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HomeMy WebLinkAboutCC 2007-08-03 Minutes MINUTES OF THE BUDGET WORK SESSION OF THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, HELD AT GARRETT CREEK RANCH CONFERENCE CENTER, 270 PRIVATE ROAD 3475, PARADISE, TEXAS - AUGUST 3-4, 2007 Present: City Council: Oscar Trevino Suzy Compton John Lewis Ken Sapp Tim Barth David Whitson Scott Turnage Tim Welch Staff: Larry J. Cunningham Ogden Bo Bass Jim Starr Karen Bostic Elizabeth Reining Patricia Hutson Larry Koonce Drew Corn Mary Edwards Patrick Hillis Mike Curtis Jennipher Castellanous Daley Lehmann Mayor Council Member (Mayor Pro Tem) Council Member Council Member Council Member Council Member Council Member Council Member City Manager Assistant City Manager Interim Assistant City Manager Managing Director Admin/Fiscal Services Assistant to City Manager City Secretary Director of Finance Director of Budget Public Information Officer Director of Human Resources Director of Public Works Public Works Management Assistant Budget Intern CALL TO ORDER Mayor Trevino called the Council Budget Work Session to order August 3, 2007 at 10:03 a.m. with all council members present. Mayor Trevino announced that the Crime Control and Prevention District Board would meet in conjunction with the City Council Budget Work Session. Mayor Trevino made opening remarks. The Mayor and each of the Council Members commented on the budget document and expressed their appreciation to Staff for the quality of the budget document and their efforts to produce a document supporting the Council's goals. Throughout the work session staff presented a PowerPoint presentation that provided an overview of the revised and proposed budgets for each fund, recommended service enhancements and highlights of the proposed 2007/2008 Capital Projects Budget. Budget Work Session Minutes August 3-4, 2007 Page 2 The City Manager began the presentation by highlighting the past year's accomplishments, commented on unanticipated revenues realized in 2006/07 in sales tax, Municipal Court fines and interest rates, gave the economic outlook and advised of assumptions used to prepare the proposed budget. Council was advised that the fiscal year will end in a sound fiscal condition. Mr. Cunningham reviewed highlights of the proposed budget. The proposed budget provides for a balanced budget, maintains the same or improved level of service, a property tax rate of 57¢, provides for growth in sales taxes, Phase 3 of an increase in water and sewer rates as recommended with the Utility Rate Study and adopted by the Council in 2005, meets the goals established by the Council, provides for a competitive employee compensation plan, a few high priority service improvements, and provides for keeping costs at reasonable levels to minimize property taxes. Mayor Trevino commented that he thought it would be beneficial to show graphically the decline in the reserve balance beginning in 2001/02 and how the balance had been rebuilt. Mr. Cunningham advised that a chart would be shown later in the day and that Staff can prepare a graphic. Councilman Whitson commented that the clean-up of North Hills Mall had not been included in the accomplishments and he considered that to be a significant accomplishment. Mr. Corn gave a general overview of the General Fund Budget. Mr. Corn explained the General Fund and the departments and revenue categories included in the General Fund. A brief overview was given of the Revised 2006/07 General Fund Revenues and Expenditures. The 2006/07 General Fund Revenues were revised upward from the adopted level approximately 2.25% due to sales tax growth, an increase to payment in lieu of taxes, increase in fines and forfeitures and an increase interest income. Mr. Corn discussed the revised 2006/2007 General Fund expenditures and the Pay-As-You-Go Capital Projects Reserve. Several service enhancements are proposed in the Revised 2006/07 budget. Mr. Cunningham presented and discussed with Council the following proposed service enhancements: 2007 Citizen Survey, Home Fund Grant Participation, Pay-As-You-Go improvements and "Leading the Way" Program. Mr. Curtis discussed with Council the Skid Steer Loader and improvements to Fire Station #2 driveway. Ms. Bostic discussed with Council a Pilot Municipal Wireless Network and enhancements to technology productivity. Council agreed with proceeding with a 2007 citizen survey. The 2005 survey will be used as a baseline. The follow-up survey will allow the City to measure the City's improvements and changes in resident's perceptions. Plans are to administer the survey in September and a report provided to Council in November 2007. Mr. Cunningham advised it was important to have consistency in questions in order to compare