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2002-08-20City of Southlake CITY COUNCIL MEETING August 20, 2002 MINUTES CITY COUNCIL PRESENT: Mayor Rick Stacy, Mayor Pro Tem W. Ralph Evans, Deputy Mayor Pro Tem Greg Standerfer; Councilmembers: Carolyn Morris, Rex Potter, Keith Shankland, and Tom Stephen. CITY COUNCIL ABSENT: None. STAFF PRESENT: City Manager Billy Campbell, Assistant City Manager Shana Yelverton, Assistant to the City Manager John Eaglen, Finance Director Sharen Elam, Planning Director Bruce Payne, Senior Planner Dennis Killough, Public Works Director Pedram Farahnak, Deputy Director of Public Works Charlie Thomas, Director of Public Safety Rick Black, Police Chief Marlin Price, Community Services Director Kevin Hugman, Senior Parks Planner Chris Carpenter, Library Administrator Laura Highlander, Public Works Operation Manager Mike Patterson, Assistant to the Public Works Director Valerie Bradley, Human Resource Director Harold Cates, Municipal Court Administrator Sean Leonard, Economic Development Specialist Betsy Boyett, Court Intern Amber Cartwright, City Attorney E. Allen Taylor, Acting City Secretary Kim Bush, and Deputy City Secretary Lori Farwell. WORK SESSION: The work session was called to order by Mayor Rick Stacy at 5:38 p.m. REGULAR SESSION: Agenda Item No. 1, Call to order. The regular session was called to order by Mayor Stacy at 6:12 p.m. Agenda Item No. 2A, Executive Session: Mayor Stacy announced that the City Council would be going into Executive Session pursuant to the Texas Government Code, Section 551.071, consultation with city attorney; Section 551.072, deliberation regarding real property; Section 551.074, deliberation regarding personnel matters; Section 551.087, deliberation regarding economic development negotiations. City Council adjourned for Executive Session at 6:12 p.m. Executive Session began at 6:35 p.m. and ended at 7:10 p.m. Agenda Item No. 2B, Reconvene: City Council reconvened the regular meeting at 7:25 p.m. There was no action necessary as a result of the Executive Session. Agenda Item No. 3, Invocation was presented by Scott Berry, First Baptist Church Agenda Item No. 4, Reports: A. Mayor's Report — Mayor Stacy announced upcoming meetings / events. B. City Manager's Report — The City Manager introduced Scott Sandlin of Sandlin Homes who presented information on the Kaleidoscope of Homes which is being held August 31 through September 29 at Clariden Ranch. The City Manager also reported that the Public Works Department has prepared some information regarding the West Nile Virus which has been placed on the City's website and is available through the Public Works Department. C. SPIN Report — Andrea Brankin spoke regarding upcoming SPIN meetings. CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 1 OF 8 D. Parks and Recreation Board Report — Board member Liz Durham reported on the Board's meetings and upcoming events. E. Committee Reports — None F. Local Business Report — Karen Lambert with Master's Press gave a brief presentation regarding her business. Consent Agenda: 5A. Approval of the minutes of the regular City Council meeting held on August 6 2002. Approved as presented. 5B. Placing a proposal to adopt the tax rate and hold a public hearing on the tax rate, on the agenda of the September 3, 2002 Regular City Council meeting. The proposed tax rate of $.462 will exceed the lower of the rollback rate ($.397958) or 103 percent of the effective tax rate ($.400207) and increase tax revenues. Even if the tax rate was held at $.422, the tax rate would also exceed the lower of the rollback rate ($.397958) or 103 percent of the effective tax rate ($.400207). Because the tax rate exceeds these two rates, the law requires that the city council vote to place a proposal to adopt the rate increase on the agenda of a future meeting as an action item and hold a public hearing on the proposal. 8A. Ordinance No. 483-I, 1" Reading Amending Subdivision Ordinance No 483 Article VII to include proposed changes to certain procedural aspects of administering park land dedications. The Park Board recommended approval at its July 8 meeting, recommending to add the requirement to appear before Park Board if the development required five acres or more, regardless of the developer's desire to pay fees or dedicate land. The Planning and Zoning Commission recommended approval at its August 8 meeting. 