater Management Plan is a part of the 1983 bond issue including Bee Creek Bridge, miscellaneous drainage improvements, purchase of drainage maintenance equip- ment, and a master drainage plan. Mr. Smith described the first document, the Drainage System Analysis. This is an engineering study prepared by the consul- tants, Walton & Associates consisting of field surveys and com- puter models. The analysis provided identification of current and future problems in the drainage system. He noted that this analysis will help identify future capital improvements projects, help make maintenance activities more effective, and the computer model will help determine the impact of proposed development on the drainage systems. The second document is the Drainage Policy and Design Standards. The drainage policy states the proposed policies and explains organization and terminology used in the plan. The design stan- dards section illustrates standard methods to be used in designs and outlines acceptable limits and performance standards. This section also gives the requirements and procedures for sub- ' 06t78 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 9 mitting a drainage plan. Mr. Smith continued by describing the third document, the Storm- water Management Ordinance. The ordinance states procedures for development permits, appeals, and variances. Incorporated in the ordinance'is the Federal Emergency Management Regulations. Mr. Smith added that this plan will be presented to the area developers and engineers for their input before the public hear- ings are held. Councilman Boughton asked if a certain time frame has been set for passage of this ordinance. Mr. Smith replied that a time has not been set for the public hearings, but meet- ings will soon begin with the developers and engineers. Agenda Item No. 9 - Discussion of change in election law relating to uniform dates for elections. City Secretary Dian Jones stated that this item was placed on the agenda to summarize the current status of the date for the joint city/school election. She explained that the Legislature passed Senate Bill 4 to create the "Super Tuesday Primary". When this action took place, this influenced many city elections by moving one of the uniform election dates from the first Saturday in April to the third Saturday in May. The following are a few of the problems associated with the third Saturday in May: calendar year at Texas A&M University where the seniors have graduated, many staff members are out-of-town and the trained election per- sonnel are gone. Also, this is the end of the school year for the CSISD. The City's major problem is the budget question. Ms. Jones explained that the Texas Municipal League and the Municipal Clerks Association have been urging the Legislature to reconsider. Consequently, S.B. 1210 and HoB. 2389 have been pro- posed; these two bills would move the election date back to the first Saturday in May. This would give some "relief", helping with the situation of the voters and workers still in town. Mayor Ringer noted that the City will automatically go to the May date unless the Council chooses an August or January date. He added that these dates are not a good choice because of the end- ing school year and the holidays. Councilman Brown asked if the six month budget could be adopted before the next council election. Mr. Cole replied that the Council could change the budget date to October 1; necessitating a three month interim budget. Mayor Ringer noted that the 06179 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 10 Council can change the fiscal year. Ms. Jones added that the Council is not required to take action if the May date is chosen. If the Council decides to move the date to January or August, a formal procedure would need to be followed, including submission to the Justice Department before an election could be held. Mayor Ringer commented that the May date is the best option in terms of the City's operations. Councilman Haddox asked if the staff would be affected by the change in fiscal year to October. Mr. Cole stated that a significant burden would be placed on the Finance Department because two budgets would be prepared in a six month period. Agenda Item No. 10 - Discussion of the telecommunication project installation of Overhead Cable Network. Mr. Cole stated that Virginia McCartney has researched options available for phone services at the Police Building and Utility Service Center. Ms. McCartney came forward to present the item. She introduced Mr. Lacy Lydell, Marketing Representative for GTE, Jerry Eden, outside plant manager, and Walt Magnussen, telecommunications in- structor for the Texas Engineering Extension Services. She noted that Mr. Magnussen has provided many hours of volunteer work. Ms. McCartney