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Item 5ACity of Southlake CITY COUNCIL BUDGET WORK SESSION MINUTES August 26, 2003 (Town Hall Training Rooms 3C and 3D) CITY COUNCIL PRESENT: Mayor Pro Tem W. Ralph Evans; Deputy Mayor Pro Tem Rex Potter (arrived at 6:28 p.m.); Councilmembers: Carolyn Morris, Keith Shankland, Greg Standerfer and Tom Stephen. CITY COUNCIL ABSENT: Mayor Andy Wambsganss. STAFF PRESENT: City Manager Billy Campbell, Assistant City Manager Shana Yelverton, Assistant to the City Manager John Eaglen, Planning Director Bruce Payne, Public Works Director Pedram Farahnak, Finance Director Sharen Elam, Director of Public Safety Rick Black, Director of Community Services Malcolm Jackson, Deputy Director of Administrative Services Garland Wilson, Director of Economic Development Greg Last, Director of Human Resources Kevin Hugman, Manager of Technical Services Gary Gregg, Deputy Director of Community Services Steve Polasek, Recreation Supervisor Steve Moore, Lieutenant Rhonda Wilson, Landscape Administrator Keith Martin, Audio Visual System Technician Pam Jordan, and City Secretary Lori Farwell. Agenda Item No. 1, Call to order. The work session was called to order by Mayor Pro Tem W. Ralph Evans at 6:05 p.m. Agenda Item No. 2, Executive Session. There was no Executive Session held. Agenda Item No. 3, Discussion: Fiscal Year 2003-04 Proposed Budget. City Manager Billy Campbell welcomed Council and made opening comments. He stated that this budget provides for high quality service delivery, attention to physical infrastructure, as well as strategic financial initiatives promoting long-term sustainability. He addressed the challenges of this budget year as being: structural budget imbalance addressed during FY 2003, with spending reductions, tax rate increase and utility rate hikes; continued vigilance and decisive action required to ensure balance is maintained; and strict adherence to financial strategies/goals is a must to ensure future financial integrity. Assistant City Manager Shana Yelverton gave a multi-year perspective. She said the challenges are not completely resolved and that today’s decisions must consider future impacts. She said we must continue to understand structural imbalance and guard against it and pay careful attention to recurring costs. Assistant City Manager Yelverton listed budget objectives as: addressing structural imbalance; maintaining and improving service delivery; maintaining the competitiveness of the pay plan; paying close attention to the bond rating; and maintaining adequate reserves. Assistant City Manager Yelverton addressed the general fund highlights as: proposing the same tax rate; continuing payment for the vehicle replacement program; including pay plan market review/adjustments; and moving SPDC workers into the General Fund. UNOFFICIAL CITY COUNCIL BUDGET WORK SESSION MINUTES August 26, 2003, PAGE 1 OF 3 Director of Finance Sharen Elam presented highlights from other funds: SPDC workers to General Fund; TIF debt supplemented by General Fund; Utility Fund has 64 days of working capital; and consideration of the Drainage Utility District. Director Elam presented the operating budgets for the General Fund as $20.76 million, Utility Fund as $14.5 million, Crime Control District as $2.1 million, SPDC as $1.76 million, and Park Dedication as $200,000. She presented the General Fund – Fund Balance – with the proposed budget as 22.33%. Director Elam presented revenue data for the following sources: ad valorem, sales tax, franchise tax, fines, charges for services, permits and fees, miscellaneous, and interest income with a total revenue amount of $20,021,348. She presented the proposed tax rate to be the same as the current tax rate of $0.462. Director of Human Resources Kevin Hugman presented personnel information to Council. He said he has completed a market survey with 11 benchmark cities and compared job duties to the th 50 percentile. He reviewed the data received from the survey with Council. He presented Pay Plan Adjustments, Option A and Option B, and reviewed the advantages and disadvantages of both. Option A includes a market adjustment as well as a cost-of-living adjustment (COLA). Option B includes a market adjustment only. Deputy Mayor Pro Tem Potter arrived. th Director Hugman summarized the proposed budget as: adjusting pay grades to 50 percentile of market and leaving COLA as an option; and continuing the pay plan step increases to 3% instead of the previous 5%. He stated that staff recommends Option B with a start date of October 1. Deputy Director of Administrative Services Garland Wilson presented the proposed fee schedule revisions with Council. Council discussed the proposed fee schedule. Council agreed that a fee should be charged for all residential and commercial plan reviews and to credit the amount back when a permit is pulled. Councilmember Morris stated she would like to increase the earth disturbance fee. Deputy Director Wilson agreed to review the fees for earth disturbance permits and sign variance permits. Agenda Item 4, Meeting Adjourned. With there being no further business to discuss, Mayor Pro Tem Evans motioned to adjourn the meeting at 7:24 p.m. UNOFFICIAL CITY COUNCIL BUDGET WORK SESSION MINUTES August 26, 2003, PAGE 2 OF 3 ___________________________ W. Ralph Evans Mayor Pro Tem ATTEST: __________________________ Lori A. Farwell City Secretary UNOFFICIAL CITY COUNCIL BUDGET WORK SESSION MINUTES August 26, 2003, PAGE 3 OF 3