the 2007 survey to the previous survey. Councilman Barth asked to review the survey questions prior to the survey being administered. Councilman Sapp commented that he did not recall the survey Budget Work Session Minutes August 3-4,2007 Page 3 containing very many open-ended questions and felt open-ended questions provided additional insight from the citizens. The Home Fund Grant Program will be administered through the Tarrant County Housing Development office and helps low income, elderly, mentally/physically disabled, and single parents to maintain their homes. The program requires a 25% local match with a minimum match of $25,000. It is anticipated that a minimum of four homes can be repaired for an estimated match of $25,000. Councilman Sapp expressed his desire for a more aggressive program. Councilman Lewis suggested using more CDBG funds for the program. Mr. Cunningham advised that the HOME Program requires certain criteria to be met. Council concurred with the funding for the program. Fitness, Safety and Efficiency at Fire Stations - The Council concurred with the fire station enhancements. Continuing Initiatives for "Pay-As-You-Go Improvements - Council concurred with increasing the reserves in the 2006/07 Revised Budget to fund 1) the addition of covered space to the existing Dry Storage Building at the Public Works Center, 2) a Skid Steer Loader for the Public Works Department, 3) repair damage to Fire Station #2 driveway. Pilot Municipal Wireless Network - If the feasibility study currently underway indicates that a wireless mesh network would be cost effective, Council concurred with the implementation of a pilot network to further provide feedback regarding range, speed, reliability and what functions are worth expanding beyond a pilot program. Increase to Information Services Reserves - Council concurred with revising the budget to increase the information reserves to fund technology productivity enhancements in the proposed 2007/08 budget. Enhancements consist of laserfiche workflow software for Municipal Court, Telestaff Scheduling software for Police Department, Toughbook laptops for Buildings Inspections and Streaming video Service for the Communications Department. Staff will follow up in response to an inquiry from Councilman Sapp regarding maintenance costs for the Telestaff software. "Leading the Way" Program - Council concurred with the implementation of a city-wide program for improving leadership and management skills. Mr. Corn presented an overview of the proposed 2007/08 General Fund Budget. Mr. Corn discussed the history of net taxable values, changes in property value, the proposed 2007/2008 General Fund Revenues, a comparison of the adopted versus proposed General Fund revenue, sales tax revenues history, the proposed 2007/2008 Budget Work Session Minutes August 3-4,2007 Page 4 General Fund Expenditures, the proposed 2007/08 General Fund Balance and a brief overview of the proposed 2007/2008 Service Enhancements. Councilman Sapp questioned whether consideration should be given to funding an additional $100,000 for street maintenance because of inflation. Mayor Trevino recessed the work session at 12:05 p.m. and called the work session back to order at 1 :10 p.m. Ms. Bostic discussed the following proposed 2007/08 Service Enhancements with Staff responding to questions. · Show Cause Requirements - Municipal Court - Addition of a clerk and part time bailiff to address work load increases resulting from state mandates. · Document Imaging - Municipal Court - Addition of a full-time document imaging clerk to keep the imaging and scanning of documents current. · Technology Improvements - Municipal Court - Conversion of data base allowing interface with Laserfiche, Autocite and Teleworks IVR and purchase of two additional autocite units. Council questioned the number of Autocite units to traffic officers and if a previously purchase Autocite unit was considered a backup unit. Council concurred with the service enhancements discussed. Mr. Cunningham discussed the following proposed 2007/08 Service Enhancements with Staff responding to questions: . Opening of New Library . Golf Course Equipment Replacement Councilman Sapp asked about respining/repairing books as the collection is being moved to the new Library. Council discussed continuing to provide library services on the south side of the City and reconfirmed the commitment of previous councils to provide library services on the south side. Mayor Trevino requested that Council be provided with the minutes reflecting the commitment made by previous Councils. Council discussed the Radio Frequency Identification Device (RFID) program for the Library. The system was discussed during the Mid-Year Work Session and Council discussed revising the 