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CC 071211 Minutes.doc - City of Weatherford_ Texas

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CC 071211 Minutes.doc - City of Weatherford_ Texas Powered By Docstoc
					MINUTES OF THE CITY COUNCIL WORK SESSION HELD JULY 12, 2011
The City Council of the City of Weatherford, Texas met in Work Session on Tuesday, July 12, 2011 at
3:30 p.m. in the City Hall Council Chambers, 303 Palo Pinto Street, Weatherford, Texas. Present were:
Mayor Dennis Hooks, Mayor Pro Tem Waymon Hamilton, Council Members Heidi Wilder, Jeff
Robinson, and Craig Swancy. City Staff included: City Manager Jerry Blaisdell, Assistant City Manager
Sharon Hayes, City Attorney Ed Zellers and City Secretary Malinda Nowell.

Mayor Hooks announced a quorum was present. The meeting was called to order at 3:30 p.m.

WORK SESSION AGENDA

Discuss and consider proposed changes to the City of Weatherford fee schedule. Animal Shelter,
Consumer Health, Finance, and Planning and Development have proposed changes to their fee schedule.
If approved, the schedule will be brought back before the Council in an upcoming regular session. Once
adopted, the new fees will take effect on October 1, 2011. Changes include:

Animal Shelter
                 Fee Description                          Current              Proposed 10/1/11
Impoundment fees: microchipping dogs and cats                       $20                           $25
Adoption fees: cats                                      $65 per animal                $70 per animal
Adoption fees: male dogs                                 $85 per animal                $90 per animal
Adoption fees: female dogs                               $95 per animal               $100 per animal

Consumer Health
               Fee Description                            Current              Proposed 10/1/11
Collection Fee                                                       $0           50% of permit cost

Council requested that Consumer Health Inspector Angel Smith send bills out 60 days in advance instead
of 30 days in advance, and to increase the proposed grace period from 5 days to 10 days.

Finance
                  Fee Description                         Current              Proposed 10/1/11
Franchise fees: telecommunications right-of-way            .69 per month               .70 per month
access line rate, residential
Franchise fees: telecommunications right-of-way         $1.34 per month               $1.36 per month
access line rate, non-residential
Franchise fees: telecommunications right-of-way         $1.34 per month               $1.36 per month
access line rate, Point to Point
Lake Weatherford Lot License                             $728 to $7,057                $728 to $8,469
                                                        Phase In 21.5%;    Phase In 20.0%; New Rates
                                                       New Rates 2.5%,       2.5%, Freeze-no increase
                                                      Freeze-no increase

Planning & Development
                Fee Description                           Current              Proposed 10/1/11
Oil and Gas: Seismic Permit (fee based on past                       $0                       $1,000
permitting history)
Oil and Gas: Pipeline Permit (fee based on past                      $0                        $1,000
permitting history)
Local modifier                                                       .54                          .58
Discuss future office spaces and future building resource needs for the City of Weatherford. City
Manager Jerry Blaisdell discussed this item as it relates to Municipal Court, Parks and Recreation,
Planning and Development, and Fire Administration. Mr. Blaisdell discussed the space leased by the Art
Association at the city’s Old City Hall. They are in a 5 year lease which expires in June 2012. That area is
on future expansion plans for the City of Weatherford’s Municipal Court. Moving Court to that location
would free up space and allow Planning and Development to move to City Hall in the location currently
occupied by Municipal Court. The financial impact is unknown at this time. Mr. Blaisdell discussed the
upstairs area at old city hall to include divisions such as housekeeping, building maintenance, code
enforcement, and consumer health. Fire administration staff and arson investigation could be moved into
old city hall in the area occupied by Parks and Recreation and those staff members could be relocated into
the Wright House.

Council asked for remodeling costs as well as new building costs and to give the art association as much
notice as possible regarding the possibility of not renewing that lease agreement. Staff will return to
Council in six months.

Discuss employee health insurance options for next fiscal year. City Manager Jerry Blaisdell
introduced Director of Human Resources Tammy Sinclair. Ms. Sinclair stated that if everything remains
the same this year, we are looking at an increase of $58,000 for medical and dental insurance for our
employees. Ms. Sinclair discussed a consumer centered pool plan that is a state plan now available to us.
If we choose the consumer centered pool plan, there would be an additional cost of $6,000 to the city. A
benefit of the consumer centered pool plan is that employees are given the option to choose any of the
plans. The City will pay a certain amount for the “middle” plan and then employees can choose that plan
or another option within the plan. If the employee upgrades, then they have to pay the increased cost. If
they downgrade, those dollars could possibly be set aside for them in an HRA. The prescription piece of
each of the options will remain the same as what we have right now. The insurance company and the
network would stay the same through all options.