stated that two variables impact the cost of ser- vices: 1) City initiates changes, and 2) GTE rates for network services. She stated that the Off-Premise Extension Services will increase our monthly phone bill approximately $3,840.00. Each OPX charge for lines to the Utility Service Center will be $63.00 per month, this is a majority of the increase in the monthly bill. Councilman Brown asked if there could be three complete phone systems, one phone system at City Hall, one system at the Utility Service Center, and a system at the Police Building. Ms. McCartney stated that the system at City Hall allows internal transfers and direct dialing for citizens. Ms. McCartney noted that there will not be monthly charges if the City installs its own system, estimate $200,000. Councilman Boughton pointed out the $200,000 system would not cost the City additional monies over a period of five years; whereas, the other "06180 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 11 options would involve additional costs. Councilman Haddox asked what other charges are incurred with the installation of the equipment. Mr. Walter Magnussen, consultant with the Texas Engineering Extension Service explained that if the City installed its own system, there would be no worry about ongoing expenses. Councilman Haddox also asked if it would be a wise investment to spend an additional $100,000 if the City in- stalled its own cable network. Mr. Magnussen replied that the City has the capability and resources to build their own system. Ms. McCartney pointed out that the five year network cost does not reflect any rate increase, adding that these increases would be difficult to accurately forecast. She explained several disadvantages in constructing our own net- work. 1) Large up-front expense, requiring a large budgetary ap- propriation. 2) City will be responsible for maintaining the cable. 3) 300 pair, as recommended, would handle the City's needs for at least 5-7 years. The advantages are as follows: 1) No charge for additional ex- tensions at the Police Station and Utility Service Center; 2) Immediate decrease in recurring OPX charges; 3) New phone systems are not required for the Police Station or the Utility Service Center. Ms. McCartney stated that the City would save approximately $40,000 by installing its own cable and the time period involved would be four weeks. Ms. McCartney noted that GTE submitted a proposal to her late in the day, and she was not able to review it before the meeting today. She will report to the Council at their regular meeting. A~enda Item No. [6252-17 (2) (~) ]. 11 - Closed session to discuss personnel The council moved to closed session. AGenda Item No. 12 - Action on closed session. .06181 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 12 The following Council and Citizen appointments were made to the Citizen Committees. AMBULANCE ADVISORY COMMITTEE Billy Pickard, 4/89 Don Sweeney, 4/89 Charles Page, Chairman, 4/89 Pat Boughton, Liaison CEMETERY COMMITTEE Lynn McIlhaney, Liaison COMMUNITY APPEARANCE COMMITTEE Joyce DiBacco, Chairman, 4/88 Dick Haddox, Liaison COMMUNITY CENTER ADVISORY COMMITTEE Joan Lamkin, Chairman, 4/88 Pamela Bryson, 4/89 Gib Sawtelle, 4/89 Penny Ditton, 4/89 Sara Jones, Liaison EASTER~K)OD AIRPORT ZONING BOARD Timothy Chinn, 4/89 Dr. James Noel, 4/89 ELECTRICAL EXAMINING BOARD Dr. Robert Chenoweth, 4/89 Jesse E. Watson, 4/89 Robert Harville, 4/89 Larry Ringer, Liaison ENERGY MANAGEMENT COMMITTEE Valerie Anne Bauer, 4/89 Chris Lang, 4/89 FRANCHISE ADVISORY COMMITTEE Sara Jones, Liaison HISTORIC PRESERVATION COMMITTEE Norma Teets, 4/89 John Paul Abbott, 4/89 Maggie McGraw, 4/89 Pat Boughton, Liaison ,06182 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 Page 13 PARKS AND RECREATION BOARD Shannon Bray, Chairman, 4/89 Doug Venuti, 4/89 Sharon Colson, 4/89 David Cooper, 4/88 Pat Boughton, Liaison PLANNING AND ZONING COMMISSION David Brochu, Chairman Douglas Moore, 4/89 Lynn Colson, 4/88 George Dresser, 4/89 Walter Wendler, 4/89 Rotating Council Liaison PLUI~BING APPEALS AND ADVISORY BOARD Bill Lewis, 4/89 Larry Ringer, Liaison STRUCTURAL STANDARDS BOARD/BUILDING CODE BOARD OF ADJUSTMENTS Ed McDow, Jr., 4/89 Brett Henry, 4/89 Larry Ringer, Liaison ZONING BOARD OF ADJUSTMENTS David Ruesink, Chairman, 4/88 Michael Gentry, 4/89 Joe Thompson, 4/89 Brett Henry, Alternate, 4/89 Jim Gardner, Liaison ARTS COUNCIL OF THE BRAzes VALLEY Lynn McIlhaney, Council Liaison Agenda Item No. 13 - Adjourn. Mayor Ringer declared the meeting adjourned. ATTEST: Cl ¥ ecre~ar~ Dian Jones APPROVED~.- .~ Ma~% ~. i~_~e r 06183 GUEST REGISTER CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 13, 1987 4:00 P. M. 6. 22. 7. 23. 8. 24. 9. 25. 10. 26. 11. 27. 12. 28. 13. 29. 14. 30. 15. 31. 16. 32. 006184