2006 budget to enable the program to be implemented before the move. The Council agreed at that time that they did not support revising the 2006 Budget and requested additional information before making a decision. After discussion, Council agreed that the RFID system needed to be implemented prior to move-in. Budget Work Session Minutes August 3-4, 2007 Page 5 Mr. Cunningham discussed with Council the need to replace various pieces of golf course maintenance equipment. Council concurred with the City's General Fund loaning the Golf Fund the funds to replace the equipment. The Golf Course will repay the General Fund from its reserves beginning in 2012 and the City will place the maintenance equipment on a replacement schedule. Mayor Trevino asked for any additional comments or concerns from the Council on items discussed. The Council reconfirmed their consensus on all items discussed. Council reviewed and discussed the Budget Summaries Councilman Whitson requested an explanation on the addition of lights to Tipps Cannine Hollow at Northfield Park. The Council discussed if the lights were needed and what the impact to the turf would be from the additional use. Council also discussed asking the users of the facility to pay for the lights. The consensus of the Council was for staff to communicate to the dog park users that the City will install the lights if the users will assist with the funding by raising 50 percent of the funds. Mayor Trevino referred to Code Enforcement's Community Cleanup program and questioned how code enforcement issues are addressed on the weekend. Staff advised that an individual works half-days each weekend and emphasis is adjusted depending on issues being addressed. Council was advised they could call Dispatch on the weekend to report violations. Council members also asked that the Police Department assist in reporting code violations and areas in need of attention by other city departments. Councilman Welch inquired as to the number of single family permits or lots being platted. Mr. Bass advised that there were 400 available lots and 248 lots with no infrastructure. Mr. Patrick Hillis, Human Resources Director, gave a brief presentation on the proposed market adjustments to the Employee Compensation Plan. Council reviewed the General Debt Service Fund. Mr. Koonce advised Council the 2007 Certified Tax Roll had been received. The effective tax rate is $.564932. Since the effective tax rate is lower than the proposed rate of $.57 a tax rate hearing will be required if Council chooses to adopt the $.57 tax rate. Mayor Trevino asked for Council consensus on the debt service, all discussions and setting the tax rate at $.57 tax. All members of the Council concurred. Mayor Trevino announced at 2:47 p.m. that he was recessing the Council Budget Work Session and calling the Crime Control and Prevention District Budget Work Session to order. After the District discussed the proposed budget. Mayor Trevino adjourned the Budget Work Session Minutes August 3-4, 2007 Page 6 Crime District Work Session adjourned at 3:00 p.m. and called the Council Budget Work Session back to order at 3:00 p.m. Mr. Corn gave an overview of Park and Recreation Facilities Development Fund highlighting the revised 2006/07 Park Fund Revenues and Expenditures and the proposed 2007/08 Park Fund Revenues and Expenditures. Councilman Whitson commented that the six after school leaders were being removed from the budget and inquired if the program was being discontinued. Staff will follow-up with further information. Council concurred with the Park and Recreation Facilities Development Fund as presented by staff. Mr. Corn presented the budgets for the Special Revenue Funds consisting of the Promotional Fund, Donations Fund, Special Investigation Fund, Drainage Utility Fund, Gas Development Fund and Traffic Safety. Proposed 2007/2008 service enhancements funded by the Gas Development Fund consist of Façade Improvement Program and Preventive Street Maintenance Program. Mr. Starr discussed the Facade Improvement program. The program will encourage private investment in older commercial properties and projects will be overseen by an internal service committee. The program is a matching 50% grant to remove non- conforming signs, construct conforming signs and improve facades. The City will contribute $10,000 for façade improvements, $3,000 for sign replacement and $2,000 for sign removal. Estimated cost is $100,000. Mr. Corn discussed the Preventive Street Maintenance Program. The program is primarily funded in the General Fund with $100,000 to be transferred from the Gas Fund. Mr. Corn discussed the Traffic Safety Fund which was created in November 2006. Proposed service enhancements consist of funding for 3 additional motorcycles