On the motion of Waymon Hamilton, second by Craig Swancy, the Council voted unanimously to
adjourn the Work Session at 4:25 p.m. Motion carried 5-0.



                                                          _____________________________
                                                          Mayor Dennis Hooks
ATTEST:


______________________________
Malinda Nowell, City Secretary
MINUTES OF THE CITY COUNCIL EXECUTIVE SESSION HELD JULY 12, 2011
The City Council of the City of Weatherford, Texas met in Executive Session on Tuesday, July 12, 2011
at p.m. in the City Hall Council Chambers, 303 Palo Pinto Street, Weatherford, Texas. Present were:
Mayor Dennis Hooks, Mayor Pro Tem Waymon Hamilton, Council Members Heidi Wilder, Jeff
Robinson, and Craig Swancy. City Staff included: City Manager Jerry Blaisdell, Assistant City Manager
Sharon Hayes, City Attorney Ed Zellers and City Secretary Malinda Nowell.

Mayor Hooks announced a quorum was present. The meeting was called to order at 4:25 p.m.

EXECUTIVE SESSION AGENDA

Pursuant to Chapter 551, Texas Government Code, VTCS, (Open Meetings Law) in accordance with the
authority contained in:
        Section 551.072 – to deliberate the purchase, exchange, lease, or value of real property –
        0.349373 Acre Lot: S PT 3, BLK 9, Yeoman Subdivision and which property is addressed as
        209 Bois D Arc St, City of Weatherford, Parker County, Texas.

The Council convened into Executive Session at 4:26 p.m. They reconvened into Open Session at 4:40
p.m.

As there was no further discussion, on the motion of Waymon Hamilton, second by Craig Swancy, the
Council adjourned the Executive Session at 4:40 p.m. Motion carried 5-0.



                                                      _____________________________
                                                      Mayor Dennis Hooks
ATTEST:


______________________________
Malinda Nowell, City Secretary
MINUTES OF THE CITY COUNCIL REGULAR SESSION HELD JULY 12, 2011
The City Council of the City of Weatherford, Texas met in Regular Session on Tuesday, July 12, 2011 at
6:30 p.m. in the City Hall Council Chambers, 303 Palo Pinto Street, Weatherford, Texas. Present were:
Mayor Dennis Hooks, Mayor Pro Tem Waymon Hamilton, Council Members Heidi Wilder, Jeff
Robinson, and Craig Swancy. City Staff included: City Manager Jerry Blaisdell, Assistant City Manager
Sharon Hayes, City Attorney Ed Zellers and City Secretary Malinda Nowell.

Mayor Hooks announced a quorum was present. The meeting was called to order at 6:30 p.m.

REGULAR SESSION AGENDA
ACTION ON EXECUTIVE SESSION ITEM
Pursuant to Chapter 551, Texas Government Code, VTCS, (Open Meetings Law) in accordance with the
authority contained in:
        Section 551.072 – to deliberate the purchase, exchange, lease, or value of real property –
        0.349373 Acre Lot: S PT 3, BLK 9, Yeoman Subdivision and which property is addressed as
        209 Bois D Arc St, City of Weatherford, Parker County, Texas.
On the motion of Heidi Wilder, second by Craig Swancy, the Council voted unanimously to authorize the
City Manager to complete the purchase of the property described and on the terms discussed in Executive
Session. Motion carried 5-0.

ACTION ITEMS
Consider approval of the minutes from the Work Session, Executive Session, and the Regular City
Council meeting held on June 28, 2011. On the motion of Waymon Hamilton, second by Jeff Robinson,
the Council voted unanimously to approve the minutes of the June 28, 2011 City Council Meeting.
Motion carried 5-0.