9A. Resolution No. 02-047 Adoption of a Comprehensive Energy Policy for the City of Southlake. There are several energy issues that have driven the development of this policy, notably legislative requirements of Texas Senate Bill 5 (SB 5) passed in the 2001 Legislative Session and the implications of energy deregulation in Texas. SB 5 requires certain political subdivisions to implement energy efficient measures that are cost-effective, with a goal to reduce overall electric consumption by 5% a year for five years, beginning in 2002. Southlake is classified by the State as a "nonattainment" area, and is thus subject to the legislative requirements of SB 5. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, ESTABLISHING A CITY COMPREHENSIVE ENERGY POLICY; AND PROVIDING FOR AN EFFECTIVE DATE. 9B. Resolution No. 02-055 Adoption of Policies and Procedures for the TexShare Card Program. The City Council previously approved the Library Board's recommendation to participate in the Loan Star Libraries program at Level 2 — that being to participate in the TexShare reciprocal borrowing program but to continue charging non-resident borrower privilege fees. To participate in the TexShare program, the City must submit policies and procedures to the state. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 2 OF 8 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, ADOPTING THE POLICIES AND PROCEDURES FOR THE TEXSHARE CARD PROGRAM FOR THE SOUTHLAKE PUBLIC LIBRARY. 10A. Approval of the Tarrant County Tax Collection Contract for FY2002 03. Since 1982, the Tarrant County Tax Assessor/Collector has collected property taxes for the City of Southlake. This renewal contract is for collection of the 2002 taxes for the fiscal year beginning October 1, 2002. Tarrant County charges $.50 per financial transaction. The anticipated annual cost for this service is $5,500. Motion was made to approve consent agenda items 5A, 513, 8A, 9A, 9B, and 10A. Motion: Standerfer Second: Stephen Ayes: Stephen, Evans, Shankland, Morris, Standerfer, Potter, Stacy Nays: none Approved: 7-0 REGULAR AGENDA Agenda Item 6. Public Forum. Liz Durham, 403 Presidio CourtSouthlake Texas. Represented the Liberty Garden Committee and presented Council with a concept plan for Liberty Garden in Bicentennial Park. This project was conceived earlier this year to create a memorial garden in honor of September 11. Agenda Item 7A. Ordinance No 827 2nd Reading Amending Southlake City Code Section 12 32 Park Rules and Regulations Section 12-77 referring to Park Board officer elections and Section 12 148 referring to recreational camping. Community Services Director Kevin Hugman presented this item to the Council. The Park Board recommended approval at its June 10, 2002, meeting, and Council approved I" Reading on consent at its August 6, 2002, meeting. There were no comments from the audience during the Public Hearing. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: AN ORDINANCE OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE CITY OF SOUTHLAKE, TEXAS BY MODIFYING SECTION 12-32, PARK RULES AND REGULATIONS; MODIFYING SECTION 12-77, PARKS AND RECREATION BOARD MEETINGS AND BY- LAWS; AND MODIFYING SECTION 12-148, REFERING TO RECREATIONAL CAMPING; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. Motion was made to approve Ordinance No. 827, 2nd Reading. Motion: Standerfer Second: Evans Ayes: Evans, Shankland, Morris, Standerfer, Potter, Stephen, Stacy Nays: none Approved: 7-0 CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 3 OF 8 Agenda Item 7B. Ordinance No 828 2nd Reading,Incorporating by reference the Federal Repulations governing the Grapevine Lake Reservoir Area and giving the City the authority to enforce any violations of those regulations that occur within the Cit 's corporate limits. Police Chief Marlin Price presented this item to the Council. Council approved I" Reading on consent at its August 6, 2002, meeting. There were no comments from the audience during the Public Hearing. