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1997-12-17 r Crime Control and Prevention District Board Meeting Wednesday, December 17, 1997, 6:30 p.m. MINUTES Board Members Present: Kim Clancy, Jerry Farrier, Pam McCain, Bob Mundlin, Martin Schelling, John Swift, and Andy Wambsganss. Staff Present: City Manager Curtis E. Hawk, Assistant City Manager Shana Yelverton, Public Safety Director Billy Campbell, Finance Director Lou Ann Heath, Deputy Director Police Services Gary Gregg, Training Coordinator Bobby Finn, and Secretary to City Manager Kim Bush. City Attorney: Debra Drayovitch Agenda Item No. 1. Call to Order. This being the first meeting of the appointed Board of Directors, Assistant City Manager Shana Yelverton called the meeting to order at 6:30 p.m. Mayor Stacy was present and welcomed the Board. He expressed his appreciation to the Board for their willingness to serve in this voluntary capacity on behalf of the citizens of Southlake. Agenda Item No. 2. Oath of Office. The Oath of Office and the state's requirement for Statement of Appointed Officer for all Board members was administered prior to the meeting in the City Secretary's Office. Agenda Item No. 3. Draw lots to determine terms. The Local Government Code, section 363.101(b), provides that Board members will serve two-year, staggered terms, that expire September 1 of each year. However, terms for the initial appointees, under this section, will be determined by drawing lots, with three directors serving terms that expire on September 1, 1998 and four directors serving terms that expire on September 1, 1999. Secretary to the City Manager Kim Bush presented to each board member a concealed slip of paper to draw for their length of term on the Board. As a result of the drawing, the following terms were established: Pam McCain September 1, 1998 Andy Wambsganss September 1, 1998 Bob Mundlin September 1, 1998 Jerry Farrier September 1, 1999 Kim Clancy September 1, 1999 John Swift September 1, 1999 Martin Schelling September 1, 1999 Agenda Item No 4 Consider: Election and Appointment of Board Officers Motion was made by Martin Schelling to nominate Andy Wambsganss as President. Ayes: Schelling, Mundlin, Farrier, Swift, Clancy, McCain Approved: 6-0-1 Southlake Crime Control and Prevention District Meeting Minutes December 17, 1997 Page 2 At this point Assistant City Manager Shana Yelverton turned the meeting over to President Wambsganss. Motion was made by Pam McCain to nominate Martin Schelling as Vice President. Ayes: McCain, Mundlin, Farrier, Swift, Clancy, Wambsganss Approved: 6-0-1 President Wambsganss stated that it has been pointed out that the treasurer for the district must be the person who performs the duties of auditor for the city (per Chapter 363 of the Local Government Code), which is Finance Director Lou Ann Heath. All Board members agreed to appoint Ms. Heath as Treasurer. President Wambsganss commented that City Manager Curtis E. Hawk recommended the appointment of Shana Yelverton as Board Secretary. Motion was made by Bob Mundlin to appoint Shana Yelverton as Board Secretary. Ayes: Mundlin, McCain, Farrier, Swift, Clancy, Wambsganss, Schelling Approved: 7-0 Agenda Item No. 5. Consider: Approval of District Seal. Board Secretary Shana Yelverton presented to the Board the proposed Southlake Crime Control and Prevention District seal which will be used on official documents of the district, and she commented that the seal resembles the City of Southlake seal. Board members unanimously approved the seal as presented. Ayes: Clancy, Farrier, McCain, Mundlin, Schelling, Swift, Wambsganss Approved: 7-0 Agenda Item No. 6. Discussion: Board Member Orientation. City Attorney Debra Drayovitch presented a review of Chapter 363 of the Local Government Code which sets out the general provisions of the law governing crime control and prevention districts. A copy of the handout provided by Ms. Drayovitch is included with the minutes. President Wambsganss questioned whether there would be any conflict of interest between the City and the Board if they were both represented by the same attorney's office. Ms. Drayovitch commented that she could not think of any reason that there would ever be any conflict with the City. Shana Yelverton commented that questions regarding the relationship between the City and the Board could be addressed in an administrative services agreement. Agenda Item No 7 Consider: CD Resolution 97-3, establishing rules for the adoption of the Crime Control and Prevention District Annual Budget and establishing the fiscal year. Southlake Crime Control and Prevention. District Meeting Minutes December 17, 1997 Page 3 Shana Yelverton explained to the Board that prior to the election by the voters to create the district, a temporary board (comprised of City Council members) was created to take care of the administrative duties of the proposed district. Part of these duties included the adoption of an order adopting budget procedures and a fiscal year for the district. Ms. Yelverton stated that CD Resolution 97-3, included in the Board's