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HomeMy WebLinkAbout1976-01-29 Workshop � w � � � s � CITY OF GRAPEVINE, TEXAS � AGENDA � � CITY COUNCIL WORKSHOP AGENDA � THtJRSDAY, JANUARY 29, 1976 AT 7:00 P.M. � CONFERENCE ROOM - 413 MAIN � � � r � I. CALL TO ORDER � § F II. INVOCATION - Councilman Dunn � � III. NEW BUSINESS � � A. City Council to discuss the management rep. letter i with auditors Jerry Pittman and David Harris. ? f �: B. City Council to discuss parking for City employees � � 4 and city vehicles . b ,: C. City Council to discuss the City of Grapevine' s � participation in a future water supply study, ; � water treatment facility and distribution system � with Trinity River Authority and four other cities. �' � (Bedford, Euless, North Richland Hills & Colleyville) � � D. City Council to discuss a request by Grapevine Independent School District to consider the widen- � ing of Cannon Street between Austin and Ruth. � P E. City Council to discuss the proposed visitors � 3 ; center and recreation center in Oak Gra�ve Park ; on the Corps of Engineer' s Cost-Sharing Program. � � IV. OLD BUSINESS � � � A. City Council to discuss using the Bureau of Outdoor � Recreation Grant ($166,800) at a location other than � east of the dam. B. City Council to discuss Mr. M. D. Smith' s proposal � for construction of the golf course. � � C. City Council to discuss plans for the mini-park ; next to the fire station. � � s D. City Council to discuss other City related business of • � a miscellaneous nature. � �: � � ! IN ACCORDANCE WITH ARTICLE 6252-17 V.A.T.C.S. , AS AMENDED � � BY CHAPTER 227, ACTS OF THE 61ST LEGISLATURE, REGULAR SESSION, �: � � THE CITY COUNCIL WORKSHOP AGENDA WAS PREPARED AND POSTED � ON THIS THE 26TH DAY OF JANUARY, AT 3 :45 P.M. � � � �: � CITY ECRET Y � � � � � � STATE OF TEXAS X COUNTY OF TARRANT X CITY OF GRAPEVINE X The City Council of the City of Grapevine, Texas convened in a special workshop session at 7:15 P.M. on this the 29th day of ,Tanuary, 1976 with the following members present to-wit: � William D. Tate Mayor Thelma Conine Councilwoman Doil Dalton Councilman C. L. Oliver Councilman Willis Pirkle Councilman Bob Murphy Councilman Charles Dunn Councilman constituting a quorum, with Floy Ezell City Manager Jim Hancock Assistant City Manager Shirley Armstrong City Secretary John Boyle City Attorney Mayor Tate called the meeting to order. The Invocation was given by Councilman Dunn. The first order of business was for the City Council to discuss the Management Report Letter with auditors Jerry Pittman and David Harris. Councilman Dunn asked Mr. Pittman if an audit and a management report were the same. Mr. Pittman answered that they were not. He continued by stating that the purpose of a management report is to improve accounting procedures and internal controls as well as operational effectiveness and related controls. Mr. Harris commented that an audit is the examination of financial statements for the purpose of expressing an opinion thereon by an independent public accountant. Councilman Dunn noted that in the management report it was suggested that the Utility Fund should pay a �air rate of interest for monies borrowed from the General Fund. He asked Mr. Harris if in his experience did he find that other municipalities paid this type of interest. Mr. Harris answered yes and stated that it was a good accounting practice. Mr. Pittman stated that in order to boost revenue, the utility department should measure water used by other departments and charge that amount to the general fund. Councilman Dunn asked what was meant by the term "extraordinary items" used on page two of the report. Mr. Pittman answered that this term referred to expenses which occurred only once. Council- man Dunn referred to an item in the report which _stated that the annual budget should conform to reporting re- quirements considered generally accepted by the Municipal Finance Officers Associatian and the American Institute of Certified Public Accountants. Councilman Dunn asked Mr. Pittman if the City' s budget did nat conform with these requirements. Mr. Pittman stated that the account- ing industry has its own generally accepted manner of presenting a budget so as not to be misleading to a third € � t � � 3 � S: party reader. Councilman Dunn asked Mr. Pittman if he � ' felt the City needed to change its type of reporting. � � Mr. Pittman answered that he felt a more acceptable method ; z or format was needed. Councilman Dunn asked Mr. Pittman � why he felt the Council should receive at least quarterly � financial statements and supporting schedules conforming � to these generally accepted principles rather than trial ¢ balances comparing three months of actual results with ` twelve months of budgetary accounts. Mr. Pittman answered � that he felt that the trial balances now had a lack of � � comparative data. He further commented that he felt the � ; Council should be able to compare three months of actual = ; results with three months of a budgeted total, with 4 '� perhaps a third column of percentages. Councilman Murphy � ' asked Mr. Pittman if he had observed any changes as a � � result of last years recommendations. Mr. Pittman � ; answered yes, and stated that it was not his intention to � , r offend anyone. He further commented that he felt a � Y finance department was needed with a responsible person �. as head of that department. He continued by stating that � ' he would like to see more results of his past suggestions. � Councilman Dalton asked how many people the auditors felt f were needed to operate an effective accounting department. � ; Mr. Harris answered that one qualified person with competent � training to guide the employees we already have would be ! sufficient for the present time. He continued by stating � that eighty-three journal entries noted during the audit � were too many. Councilman Dalton commented that to set up � � a new department would be extremely expensive. He further x ` stated that considering office equipment, secretary, � � salaries, etc. , that it might sa�e more tax dollars to � � let the auditors take note of the journal entries. He � ' ` further stated that it might be just as feasable to � ` readjust responsibility with the employees we already have. � 3 Mr. Pittman stated that whomever the department head is � ; he needs authority, manpower and more leverage. Mayor � € � � Tate stated that the recommendations made were directed ; toward September, 1975. He then asked Mr. Pittman if the � appointment of Mr. Pritt as Finance Directar since that a time accomplished what the auditors suggested. Mr. Pitt- � § man answered yes, and stated that he felt Mr. Pritt