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: AN ORDINANCE ADOPTING FEDERAL RULES AND REGULATIONS FOR PUBLIC USE OF GRAPEVINE LAKE RESERVOIR AREA WITHIN THE CORPORATE LIMITS OF THE CITY OF SOUTHLAKE WITH RESPECT TO VEHICLES, VESSELS, AND AIRCRAFT; SWIMMING, PICNICKING, CAMPING, HUNTING, FISHING, AND TRAPPING; SANITATION; FIRES; CONTROL OF ANIMALS; RESTRICTIONS ON PUBLIC USE OF THE PROPERTY; EXPLOSIVES, FIREARMS, OTHER WEAPONS, AND FIREWORKS; DESTRUCTION AND ABANDONMENT OF PUBLIC AND PERSONAL PROPERTY; ADVERTISEMENTS AND COMMERCIAL ACTIVITIES; PERMITS FOR STRUCTURES AND UNAUTHORIZED STRUCTURES; SPECIAL EVENTS; UNAUTHORIZED OCCUPATION; RECREATION USE FEES; INTERFERENCE WITH GOVERNMENT EMPLOYEES; AND APPLICATION OF OTHER FEDERAL AND STATE LAWS AND CITY ORDINANCES; PROVIDING PENALTIES FOR THE VIOLATION OF ANY PROVISION OF THE ORDINANCE; PROVIDING A SAVINGS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL OTHER ORDINANCES; PROVIDING FOR PUBLICATION IN THE OFFICIAL NEWSPAPER; AND PROVIDING AN EFFECTIVE DATE. Motion was made to approve Ordinance No. 828, 2nd Reading. Motion: Standerfer Second: Evans Ayes: Shankland, Morris, Standerfer, Potter, Stephen, Evans, Stacy Nays: none Approved: 7-0 Agenda Item 7C. Ordinance No 480-403 2nd Reading (ZA01 116) Rezoning for Tract lE J. Chivers Survey, No. 350 Addition located at 2535 N. White Chapel Boulevard and being approximately 3 6 acres Current Zoning: AG — Agricultural District Requested Zoning: SF I Single Family Residential District. Senior Planner Dennis Killough presented Ordinance No. 480-403 and commented that P&Z recommended approval at its July 18, 2002, meeting and Council approved 1st Reading at its August 6, 2002, meeting. Applicant Darla Williams was present to answer questions from City Council. There were no comments from the audience during the Public Hearing. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: AN ORDINANCE AMENDING ORDINANCE NO. 480, AS AMENDED, THE COMPREHENSIVE ZONING ORDINANCE OF THE CITY OF SOUTHLAKE, TEXAS; GRANTING A ZONING CHANGE ON A CERTAIN TRACT OR TRACTS CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 4 OF 8 OF LAND WITHIN THE CITY OF SOUTHLAKE, TEXAS BEING LEGALLY DESCRIBED AS TRACT 1E SITUATED IN THE JOEL W. CHIVERS SURVEY, ABSTRACT NO. 350, AND BEING APPROXIMATELY 3.687 ACRES, AND MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A" FROM "AG" AGRICULTURAL DISTRICT TO "SF -IA" SINGLE FAMILY RESIDENTIAL DISTRICT, SUBJECT TO THE SPECIFIC REQUIREMENTS CONTAINED IN THIS ORDINANCE; CORRECTING THE OFFICIAL ZONING MAP; PRESERVING ALL OTHER PORTIONS OF THE ZONING ORDINANCE; DETERMINING THAT THE PUBLIC INTEREST, MORALS AND GENERAL WELFARE DEMAND THE ZONING CHANGES AND AMENDMENTS HEREIN MADE; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY FOR VIOLATIONS HEREOF; PROVIDING A SAVINGS CLAUSE; PROVIDING FOR PUBLICATION IN THE OFFICIAL NEWSPAPER; AND PROVIDING AN EFFECTIVE DATE. Motion was made to approve Ordinance No. 480-403, 2"d Reading. Motion: Standerfer Second: Evans Ayes: Morris, Standerfer, Potter, Stephen, Evans, Shankland, Stacy Nays: none Approved: 7-0 Agenda Item 7D. Resolution No. 02-053 (ZA02-069) Specific Use Permit for Special Events associated with Oktoberfest, on property described as Southlake Town Square Phase I and being 42.013 acres located on the northeast corner of the intersection of North Carroll Avenue and East Southlake Boulevard (FM 1709). Current Zoning: NR-PUD Non -Residential Planned Unit Development to include C-3 General Commercial District uses. Senior Planner Dennis Killough presented Resolution No. 02-053 and commented that P&Z recommended approval at its August 8, 2002, meeting. Applicant Giovanna Phillips of the Southlake Chamber of Commerce introduced event organizer Rick Lott who made a presentation to City Council. There were no comments from the audience during the Public Hearing. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR SPECIAL EVENTS ASSOCIATED WITH "OKTOBERFEST" ON PROPERTY WITHIN THE CITY OF SOUTHLAKE, TEXAS, BEING LEGALLY DESCRIBED AS SOUTHLAKE TOWN SQUARE, PHASE I, AND BEING 42.013 ACRES, MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A", AND AS DEPICTED ON THE SITE EXHIBITS ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B" AND PROVIDING AN EFFECTIVE DATE. Motion was made to approve Resolution No. 02-053 as submitted. Motion: Standerfer Second: Shankland Ayes: Standerfer, Potter, Stephen, Evans, Shankland, Morris, Stacy Nays: none CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 5 OF 8 Approved: 7-0 Agenda Item 7E. Resolution No 02-054 (ZA02-072) Specific Use Permit to allow the sale of alcoholic beverages during the special events of Oktoberfest on property described as Southlake Town Square Phase I and being 42.013 acres located on the northeast corner of the intersection of North Carroll Avenue and East Southlake Boulevard (FM 1709) Current Zoning: NR PUD Non Residential Planned Unit Development to include C-3 General Commercial District uses. Senior Planner Dennis Killough presented Resolution No. 02-054 and commented that P&Z recommended approval at its August 8, 2002, meeting. Event organizer Rick Lott answered questions from City Council. Mr. Lott said that initially when someone comes up to a booth for a beer, they will be served no more than one or two beers at that point. Over the course of the festival, he said it will be incumbent on festival staff and Chamber volunteers to not serve someone they feel has had too much to drink, and they will have DPS on hand to help guide staff with those situations. There were no comments from the audience during the Public Hearing. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR THE SALE OF ALCOHOLIC BEVERAGES ON PROPERTY WITHIN THE CITY OF SOUTHLAKE, TEXAS, BEING LEGALLY DESCRIBED AS SOUTHLAKE TOWN SQUARE, PHASE I, AND BEING APPROXIMATELY 42.013 ACRES, MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A", AND AS DEPICTED ON THE SITE EXHIBIT ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B" AND PROVIDING AN EFFECTIVE DATE. Motion was made to approve Resolution No. 02-054. Motion: Stephen Second: Standerfer Ayes: Potter, Stephen, Evans, Shankland, Morris, Standerfer, Stacy Nays: none Approved: 7-0 Agenda Item 8B. Ordinance No. 480-404 1" Reading (ZA02-046) Zoning Change and Site Plan for Gymnastics Plus located at 1363 Brumlow Avenue Current Zoning: AG — Agricultural District Amended Requested Zoning: S-P-1 Detailed Site Plan District Regulations with 0-1 Office District uses to include Gymnastics Training Center and Dance Training Center. Senior Planner Dennis Killough presented Ordinance No. 480-404 and commented that P&Z recommended approval at its August 8, 2002, meeting. Applicant F.C. LeVrier of Sun Coast Architects answered questions from Council. Councilmember Morris recommended requiring the dedication of a cross access easement between this property and the property to the south in case a compatible use is developed on that property in the future. In accordance with Section 4.21 of the City Charter, the caption for this item is listed as follows: AN ORDINANCE AMENDING ORDINANCE NO. 480, AS AMENDED, THE COMPREHENSIVE ZONING ORDINANCE OF THE CITY OF SOUTHLAKE, TEXAS; GRANTING A ZONING CHANGE ON A CERTAIN TRACT OR TRACTS CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 6 OF 8 OF LAND WITHIN THE CITY OF SOUTHLAKE, TEXAS BEING LEGALLY DESCRIBED AS TRACTS 2E1 AND 2E2, SITUATED IN THE J. GIBSON SURVEY, ABSTRACT NO. 591; AND BEING 2.5 ACRES, AND MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A" FROM "AG" AGRICULTURAL TO "S-P-l" DETAILED SITE PLAN DISTRICT WITH "O-l" OFFICE DISTRICT USES TO INCLUDE GYMNASTICS TRAINING CENTER AND DANCE TRAINING CENTER, AS DEPICTED ON THE APPROVED SITE PLAN ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B", SUBJECT TO THE SPECIFIC REQUIREMENTS CONTAINED IN THIS ORDINANCE; CORRECTING THE OFFICIAL ZONING MAP; PRESERVING ALL OTHER PORTIONS OF THE ZONING ORDINANCE; DETERMINING THAT THE PUBLIC INTEREST, MORALS AND GENERAL WELFARE DEMAND THE ZONING CHANGES AND AMENDMENTS HEREIN MADE; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A PENALTY FOR VIOLATIONS HEREOF; PROVIDING A SAVINGS CLAUSE; PROVIDING FOR PUBLICATION IN THE OFFICIAL NEWSPAPER; AND PROVIDING AN EFFECTIVE