packet, mirrors the order approved by the temporary board. This resolution provides for the same fiscal year and provisions for public hearings as that for the City. Director Farrier questioned if the procedure would place an additional burden on staff during a time that is already very hectic. That is, would the preparation of the departmental budget and the District budget simultaneously create difficulties for staff? Campbell responded that the timing was fine and would not create problems for his staff. City Manager Curtis Hawk explained that the process of adopting the budget for this Board will be similar to that of the Southlake Parks Development Corporation. SPDC approves their budget and then it goes to City Council for approval during the City's normal budget process and there are no problems. Motion was made to approve CD Resolution 97-3 as presented. Motion: Farrier Second: McCain Ayes: Farrier, McCain, Clancy, Swift, Wambsganss, Schelling, Mundlin Approved: 7-0 Agenda Item No 8 Discussion: Review of Crime Control Plan and Budget Public Safety Director Billy Campbell introduced Deputy Director of Police Services Gary Gregg and Training Coordinator Bobby Finn and informed the Board that if they ever had any questions or needed any information to please contact either of them. Campbell explained how the creation of the district will allow the Department of Public Safety to take care of the things they need to do in order to provide the kind of services a growing community will need. Campbell explained that this cannot be provided through the general fund of the City without severely impacting the citizens directly through increased ad valorem taxes. Director Campbell reviewed for the Board the plan and budget that was adopted by the temporary board and the voters of Southlake. Campbell explained about the budget process and how Finance Director Lou Ann Heath prepares projections on the estimated revenue expected to be received from the half-cent sales tax. Ms. Heath commented that projections are based on historical sales tax data and growth projections both in citizen population and commercial development Director Campbell included in his presentation the department's need to first consider land and building design and construction during FY97-98 and FY98-99. (An overview of the plan and budget as presented to the Board is included with the minutes.) Campbell explained that he is asking that the crime control district fund two school resource officer positions for the next three years. He commented that he has spoken with Superintendent Ted Gillium about picking up half of the funding after that, and Mr. Gillium indicated that he felt CISD would be Southlake Crime Control and Prevention District Meeting Minutes December 17, 1997 Page 4 in a position at that time to provide half of the necessary funding. Campbell further explained the cost of police vehicles including equipment and warranty for each vehicles. He expressed the need and importance for having a mobile command unit and explained its use for the Board. Campbell further explained that, although the law does not allow using the district to provide for fire services, Southlake has a consolidated DPS department, and a facility built to house both police and fire will not be an issue. Ms. Yelverton commented that this matter has been discussed with the attorneys and they also feel comfortable with the concept. Director Clancy asked how the draft had been developed. Ms. Yelverton responded that the ideas contained in the draft were staff-generated, but it will give the Board a place to start. President Wambsganss asked the Board to review the document and send suggestions to Yelverton prior to the next meeting. The Board arranged with staff to have a meeting on January 7 to discuss the budget in detail and then meet again on January 21 to consider the budget and hold a public hearing. The Board also asked that staff consider a date that would be available each month in order to have a regular monthly meeting preferably on Wednesdays at 7:00 p.m. Agenda Item No. 9. Discussion: CD Resolution 97-4. authorizing an agreement between Southlake Crime Control and Prevention District Board of Directors and the City of Southlake for administrative services. Shana Yelverton passed out to the Board a draft of the administrative services agreement prepared by staff and the attorneys. Ms. Yelverton asked that the Board review the agreement and call her with any questions or suggestions prior to the next meeting in January. Agenda Item No. 10. Adjournment. Prior to adjourning the meeting President Wambsganss asked that each member introduce and tell Board members about themselves. There being no further business, motion was made to adjourn the meeting at 8:30 p.m. Motion: Farrier Second: McCain Ayes: Farrier, McCain, Clancy, Swift, Wambsganss, Schelling, Mundlin Approved: 7-0 7nd4;yy Wambsganss, President ATTEST: Southlake Crime Control and Prevention District Meeting Minutes December 17, 1997 Page 5 ana K. YelvertBoard Secretary D:\ WD-FILES\CRIME\MINUTFS\97-12-17. DGC/kb