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08-04-1998 (City Council) Minutes MINUTES Wylie City Council August 4, 1998 Call to Order Mayor John Mondy called the City Council Meeting to order,August 4, 1998 at 7:00 p.m. with the following Councilmembers present:Joel Scott,Reta Allen,Lavern Ramsey,Merrill Young,J.C. Worley,and Chris Trout. Staff members present were:Mike Collins,City Manager; Mindy Manson,Assistant to the City Manager; Brady Snellgrove,Finance Director and Barbara Salinas,City Secretary. Item for Consideration 1. Consider and Act Upon Approval of an Ordinance for the City of Wylie, Texas, Providing Restriction for Outside Watering and Landscape Irrigation; Declaring an Emergency; Providing for an Effective Date; Providing for a Penalty for the Violation Hereof; Providing for the Severability and Publication of the Caption Hereof. Ms. Manson addressed this item. She stated that staff is recommending approval of a mandatory watering ordinance. If approved by Council,a press release was prepared and flyers would be distributed door to door. Ms. Manson stated that the Ordinance would be effective after publication on Wednesday, August 12, 1998. Council was reassured by staff that all forms of public awareness would be implemented and that we would ensure sufficient compliance before we start active enforcement. There was some discussion by Council and Staff of the different levels and flexibility of enforcement. Staff advised Council that this Ordinance, if passed,would allow future action by the Mayor should an emergency arise. Mr. Collins stated that staff would receive a report from Mr. Jones within the next few weeks to measure the effectiveness of the mandatory watering. Councilman Young made a motion to Approve the Ordinance for the City of Wylie, Texas,Providing Restriction for Outside Watering and Landscape Irrigation; Declaring an Emergency; Providing for an Effective Date: Providing for a Penalty for the Violation Hereof;Providing for the Severability and Publication of the Caption Hereof. Mayor Pro Tern Worley seconded the motion. A vote was taken and the motion passed unanimously. 7-0 Ordinance No.98-21 AN ORDINANCE OF THE CITY OF WYLIE, TEXAS PROVIDING RESTRICTIONS FOR OUTSIDE WATERING AND LANDSCAPE IRRIGATION; DECLARING AN EMERGENCY; PROVIDING FOR AN EFFECTIVE DATE; PROVIDING FOR A PENALTY FOR THE VIOLATION HEREOF; PROVIDING FOR THE SEVERABILITY AND PUBLICATION OF THE CAPTION HEREOF. Worksession Discussion of Proposed Fiscal Year 1998-1999 Budget. The Mayor then adjourned into Worksession for presentation of the last departmental budgets, and the City Manager's Budget Overview. Wylie City Council Minutes August 4,1998 Page 1 Worksession-continued Departmental Presentations Barbara Salinas, City Secretary,presented her budget requests for FY98-99. She gave Council a summary'of accomplishments as well as departmental goals for the future. One focus is the development of a centralized filing system to organize and centralize all city records for security and easy access. She also envisions for future development a CD ROM library which will house all research materials on CD's and include software with subject word search capabilities. Major Items necessary for the continuation of a successful records management program include a micro-film reader printer and heavy duty shredder. Council had concerns regarding Student Government Day activities for the 1999 Seniors. Mayor Pro Tern Worley asked that we consider a March date. Ms. Salinas stated that as a result of discussions with Dr. Jose Parra, we are actually considering the possibility of two dates to correspond with the Seniors curriculum. Suggested times were November and March. Councilman Scott questioned our contract with the Collin County Elections Administration to conduct our elections. Ms. Salinas stated that the figure was based on an estimate from the County, and that the City hoped to continue the cost effectiveness of contracting the services of Collin County. Councilman Trout asked about the type of shredder required. Ms. Salinas explained that a heavy duty shredder was necessary to expedite destruction as well as eliminate ongoing costs to contract with a shredding service, if our records management program was to be long term. With no further questions from Council,Ms. Salinas concluded her presentation. Mike Collins, City Manager stated that he would address any questions Council had regarding his budget requests. Council inquired as to the `ghost shopper' survey that was conducted by the City. Mr. Collins stated that he was not pleased with the information provided from the first survey, therefore a second survey with different,more detailed questions were used thereby