Discuss and consider approval of ordinance 534-2011-15 approving a Zoning Change from R1 One-
Family Residential to C1 Commercial, for property located at 107 WEST JOSEPHINE STREET,
City of Weatherford, Parker County, Texas. Director of Planning and Development Don Stephens
advised the Council that this was a Zoning Change request for property currently zoned R1 One-Family
Residential to be rezoned C Commercial located at 107 WEST JOSEPHINE STREET. Applicant
Michael Brinkley has requested approval of this change to C Commercial to allow for the conversion of
the existing single-family dwelling into office space. This property was zoned Commercial in the past.
According to the City’s Future Land Use Map, the subject property is marked for “Office/Retail”
development. The item was heard at public hearing before the Planning and Zoning Board on June 8,
2011. By a vote of 7 – 0, the Planning and Zoning Board has recommended approval of the Zoning
Change. Mayor Dennis Hooks opened the public hearing. As there were no comments, Mayor Hooks
closed the public hearing. On the motion of Waymon Hamilton, second by Jeff Robinson, the Council
voted unanimously to approve the ordinance to rezone this property to C Commercial. Motion carried 5-0.
The ordinance is captioned as follows:
                                       ORDINANCE 534-2011-15
        AN ORDINANCE AMENDING THE ZONING DISTRICT BOUNDARIES OF
        THE ZONING DISTRICT MAP OF THE CITY OF WEATHERFORD, TEXAS,
        CONCERNING CERTAIN PARCELS OR TRACTS OF LAND IDENTIFIED AS
        0.480 ACRES OUT OF THE A. BRACKENE SURVEY, ABSTRACT NO. 27,
        CITY OF WEATHERFORD, PARKER COUNTY, TEXAS LOCATED AT 107
        WEST JOSEPHINE STREET HERETOFORE ZONED R1 ONE-FAMILY
        RESIDENTIAL SHALL HENCEFORTH BE ZONED C1 COMMERCIAL;
        REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN
        CONFLICT; AND PROVIDING A SAVINGS CLAUSE.
Discuss and consider adopting Resolution R2011-17 releasing Lots 1, 2, and 3, Block 1, and Lot 1,
Block 2 of the Highland Park Addition from the Extraterritorial Jurisdiction boundary line
agreement between the City of Weatherford and Hudson Oaks, Texas. The City of Weatherford and
the City of Hudson Oaks entered into agreement establishing the boundary line for Extraterritorial
Jurisdictional control of each City in 1992. The City of Hudson Oaks is now requesting that the line be
amended to release Lots 1, 2 and 3, Block 1, and Lot 1, Block 2, Highland Park Addition to Hudson Oaks
which will allow them to enforce certain sign regulations within their ETJ. After discussion, on the
motion of Craig Swancy, second by Waymon Hamilton, the Council voted unanimously to adopt
Resolution R2011-17. Motion carried 5-0.

Discuss and consider authorizing the use of a portion of the existing general capital project fund to
update the 2002 Comprehensive Thoroughfare Plan and develop a 10 year capital transportation
program. Director of Capital Transportation Projects Terry Hughes stated that the Transportation
Advisory Board reviewed the 2002 Comprehensive Thoroughfare Plan and the associated thoroughfare
improvement program. Based on their review of this and other information, he stated that the board is
requesting that the council authorize expenditures to update the Comprehensive Thoroughfare Plan and
develop a 10 year capital transportation improvement program. The plan should be multimodal in nature
and address goals and objectives, develop strategies and policies designed to support the goals and
objectives, and evaluate projected growth patterns and future land use scenarios to update roadway
function, classification and alignment. The plan should also have public input and agency coordination
with NCTCOG, TxDOT and Parker County and use travel demand program modeling to assess future
roadway needs and develop the 10 year capital transportation program with engineering cost estimates.
Mr. Hughes stated that funds are available in the capital projects fund and should cost no more than
$110,000 to hire a consultant for this study. The Transportation Advisory Board held a special meeting on
June 30, 2011 and voted 4-0 to recommend that the City Council allocate funds to hire a firm and assist
staff and the board in preforming the Comprehensive Transportation/Thoroughfare Plan update. After
discussion, on the motion of Craig Swancy, second by Heidi Wilder, the Council voted unanimously to
approve this item. Motion carried 5-0.

Receive a report, hold a discussion and provide staff direction regarding an interlocal agreement
between the City of Weatherford and the City of Plano’s RFP 2011-157-C, Annual Contract for
Fleet Fuel Card and Management Services. Director of Municipal and Community Services Steve
Bates stated that at their June 13, 2011 meeting, the City of Plano City Council awarded the Fuel Fleet
Card and Management Services to Mansfield Oil Company as the primary recipient. If authorized
Weatherford will continue its use of services with Mansfield Oil Company with the same fuel cards
already assigned to the City of Weatherford’s fleet vehicles. By partnering with the City of Plano, the
City of Weatherford leverages the power of volume buying and has been able to receive a better price
than issuing a standalone RFP. Failure to approve the agreement would result in Weatherford issuing an
RFP under its own initiative and may result in increased costs.

