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.