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08-23-2011 (City Council) Minutes Wylie City Council CITY OF WYLIE r Minutes Wylie City Council Meeting Tuesday, August 23, 2011 — 6:00 p.m. Wylie Municipal Complex — Council Chambers 300 Country Club Road, Bldg. 100 Wylie, TX 75098 CALL TO ORDER announce the presence()fa Quorum. Mayor Eric Hogue called the meeting to order at 6:00 p.m. City Council members present included: Mayor Pro Tem Red Byboth, Councilwoman Kathy Spillyards, Councilwoman Diane Culver, Councilman David Goss, Councilman Rick White, and Councilman Bennie Jones. Staff present were: City Manager, Mindy Manson; Assistant City Manager, Jeff Butters; Fire Chief, Randy Corbin; Police Chief, John Duscio; Finance Director, Linda Bantz; Public Services Director, Mike Sferra; Library Director, Rachel Orozco; City Engineer, Chris Hoisted; Wylie Economic Development Director, Sam Satterwhite; Building Official, Mike McAnnally; Planning Director, Renae' 011ie; City Secretary, Carole Ehrlich; Public Information Officer, Craig Kelly, and various support staff. INVOCATION & PLEDGE OF ALLEGIANCE Fire Chief Corbin gave the Invocation and Councilwoman Culver led the Pledge of Allegiance. PRESENTATION • Proclamation 9/11: Ten Year Anniversary Recognition. Mayor Hogue, Fire Chief Corbin and public safety staff read a proclamation in memory of 9/11. Fire Chief Corbin asked everyone "not to forget" those that lost their lives in this tragic event and those that assisted with the recovery efforts. • Presentation of a certificate from the Mayor to participants of the Wylie Flyers Summer Track program who qualified for the summer 2011 Texas Amateur Athletic Federation State Track Meet. Mayor Hogue and Recreation Superintendent Robert Diaz presented the Wylie Flyers Summer Track team and recognized students that received medals at the regional, state, and national level. Minutes August 23, 2011 Wylie City Council Page 1 • Presentation to WFR of the Wylie Fire Bell by Wylie Cares. Wylie Cares representatives presented Chief Corbin and the WFR with an official Fire Bell donated by the organization. Fire Chief Corbin and WFR staff was present to accept the bell. Members of the Wylie Cares group which is part of the community outreach by Keller Williams Realty were: Kathy Spillyards, Lynn Grimes, and Ann Hall. CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address Council regarding an item that is not listed on the Agenda. Residents must provide their name and address. Council requests that comments be limited to three (3) minutes. In addition, Council is not allowed to converse, deliberate or take action on any matter presented during citizen participation. Matthew Butschek, residing at 1755 FM 1378, addressed Council with observations regarding the re-design of FM 1378. Dianne Lockridge, residing at 520 Highland Ridge Dr., Wylie, addressed Council thanking them and staff for the installation of the flags at the entrance of the Municipal Complex and complimenting the Police, Fire and Public Works departments for their assistance on several occasions at her home. Former Wylie Mayor William Martin addressed Council reporting on the results of the "Elvis" Event and thanking Mayor Hogue for his participation in the auction. He noted his appreciation to City staff and especially Mindy Manson for her work on the proposed budget. He asked the Council to work together in approving the final budget for the coming year. CONSENT AGENDA All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion. There will not be separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. A. Consider, and act upon, approval of the Minutes of the August 9, 2011 Regular Meeting of the Wylie City Council. (C. Ehrlich, City Secretary) B. Consider, and place on file, the Monthly Revenue and Expense Report for the City of Wylie as of July 31,2011. (L. Bantz, Finance Director) C. Consider, and place on file, the City of Wylie Monthly Investment Report for July 31,2011. (L. Bantz, Finance Director) D. Consider, and place on file, the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of July 31, 2011. (S. Satterwhite, Executive Director, WEDC) E. Consider, and act upon, approval of a Preliminary Plat for Aaron Davis Addition, creating a single lot of record on 4.390 acres. The property is generally located south Minutes August 23, 2011 Wylie City Council Page 2 of Parker Road and approximately 950' west of Country Club Road. (R. 011ie, Planning Director) F. Consider, and act upon, approval of a Final Plat for Torres Addition, Block A, Lot 1 on one residential lot on two acres, located at 910 Hensley Lane, south of Hensley Lane and approximately 1,872 feet west of Sanden Boulevard. (R. 011ie, Planning Director) Council Action A motion was made by Councilman White, seconded by Councilwoman Spillyards to approve the consent agenda as presented. A vote was taken and the motion passed 7-0. REGULAR AGENDA Public Hearing 1. Hold a Public Hearing on the fiscal year 2011-2012 