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HomeMy WebLinkAbout072202R CC Min CITY COUNCIL REGULAR SESSION MONDAY, JULY 22, 2002 MUNICIPAL BUILDING 3800 UNIVERSITY BLVD. 6:30 P.M. The City Council convened in Regular Session in the Municipal Building Conference Room (3800 University Blvd.) on July 22, 2002, with the following members present: Mayor Lewis presiding, Council Members May and Jackson. The City Manager, City Attorney, Public Works Director, Finance Director and Administrative Assistant were also present. Council Members Farley and Griffin were absent. The notice for this meeting was posted in accordance with the Texas Government Code, th Chapter 551, on the 18 day of July 2002 at 4:00 p.m. Informal Session Recycling and Solid Waste Reduction. Matters related to recycling and solid waste reduction, including electronic recycling, hazardous waste, recycling center, signage, video surveillance and employee work hours. Rick Jenkins, Chair of the Recycling and Solid Waste Reduction Board, presented an update on the issues being addressed by the Board. The Board has placed recycling bins at Colonial Park and is working to educate the staff and the public about the usage at the pool. Fliers will be distributed to party applicants to inform them of the recycling efforts at the pool. Mr. Jenkins stated that the RecylExpress is being used heavily on the weekends and there is a growing problem of trash being left at the site along with household hazardous waste. Possible solutions would be increased signage, removing trashcans, limiting hours of access, hiring more personnel, community service and video surveillance. He stated that the City was still having problems with cardboard being placed out on trash days. For next year, the Board is discussing initiating a pilot program regarding automatic trash containers and purchasing additional hazardous waste vouchers. 2001 Comprehensive Annual Financial Report. Matters related to the Comprehensive Report of the City?s 2001 Financial Statements and Auditors Management Letter (prepared by the audit firm of Patillo, Brown & Hill, L.L.P.) Finance Director Walter Thomas reported that the City is required each year to submit its books and records for an annual audit by an independent firm of certified public City Council Regular Session, July 22, 2002 accountants. When the audit is complete the auditor issues a report on the results of that audit. The Comprehensive Annual Financial Report is used primarily by rating and regulatory agencies as a source for financial information about the City. It also serves as the primary archival document about the City?s financial activity in 2001. The 2001 audit report included in the Comprehensive Annual Financial Report is a ?clean opinion?, meaning that the auditors found that the 2001 Financial Statements fairly present the City?s financial activity. The auditors also provide suggestions for improvement of the City?s internal accounting controls. These suggestions, often referred to as findings, can be informal or formal. The auditors are preparing a letter to management detailing these findings. The auditor?s findings, together with staff?s responses will be included in the Management Letter. The City Council accepted the 2001 Comprehensive Annual Financial Report 2003 Budget and policies. Matters related to the 2003 Budget, including policies, guidelines and a schedule of meeting dates and times. Mr. Thomas reported that under the City?s Charter and Chapter 102 of the Texas Local Government Code, an annual budget must be adopted. Formulation and adoption of the annual budget is the most important financial responsibility of local government. As required by statute, a budget should: Set goals and formulate a plan to achieve them; Establish priorities in the selection of city programs to achieve the goals; Determine the level of taxes and fees necessary to finance programs, activities, and debt service; Estimate the City?s revenues and expenditures; Serve as a control for using City?s resources; Provide the public with a written document that describes activities that will be undertaken during the budget year; Serve as a short- and long-term planning tool; and serve as a day-to-day operations guide. The budgeting process in Texas cities must comply with the requirements of Chapter 102 referenced earlier. The law requires the following: The city?s budget officer must prepare a proposed budget for the city council?s consideration; The city council must adopt an annual budget and conduct the financial affairs of the city in conformance with that budget; The budget for each fiscal year must be adopted before the first day of the fiscal year; 2 City Council Regular Session, July 22, 2002 The budget must include all expenditures proposed for the next fiscal year and compare the proposed expenditures with expenditures for the