providing more substantial information. He stated that a written report would be prepared for Council and forwarded for their review. Mr. Collins explained that in conjunction with staff's desire to provide a higher level of customer service,the Administrative Support Group (ASG)has organized into committees to address specific areas of concern. Mr. Collins stated that a consultant, Mr. Randy Slack, has recently spent time with the building inspectors and made his assessment. Mr. Collins explained that this will be part of the Comprehensive Code Enforcement Plan on August 1 l. Councilman Trout asked about the status of Kreymer Lane. Mr. Collins stated that Kreymer was scheduled to go before Council on the 11th and has since been rescheduled for the 25th at the request of Mr. MacLean,who had some concerns before final payment was requested. Mr. Collins identified some major considerations that helped develop the FY98-99 Budget. He stated that Council's clear policy direction impacts the entire budget and credited Council for their input in the process. The four year revenue projections show an increase by FY2000. Mr. Collins stated that the 98-99 budget comes forward with a fiscally responsible Fund Balance close to 13%and Fund Balance of$780,000. He stated that this budget does not necessarily require a tax rate increase to finance the operating budget and that staff tried to work with existing tax rate. Mr. Collins stated that there has been discussion regarding the wage plan and what would be done for salary adjustments across the board. This budget is proposing 10% across the board, including the 15%public safety pay raise,for those not included in public safety and a 5%for Exempt for non-exempt,with a 3%merit pool in April of 1999. Wylie City Council Minutes August 4,1998 Page 2 Worksession-continued Budget Presentation Mr. Collins stated that the city needs to establish a clear policy direction as to where we want our salaries to fall, according to the market survey. He cited as an examples,Plano and Garland and what they offer their employees with regard to the average salary based on market survey. Mr. Collins stated that Council's direction will establish our future attraction and retention of employees. There was some discussion as to the scope of cities surveyed, i.e., local, state and national levels. There was some discussion with regard to employee insurance and longevity checks. Councilwoman Allen inquired about the Workman's Comp line item in Council's budget. Mr. Snellgrove stated that if a Council member is injured on city business,they are covered. Mr. Collins stated major considerations include the Fire Department multi-year staffing program and the addition of another police officer. However,the trade off is support for SRO and DARE officer. Mr. Collins stated that the School District is indicating a firm commitment. Mr. Collins explained the last major consideration as the reason why this years budget works without a tax increase. He explained that there has been a$250,000 line item identified as street and alley fund which was initiated four years ago as a prudent means to get projects completed. Mr. Collins stated that in discussion with both Mr. Snellgrove and Mr. Jones, they all agreed that the most prudent method of financing those types of capital improvement projects would be through a future bond election. This is because of the life of the improvement(concrete alleyways)is 20-25 years and we should not finance on a pay as you go basis. Staff feels it would be more appropriate to reallocate into the Operating Fund for salary adjustments. Mr. Collins stated that we still have$100,000 for asphalt overlay program throughout the community. Mr. Collins stated that one of the major items approximately$115-120,000 would have involved the Butler alley. This project was delayed due to the conditions of the sewer line beneath the alley. It was discovered that the sewer line had collapsed. These funds were reallocated to other alley improvements in the community. It is now possible after the replacement of the sewer,for the concrete work which would have been done out of the General Fund, to be done out the Utility Fund. Councilman Scott had concerns regarding the continuation of street improvements and how the decrease from $250,000 to $100,000 would effect the amount of projects completed. Ms. Manson stated that the$100,000 was the same amount spent last year for street improvements. Mr. Collins stated that the intent was only to eliminate the concrete work on Butler. Mr. Collins stated that we should remain positive with the opportunities that this budget helps create in order to help the community succeed. Mr. Collins stated that this