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HomeMy WebLinkAboutMin - City Council - 1987 - 04/29 - WorkshopALLEN CITY COUNCIL CALLED - SPECIAL WORKSHOP SESSION APRIL 29, 1987 Present• Donald P. Rodenbaugh, Mayor Council Members• Joe Farmer, Mayor Pro Tem (arrived at 7:15 p.m.) Jerry Wilson Bobby Glass Jim Wolfe Jim Pendleton Jack Pennington (arrived at 7:35 p.m.) City Staff: Jon McCarty, City Manager Marty Hendrix, City Secretary Bill Petty, Director of Community Development Richard Carroll, Chief of Police Ron Gentry, Fire Chief Barbara Buehler, Library Director Charlotte Smith, Finance Director Tom Glab, City Engineer Ernie Hoback, Director of Public Works Mark Thornton, Director of Parks & Recreation Michael Stanger, Administrative Assistant The called - special workshop session was called to order by Mayor Rodenbaugh at 7:05 p.m. on Wednesday, April 29, 1987, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Mayor Rodenbaugh advised the Council that this called - special workshop session had been held in order to discuss matters pertaining to the city's budget and revenue shortfalls. Before the budget presentation, City Manager Jon McCarty spoke before the Council on the city's request for Extended Area Service and provided an update as to the status of that request before the Administrative Law Judge in Austin and some of the decisions that have been reached after the public hearing was held. City Manager Jon McCarty spoke before the Council on the FY 1986 - 87 Budget document, the FY 1985 - 86 Annual Audit, and of the policies that were adopted by the Council as part of the budget adoption process. He also spoke in regards to the water and sewer fund and the ratio of the coverage factor. Mr. McCarty then advised the Council of the shortfall that had been experienced this year by the city in the receipt of projected revenues and the strategy at this point to review the departmental budgets and reduce expenditures. Mr. McCarty advised the Council that the categories in the budget which had been looked at for reductions were hiring of additional personnel, operation expenses and the purchase of additional capital outlay items. Using overhead transparencies, Mr. McCarty reviewed the budget materials that had been distributed to the Council, including charts showing general fund - revised revenue estimates - budget savings recap, general fund - combined budget savings/ (overage), water & sewer fund - revised revenue estimates - budget savings recap, and water & sewer fund - combined budget savings. ALLEN CITY COUNCIL CALLED - SPECIAL WORKSHOP SESSION APRIL 29, 1987 Page 2 Mr. McCarty then reviewed with the Council the general fund - revised revenue estimates for all revenue accounts and the water & sewer fund - revised revenue estimates. Expenditure Reductions (Agenda Item II -B) City department heads then provided brief narratives to the City Council on the budget reductions that had been made in their various departmental budgets as follows: City Secretary Marty Hendrix - General Government Michael Stanger, Administrative Assistant - City Administration and General Items Richard Carroll, Chief of Police - Police Department Tom Gish, City Engineer - City Engineering Department and Street Department Mark Thornton, Director of Parks & Recreation - Parks and Recreation Department Barbara Buehler, Library Director - Library Ron Gentry, Fire Chief - Fire Department Bill Petty, Director of Community Development - Community Development Department Charlotte Smith, Finance Director - Finance Department and Utility Billing Department Ernie Hoback, Director of Public Works - Water and Sewer Department Reinstatement Strategy (Agenda Item II -C) City Manager Jon McCarty then spoke before the Council on a program to provide for reinstatement of certain budget items if additional revenues become available. Mr. McCarty advised that he had the department heads prepare a list of priorities of budget line items that they would like to see reinstated by a certain timeframe. Mr. McCarty reviewed with the Council the list of first priority items. Mr. McCarty then reviewed with the Council the possibility that the present estimated revenues may come in at even lower factors and the city's need then to use some of the city's reserve funds. Mr. McCarty advised the Council of his conversations with the Collin County Appraisal District on the appraisals of property in the city and the amount of tax review to be generated from the appraisals. Mr. McCarty then reviewed briefly the city's capital improvement program bond program summary by year and the two propositions for selling bond funds for some of the unfunded projects. The City Manager then discussed with the City Council the information that had been presented at this workshop meeting and advised that at this point all of the changes could be done administratively. He pointed out however that if the Council wanted to change any of the budget policies or raise the tax rate to cover the projected shortfall, then Council action would have to be taken. Mayor Rodenbaugh then discussed with the Council if there were any comments, proposed changes, or questions on any of the proposed reductions in the various departmental budgets. The Council discussed the amount of reduction shown in the personnel category, if the water and sewer budget should be looked at and kept separately from the general fund budget, the amount of shortfall in the water and sewer fund and the fact that the coverage factor will not be met, and the amount of funds that are available in the reserve funds. There was further discussion on maintaining the public safety factor in these budget decisions, specifically the necessary training needed to provide adequate public safety and the need to provide for capital outlay items that help with public safety. ALLEN CITY COUNCIL CALLED - SPECIAL WORKSHOP SESSION APRIL 29, 1987 Page 3 The Council then reviewed the list of priority items shown for reinstatement and discussed with the City Manager if he had determined which departments would receive the higher priorities and if the City Manager agreed with some of the priorities as shown. The Council also advised the city staff and City Manager that they wanted to see a follow-up on the status of the budget on perhaps a monthly basis in order to see how much revenue is being collected and how the budget stands. The Council discussed with cit time to sell additional bonds and i mendation on which alternate to use also pointed out to city staff the departments so that employees that regular work could assist with area high weeds and grass control. Items of Interest y staff the proposed anticipated f the city staff had a recom- to sell the bonds. The Council suggestion of cross -training were not as busy in their s that needed more help, i.e., (Agenda Item III) City Manager Jon McCarty advised the Council that the architects had prepared the models of the new police/courts building and the new library building and they were available for viewing by the Council in the city's conference room. Mr. McCarty also advised the Council that the models would be used by city staff in pre- sentations and by the Library Board to raise money to fund library books for the new facility. These minutes approved on the 7th 1987. ATTEST: APPROVED: day of MAY Donald P. Rodenbaugh, MAYOR 1 � ` r� " `✓"' �F-� Marty Hendrix, CMC, CITY SECRETARY City Manager Jon McCarty advised the Council of a proposal to be forthcoming from the city staff on the use of an independent architectural firm to provide consulting support on any questions the city staff may have as to construction and/or engineering plans for the new police/courts building and new library building. Mr. McCarty reminded the Council of the recent work that was done by city staff on the hiring of a construction manager. Mr. McCarty stated that unless Council had a problem with the proposed suggestion, city staff would be bringing forth the recom- mendation in the near future. The City Council briefly discussed the proposal and by consensus directed city staff to proceed with the project. Adjournment With no further discussions, Mayor Rodenbaugh adjourned the regular session of the Allen City Council at 9:33 p.m. These minutes approved on the 7th 1987. ATTEST: APPROVED: day of MAY Donald P. Rodenbaugh, MAYOR 1 � ` r� " `✓"' �F-� Marty Hendrix, CMC, CITY SECRETARY