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08-18-1988 (City Council) Minutes 102 CALLED CITY COUNCIL MEETING - MINUTES �. AUGUST 18, 1988 The Wylie City Council met in a called session on Tuesday, August 18, 1988 at 6: 30 P.M. in the Conference Room of the City Manager' s Office at the Municipal Complex . A quorum was present and notice of the meeting had been posted in the time and manner required by law. Those present were Mayor Chuck Trimble, Council Members Orite Messenger, Bud Naish, Jim Swartz , and Marvin Blakey, City Manager John Pitstick, City Secretary Carolyn Jones, Finance Director James Johnson, Public Works Superintendent Don White and Assist . Engineer Ron Homeyer. Mayor Pro Tem John Akin and Councilman Chris DiTota were absent. Mayor Trimble called the meeting to order and Carolyn Jones gave the invocation. DISCUSSION OF PROPOSED 88/89 GENERAL FUND BUDGET: Councilman Messenger wanted to look at moving the monies for striping the police cars to producing the news letter. Also wanted to look at three positions, Garage, Warehouse and Purchasing Agent , and to keep at least a minimum in the Council Reserve. James Johnson stated the Warehouseman is in charge of all inventory in the warehouse, of checking in and out merchandise and equipment. This person also goes for parts for the public works crews. Rain gear and small tools are checked in and out daily. City Manager John Pitstick said that staff would get a job description for the warehouseman and bring back to Council . Councilman Messenger feels that each department head should be able to purchase for their own department and therefore eliminate the purchasing agent. James Johnson said in centralized purchasing, you have more control . The purchasing agent has to have the purchase order approved prior to ordering. James Johnson said when he wrote the purchasing manual , it was to control the buying and getting estimates prior to purchasing. If department heads do purchasing it is not controlled and is bad . Councilman Messenger said department heads should be responsible enough to purchase for their departments. Mayor Trimble said need to look at allocating payroll to the right department for the City Manager and Finance Director. REIMBURSEMENT OF TRAVEL FOR CITY EMPLOYEES: City Manager John Pitstick said not all City' s provide cars for department heads. City Managers are paid a car allowance. Actual cost per year for City car - 12,000 miles is $4 ,600, if given car allowance of $250 .00 - $3 ,000 .00 . Reimbursement at $.225 would be $2 ,700 .00 . City Manager John Pitstick said staff recommends City Manager, Public Works Superintendent, Engineer, and Code Enforcement to get car allowance and keep a pool car for Finance Director and City Secretary and others . VEHICLE MAINTENANCE DEPARTMENT: Don White stated the justification for the fleet maintenance to stay in house is the labor cost. The labor rate is a lot less than if sent out side of our office. We buy parts on wholesale prices, if sent out for repairs , would pay retail prices for parts . Mr . White gave the Council a list of repairs that had been done on City vehicles and what the City has paid versus what it would have cost if sent out . The salary for the mechanic with benefits is $19,000.00 per year. Mr . White also stated that General Motors offers certification courses free to municipalities and the mechanic is going to these classes . Councilman Naish wanted to know if he worked a swing or grave yard shift would this be better in having the vehicles available for maintenance. Councilman Messenger said if you add up all the repairs on all vehicles in the City, why is it costing so much for outside services and why so much on tires. James Johnson said right front tires will wear out first on the police cars. Mr. Johnson said the City buys tires wholesale and they are mounted and balanced . This is through a contract with City of Plano. Mr . White said we send out transmission and front end work. We do not have equipment for this type of heavy repair in house. Councilman Swartz wanted to know if the cars were getting into the garage on a timely basis . Mr . Mike Stone, mechanic, said if they would bring them in when they are suppose to and being able to get the parts , would help. Councilman Blakey asked about abuse to vehicles. Mr . Stone said if he feels a vehicle has been abused, I