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Minutes TC 08/15/1995 - Joint SessionMINUTES OF JOINT TOWN COUNCIL MEETING/FINANCE COMMITTEE WORKSHOP TOWN OF TROPHY CLU8, TEXAS AUGUST 15/ 1895 THE STATE OF TEXAS � � COUNTY OF DENTUN � The Town Council of the Town of Trophy Club` Texas met in m joint Town Council meeting and Finance Committee Budget workshop session on Tuesday, August 15, 1995. The meeting was held within the boundaries of the Town and was open to the Public. Council Members Present: Jim Carter Mayor Marshall Engelbeck Council Member Gene Hill Mayor Pro Tem Doug Glaepell Council Member Patti Stoltz Council Member Council Member Moore was out Of town on a F.E.M.A. project. Also present were guests and staff members: Hardy Thompson Partner of Cowles & Thompson Donna Welsh Town Manager Jack Jacobs Town Treasurer Pauline Shaw Planning & Zoning Administrator Bill Le8rand Public Works Director David Miller Pc/lice Chief Karen 8adri Town Secretary Diane Cockrell Court Administrator Barbara Allen Court Clerk Julio Chambers E.M.S. Lieutenant Roger Unger District Manager of M.U.D. Town Attorney, John Hill, was unable to attend' Finance Committee Members: John Carter Chairman Of Finance Committee Bob Burns Committee Member Unable to attend were committee members: Jim Haoe, Lee Pettigrew, and Scott Smith. CALL TO ORDER. Mayor Carter called the meeting to order at 7:00 p'm' noting a quorum was present. He then welcomed Council Members, guests, and staff. Page 2' Joint Town Council Meeting/Finance Committee Budget Workshop, 08/15/95 INVOCATION. An Invocation was given by Finance Committee Chairman Carter. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAGS. The pledge of allegiance to the American and Texas Flags was led by Council Member Glaepell, SESSION:_ TOWN COUNCIL TO CONDUCT A CLOSED -DOOR SESSION IN ACCORDANCE WITH CHAPTER 551^ GOVERNMENT CODE, VERNON'S CODES,^ ANNOTATED (OPEN MEETINGS LAW), SECTION 551.071 LEGAL AND 551.072 REAL ESTATE. A. TO RECEIVE LEGAL ADVICE FROM THE TOWN ATTORNEY REGARDING THE CONSOLIDATION/MERGER OF THE TOWN/M.U.D. DISTRICTS AND TO DISCUSS THE EXCHANGE OF REAL PROPERTY REGARDING THE CONSOLIDATION. The Town Council adjourned into Closed -door session at 7:04 p.m. to consider and discuss the summary and suggestions given to them by Hardy Thompson, partner of Cowles & Thompson, P.C. Mr. Thompson was substituting for Town Attorney, John Hill, REGULAR SESSION: TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION TO TAKE NECESSARY ACTION REGARDING ITEMS DISCUSSED IN EXECUTIVE SESSION. The Town Council reconvened into regular session at 7:45 p.m. No action was taken' Mayor Carter announced the continuation of a closed -door session after the budget workshop. CONSENT AGENDA Mayor Carter asked to remove the minutes of the July 18, 1995 Town Council Meeting and to correct on page 1 The Club at Trophy Club to Trophy Club Country Club. Mayor Pro Team Hill then made a motion to accept the Consent Agenda as corrected. Council Member Glerspell seconded, motion passed unanimously. The approved items are as follows: A. Minutes of the July 18, 1995 Town Council Meeting. B. A resolution of the Town Council of the Town of Trophy Club, Texas supporting the new courts building and juvenile facility expansion projects proposed by Denton County; providing an effective date. Page 3, Joint Town Council Meeting/Finance Committee Budget Workshop' 08'15/85 C. A proclamation of the Town Council of the Town of Trophy Club, Texas proclaiming August 1995 "Ozone Awareness Month"; authorizing the Mayor to execute said proclamation. A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS APPOINTING ONE MEMBER TO THE BOARD OF DIRECTORS OF THE DENC0 AREA 9-1-1 DISTRICT; PROVIDING AN EFFECTIVE DATE. Mayor Carter included his verbal support of Town Manager Welsh's written endorsement of Mayor Olive Stephens of Shady Shores for this appointment. Mayor Pro Tem Hill then made u motion to accept the recommendation of Mayor Olive Stephens as a board member. Council Member Stoltz seconded; motion passed unanimously. *PRESENTATIONS BY CITIZENS No presentations were given. ADJOURN TO BUDGET WORKSHOP After a short recess the budget workshop began. TOWN COUNCIL AND FINANCE COMMITTEE TO REVIEW FINANCIAL STATEMENTS ENDING JULY 31, 1985. The shortage of projected revenues for T.U. Electric's franchise fees resulted