for Traffic Enforcement Enhancement and Restructuring of Police Support Services to provide for a civilian technical services supervisor. Council discussed safety concerns with the Davis Boulevard / Smithfield Intersection at the Post Office. Mr. Curtis explained that the Master Thoroughfare Plan has Smithfield tying in at Bridge Street and the Smithfield intersection being removed. Councilman Sapp requested Council be provided with an update on the Traffic Safety Program. Mayor Trevino recessed the meeting at 3:40 p.m. and called the meeting back to order at 4:05 p.m. Budget Work Session Minutes August 3-4, 2007 Page 7 Staff presented an Analysis of the Drawdown of Reserves which reflected that the reserves were being used as intended. Mr. Corn Mr. Corn presented the Proprietary Funds. The Enterprise funds consisting of the Utility Fund, Aquatic Park Fund and Golf Fund were discussed with staff responding to questions from the Council. Mr. Corn discussed with Council the revised 2006/2007 Utility Fund Revenues and Expenses. The proposed 2007/08 Utility Fund Budget and Service Enhancements were presented. The Service Enhancements for 2007/87 consist of funds for a Waterwise Public Educatoin Program and Vibrating Compactor with Remote. The Waterwise Public Education program will teach Birdville Independent School district 5th graders about water conservation and the program will be funded with a matching grant from Tarrant Regional Water District. The City currently rents the needed compactor. The compactor is needed to meet density requirements for line trenches. Councilman Lewis questioned the reduction in salaries in Water Operations. Staff advised the reduction was the result of new hires being at a lower range then their previous incumbents and a change to the Stability Pay Policy. Mayor Trevino inquired as to the spike in performance measure for Taste and Odor Complaints in Water Operations. Staff advised that the change was a result of drought and rain conditions. Councilman Welch inquired as to the number of linear feet of 2" and 4" lines still remaining. Staff advised that there were approximately $100,000 linear feet of 2" lines and 40,000 to 50,000 linear feet of 4" lines remaining in City. The Council concurred with the Utility Fund budget as presented. Mr. Corn presented the Aquatic Park Fund and staff responded to questions from the Council. Mr. Corn highlighted the attendance history of the park and discussed the Revised 2006/2007 Aquatic Park Revenues and Expenses and the Proposed 2007/1008 Revenues and Expenses. New revenue is proposed from a coffee shop that will be located in the new Library and operated by the Aquatic Park. The program will not be subsidized by the Aquatic Fund, but if needed, from the General Fund. The Council concurred with the Aquatic Park budget as presented. Mr. Corn presented the budget for the Golf Course Fund discussing the history of rounds of golf played, the 2006/2007 Revised Golf Course Revenues and Expenditures and Proposed 2007/2008 Golf Course Revenues and Expenditures. Council concurred with the Golf Course Fund as presented. Mr. Corn presented the Internal Service Funds consisting of the Building Services Fund, Equipment Services Fund, Information Services Fund and Insurance Fund. Proposed Budget Work Session Minutes August 3-4, 2007 Page 8 for the Building Fund is $2,105,809 for expenses excluding the proposed service enhancement. Mr. Cunningham recapped the proposed service enhancments which were discussed earlier in the day during the General Fund portion of the budget. An increase is proposed in maintenance staff, electricity usage, equipment, supplies and services for the maintenance at the new Library. Council concurred with the Building Services Fund. Mr. Corn discussed the Revised 2006/2007 Equipment Services Revenues, the proposed 2007/2008 Expenditures and projected Fund Balance. One service enhancement is proposed to Upgrade the Fuel System as mandated by TCEQ. The system will replace the existing system that no longer meets TCEQ requirements. The new system must be replaced by March 2008. Equipment Services Fund. Council concurred with the Equipment Services Fund. Mr. Corn discussed the proposed 2007/2008 Information Services Expenses. Proposed Technology Productive service enhancements consist of Laserfiche Workflow software for the Municipal Court, Telestaff scheduling software for the Police Department, four toughbook laptops for the Building Inspectors and Streaming Video Service. The enhancements were discussed earlier during the discussion of the General Fund. In response to an inquiry regarding the City's phone system, Staff advised that the voice mail system was scheduled for replacement next year. Mr. Corn discussed the Self-Insurance Fund