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CM 1991-05-16 Minutes May 16, 1991 The City Council of the City of Coppell met in a special called session on Thursday, May 16, 1991 at 6:30 p.m. in the Rotary Room of Town Center 255 Parkway Boulevard, Coppell, Texas. The following members were present: Mark Wolfe, Mayor Bill Smothermon, Mayor Pro Tem Peyton Weaver, Councilman David Thomas, Councilman ~"~ Tom Morton, Councilman I Jim CowTnan, Councilman (late arrival) 1 Ron Robertson, Councilman ~ John Nelson, Councilman Also present were City Manager Alan D. Ratliff, Deputy City Manager/Finance Director Frank Trando and Assistant City Manager/Personnel Director Vivyon Bowman. REGULAR SESSION (Open to the Public) Item 1. Call to order Item 2. Invocation Item 3. Pledge of Allegiance Mayor Wolfe called the meeting to order and made the decision to forego items two and three, the invocation and pledge. Council then convened into Executive Session at 6:45 p.m. as allowed under article 6252-17, Section 2(g). EXECUTIVE SESSION (Closed to the public) 4ES A. Article 6252-17, Section 2(g), discussion concerning "~ personnel. I 1. Discussion and consideration of duties, responsibilities, assigr~ent of Consultants and/or employees of the City of Coppell. Mayor Wolfe adjourned the Executive Session and opened the Regular Session at 7:25 p.m. REGULAR SESSION (Open to the public) Item 5. Discussion and consideration of approving indemnity agreement with Rick Holden. Councilman Morton moved to approve the indemnity agreement. Mayor Pro Tem Smothermon seconded the motion; motion carried with Mayor Pro Tem Smothermon, Weaver, Thomas, Morton, Cowman, Robertson and Nelson voting in favor of the motion. Discussion then turned to the July 4, 1991 Parade route which starts at Fire Station No. 2, going south on Moore Road, west on Bethel School to Denton Tap and proceeding north to Minyard's shopping center. It was the consensus of the Council that there would be no problem with the proposed route. Mark Rensemeyer, a member of the Data Processing Committee, informed the Mayor and Council of his concerns regarding the general weaknesses of the present data processing, and recommended that immediate consideration be given to the data processing needs of the City. Councilman Weaver then introduced committeeman Bob Miller, who expressed his appreciation to City Staff for their help in the formulation of the Five Year Data Processing Plan and said that he does not know how the City runs on the computer equipment they have now. Councilman Weaver introduced another member of the committee, Paul Brown, who reiterated what the other members had said. Mr. Brown also referred to that section of the Five Year Plan which recommends a full or part time person to guide the project City-wide and said that it would be a worthwhile investment. Mr. Brown continued by saying that the interrelationships, or sharing of information between the departments, vertically and horizontally, is presently being done by hand and even a basic level of equipment such as pc's will significantly improve the efficiency of City personnel. Each Councilman individually expressed their appreciation to the members of the committee for the time and expertise they devoted to this study. ~ Mayor Wolfe then asked that an item be included in the May 28, 1991 Council Meeting to re-charge the committee to make further recommendations to the Council. Item 6. Presentation of 1990-91 Mid-Year Budget - Deputy City Manager/Finance Director, Frank Trando a. Five Year Capital Improvement Plan b. Debt Service c. Water & Sewer Fund d. General Fund Mayor Wolfe then turned the meeting over to Deputy City Manager/Finance Director Frank Trando, who began his presentation with the Five Year Capital Improvement Plan, Bond Indebtedness, and how it affects the tax rate, and the the Five Year Bond Program. Mayor Wolfe took this opportunity to initiate discussion of the Capital Improvement Plan in the City, including the pressure to repair and upgrade Sandy Lake Road (Moore and MacArthur intersections) from Denton Tap Road to Kimbel Kourt, the Library, parking lot~liGhts (Brown Park), soccer fields, etc. Mayor Wolfe then requested Council tO consider their priorities for a proposed bond issue in the amount of $4,065,000 for FY 1991-92. After some discussion, it was the consensus of the Council to set the following priorities for a bond issue in the amount of 3.6 million dollars: 1. Library 2. City-wide Computers ~'~ 3. Sandy Lake Road Mr. Trando continued his presentation with a proposal made by the Fire ~ Department to build a 4,000 square foot buildinG, in the