Proposed Budget and provide all interested persons an opportunity to be heard, either for or against any item in the proposed budget; and set and announce the date, time and place of the meeting at which Council will vote on the final proposed budget. (L. Bantz, Finance Director) Public Hearing Mayor Hogue opened the public hearing on the proposed budget for fiscal year 2011-2012 asking anyone present who wished to address Council to come forward and keep their comments to three minutes. Cherie Wilkinson, Dianne Lockridge, Pamela Engstrom and Matthew Butschek addressed Council speaking against the 2% lump sum payment to City employees within the proposed budget. Grace Morrison, Jerri Smith and Alicia White addressed Council speaking in favor of the 2% lump sum payment to City employees within the proposed budget. With no one else present to address the Council, Mayor Hogue closed the public hearing. Council Action A motion was made by Mayor Pro Tern Byboth, seconded by Councilman White to set September 13, 2011 at 6:00 p.m. in the Wylie City Council Chambers, 300 Country Club Rd., Bldg. 100, Wylie, Texas as the date, time and place of the meeting at which the Wylie City Council will vote on the final proposed budget. A vote was taken and the motion passed 7-0. Minutes August 23, 2011 Wylie City Council Page 3 General Business 2. Consider and act upon, the acceptance of the resignation of Brian Parten, appointment of an alternate member to his position for the remaining term from August 15, 2011 — July 2012, and the appointment of a new alternate for the remaining term from August 15,2011 —July 2013. (M. McAnnally, Building Official) Staff Comments Building official McAnnally reported that Brian Parten had moved from the City. He recommended that David Williams, currently an alternate, be moved to a full member position to replace Mr. Parten and recommended the appointment of Bobby Heath as an alternate to take Mr. Williams unexpired position. He noted that Brian Parten was appointed to the Construction Code Board in July 2008 and has served very faithfully. Council Action A motion was made by Mayor Pro Tem Byboth, seconded by Councilman Jones to accept the resignation of Brian Parten and appoint David Williams (currently an alternate) to fill the unexpired term of August 15, 2011 — July 2012, and appoint Bobby Heath to replace David Williams as an alternate on the Wylie Construction Code Board for a term of August 15, 2011 to July 1, 2013. A vote was taken and the motion passed 7-0. 3. Consider, and act upon, authorizing the Mayor to sign an amendment to Exhibit C of the Solid Waste contract between the City of Wylie and Community Waste Disposal (CWD); adding biannual Clean Up Green Up event services and increasing the residential solid waste rates by $.15 cents per month, and amending the date for rate adjustments from September 1st to March 1st. (M. Manson, City Manager) Staff Comments Assistant City Manager Butters addressed council explaining at the July 12th City Council meeting council directed staff to add services to the solid waste contract including two events per year in which our solid waste provider would collect household hazardous waste, tires, electronics, metal appliances, and conduct paper shredding at an additional cost of$.15 per household per month. This contract amendment adds the Clean Up Green Up events and moves the date of annual rate review to March 1, 2012 so that any solid waste rate adjustments and corresponding revenue/expense impacts can be anticipated prior to budget preparation for the following budget year. Butters noted that during the March review the solid waste fee changes including the Clean Up Green Up would be considered. Council Action A motion was made by Councilman White, seconded by Councilwoman Culver to authorize the mayor to sign an amendment to Exhibit C of the Solid Waste contract between the City of Wylie and Community Waste Disposal (CWD); adding biannual Clean Up Green Up event services and increasing the residential solid waste rates by $.15 cents per month, and amending the date for rate adjustments from September 1st to March 1st of each year. A vote was taken and the motion passed 7-0. Minutes August 23, 2011 Wylie City Council Page 4 WORK SESSION • Presentation of Options to Hold the City of Wylie General Election pursuant to S.B. 100. City Secretary Ehrlich addressed Council stating that Senate Bill 100 was passed by the Texas State Legislature in 2011 to conform to the implementation of the Federal Move Act. (Military and Overseas Voter Enhancement Act). She explained that federal law now required that ballots to troops overseas be sent at least 45 days before a Federal or state election. This in turn required the Texas State Legislature to either move their primary election date back to a later date or move the candidate filing period deadline to a sooner date. Texas had concerns with moving the primary election to a later date so instead passed SB 100 which will keep the Texas