DATE. Motion was made to approve Ordinance No. 480-404, 1" Reading, subject to Site Plan Review Summary No. 3, dated August 2, 2002, incorporating P&Z's recommendations and requiring a cross access easement on the south property line. Motion: Standerfer Second: Shankland Ayes: Stephen, Evans, Shankland, Morris, Standerfer, Potter, Stacy Nays: none Approved: 7-0 Agenda Item IOB. Request for a variance to Sign Ordinance No 704 A for Ultimate Electronics located at 2727 E. Southlake Boulevard. Director of Public Safety Rick Black presented the request for seven photo display panels measuring 60 X 60 inches to the City Council. Applicants Steve Youel of Gordon Sign Company and project manager Matt Cannon answered questions from Council. Motion was made to approve the sign variance as submitted by the applicant. Motion: Standerfer Second: Evans Ayes: Evans, Standerfer, Stephen, Stacy Nays: Shankland, Morris, Potter Approved: 4-3 Agenda Item I IA. Discussion of the Southlake 2025 Plan Steering Committee. Planning Director Bruce Payne presented this item to Council during the Work Session and discussed five selection procedure options for Council to utilize when determining the membership of the steering committee. Director Payne said he will poll the Council individually and have a suggested method at the next meeting. Agenda Item 12. Meeting Adjourned. There being no further business to discuss, the meeting was adjourned at 8:52 p.m. CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 7 OF 8 Submitted By: ¢rc aL4ao - Deputy City Secretary ATTEST: Bush, Acting City CITY COUNCIL MEETING MINUTES, AUGUST 20, 2002, PAGE 8 OF 8 •.. 12 M. City of Southlake, Texas MEMORANDUM i" TO: Billy Campbell, City Manager FROM: Sharen Elam, Director of Finance Ext. 1713 SUBJECT: August 22, 2002 Budget Work Session Follow-up There were several questions raised by City Council during the first budget work session. Below I have outlined answers to each question raised during the work session and additional questions raised subsequent to August 22. If additional information is required, I will be happy to assist with further discussion/explanation. 1. Council Member Tom Stephen wanted to know the future cost associated with fully staffing the DPS West Facility and the opening of the DPS North and East Facility. • West Facility would require hiring 6 additional firefighters. The first year of funding would be $275,016 of personnel cost and would increase each additional year due to funding the pay plan at 5% step increases each year and any increase in annual health/dental/life premiums. Staff suggests fully staffing this facility in fiscal year 2003-04. • North Facility would require hiring 31 additional DPS employees (21 firefighters, and 4 Public Safety Officers(PSO) build out staffing. The first year of finding would be $1,234,732 of personnel cost and would increase each additional year due to funding the pay plan at 5% step increases each year and any increase in annual health/dental/life premiums. The Crime Control Capital Projects budget includes funding for the construction of the North Facility with an anticipated opening date in fiscal year 2004-05 (last quarter). A fire engine and a ladder truck would be required for the North Facility with a cost of $400,000 and $800,000, respectively. We will consider all financing options for the purchase of this equipment. • East Facility would not require any additional personnel. We would move personnel in the current East location (667 N. Carroll) to the new facility once construction was completed. Crime Control Capital Projects budget includes funding for the construction of the East with an anticipated opening date in fiscal year 2007-08 (last quarter). 