will report it to Mr. White. Mr . White said he would like to keep the program a least one more year in order to get a better feel of the program. Councilman Blakey wanted to know if we were making the employees aware of taking care of the their vehicles. CONTRACT TAX COLLECTING SERVICES FOR 1988 : James Johnson said he talked with Ken Maun and they would do the City Tax Roll Billing and would provide some maintenance service, the charge for this would be $ .75 per account. Mr . Johnson said he asked if they collect Monday - Friday and wire monies to entity next week. They do not pay any interest on these collections , and we could loose about $800 .00 from interest . City would loose control . Until the roll is clean, we have to do some tax services from here as well . Mr. Johnson said there should be a contract with the County if Council decides to do this. Mayor Trimble said he had a contract plus the State Law on this that the City could use. Mr. Johnson said from personal standpoint, I would recommend City/School joint collection system. Mr. Johnson said the issue he is concerned with is the cash flow control and access to the delinquent accounts . Mayor said to go ahead and look in to this further. Mr. Johnson did state after being asked , that this collection by County would free up one employee to be in just Finance and illuminate one tax clerk. DISCUSSION OF 1988/89 PROPOSED WATER AND SEWER FUND BUDGET: The following have been proposed as revenues for the Water and Sewer Fund Budget: Water Sales $775 ,000 . Bulk Water Sales 4 ,000. Other Water Sales 5,250 . Meter Turn On 3 ,750. Sewer Service 575 ,500 . Sewer Bulk 12 ,000. Sewer Tap Fees 4 ,500 . Interest on Investments 2,500 . Interest on Deposits 7 ,000 . Penalty and Interest 43 ,000. Misc . Revenues 5,400 . Other Revenues 16 ,000. TOTAL REVENUES $1,448,000. Mayor Trimble said to have Mr . Binford to base the growth rate on the water and sewer rate study at zero. The following is the expenditures budgeted for the Utility Fund: Department 501 - Administration total budget of $148 ,250 . with two employees Department 502 - Water total budget of $533 ,500 . with four employees Department 503 - Sewer total budget of $604 ,250 . with three employees 105 Department 520 - Utility Billing total budget of $180,000 . five employees Department 515 - Debt Service total budget of $153 ,000 Department 520 - Building Services - Municipal Complex total budget of $ 14 ,500 . Department 521 - Building Services - Public Works total budget of $25, 500 . This is the preliminary budget for Utility Funds, between now and the next meeting staff will get both General and Utility Funds balanced. Councilman Naish suggested for each public hearing to show what each department is doing and what debt service is for. There being no other discussion, a motion was made to adjourn with all in favor . Chuck Trimble, liapar ATTEST: '�vaa�iFiuu��/i,,, Carol." "orleq., ity Secretary �� i,, SEAL Nr>if�nrit�ilmti000w 106 CALLED CITY COUNCIL MEETING - MINUTES AUGUST 18, 1988 The Wylie City Council met in a called session on Tuesday, August 18 , 1988 at 6:30 P.M. in the Conference Room of the City Manager ' s Office at the Municipal Complex . A quorum was present and notice of the meeting had been posted in the time and manner required by law. Those present were Mayor Chuck Trimble, Council Members Orite Messenger, Bud Naish, Jim Swartz , and Marvin Blakey, City Manager John Pitstick, City Secretary Carolyn Jones, Finance Director James Johnson, Public Works Superintendent Don White and Assist. Engineer Ron Homeyer. Mayor Pro Tem John Akin and Councilman Chris DiTota were absent. Mayor Trimble called the meeting to order and Carolyn Jones gave the invocation. DISCUSSION OF PROPOSED 88/89 GENERAL FUND BUDGET: Councilman Messenger wanted to look at moving the monies for striping the police cars to producing the news letter. Also wanted to look at three positions, Garage, Warehouse and Purchasing Agent, and to keep at least a minimum in the Council Reserve. James Johnson stated the Warehouseman is in charge of all inventory in the warehouse, of checking in and out merchandise and equipment. This person also goes for parts for the public works crews . Rain gear and small tools are checked in and out daily. City Manager John Pitstick said that staff would get a job description for the warehouseman and