Primary election date the same but change all the other dates, including moving the candidate filing deadline to an earlier date and moving a primary runoff election to a later date. Ehrlich noted moving the primary runoff date conflicts with local elections as there is only a two day window between the May 12th local election date and the May 14th beginning of early voting for the runoff elections in even numbered years. Ehrlich gave options presented within the bill for local governments. She explained that the City could contract with either Rockwall or Collin County for full service for all three counties within the City; hold their own elections; move elections to November, or change terms to 2 or 4 year terms holding elections in odd number years only. This will allow the cost of contracting with the county to remain the same as there are no presidential or gubernatorial races in odd numbered years and the county would have the equipment available to hold local elections at the same cost. Ehrlich reported that Rockwall County had submitted the lowest cost for the even numbered year elections ($9,357), however they would not be able to hold it jointly with the WISD due to boundary issues. Collin County Election Administration had submitted a cost of $25,756. To hold the election in even numbered years adding they were looking at other vendors to purchase voting machines at a lesser cost. Ehrlich noted that the cost from CCEA would go back to under $10,000 once the machines were purchased by each voting entity. CCEA was requiring that each entity pick up the cost of the additional machines and all programming in even numbered years starting in 2012. The cost to hold the election in-house was estimated to cost $46,810 in the first year but could be split with WISD if the school district chose to go with the same option. Future elections under this scenario would run approximately $15,000. Ehrlich explained that the other options available were to move the local elections to November or conduct a Home Rule Charter election to change terms and hold elections only in odd numbered years with 2 or 4 year terms. The City currently holds 3 year terms and holds elections annually. Direction from Council was to wait for final numbers from Collin County Elections Administration and report back to Council to make a determination between holding elections annually in May or November of each calendar year and continue with three year terms. Minutes August 23, 2011 Wylie City Council Page 5 • Engineering Department Overview. Mayor Hogue announced that due to time, the Engineering Department Overview would be presented at a later date. • FY 2011-12 Budget Discussion, Station 4/Quints and other related debt. Mayor Hogue opened the work session for the FY 2011-12 Budget discussion and Station 4/Quint and asked Council if they had any questions or comments. Councilwoman Culver asked what the current fund balance percentage was with the proposed budget. City Manager Manson explained that the current fund balance was 32% and with inclusions in the proposed FY 2011/12 budget the fund balance would be at 27%; noting this was a very healthy fund balance. Councilwoman Culver asked if the fund balance was healthy, why large purchases were being financed rather than paying for them. She noted that in her opinion the valuations for ad valorem tax and sales tax would more than likely not increase over the next few budget cycles. She voiced her concern with regard to not keeping more in the fund balance and using funds only to purchase necessary equipment. Councilwoman Culver noted that she was not in favor of giving employees any increase and only spending funds for"needs" not"wants". Mayor Pro Tern Byboth stated he felt the efforts to put the proposed budget together were excellent. He thanked City Manager Manson and her staff for preparing the budget. He stated that in downsizing his business he held on to some very talented and loyal employees. He ._. stated that "something as simple as taking care of your people has turned into the eyesore of this budget; and we have to deal with this". He explained that in business, customer satisfaction is paramount and the employees are who make this happen. He thanked Mindy and the staff for their efforts to keep employees motivated and appreciated. He stated that over the past two years employees have seen a pay reduction of 6% due to increases in health insurance. He added, the tax rate was scheduled to be $.94 cents this year but the City staff had assisted in keeping the tax rate level at $.8989 over the past three years due to budget reductions within individual departments. Mayor Pro Tern Byboth suggested a 2% annual salary increase in lieu of the 2% lump sum payment. Byboth noted his concern with employee turnover. He explained that conservative planning by staff had insured that the fund balance stayed healthy over the past several years. Councilman Jones commented that statements about if the lump sum was not