Min - 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