2. Council Member Ralph Evans suggested using winter month's consumption for sewer billing. • As discussed during the budget work session, staff is currently working with the consultant on the update of the water/wastewater rate study. Based on preliminary drafts received on Tuesday from the consultant on winter -months averaging, we could cover sewer cost (debt service, operations and maintenance) Billy Campbell, City Manager August 28, 2002 Page 2 if we structure the sewer rate the same as the existing water rate ($26.16 base rate and $3.00 per 1,000 gal) with a maximum volume charge of 10,000 gal. di Staff will continue to update the City Council on the progress of the rate study. We are anticipating bring the final document to Council within the next 30 to 45 days. 3. Council Member Tom Stephen suggested funding the pay plan at last year's CPI (2.8 %) rate as opposed to the 5 % step increase included in the proposed budget. • The difference would result in a reduction of $61,600 in the proposed budget. 4. Council Member Tom Stephen asked the question what is the dollar value of the assets with an average life of 20 years that 30 year bonds were issued to purchase the assets. • After reviewing the property tax bonds outstanding, we issued $18 million 30 year bonds for 20 year life assets. 5. Council Member Greg Standerfer wanted to know what the additional .01 allocated to debt would yield. • If Council chose to allocate the additional .01 to the debt service fund, the city would have an additional debt borrowing capacity of $3.8 million (20 year MW bonds) to assist with funding the capital improvement program. Based on the current property tax allocation for debt service of .12242, the city could fund $7.8 million (20 year bonds) of the capital improvement program. If you will recall fiscal year 1999-2000 the debt portion of the property tax rate was .13242. To balance the general fund budget at the tax rate of .422, it was necessary to transfer .01 from the debt tax rate to the general fund. 6. Council Member Carolyn Morris suggested that we continue the $1,000 membership fee to Southlake Sister Cities but discontinue our practice of sponsoring a Southlake repersentive to visit our Sister Cities. • This would reduce the proposed budget by $2,300. 7. Council Member Tom Stephen suggested that staff examine the opportunity of a lease purchase for the ambulance. • We received an estimate on a five-year lease that would reduce the proposed budget by $102,615. The annual lease payment would be $32,385 over the next five years. 8. Council Member Rex Potter suggested eliminating food for meetings and reducing the budget to only cover soft drinks and snacks (cookies, etc.). Billy Campbell, City Manager August 28, 2002 Page 3 • The proposed budget reduced this item by $20,000 (57%) from the Adopted Budget for 2001-02. This could be a potential reduction of $5,000 to $8,000 from the proposed budget. 9. Council Member Rex Potter suggested removing the $300,000 for reimbursement to Cooper & Stebbins from the FY 2001-02 budget and use the savings to assist with the proposed budget shortage of funding. The proposed budget includes $325,000 for Town Square's developer reimbursement. Council Member would prefer to start the reimbursement next fiscal year as opposed to FY 2001-02. • This would increase FY 2001-02 roll forward fund balance by $300,000, therefore, increasing funding (fund balance) to assist with FY 2002-03 proposed budget funding requirements. 10. Council Member Rex Potter suggested reducing the legal service budget by $100,000 and requiring staff to monitor/control legal expenses within budget. • Staff has taken the following steps in order to increase efficiencies in the process of requesting general legal services: Block Appointments-CMO establishing "block" times with City Attorney's Office to increase efficiency of billable attorney time; Communication Channels -working with the City Attorney and the law firm to identify and establish responsibility on particular issues, increasing efficiency regarding billable time; Departmental Accountability -insuring managerial accountability by breaking down general legal services on a departmental basis, reviewing budget status at periodic intervals, and discussing procedural improvements; Managing Requests for Legal Services -development of request system to allow for planning of efficient Block Meetings with Attorneys, based upon priority, and allowing for managerial review and approval of requests for legal services; Operational Review/Procedures-CMO tracking billable hours in order to perform operational