1998-08-19 SPECIAL CITY COUNCIL MEETING
307 PARKWOOD AVENUE
SOUTHLAKE, TEXAS
AUGUST 20, 1998
MINUTES
COUNCILMEMBERS PRESENT: Mayor Rick Stacy, Mayor Pro Tem W. Ralph
Evans, Deputy Mayor Pro Tem Scott Martin. Members: Debra Edmondson, Ronnie
Kendall, and Gary Fawks.
COUNCILMEMBER ABSENT: Wayne Moffat.
STAFF PRESENT: Curtis Hawk, City Manager; Shana Yelverton, Assistant City
Manager; Shelli Siemer, Assistant to the City Manager; Lou Aim Heath, Director of
Finance; Lynn Martinson, Chief Accountant; Greg Last, Director of Community
Development; Kevin Hugman, Interim Director of Parks and Recreation; Ben Henry,
Parks Planning and Construction Supervisor; Bob Whitehead, Director of Public Works;
Shawn Poe, Capital Projects Coordinator of Public Works Department; Chuck Ewings,
Assistant to the Director of Public Works; Melinda Polley, GIS Coordinator; Lauren
Safranek, Director of Human Resources; Garland Wilson, Deputy Director of Public
Safety, Fire Services Division; Gary Gregg, Deputy Director of Public Safety, Police
Services Division; Johnny Knight, Deputy Director of Public Safety, Support Services;
Paul Ward, Building Official; Tracy Southers, Public Information Officer, Sean Leonard,
Municipal Court Administrator; and, Sandra L. LeGrand, City Secretary
Agenda Item #1, Call To Order
Mayor Rick Stacy called the Special City Council meeting to order and noted the
meeting is being held for the purpose of discussing the FY 98 -99 Annual Budget and
setting the date of the public hearing considering the tax rate.
Agenda Item #2, Discussion: Proposed FY 1998 -1999 Annual Budget
Curtis Hawk, City Manager, commented in his opening remarks that this is the most
important single thing Council and staff will go through all year. The action that the
Council takes when they finally adopt the budget is the single most important thing the
Council does for the City. In reality it is the plan of action for the coming year. Mr.
Hawk stated, "Please remember that this budget document approved last year and the one
going into next year, is a plan based on budget revenue and expenditure estimates. There
are very few things that are "fixed." "It is a modified zero based budget with a line item
budget combination." "We want to make the most of the Council's time," according to
Mr. Hawk. "The budget document before Council now, is not the staff's budget, it is my
budget. When it is approved, it will become the Council's budget."
Special City Council Meeting and Budget Work Session of
August 20 and 21, 1998 page 1 of 5
Unofficial Minutes - -- Not Approved by the City Council.
The budget work session has been tape recorded (at a tape speed of 2.4 cm), for future
use by Council and staff. Reference to the tape number will be noted throughout the
minutes of the work session.
Lou Ann Heath, Director of Finance, presented the all fund summary of revenues and
expenditures (tape 1 -A ).
#100 City Secretary, Mayor and City Council (tape 1 -A).
Specific issues discussed include:
1. Meeting Supplies: Questions were asked regarding the increase in
the amount budgeted for meeting supplies.
2. Travel Summary: The City Manager reviewed the items listed in
the travel summary sheet, commenting on the seminars, etc. that
are budgeted. The City Manager stated, "If Council does not wish
to go to the seminars, the funds are available in case something
comes up." Sister City: Councilmember Edmondson asked the
City Manager to state the benefits that the citizens get out of the
Sister City Program. She asked what is the return? Edmondson
stated we need to get "the city" involved in Sister City.
3. Assistant City Secretary (new position): After discussion,
Councilmember Fawks asked that this position be reduced to an
office assistant, keeping the part-time intern in the budget as well.
#102 Human Resources (tape 1 -A)
Specific issues discussed include:
1. Seminars: A discussion was held regarding the policy the City has
in effect for staff to attend seminars out of the office. Questions
were raised as to the number of seminars an employee can attend
in one fiscal year, with comments about the amount of time an
employee is out of the office for seminars. Lou Ann Heath,
Director of Finance, presented a print -out of travel expenses for
FY 97 -98, for Council review.
#103 City Manager (tape 1 -A)
No specific issues were discussed.
#105 Support Services (tape 1 -A end and tape 1 -B)
Special City Council Meeting and Budget Work Session of
August 20, and 21, 1998 page 2 of 5
Unofficial Minutes - -- Not Approved by the City Council.
Specific issues discussed include:
1. John Knight, Deputy Director of Support Services, presented
information on computers, document imaging, wide area network
licenses, various software packages and electronic field reporting.
Councilmembers asked to have the laptops for Council (page 105-
10) removed from the budget ($18,200.) The City Manager stated
this item is there in case the Council wanted to work with their
Council packets using this method.
2. Mobile Telephones: A discussion was held regarding the mobile
telephones for the City employees. Mobile Phone Policy:
Councilmembers asked if the City has a policy for use of mobile
phones by employees. Voice Mail for Councilmembers:
Councilmembers stated they would like to have voice mail
available to them when possible.
Agenda Item #5, Placing a Proposal to Adopt the Tax Rate and Hold a Public
Hearing on the Tax Rate, on September 1, 1998, at the Regular City Council
Meeting.