highlighting the proposed 2007/2008 Expenses and the City's plan to rebuild the Fund Reserves. Council concurred with the Insurance Fund. Mayor Trevino inquired if Council had any questions and asked if they concurred with all of the Operating Budgets as presented and a tax rate of $.57. Each member of the Council reconfirmed their consensus on all Operating Budgets presented and a tax rate of $.57. Mr. Koonce advised the Council's auto reimbursement policy provides that the Finance Director is to present annually to Council the activity for the year. Mr. Koonce reported that he had verified all reimbursement forms submitted and reported that everything was within the policy guidelines. The City Council was provided with a list of reimbursements and was advised that verification is on file in the Finance Department. There were no questions from the Council. Council began a review and discussion of the Capital Projects Budget. Ms. Bostic presented and discussed with Council the following continuing Municipal Facility Projects. · Central Area NRH Library · Animal Adoption and Rescue Center Expansion Budget Work Session Minutes August 3-4, 2007 Page 9 Councilman Sapp asked that Council consider renaming Grand Street to Library. Ms. Bostic presented and discussed with Council the following Permanent Capital Maintenance Building Projects. · City Hall Carpet Replacement · City Hall Interior Painting · Records Storage Roof Replacement · Roof Repairs - for repair of roof structures not included in insurance claim. Ms. Bostic presented and discussed with Council the following proposed New Projects. · 820 Widening / City Hall Modifications · Concrete Repairs to Fire Station #2, 4001 Rufe Snow - · Covered Space for Dry Materials Storage · Roofing Replacement / Repairs - replacement of roofs due to damage form April 13th hailstorm funded from insurance settlement · Service Center Work Area Improvements Council concurred with the 2007/2008 Municipal Facility Capital Projects. Ms. Bostic discussed the Major Equipment Capital Projects consisting of the following continuing and new projects. Continuing · Fire Engine replacement (Unit 933) · Police mOible video System Upgrade New Projects · Ambulance Replacement - Medic 224 · Camera Van Replacement (Unit #551) · Cartegaph Sewer Water Sosftware Expansion · Emergency Incident Command Vehicle Replcement · Mobile Data Computer Replacement in Fire Apparatus · Pilot Municipal Wireless network (also previously discussed during General Fund discussion) · RFID Inventory Control and Security system (also previously discussed during General Fund discussion) · Skid Steer Loader (also previously discussed during General Fund discussion) · Upgrade of Motorola Centracom Radio System - Councilman Turnage requested Staff to provide additional information on the cartegraph software. Council questioned why the equipment from the old existing Emergency Incident Command Vehicle could not be moved to the new vehicle. Staff will follow-up. Budget Work Session Minutes August 3-4, 2007 Page 10 The Council concurred with the 2007/2008 Major Equipment Capital Projects. Mayor Trevino recessed the meeting at 5:32 p.m. and called the meeting back to order at 6:27 p.m. All members were present as previously recorded with the exception of Mr. Hillis and Mr. Lehmann. Ms. Reining and Mr. Bass presented the 2007/2008 Economic Development Capital Improvements Program. Continuing projects include the Sign Removal Assistance Project and SustainablelTransit Oriented Development Project. One new project is proposed consisting of the Façade Improvement Program. Mr. Curtis presented two continuing and two new Public Works Economic Development Projects. Council concurred with the 2007/2008 Economic Development Capital Improvements Program. Mr. Curtis presented the 2007/2008 Public Works Capital Improvements Program. Mr. Curtis reviewed accomplishments for fiscal year 2006/2007 and the street and utility projects completed in fiscal year 2006/2007. An update was given on each of the continuing street projects. Mr. Curtis highlighted 11 new street projects, 1 continuing drainage project, 2 new drainage projects, 11 continuing and ten new utility projects Mayor Trevino requested an update on the restriping of Bursey Road. Mr. Curtis provided an update of the project advising that Staff is currently investigating the site visibility and other concerns that have been expressed by the citizens. The project has been delayed while citizen concerns are addressed by staff. Council discussed the potential signalization project at Davis Boulevard and Bridge Street that would address the safety issue at the Smithfield / Davis / Post Office intersections. Council was advised that staff was investigating options. Councilman Lewis suggested