budget offers more recreation opportunities with the development of the Joint Use Athletic Field in partnership with the School District as well as the possibility of a joint maintenance agreement next year. Councilman Scott asked about the status of the Teen Center and the$12,000 allocation. Ms. Manson stated that the Center was closed due to low attendance and high maintenance. She was not sure of the status, however the Boys and Girls Club did want to maintain a presence in the community. Mr. Collins stated that this was suggested to the Wylie 2000 group as a worthwhile project to revitalize as well as encouraging any Council involvement. Wylie City Council Minutes August 4,1998 Page 3 Worksession-continued Budget Presentation Mr. Collins stated that this budget will also include 4B Sales Tax revenue for Parks and Library. He reminded Council of Ms.Morses'presentation to which she cited a tremendous growth at the Library,with a 47%increase in the Summer Reading Club and the first production of a play at Hartman Elementary to an audience of over 100. The Mayor commended Ms. Morse for her diligence in securing grant money for the library. Mr. Collins stated how critically important it will be to the Records Management Program to initiate a Centralized Filing System. Mayor Mondy agreed and stated that he had the opportunity to visit the file room and encouraged Council to do the same. Mr.Collins stated that staff will continue planning and initiate permits for the Regional Waste Water Treatment Plant. He stated that he and Mr. Greg MacLean will be meeting with Mr. Parks, Executive Director of the North Texas Municipal Water District and look for the first time at a time line from initiation to completion of the Treatment Plant. Mr. Collins stated that this project will play an important role with the development of Woodbridge Residential. Mr. Collins addressed the Fleet Maintenance Program which was started a few years ago. He stated that Staff has had some good discussion with regard to the needs,distribution and financing of city vehicles. Mr. Collins deferred to Mr. Snellgrove with regard to the computer and technological needs of the city and how this impacts the budget. Mr. Snellgrove stated that there have been some problems with our equipment and software with regard to the year 2000 compatibility as well as storage/space. There was some discussion about networking within the departments and the need for an agreement of uniformity of software use by employees. Mr. Collins concluded that this budget is about Employees making a difference. He stated that we will achieve, and produce a higher level of service. He stated that we will bring forward specific proposals to be implemented. Mr. Collins stated that he is very pleased with the Administrative Support Group. This group,he stated, is made up of the front line employees who have taken the initiative and divided customer service into different elements. He also stated that the information provided by the `ghost shopper' and outside assistance of individuals who have been working with city employees are all part of our goal to identify areas of concern. Mr. Collins stated that staff will be bring forth more information in the future. Mayor Mondy and Council asked to see the results of the first`ghost shopper'. Mr. Collins stated that the results were incomplete,but that he would provide them to Council,with the results of the results of the second ghost shopper. Mr. Collins stated that another area will be addressed at the August 11 meeting when staff will present the basis for a proactive,voluntary compliance of a Code Enforcement Program. Mr. Collins stated that the review process of the Comprehensive Plan has begun and that it is the most significant policy guide for the future build out of our city. Mr. Collins stated that the installation of the 911 installation will allow a higher level of service and it will be paid for with user fees. He stated that the new Program will be installed by the end of September. He stated that in Partnership with the School District,they have made a firm commitment to the multi-year program with regard to the SRO and DARE Officer. Mr. Collins asked Mr. Snellgrove to address Council. Mr. Snellgrove made a presentation of overheads beginning with the Revenues and Expenditures. He stated that the form previously provided contained some blanks and that those have now been filled in. Mr. Snellgrove emphasized that sales tax is crucial to our budget and that the keystone is retail sales. Wylie City Council Minutes August 4,1998 Page 4 Worksession-continued Budget Presentation Mr. Snellgrove stated that the final tax roll was up due to new growth. In discussing the City of Wylie