bring back to Council . Councilman Messenger feels that each department head should be able to purchase for their own department and therefore eliminate the purchasing agent. James Johnson said in centralized purchasing , you have more control . The purchasing agent has to have the purchase order approved prior to ordering. James Johnson said when he wrote the purchasing manual , it was to control the buying and getting estimates prior to purchasing. If department heads do purchasing it is not controlled and is bad. Councilman Messenger said department heads should be responsible enough to purchase for their departments. Mayor Trimble said need to look at allocating payroll to the right department for the City Manager and Finance Director. 107 REIMBURSEMENT OF TRAVEL FOR CITY EMPLOYEES : City Manager John Pitstick said not all City' s provide cars for department heads. City Managers are paid a car allowance. Actual cost per year for City car - 12,000 miles is $4 ,600, if given car allowance of $250.00 - $3 ,000 .00 . Reimbursement at $.225 would be $2,700 .00 . City Manager John Pitstick said staff recommends City Manager, Public Works Superintendent, Engineer, and Code Enforcement to get car allowance and keep a pool car for Finance Director and City Secretary and others . VEHICLE MAINTENANCE DEPARTMENT: Don White stated the justification for the fleet maintenance to stay in house is the labor cost. The labor rate is a lot less than if sent out side of our office. We buy parts on wholesale prices, if sent out for repairs , would pay retail prices for parts. Mr . White gave the Council a list of repairs that had been done on City vehicles and what the City has paid versus what it would have cost if sent out . The salary for the mechanic with benefits is $19,000.00 per year . Mr . White also stated that General Motors offers certification courses free to municipalities and the mechanic is going to these classes . Councilman Naish wanted to know if he worked a swing or grave yard shift would this be better in having the vehicles available for maintenance. Councilman Messenger said if you add up all the repairs on all vehicles in the City, why is it costing so much for outside services and why so much on tires. James Johnson said right front tires will wear out first on the police cars . Mr. Johnson said the City buys tires wholesale and they are mounted and balanced . This is through a contract with City of Plano. Mr . White said we send out transmission and front end work. We do not have equipment for this type of heavy repair in house. Councilman Swartz wanted to know if the cars were getting into the garage on a timely basis. Mr. Mike Stone, mechanic, said if they would bring them in when they are suppose to and being able to get the parts , would help. Councilman Blakey asked about abuse to vehicles. Mr . Stone said if he feels a vehicle has been abused, I will report it to Mr . White. Mr . White said he would like to keep the program a least one more year in order to get a better feel of the program. Councilman Blakey wanted to know if we were making the employees aware of taking care of the their vehicles. 108 CONTRACT TAX COLLECTING SERVICES FOR 1988: James Johnson said he talked with Ken Maun and they would do the City Tax Roll Billing and would provide some maintenance service, the charge for this would be $. 75 per account. Mr. Johnson said he asked if they collect Monday - Friday and wire monies to entity next week. They do not pay any interest on these collections , and we could loose about $800 .00 from interest . City would loose control . Until the roll is clean, we have to do some tax services from here as well . Mr. Johnson said there should be a contract with the County if Council decides to do this. Mayor Trimble said he had a contract plus the State Law on this that the City could use. Mr. Johnson said from personal standpoint, I would recommend City/School joint collection system. Mr. Johnson said the issue he is concerned with is the cash flow control and access to the delinquent accounts. Mayor said to go ahead and look in to this further . Mr. Johnson did state after being asked, that this collection by County would free up one employee to be in just Finance and illuminate one tax clerk. DISCUSSION OF 1988/89 PROPOSED WATER AND SEWER FUND BUDGET: The following have been proposed as revenues for the