given that employees would leave bothered him. Jones explained that at the last meeting he was in favor of the lump sum but now felt needs should be considered over wants and was against the lump sum based on the needs for the coming year. He stated that he appreciated the employees and what they have done with less but he did not believe staff would leave if the lump sum was not approved. Councilman White stated that after the restructure of the step plan several years ago, employees were making comparable wages to other cities in the area. He stated that now after three years of not increasing salaries within that step plan, he believed a lump sum payment for employees should be given to stay comparable to neighboring cities. Councilwoman Spillyards stated that she would like to go on record as agreeing with Mayor Pro Tern Byboth and Councilman White in regard to an employee increase. She explained that in Minutes August 23, 2011 Wylie City Council Page 6 the past Wylie had become a "training ground" for other cities. She stated that at some point the council needed to take steps to not become that training ground again. She noted that staff over the past three years had done more with less while still providing the same services. She explained that the small lump sum would show a positive message of appreciation to all employees. Councilman Goss stated that employees deserve an increase; however, if the Council was going to give employees an increase, that should be given in the form of resources in people and supplies to do their job in our growing community. This approach would decrease employee workload, increasing their standards at work and quality of life. He noted that in this approach funds would not be spent by a city entity and given to an individual. That way you have funds not leaving as bonuses or leaving from the "rainy day funds". Mayor Hogue addressed the Council stating that what he did know is that City staff is what makes the Council's job easier. He stated .that when the voters approved the new buildings these employees were the folks that moved themselves into the new buildings. They are the people that train new people to do their jobs; these are the people that serve our citizens. He stated that he understood that the City needed a new quint but the City also needed people that can drive that quint. These employees have cut their department budgets while hiring new employees to serve`in-the new buildings, employees are doing more for less. Mayor Hogue explained that yes the Council was debating the 2% lump sum but the employees are giving up the sick leave buy back of more`fhajn.-$106,000 in the general fund and more in the utility fund while the city is increasing insurance costs by 9% to employees. Our greatest resource is our employees. We need to continue with the recommendations proposed in this budget. Councilwoman Culver asked why Council was not giving a tax decrease in lieu of a lump sum raise. Mayor Pro Tern Byboth asked "haven't we done that by not raising the taxes over the past two years as forecasted with the bonds passed"? Councilwoman Spillyards stated that she would like to see the employee increase come out of the general fund balance. Councilman Jones concurred. City Manager Manson stated that she wanted clarification regarding the targeted percentage for the fund balance. She explained that the fund balance was increased several years ago knowing that these last couple of years would have the most impact on the budget with the opening of the new buildings. She explained that the fund balance was driven by a long term forecast of what would be needed in the future. She asked if a 20-25% fund balance is not acceptable, what is. She explained that there was an estimated $450,000 remaining balance from the current budget that was set to be put in the fund balance at the end of this year. She explained that this is how the fund balance is driven. Manson stated that City staff was the City's best asset. At the end of the day the proposal is for $240,000 for the lump sum; is the issue the percentage to be held in the fund balance or is it an issue of what the funding will be spent for. She asked for direction from council regarding the current financial policy and what percentage should be held in the fund balance. Direction from Council to Manson was to research options for giving an employee increase step or lump sum through the general budget rather than the fund balance. Council and staff will call another work session on the budget in the next two weeks. Minutes August 23, 2011 Wylie City Council Page 7 ADJOURNMENT With no further business before the Wylie City Council, a motion was made by Councilman Jones, seconded by Councilman White to adjourn the meeting at 10:15 p.m. A vote was taken and the motion passed 6-0 with Mayor Pro Tern Byboth absent. e, Eric Hogue, Mayor ATTEST: '1� uFWpll 46 Caro a Ehrlich,Cit ecretary ITO] iti744.141tri_e II 1. Minutes August 23, 2011 Wylie City Council Page 8