amount of approximately $232,000, to house Fire Administration and the Inspections Department. Mr. Trando explained that to lease property of approximately 3100 square feet the cost over five years would be approximately $152,000. As a result of 1984 Bond Issue the City has $246,000 in funds remaining to buy the fourth Fire Station site for the City. If the City purchased the site the remainder could be put toward the cost of the building. Mr. Trando then proposed issuing debt for the remainder, on a fourteen to twenty-four month basis to pay it off. Debt Service for five years would be approximately $280,000 to issue $240,000 worth of CO's. Discussion then turned to Debt Service. Mr. Trando pointed out that last year the City forecasted that fund balance at mid-year would be approximately $700,000, and is now expected to be $1,000,000. Mr. Trando went on to explain the reason for the increase, which was because expenditures were increased by $23,000 as a result of more principle and less interest, influenced by the re-financinG of debt. The City also received $59,802 in revenue from roll-back taxes, interest income associated with road assessments was $51,718, as well as $119,934 for road assessments which was more than anticipated. The next item of discussion was the Water and Sewer Fund. Mr. Trando ~ informed the Council that the City is proposing an adjustment of $576,200 to revenues, and recognizinG a $26,399 reduction of expenditures. Mr. ~ Trando forecasted a fund balance of 3.2 million by the end of September 1991. Assistant Finance Director Alan Johnson informed the Council that there is $640,000 cash in the fund and another $332,000 cash in CIP. Mr. Johnson also stated that cash flow and coverage is good unless the City wants to sell bonds next year for which the City does not have solid enough rates. Projected current coverage is 1.96 or 2.0 because the City refunded bonds on debt service out of escrow fund; therefore, debt service for the year is not nearly as high as it was. Mr. Trando then explained that the only adjustment made to the original budget in General Fund, and approved by the Council, was $23,764 for the D/FW AirPort Noise Study. FollowinG a detailed explanation of the revenues and expenditures, Mr. Trando pointed out to the Council that revenues are being increased by $137,061 and expenditures increased by $154,061. EXECUTIVE SESSION (Closed to the public) Article 6252-17, Section 2(g), discussion concerning personnel. 1. Discussion and consideration of dut~iRs, responsibilities, assignment of consultants and/or employees of the City of Coppell. Council then convened into Executive Session at 9:32 p.m. as allowed under the above stated article. Mayor Wolfe adjourned the Executive Session and re-opened the Regular Session at 9:45 p.m. REGULAR SESSION (Open to the public) Mayor Pro Tem Smothermon initiated his proposal on compensation by saying that in order to provide some consistency to the compensation plan, the City probably does need to separate the public safety employees from civ~l~a~-~ employees by putting them on a different plan. Mayor Pro Tem Smothermon also stated that if a civilian employee is below market, they need to brought up to market in the same manner as the Police and Fire. After several questions from Council concerning the present compensation plan, Mayor Pro Tem Smothermon then stated that he did not like the proposal, and felt it was inequitable because it only provides a market · adjustment for Police and Fire which is not fair to other City Staff who are not at market. Mr. Ratliff then informed Council that staff would §o back and re-work the compensation proposal and bring it back to Council for consideration. Mayor Pro Tem Smothermon stated that what we would like to see included in those corrections to market is that all employees who are below market value get treated in similar fashion, even if the City doesn't Get everybody pulled up to market at the same time. Fg~lowi~g further discussion, Mayor Pro Tem Smothermon made a consensus mQ~ios::ta:.aPP~e ~h9 $84,:~00 in fundinG for marke%adjuStments, ~ not the.g~ading system, Councilman Morton seconded the motion; motion carried with Mayor Pro Tem Smothermon, ' , Thomas, Morton, Cowman, Robertson and Nelson voting in favor; Councilman Weaver voting against. Staff will bring these items back for formal consideration at a later date. The meeting ended with the understanding that staff would come back with a more equitable compensation proposal. There being no further business to come before the Council, the meeting was adjourned. ATTEST: Lynn/~omeo, Agu4ninistrative Secretary