Water and Sewer Fund Budget: Water Sales $775,000 . Bulk Water Sales 4 ,000 . Other Water Sales 5,250 . Meter Turn On 3,750 . Sewer Service 575,500 . Sewer Bulk 12 ,000. Sewer Tap Fees 4 ,500 . Interest on Investments 2,500 . Interest on Deposits 7 ,000 . Penalty and Interest 43,000. Misc. Revenues 5,400 . Other Revenues 16,000 . TOTAL REVENUES $1,448,000 . Mayor Trimble said to have Mr . Binford to base the growth rate on the water and sewer rate study at zero. 109 The following is the expenditures budgeted for the Utility Fund: Department 501 - Administration total budget of $148,250 . with two employees Department 502 - Water total budget of $533 ,500 . with four employees Department 503 - Sewer total budget of $604 ,250. with three employees Department 520 - Utility Billing total budget of $180,000 . five employees Department 515 - Debt Service total budget of $153 ,000 Department 520 - Building Services - Municipal Complex total budget of $ 14 ,500 . Department 521 - Building Services - Public Works total budget of $25,500 . This is the preliminary budget for Utility Funds, between now and the next meeting staff will get both General and Utility Funds balanced . Councilman Naish suggested for each public hearing to show what each department is doing and what debt service is for. There being no other discussion, a motion wa to adjourn with all in favor . Chuckc-TrimhlP or ATTEST: `\`\`` ttit011llppi Cat" ' ��°' <`. - . c' Carolofie ; ty Secretary SEAL j i am' „,.a,. ::0 tiit�t� 110 CALLED CITY COUNCIL MEETING - MINUTES AUGUST 18, 1988 The Wylie City Council met in a called session on Tuesday, August 18, 1988 at 6:30 P.M. in the Conference Room of the City Manager' s Office at the Municipal Complex . A quorum was present and notice of the meeting had been posted in the time and manner required by law. Those present were Mayor Chuck Trimble, Council Members Orite Messenger , Bud Naish, Jim Swartz , and Marvin Blakey, City Manager John Pitstick, City Secretary Carolyn Jones , Finance Director James Johnson, Public Works Superintendent Don White and Assist. Engineer Ron Homeyer. Mayor Pro Tem John Akin and Councilman Chris DiTota were absent. Mayor Trimble called the meeting to order and Carolyn Jones gave the invocation. DISCUSSION OF PROPOSED 88/89 GENERAL FUND BUDGET: Councilman Messenger wanted to look at moving the monies for striping the police cars to producing the news letter. Also wanted to look at three positions, Garage, Warehouse and Purchasing Agent , and to keep at least a minimum in the ..�, Council Reserve. James Johnson stated the Warehouseman is in charge of all inventory in the warehouse, of checking in and out merchandise and equipment. This person also goes for parts for the public works crews . Rain gear and small tools are checked in and out daily. City Manager John Pitstick said that staff would get a job description for the warehouseman and bring back to Council . Councilman Messenger feels that each department head should be able to purchase for their own department and therefore eliminate the purchasing agent. James Johnson said in centralized purchasing , you have more control . The purchasing agent has to have the purchase order approved prior to ordering. James Johnson said when he wrote the purchasing manual , it was to control the buying and getting estimates prior to purchasing. If department heads do purchasing it is not controlled and is bad . Councilman Messenger said department heads should be responsible enough to purchase for their departments. Mayor Trimble said need to look at allocating payroll to the right department for the City Manager and Finance Director. REIMBURSEMENT OF TRAVEL FOR CITY EMPLOYEES: City Manager John Pitstick said not all City' s provide cars for department heads. City Managers are paid a car allowance. 