Pricing will be based on the Oil Price Information Service (OPIS). T h e DFW Metro Daily Net
Contract Average established at 10:00 am EST for each fuel type purchased and the day the fuel is
purchased. The only added cost will be for taxes. The markup amounts listed below includes all
delivery, freight and any other charge or fees besides taxes.
 Unleaded Gasoline: + $0.1450 per gallon (Previous contract: + $0.1550)
 Diesel: + $0.18 per gallon (Previous contract: + $0.25)

On the motion of Jeff Robinson, second by Heidi Wilder, the Council voted unanimously to approve the
Fleet Fuel Card and Management Program. Motion carried 5-0.
Consider and/or act upon approval of City of Weatherford Financial Management Policy
Statements. Chief Financial Officer Janina Jewell stated that during the last meeting, Councilwoman
Wilder asked to discuss appropriate levels of fund balance before the City got much further into the FY
2012 budget process. At that time, Ms. Jewell suggested that discussion be held in conjunction with the
annual consideration of Financial Management Policy Statements that have traditionally set those fund
balance and working capital levels. The only change Ms. Jewell recommended to the policy this year is
implementation of the Governmental Accounting Standards Board Statement Number 54 which addresses
Fund Balance Reporting and Governmental Fund Type Definitions.

Ms. Jewell stated that the policy statements provide a framework for fiscal decision-making to ensure that
financial resources are available to meet the present and future needs of the citizens of Weatherford.

 The benefits of a financial policy are:
 Streamline the decision-making process.
 Enhance credibility.
 Provide a sense of continuity, and
 Provide a means for dealing with fiscal emergencies.

The first two objectives of the policy relate to revenue and expenses. They are clear cut and there are no
recommended changes from the last several years in regards to our policy.

The next objective that Ms. Jewell discussed was the Fund Balance / Working Capital. This includes the
changes due to GASB 54. GASB 54 requires the City to now divide fund balance of governmental funds
into five categories. We used to only have two categories and that was if they were restricted or
unrestricted now we have:
 Non-Spendable Fund Balance – not in a spendable form such as inventory or prepaid items or
    because of legal or contractual requirement we are not allowed to spend.
 Restricted Fund Balance – are those amounts that can only be used for specified purposes as set by an
    external force such as creditors through debt covenants, grantors, contributors and/or other
    governmental entities legislation or regulations.
 Committed Fund Balance – are those funds that the City Council constrains the use of for a specific
    purpose.
 Assigned Fund Balance – are those funds that reflect an intended use of the City Council. The City
    Manager only assigns the use of these funds but City Council still retains the power to appropriate the
    funds for their actual use.
 Unassigned Fund Balance – funds in the general fund that do not fit into any of the previously listed
    categories that can be used for any purpose of City Council.

Ms. Jewell stated that, even though the names of certain fund balances have changed, she is
recommending the same level of reserve in this policy as in previous years.

Ms. Jewell also wrote into this policy that those restricted fund funds balances that also pay some
personnel expenses should also have this same 20% of operations for emergencies. This would include
the Hotel / Motel Fund, and the Juvenile Case Manager Fund. These are very small funds compared to the
General Fund but since people are paid by these funds, the city may need a little extra time to deal with
emergency adjustments.

GASB 54 had no changes for the Working Capital items; therefore, she suggested leaving it as is.
The order in which these funds would be used is started in the policy to go from most restrictive to least
restrictive. This is the option with the most flexibility for the long-term. Other objectives of the fiscal
policies include:
 Capital Expenditures & Improvements
 Debt
 Budget
 Investments
 Fiscal Monitoring
 Financial Consultants
 Accounting, Auditing, and Financial Reporting
 Internal Controls

The Council discussed the possibility of putting more into committed and restricted levels of reserves due
to unforeseen natural disasters or emergencies. Reference was made to the August 2010 clear well
incident and the fact that the incident required approximately four days fund balance. Ms. Jewell stated
that the fiscal policies will need to be adopted by September 30, 2011. After further discussion, on the
motion of Craig Swancy, second by Waymon Hamilton, the Council voted unanimously to table this item.
Motion carried 5-0.

Take action to clarify the Parks and Recreation Board positions to which Bobbie Narramore and
Greg Shaw were appointed. On the motion of Waymon Hamilton, second by Heidi Wilder, the Council
voted unanimously to appoint Greg Shaw to the unexpired term of Tom Novak and Bobbie Narramore to
the unexpired term of Mitch Bedinger. Motion carried 5-0.

CITIZENS COMMENTS ON NON-AGENDA ITEMS
 Kelly Ingleright requested Council consideration regarding the funds requested by the Weatherford
   Art Association.
 Bobbie Narramore spoke in favor of using natural gas for fleet vehicles.

As there was no further discussion, on the motion of Waymon Hamilton, second by Craig Swancy, the
Council adjourned the meeting at 7:22 p.m. Motion carried 5-0.


                                                         _____________________________
                                                         Mayor Dennis Hooks

ATTEST:


______________________________
Malinda Nowell, City Secretary

				
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