current and previous fiscal years; and The budget must contain a complete financial statement of the city, which includes the outstanding obligations, cash on hand to the credit of each fund, the total revenue received from all sources during the previous fiscal year, the estimated revenue for the current fiscal year, projected revenue for the next fiscal year, and the estimated tax rate required to provide for the budget. At the same meeting the budget is adopted, the City also approves the tax rate. Under thth state law the tax rate is to be adopted by September 30 or the 60 day after the date the certified appraisal roll is received by the City. Mr. Thomas presented a proposed schedule for budget review and adoption. The City Council requested that the budget schedule be placed on the website and included in the August issue of City Currents. Board or Commission meetings. Matters related to Board and Commission meetings (Zoning & Planning, Zoning Board of Adjustment, Building & Standards Commission, Parks & Recreation, Public Safety, Senior Services, Recycling & Solid Waste Reduction and Drainage Committee) including reports from Council liaisons. Council Member May reported that the Zoning and Planning Commission divided their manpower to address several upcoming issues. Inquiries, requests and complaints. The City Council reviewed matters received from the public and referred them to the appropriate department or will place them on a future agenda for consideration or action. The City Council recessed the Informal Session at 6:50 p.m. to convene in Formal Session in the Council Chambers. Formal Session Zoning and Planning Commission. Matters related to the appointment of a member of the Zoning & Planning Commission, including Resolution No. 2002-07. 3 City Council Regular Session, July 22, 2002 A motion was made by Council Member May, seconded by Council Member Jackson, to adopt Resolution No. 2002-07 appointing Stephen Stewart to the Zoning and Planning Commission. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members May and Jackson Voting Nay: None Absent: Council Members Farley and Griffin Outdoor Lighting. Matters related to outdoor lighting, including Ordinance No. 1716. Mayor Lewis read the caption of Ordinance No. 1716 as follows: An ordinance amending the Zoning ordinance of the City of West University Place, Texas regarding outdoor lighting; and containing findings and provisions relating to subject. Copies of Ordinance No. 1716, in the form proposed for adoption, were available in the Council Chambers. City Attorney Jim Dougherty reported that Ordinance No. 1716 is a modified and tightened up version of the current outdoor lighting ordinance. It focuses mainly on light trespass. The Zoning and Planning Commission has submitted their final report and has unanimously approved the proposed amendments. A motion was made by Council Member Jackson, seconded by Council Member May, to adopt Ordinance No. 1716 on the first reading. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members May and Jackson Voting Nay: None Absent: Council Members Farley and Griffin Computer Equipment for Police vehicles. Matters related to computer equipment for police vehicles. Police Chief Kevin Begley reported that in order to operate effectively and efficiently, the patrol vehicles utilized by the Police Department are equipped with laptop computers. This equipment allows officers to access local, state, and national databases, make inquiries, write reports, and conduct routine business in their car. The computers to be replaced are obsolete and are a continuing maintenance problem. Due to their age, it is 4 City Council Regular Session, July 22, 2002 difficult to obtain parts to repair them. The computers to be purchased represent the latest technology and are a cost effective means of keeping the officers in the field properly equipped. Funding for this purchase was allocated in the 2002 Budget. Total purchase price is $25,681.70. A motion was made by Council Member Jackson, seconded by Council Member May, to authorize the City Manager to purchase the computers in the amount of $25,681.70 for the police vehicles. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members May and Jackson Voting Nay: None Absent: Council Members Farley and Griffin City Council minutes. Matters related to the minutes of the Regular Session conducted on July 8, 2002. A motion was made by Council Member May, seconded by Council Member Jackson, to approve the minutes as presented. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members May and Jackson Voting Nay: None Absent: Council Members Farley and Griffin Adjournment. With no further business to come before the City Council at this time, a motion was made by Council Member May, seconded by Council Member Jackson, to adjourn. The Council meeting adjourned at 7:00 p.m. 5