Loading...
HomeMy WebLinkAbout091106R CC Min CITY COUNCIL REGULAR SESSION MONDAY, SEPTEMBER 11, 2006 MUNICIPAL BUILDING 3800 UNIVERSITY BLVD. 6:30 P.M. The City Council convened in Regular Session in the Municipal Building (3800 University Blvd.) on September 11, 2006, with the following members present: Mayor Ballanfant presiding, Council Members Cohen, Segal, Woods and Yehle. The City Secretary, City Attorney, Finance Director, Assistant City Manager/Public Works Director and Parks and Recreation Director were also present. The notice for this meeting was posted in accordance with the Texas Government Code, Chapter 551, on the 7th day of September 2006 at 3:45 p.m. Formal Session Citizen Comments. Mayor Ballanfant invited citizens who wished to address the City Council to come forward as their names were called. There were not any citizens who wished to address the City Council at this time. Zoning Board of Adjustment. Matters related to the Zoning Board of Adjustment including Resolution No. 2006-18 appointing Jason Powers as a member. A motion was made by Council Member Segal, seconded by Council Member Yehle, to approve Resolution No. 2006-18 appointing Jason Powers to the Zoning Board of Adjustment. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Property tax refund. Matters related to 2005 ad valorem tax refunds in the amount of $1,479.45 City Council Regular Session, September 11, 2006 Finance Director Walter Thomas reported that each year the City receives overpayments of property taxes. The causes of overpayment vary, but the most common are: Both the taxpayer and the taxpayer?s agent pay the property tax. The taxpayer pays a wrong amount. Section 31.11 of the Property Tax Code requires approval by the City Council of property tax refunds that exceed $500.00. In this case the need to refund results from a duplicate payment because the taxpayer and the taxpayer?s agent paid the tax. A motion was made by Council Member Woods, seconded by Council Member Cohen, to authorize the refund of overpaid property taxes to Cenlar FSB in the amount of $1,479.45. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Appraisal Roll, Tax Rates, etc. Matters related to the 2006 Appraisal Roll, effective tax rate, etc. and including Resolution No.2006-19. Mayor Ballanfant read the caption of Resolution No. 2006-19 as follows: A resolution acknowledging receipt of Appraisal Roll, Assessor-Collector?s certificate and related information; designating a person to calculate certain tax rates, make certain publications and perform other related tasks; deciding on the amount of surplus and unencumbered funds to be used to pay debt service; and containing related provisions. Mr. Thomas reported that the State of Texas Truth in Taxation laws require the City Council to formally receive certain specific information about the property tax roll: Council is required to acknowledge the receipt of the certified appraisal roll from the Chief Appraiser. The City?s Tax Assessor is required to calculate, inform the City Council, and publish two comparative tax rates. The is the rate that the City would levy to effective tax rate generate the same property tax revenue as the preceding tax year. The roll back tax rate is the effective tax rate adjusted for changes in the City?s debt service plus an eight percent increase to the effective maintenance and operation tax rate. These rates provide information to the Council about the City?s tax rates and revenues. They also provide 2 City Council Regular Session, September 11, 2006 triggers for additional required publication of information about the City?s property taxes and, in some cases, an opportunity for the citizens to invalidate a proposed property tax increase. Failure to comply with the requirements of the Truth in Taxation laws could result in delays in assessing the 2006 property taxes or in injunctions against collecting 2006 property taxes. A motion was made by Council Member Segal, seconded by Council Member Yehle, to adopt Resolution 2006-19 acknowledging the receipt of the certified appraisal roll from the Chief Appraiser. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Bank Depository. Matters related to the bank depository including proposals received June 15, 2006 (a) Resolution No. 2006-12. Mayor Ballanfant read the caption of Resolution No. 2006-12 as follows: A Resolution approving J.P. Morgan Chase Bank NA as the City?s Depository; and containing findings and provisions related to the subject. Mr. Thomas reported that at the July 24, 2006 meeting, City Council directed Staff to further analyze the capability of banks to provide banking depository services to the City. All of the original five banks that responded to the City?s Request for Proposal for Depository Services were asked to respond to additional questions about the Bank?s experience with government and provide details about other aspects of their services. One of the questions dealt with the handling of collateral pledged by the depository to secure funds on deposit in excess of federal insurance. Currently, the City approves all transactions into and out of the account at the Federal Reserve Bank, which holds the investments, pledged to the City as collateral. Two of the banks, Encore and Wells Fargo, would not continue to allow the City to approve substitution of securities pledged as collateral and accordingly were eliminated from consideration. The remaining three banks (Chase, Amegy and Bank of Texas) were invited to an interview and to demonstrate their on-line banking services. The banking services provided by these banks are very similar. 3 City Council Regular Session, September 11, 2006 JP Morgan Chase Bank?s proposal was the lowest cost to the city with estimated monthly costs of $613 and the bank has offered to waive the analysis fees for the first three months to offset transition costs and will be able to provide the services required by West U from its Depository Bank A motion was made by Council Member Yehle, seconded by Council Member Cohen, to adopt Resolution No. 2006-12 selecting J.P. Morgan Chase Bank NA as the City?s depository subject to the final execution of all required contracts. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None (b) Resolution No. 2006-13. Mayor Ballanfant read the caption of Resolution No. 2006-13 as follows: A Resolution relating to signatures on checks drawn on City accounts; authorizing such signatures and authorizing use of facsimile signatures; authorizing the City Treasurer to ratify certain signatures; and containing findings and provisions relating to the subject. Mr. Thomas reported that the City Charter policy requires that checks drawn on City accounts must be signed by the Finance Director (acting as City Treasurer) and co-signed by another officer of the City approved by the City Council. In the past the City has authorized the Mayor and the City Manager. Additionally, as mentioned above, the City?s Depository Agreement allows the substitution or withdrawal of securities held by the Federal Reserve Bank as collateral for the City?s deposits in its depository bank only with the City?s written authorization. In the past the Finance Director authorized the release or substitution of these securities. Authorizing Finance Director, the City Manager or the Assistant City Manager will help to make sure an authorized official is available to approve the release or substitution of pledged securities. Council Member Segal suggested that the Mayor Pro Tem be added, as an additional co-signer on the checks in case the Mayor or one of the other approved officers was unavailable. A motion was made by Council Member Yehle, seconded by Council Member Segal, to approve Resolution No. 2006-13 authorizing the Mayor and City Manager to co-sign checks drawn on City accounts and authorizing the Finance Director or the City Manager to authorize the release or substitution of securities held as collateral for the City?s deposits with an amendment to authorize Mayor Pro Tem Phyllis Cohen to co-sign on checks drawn on City accounts. 4 City Council Regular Session, September 11, 2006 A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Resolution No. 2006-14. (c) Mayor Ballanfant read the caption of Resolution No. 2006-14 as follows: A Resolution approving investing in the J.P. Morgan Chase Government Money Market Fund; and containing findings and provisions related to the subject. Mr. Thomas reported that the City?s Depository Agreement requires that all funds on deposit with Chase Bank be invested overnight. In order to accomplish this, the Bank will ?sweep? all funds in the City?s demand checking accounts into a money market mutual fund. State Law (Section 2256.014) authorizes investment in mutual funds that meet specific requirements. The City?s investment policy authorizes investment in mutual funds that meet the State?s requirements. Chase Bank offers several money market funds that meet the requirements of Section 2256.014 and the City?s investment policy, but the J.P. Morgan Chase Government Money Market Fund is the most consistent with the City?s investment policy. A motion was made by Council Member Cohen, seconded by Council Member Segal, to approve Resolution No. 2006-14 authorizing investment in the J.P. Morgan Chase Government Money Market Fund. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Document Imaging. Matters related to document imaging and a contract with Municipal Code Corporation to complete the scanning project in the Public Works Department. City Secretary Kaylynn Holloway reported that in March of 2006, the City of West University Place contracted with Municipal Code Corporation (MCCi) for document scanning services in the Police and Public Works Department. At that time the City Manager authorized a contract up to $25,000 for the documents to be integrated with the LaserFiche Software. 5 City Council Regular Session, September 11, 2006 The initial work is complete and the City was not able to scan all documents under the original contract. The Staff would like to complete the remainder of the documents in the Building and Operations Divisions. Overall, this entire project has reduced the amount of leased off-site and on-site storage needed. The total cost to complete the project is $12,862.15. The additional funds are available in the salary and wages accounts in the Public Works Department because of the current vacancies. A motion was made by Council Member Woods, seconded by Council Member Cohen, to authorize the City Manager to execute a contract with Municipal Code Corporation in the amount of $12,862.15 and authorize the reallocation of the funds from the salary and wages in the Public Works Department. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Bond Election. Matters related to the November 7, 2006 City Bond Election, including the West University Place Recreation Center, Colonial Park and Parkland Acquisition. This item was not discussed during the Regular Session. City Council minutes. Matters related to the minutes of the Regular and Special Session conducted on August 28, 2006. A motion was made by Council Member Yehle, seconded by Council Member Woods, to approve the minutes as amended. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None Council Reports. Council Member Segal requested that an item be placed on the next agenda to discuss the options for phase development of the West University Place Recreation Center and Colonial Park. 6 City Council Regular Session, September 11, 2006 Council Member Yehle seconded the request. Council Member Yehle reported that the Charter Review Committee had met for the first time and that Council and citizens were invited to attend the meetings and offer comments. Staff Report. There were not any reports given during this agenda item. Adjournment. With no further business to come before the City Council at this time, a motion was made by Council Member Cohen, seconded by Council Member Yehle Woods, to adjourn the Regular Session. A vote was taken on the motion with the following result: Voting Aye: Mayor Ballanfant, Council Members Cohen, Segal, Woods and Yehle Voting Nay: None Absent: None The City Council adjourned the Regular Session at 6:52 p.m. 7