Organizational Chart,Mr. Snellgrove stated that a large percent of employee growth was due to the increase in personnel within the public safety area. Mr. Snellgrove discussed the Proposed Funding of Expanded Levels of Service with a brief explanation of the departmental requests. Mr. Snellgrove stated that the Utility Fund looked real good. Mr. Snellgrove presented overheads on the Special Revenue Funds and General Obligation Debt Services Funded. He explained the 4B Debt Service Fund. The Mayor asked Mr. Snellgrove if specific sales tax generators could be pinpointed. Mr. Snellgrove stated that it was not possible. The Mayor indicated that he was interested in the figures generated by the downtown merchants and what impact they could have if they were not able to operate. Street Capital Projects Funds. Mr. Snellgrove stated that we still have contracts and projects pending that will overlap the fiscal year. Councilman Scott asked if we will come out `equal'? Mr. Snellgrove stated that we should come out close if not equal,but that concrete prices have made significant increases in project costs. 4B Capital Project Fund Mr. Snellgrove stated that according to city staff, this fund will end September 30 and that all funds will have been spent. Mr. Snellgrove stated that there is still the possibility of a grant for future development needs. Fire Station Fund Mr. Snellgrove stated that this is a new fund, and if the schedule is followed,we will bring money in and spend it all within the same fiscal year. Mr. Snellgrove explained the tax note financing of the fire stations and addressed Council's questions regarding tax notes funding. He explained that the reimbursement resolution which the city recently approved,sets forth what the notes can be used for including software and hardware. Service Center Capital Project Fund Mr. Snellgrove stated that the expected fund balance for 1999 is $114,820. The $18,830 expenditure was a transfer of the James Johnson Memorial Fund which was used for improvements to the Animal Shelter and Children's area at the Smith Public Library. Utility Construction Fund Mr. Snellgrove stated that this is the fund in which the 1995 Water and Sewer portions of the 1995 bonds are allocated. There are current projects pending, and approximately 1.7 million dollars is expected to be spent before the year is complete. Mr. Snellgrove stated that he had covered the main portions of the budget, and that additional information would be forthcoming. Mr. Snellgrove presented information related to the tax rate. Mr. Snellgrove stated that based on our current scenario, if we generate one cent more we are required by law to hold a special meeting for a roll call vote. Mr. Snellgrove stated that Council will need to consider the time line in order for Council to make a decision within the next few weeks with regard to the tax rate, otherwise it will be difficult to change the tax rate. Mr. Snellgrove stated that the time line would dictate publication requirements. Wylie City Council Minutes August 4,1998 Page 5 Worksession-continued Budget Presentation Mr. Snellgrove stated that Council could raise taxes .04 cents without going over the 8%rate. Mr. Snellgrove stated that .01 cents will generate approximately$46,300, therefore .04 cents will generate approximately 2 million dollars. Mr. Snellgrove reminded Council that a roll call vote would be required before we actually adopt the budget in September. Council had discussion regarding the Collin County Bond election, Collin County projects and how it relates to the city's proposed budget. Mayor Mondy called for a five minute recess before Council convened into Executive Session. Executive Session Mayor Mondy convened into Executive Session at 8:50 p.m.in accordance with Chapter 551, Government Code, Vernon's Texas Codes Annotated(Open Meeting Law). Section 551.071,Discussion with City Attorney on a matter concerning Kansas City Southern Railroad in which the duty of the attorney to the governmental body under the Texas Disciplinary Rule of Professional Conduct of the State of Texas clearly conflicts with this Chapter;and Section 551.075 Conference with City Employees to review information from employees concerning Kansas City Southern Railroad;and Sections 551.071 Consultation with City Attorney; and 551.075 Conference with Employees to Discuss Issues Regarding the Future Development of Spring Creek Parkway. Reconvene into Open Session No action was taken as a result of the Executive Session. Adjournment. As there was no further business to come before the Council,the meeting was adjourned. n ^ vJ ,Mayor Attest: 4,1/_ ..- , b! a A. Salinas,/ Secretary �i�si�svki Wylie City Council Minutes August 4,1998 Page 6