reviews in order to identify and implement efficiency procedures; Staff Authorization -each Department Director has identified in memorandum staff authorized to request legal services, streamlining access and insuring management review and approval. Billy Campbell, City Manager If August 28, 2002 di Page 4 11. Council Members Greg Stander and Tom Stephen wanted to know if the hiring of three traffic officers paid for themselves. • With regards to this particular budget, it is important to understand the deployment of police officers and that the vacant positions consist of patrol officers, not traffic officers. Patrol officers are primarily responsible for patrolling of districts, neighborhoods, businesses, etc. A patrol officer responds to all calls for service and provides safety to the community. A traffic officer is primarily responsible for the enforcement of vehicle laws, maintaining a presence in high vehicle areas, and investigating traffic accidents. Given the opportunity to add police officers, the greatest need remains within patrol. As calls for service continue to increase, patrol officers are pulled from their patrol function and committed to the call. Occasionally, we rely on officers 16 from the traffic section to fill in on patrol calls for service, taking them away from their primary function. When they answer these calls, they handle the call and return to their traffic duties without being responsible for future activity in that neighborhood. Meeting with complainants, solving neighborhood problems, taking theft reports, responding to armed robberies, assaults, and many others are all the responsibility of patrol. Police have the greatest impact on crime �., when they are assigned to specific areas for long periods of time. Officers get to know the neighborhoods, the problems and problem makers. That is the basis of Community Policing and the model we are attempting to implement. Adding traffic officers would increase the number of officers at perhaps lesser cost to the city, but impacting the crime rate in the city and addressing our greatest need will require the assignment of these officers to patrol. 12. Council Members Greg Standerfer and Tom Stephen if the hiring of police officers and firefighters reduce the requested overtime amount. • The total police overtime request is $129,832. Only $22,968 is anticipated towards minimum staffing challenges. The remainder is anticipated to provide security at "events" such as handling the traffic related to Texas Motor Speedway functions, Holiday in the park, security at council and P&Z meetings, conducting backgrounds, training, etc. Because of the timing and limited duration of these events, it is much less expensive to utilize overtime than to hire enough officers to always have enough on hand to work these events. The additional officers might reduce the minimum staffing portion of the overtime budget slightly but the amount would not come close to the $131,000 needed for 10the three officers. The total fire service overtime request is $48,000. $33,600 is anticipated towards minimum staffing. The remainder is anticipated to be used for training purposes. The requested overtime amount is at a bare minimum based on the Billy Campbell, City Manager August 28, 2002 Page 5 proposed part-time firefighters requested to staff during peak hours as well as minimum staffing. At this time the needed resources in firefighter staffing could not be made up by hiring from the overtime line. The amount to fund the full time positions would require $131,000 total dollars, overtime coupled with the part-time positions equates to $124,000. Due to the $7,000 difference and the $14,400 needed overtime monies for training the appropriate request would be to s delay the additional personnel until the economy improves. Overtime requests, through the Department of Public Safety, are made after careful determination of all anticipated costs to meeting minimum staffing and costs related to service delivery outside of "regular duty". Please let me know if additional explanation is required. Staff will continue to examine any further options presented by City Council. 0.4 i'