Lou Ann Heath, Director of Finance, stated this item is on on the agenda tonight for
action. Tonight Council needs to set a date for the public hearing on the tax rate levy for
September 1, 1998, at 7:00 p.m., during the Regular City Council meeting. Ms. Heath
explained the "Notice of Public Hearing on Tax Increase" which appeared in the Fort
Worth Star Telegram, adding, the notice states, "The City of Southlake will hold a public
hearing on a proposal to increase total tax revenues from properties on the tax roll by
9.33 percent. Your individual taxes may increase or decrease, depending on the change
in the taxable value of your property in relation to the change in taxable value of all other
property and the tax rate that is adopted."
Motion was made to announce the public hearing will be held on September 1, 1998 at
7:00 p.m. at City Hall, 667 North Carroll Avenue, on the tax rate.
Motion: Martin
Second: Evans
Ayes: Martin, Evans, Fawks, Edmondson, Kendall, Stacy
Nays: None
Approved: 6 -0 vote
Mayor Rick Stacy gave his philosophy on the budget. He said the #1 priority is to be
sure the City is paying employees the top amount of money, stating, "It would be silly if
we lost one employee to another city for more money." His #2 priority is to replace
outdated equipment with new equipment on an annual basis; and, #3 priority is to look at
new technology to make us have better equipment to work better with less employees.
Motion was made to recess the meeting, continuing at 10:00 a.m. on Friday, August 21,
1998.
Special City Council Meeting and Budget Work Session of
August 20, and 21, 1998 page 3 of 5
Unofficial Minutes - -- Not Approved by the City Council.
Motion: Martin
Second: Evans
Ayes: Martin, Evans, Edmondson, Kendall, Fawks, Stacy
Nays: None
Approved: 6 -0 vote
DAY TWO OF BUDGET WORK SESSIONS
August 21, 1998
10:00 a.m.
COUNCILMEMBERS PRESENT: Mayor Rick Stacy; Mayor Pro Tem W. Ralph
Evans; Deputy Mayor Pro Tem Scott Martin. Councilmembers: Ronnie Kendall, Debra
Edmondson and Gary Fawks (arriving about 11:45 a.m.).
Mayor Rick Stacy reconvened the Special City Council meeting (budget work session at
10:30 a.m.).
#131 Fire Services (tape 2 -A)
Specific issues discussed include:
1. Garland Wilson, Deputy Director of Fire Services for the Department of
Public Safety, presented the Fire Services budget. EMS /Hazmat
Technician was discussed, regarding the duties of the new position, as
well as other items that would be needed for this position, i.e. vehicle,
employee support and amount of time that would be spend on Hazmat
activities. Firefigher paramedic positions were also discussed with
Council suggesting those positions be changed to three new hires in this
area.
2. Capital Projects were discussed including color copier and CD
projector. It was noted the CD projector would be dedicated to the Public
Safety Department.
#132, Police Services (tape 2 -B)
Specific issues discussed include:
1. Officers, Vehicles and Motorcycles.
Capital Projects Improvements (tape 3 -A)
Specific issues discussed include:
Special City Council Meeting and Budget Work Session of
August 20, and 21, 1998 page 4 of 5
Unofficial Minutes-- Not Approved by the City Council.
1. Northeast Tarrant County Regional Water System by Bob Whitehead,
Director of Public Works. Street Capital Improvements: were also
discussed.
2. Unpaved Streets: (tape 3 -B) Councilmember Ronnie Kendall suggested
the City follow -up on the unpaved streets such as: Michael Drive; Our
Lane, Marantha Way; and others.
#133, Public Safety Support (tape 3 -B)
Specific issues discussed: This item was only discussed for a few minutes.
Councilmembers Kendall and Evans left the meeting at 3:00 p.m.
#106, Finance (tape 3 -B)
Specific issues discussed:
1. Purchasing Agent: This item was presented by Lou Ann Heath, Director
of Finance.
Councilmember Debra Edmondson commented that the dollar amount of reserve funds is
lower in the proposed budget than it was the same period last year, and she wants to
change that.
Mayor Rick Stacy thanked those in attendance and stated his position regarding paying
current employees more rather than hiring more employees.
The meeting adjourned at 4:30 p.m.
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Special City Council Meeting and Budget Work Session of
August 20, and 21, 1998 page 5 of 5
Notice of Public Hearing on Tax Increase
The City of Southlake will hold a public hearing on a proposal to increase total tax revenues
from properties on the tax roll by 9.33 percent. Your individual taxes may increase or decrease,
depending on the change in the taxable value of your property in relation to the change in taxable
value of all other property and the tax rate that is adopted.
The public hearing will be held on September 1, 1998, 7:00 p.m., at Southlake City Hall, 667
North Carroll Avenue.
FOR the proposal:
AGAINST the proposal:
PRESENT and not voting:
ABSENT:
The following table compares taxes on an average home in this taxing unit last year to taxes
proposed on the average home this year. Again, your individual taxes may be higher or lower.
depending on the taxable value of your property.
Last Year This Year
Average home value $244,125 $261,413
General exemptions available
(Amount available on the average home,
not including senior citizen's or disabled
person's exemptions) SO $0
Average taxable value $244,125 $261,413
Tax rate $.4221$100 $.4221$100
(proposed)
Tax $1,030.20 $1,103.16
(proposed)
Under this proposal taxes on the average homestead would increase by $72.96 or 7.01
percent compared with last year's taxes. Comparing tax rates without adjusting for
changes in property value, the tax rate would not change by $0 per $100 of taxable value or
0 percent compared to last year's tax rate. These tax rate figures are not adjusted for
changes in the taxable value of property.
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