111 Actual cost per year for City car - 12 ,000 miles is $4 ,600, if given car allowance of $250 .00 - $3 ,000 .00 . Reimbursement at $.225 would be $2,700 .00 . City Manager John Pitstick said staff recommends City Manager, Public Works Superintendent, Engineer, and Code Enforcement to get car allowance and keep a pool car for Finance Director and City Secretary and others. VEHICLE MAINTENANCE DEPARTMENT: Don White stated the justification for the fleet maintenance to stay in house is the labor cost. The labor rate is a lot less than if sent out side of our office. We buy parts on wholesale prices, if sent out for repairs , would pay retail prices for parts . Mr. White gave the Council a list of repairs that had been done on City vehicles and what the City has paid versus what it would have cost if sent out . The salary for the mechanic with benefits is $19,000.00 per year . Mr . White also stated that General Motors offers certification courses free to municipalities and the mechanic is going to these classes. Councilman Naish wanted to know if he worked a swing or grave yard shift would this be better in having the vehicles available for maintenance. Councilman Messenger said if you add up all the repairs on all vehicles in the City, why is it costing so much for outside services and why so much on tires. James Johnson said right front tires will wear out first on the police cars . Mr. Johnson said the City buys tires wholesale and they are mounted and balanced . This is through a contract with City of Plano. Mr . White said we send out transmission and front end work. We do not have equipment for this type of heavy repair in house. Councilman Swartz wanted to know if the cars were getting into the garage on a timely basis . Mr . Mike Stone, mechanic, said if they would bring them in when they are suppose to and being able to get the parts , would help. Councilman Blakey asked about abuse to vehicles. Mr. Stone said if he feels a vehicle has been abused, I will report it to Mr. White. Mr. White said he would like to keep the program a least one more year in order to get a better feel of the program. Councilman Blakey wanted to know if we were making the employees aware of taking care of the their vehicles. CONTRACT TAX COLLECTING SERVICES FOR 1988: James Johnson said he talked with Ken Maun and they would do the City Tax Roll Billing and would provide some maintenance service, the charge for this would be $ . 75 per account. Mr . Johnson said he asked if they collect Monday - Friday and wire monies to entity next week. They do not pay any interest on these collections , and we could loose about $800.00 from interest. 112 City would loose control . Until the roll is clean, we have to do some tax services from here as well . Mr. Johnson said there should be a contract with the County if Council decides to do this. Mayor Trimble said he had a contract plus the State Law on this that the City could use. Mr. Johnson said from personal standpoint, I would recommend City/School joint collection system. Mr. Johnson said the issue he is concerned with is the cash flow control and access to the delinquent accounts. Mayor said to go ahead and look in to this further. Mr. Johnson did state after being asked , that this collection by County would free up one employee to be in just Finance and illuminate one tax clerk. DISCUSSION OF 1988/89 PROPOSED WATER AND SEWER FUND BUDGET: The following have been proposed as revenues for the Water and Sewer Fund Budget: Water Sales $775 ,000 . Bulk Water Sales 4 ,000. Other Water Sales 5,250 . Meter Turn On 3,750. Sewer Service 575,500. Sewer Bulk 12,000. Sewer Tap Fees 4,500 . Interest on Investments 2,500 . Interest on Deposits 7 ,000 . Penalty and Interest 43,000. Misc. Revenues 5,400. Other Revenues 16,000. TOTAL REVENUES $1,448,000. Mayor Trimble said to have Mr. Binford to base the growth rate on the water and sewer rate study at zero. The following is the expenditures budgeted for the Utility Fund: Department 501 - Administration total budget of $148,250 . with two employees Department 502 - Water total budget of $533,500 . with four employees Department 503 - Sewer total budget of $604,250 . with three employees 1 13 Department 520 - Utility Billing total budget of $180,000 . five employees Department 515 - Debt Service total budget of $153,000 Department 520 - Building Services - Municipal Complex total budget of $ 14 ,500 . Department 521 - Building Services - Public Works total budget of $25,500 . This is the preliminary budget for Utility Funds, between now and the next meeting staff will get both General and Utility Funds balanced. Councilman Naish suggested for each public hearing to show what each department is doing and what debt service is for . There being no other discussion, a motion was made to adjourn with all in favor. C�Jf Chuck Trimble, Mayor ATTEST : f? 9Lwk4 ►ur► �iii�i • fec <<\ faro �rS ``` Cfty Secretary 11===1 SEAL.