in a request for on audit' S.W. Bell's lesser revenues are due to they increase of cellular usage. Mayor Carter questioned the legal bookkeeping aspect of using revenues to credit polio** department expenditures. The Town Auditor, Jim Buxton, is to be contacted about this transaction' As there were no other questions, Mayor Pro Tem Hill made a motion to adopt the financial statements as they stand. Council Member EnSelbeCh seconded; motion passed unanimously, WORKSHOP: TOWN COUNCIL, FINANCE COMMITTEE, AND STAFF TO CONSIDER A PRELIMINARY BUDGET FOR FISCAL YEAR OCTOBER 1, 1995 TO SEPTEMBER 80r 1988. Town Treasurer Jacobs and Town Manager Welsh informed the Council and Committee of the following: 1. The tax appraisal roles increased $ 676,000.00 2. The effective te/n rate for Z & S Funds can be reduced from .08 cents to .08 cents. 8. The effective ten rate for L} & M can remain at .3381 based on 87% of collections. . Page 4, Joint Town Council Meeting/Finance Committee Budget Workshop, 08/15/95 4. With the overall tax rate reduced from .4261 to .4161 public hearings and one of the two quarter page advertisements can be eliminated. U 5. Town surplus is about $ 230,OU0U for 1994-95. 6. The $ 130,000.00 for the down payment of the police department building and $ 109,000.00 short fall between revenues and projected expenditures can be taken from the $ 431,000.00 in fund balance. 7. With the $ 30,000.00 carry over the total down payment on the 4,821 square foot police building will be $ 160,000.00. it will be financed for 8 years at $ 29,545.00 annually. The M.U.D. has agreed to provide the land for the building and is considering a nominal lease rather than a sale of the land. A representative from each department then presented its proposed budget and answered questions. A lengthy discussion ensued and resulted with Council Member Engelbeck challenging the Staff to cut this budget by $ 50,000-00 to $ 100,000-00. Mayor Carter requested that a column listing the projected actuals be added. The following is a summary of the discussion: 1. The Council prefers to keep the Fourth of July fire works and suggested that the Staff co-ordinate with Westlake and the Perot Group for an acceptable area. 2. Court is its own department separated from Administration. It was agreed that it is expensive, but necessary for the Town. The Mayor suggested that a juvenile court be considered at a cost of about $ 4000.00. The Council will consider the suggestion after more research and information is provided. 3. E.M.S. is promoting the part-time employee to a regular position. 4. Planning and Zoning has been separated from the Public Works Department. It will generate revenues by selling copies of the new Topo maps. The Council learned that unimproved land is currently valued at $ 32,000.00 per acre. 5. The Council suggested that the Public Works department co-ordinate with the M.U.D. to use one of their vehicles and employees for animal control and maintenance. 6. All departments consider leasing equipment rather than purchasing. Page 5, Joint Town Council Meeting/Finance Committee Budget Workshop, 08/15/95 7. Council questioned having mileage at .30 cents a mile rather than vehicle allowances. At the end of the meeting Town Treasurer Jacobs recommended that this proposed budget be filed with the Town Secretary and make changes before the public hearing on August 31st. CLOSED -DOOR SESSION: TOWN COUNCIL TO RETURN TO A NON -POSTED CLOSED -DOOR SESSION, SECTION 551.074 PERSONNEL. A. TO CONSIDER THE STAFF SALARIES OF THE PROPOSED 1995- 1996 BUDGET. The Town Council returned to a non -posted closed -door session at 10.10 p.m. to discuss and consider the staff salaries for each department for the 1995-1996 proposed budget. RECONVENE INTO OPEN SESSION: TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION TO TAKE NECESSARY ACTION REGARDING THE MATTER DISCUSSED IN CLOSED -DOOR SESSION PURSUANT TO AGENDA ITEM A. The Council reconvened into open session at 11:07 p.m. No action was taken, but the consensus of the Council favored the recommended salaries. Mayor Pro Tem Hill made a motion to adjourn at 11:10 p.m. and meet again on August 31st at the joint public hearing and budget workshop. Council Member Glaspell seconded; motion passed unanimously. It was suggested that the I & S requirements be included at that workshop. OR CARTER Tt�WN SECRETARY