that the Smithfield / Davis intersection be temporarily closed to determine the change in traffic pattern. Mayor Trevino suggested contacting the post office and requesting that the change the traffic flow to one way in and out. This item was also previously discussed during the General Fund presentation. Councilman Lewis asked Staff to investigate installing sidewalks on Precinct Line Road from the newest Thornbridge Addition to North Tarrant. Mayor Trevino recessed the meeting at 7:58 p.m. Mayor Trevino called the work session back to order on August 5, 2006 at 8:00 a.m. with all Council Members and Staff present as recorded with the addition of Ms. Vickie Lftice, Director of Parks and Recreation and with the exception of Mr. Hillis and Mr. Lehmann. Budget Work Session Minutes August 3-4, 2007 Page 11 Ms. Loftice presented the budget for the 2007/2008 Park and Recreation Development Capital Projects briefly reviewing the history and accomplishments of the one-half cent sales tax since inception and highlighting the proposed revenues and expenditures for 2007/08, completed projects, continuing projects and new projects. During discussion of the Founders and Legacy Recognition Program, Council requested that a picture of the Kay Granger Park to sent to Congresswoman Granger. Several Council members commented on requests they have received for additional parking at Linda Spurlock Park. Staff advised that they were not aware of any neighborhood concerns and that there was a considerable amount of parking available on the streets. After discussion, it was suggested by the Council that the on-street parking be striped to provide a more efficient use. Ms. Loftice discussed the recommendation of the Park and Recreation Board to install lighting at Tipps Canine Hollow with the users of the park being asked to pay for one- half of the costs. Ms. Loftice discussed the Central Area Recreation Center. The project design is scheduled to begin in October with an estimated completion date of October 2010. . The project will receive funding from % cent sales tax and TIF #2. Proposed amenities for the facility were discussed. Council discussed the importance and their desire to receive citizen input on the design of the facility and letting the citizens know that Council heard their input. It was suggested by a member of the Council to change the name of the project from Central Recreation Center to Recreation Center. The consensus of the Council was to refer to the project as the Recreation Center. Councilman Welch asked for an update of the Blue Thunder Baseball. Ms. Loftice updated Council on Blue Thunder and commented that the current facility may not be sustainable for them because of the facilities location and that they would be evaluating the best location. The Council concurred with the Capital Projects budget for the Park and Recreation Development Fund, Ms. Loftice presented a PowerPoint presentation of the 2007/2008 NRH20 Waterpark Budget highlighting the operating history of the park since inception Mr. Torres presented the 2006/07 Park and Recreation Development Fund The Council concurred with the Capital Projects budget for the Park and Recreation Development Fund, Budget Work Session Minutes August 3-4, 2007 Page 12 Ms. Loftice presented the Aquatic Park Capital Projects reviewing the operating history of the park, the completed projects, and new projects. Mayor Trevino asked for an explanation of cabanas and rentals and feedback from people who have rented. Mayor Trevino asked if consideration had been given to implementing a fee for the picnic area. Staff will review the feasibility Council concurred with the Aquatic Park Capital Projects budget. The City Council Members reconfirmed their consensus with all budgets and funds as presented and setting the tax rate at $.57. Mayor Trevino announced at 9:06 a.m. that Council would adjourn into Executive Session as authorized by Section 551.074 of the Texas Government Code for Personnel Matters to discuss Council appointed positions Mayor Trevino called the meeting back to order at 10:28 a.m. with all Council members present and the following staff members present: Larry J. Cunningham, Ogden Bo Bass, Karen Bostic, Elizabeth Reining, Drew Corn, Mary Edwards and Patricia Hutson. Mr. Corn reviewed the budget calendar and dates for the upcoming public hearings. Ma~~¡\\¡~~\~ïir~l? adjourned the work session at 10:39 #~. \ C H L.I1 1!11.'f¡f. ~.). ~ ............"1/V '~~ ff' "\ :........ .e···...o ~ g ~.., n "'.A' ~ == Q;;l ....... ~ -0' .~ ~ f§zi \í '''''~- -. r '. - . . '" : :r ~ u-\ j...c.n a ~ O· h· "" .~ ... /'J ª ~ ........ .··A'¿!¡1 ':9,~ 1..(··... ....+' 7 ~ '<i.; '0 ,.- ~ ~. £f.............. _..I §$ ··~A· ~T¡;' ~ I"¥¡. 1/ a...... . # d~~ Patricia Hutson, City Secretary