was an � i excellent choice for that position. Councilman Dalton � asked if there were any recommendations concerning the g � Police Department. Mr. Pittman answered by saying that � � that portion of the audit was a separate engagament that ; f had not yet been campleted. He further commented that "` no massive fee would be involved in the police department " work and that he preferred to present his findings when ; the work was completed. Councilman Murphy commented that he liked to see recommendations because they could always � be turned down if necessary. Mr. Pittman agreed and � stated that his firm' s management report letter was � strictly suggestions for consideration. Mayor Tate stated that the City has considered some of ' fi these recommendations for the past three years. He further stated that many of these decisions have to come # from the Council. He commented that he feels City Manager � Floy Ezell has made a step forward in getting qualified ; personnel. He has accomplished this by making changes without hiring new employees. The Mayor further acknowledged ; k. € ti, that he feels Mr. Pritt was chosen in good judgement as Director of Finance. A lot of the changes needed, stated the Mayor, are a mere formality. The finance department needs one man to give technical knowledge and advice on a day to day basis. He further commented that the City' s budget has increased greatly in just a few years, causing an increase in departments, employees, parks, etc. Our city government has grown so rapidly that the accounting data needs to be simplified in order to be meaningful to a third party reader. One of the aims of the auditors is for the City to gradually work into preparing financial statements. Councilman Dalton stated that there are constantly new ` laws we have to conform to which in turn change our pro- cedure. The Council makes theultimate decision as to what is done, he continued, and possibly we, the council, have been somewhat irresponsible. Mr. Dalton further stated that this is a new era for Grapevine and the Council and City Staff have had to proceed by trial and error. He further commented that he felt the City needed the auditors to point out mistakes and to make recommendations. Councilman Dunn stated that he feels the City of Grapevine is in good shape financially. There are, however, some areas that need improvement. � Auditor Jerry Pittman agreed that the City is in excellent financial condition. However, he acknowledged that ways to improve earning power in the Utility Fund are urgently needed. Councilman Dalton commented that it needs to be recognized that the City has spent a great deal of money on water lines, sewer lines, and lift stations in areas that are not yet developed. Mr. Pittman stated that it was extremely admirable that the City had planned ahead and that water and sewer were now available in areas that had before seemed remote. Mr. Kenneth Pritt, Financial Director stated that there were not any of the problems mentioned that he had not discussed at length with the City Manager and the auditors. Many of the problems, he commented have already been ' corrected. The Utility Fund, he continued, will take a while to rectify, b�t it is being done. He further stated that several bank accounts have already been consolidated to insure better control over cash in the bank. He acknow- ledged that steps are now being taken to reduce the number of bad debts caused by delinquent water service accounts. < Mr. Pritt further stated that a computer voucher system is now being studied to match revenues with expenses. He pointed out that it would be extremely difficult to separate the Utility and General Funds because of the limits of our computer as well as a limited number of personnel. City Manager Floy Ezell stated that the City Staff realized errors have been made and improvements are needed. He commented that he hoped the recent changes would help in this respect. He further stated that each recommendation made by the auditors has been carefully considered and many suggestions accomplished with only a few changes. He concluded by thank- ing the s�aff of Pittman and Harris for their presentation. t � � � ; � � j � gk P � r The next order of business was for the City Council to � discuss parking for City employees and City vehicles. v -° The City Manager gave a brief history stating that up � � ° until now Mr. Crane has permitted City employees to € � park on his property for the price of keeping it clean. � # He further stated that Mr. Crane has had some unsitely � ; buildings on the property torn down and now feels that � ° he needs to make some money out of his investment. He � has offered the City parking rights for $150.00 per month. � Mayor Tate stated that the City may be able to acquire � ; parking space on a lot located on the Southeast corner � � of Main and Franklin. The property is now owned by � � Tommy French. Councilman Dalton suggested that the City t ; offer to maintain the lot to show that we appreciate a � nominal fee. He further stated that the City might want � to check into carrying blanket liability on the property. � � The City Manager stated that Mr. French would be contacted � but that he anticipated no problems. He further commented � ;, that City employees would be instructed to park on Mr. � � French' s property effective February 2, 1976. � � r The next order of business was for the City Council to � discuss the City of Grapevine' s participation in a future water supply study, water treatment facility and distribu- � tion system with Trinity River Authority and four other ,ti � = cities, (Bedford, Euless, North Richland Hills and Calleyville) . � The City Manager gave a brief history stating that the City � needs to assure the TRA that Grapevine will commit itself � for $10,000 to be included in the study. He further � � stated that the Trinity River Authority needs a decision � F ; by February lOth or Grapevine will be excluded from the ; ' study. Councilman Dalton asked if each City would be ; charged $10, 000. The City Manager stated that the cost � ; for each City would be approximately $10,000. He further � commented that this was a worthwhile investment for our � future water supply. Mayor Tate commented that he felt � ; the City would get substantial grants to participate in ; this program. Councilman Dunn asked if the water source � ; had been identified for the project. The City Manager answered � that it would be Cedar Creek. Councilman Dunn asked if Tarrant � � County Water District was involved in this study. The City � Manager answered that to his knowledge they were not. He ; ` further stated that if the water was taken from Tarrant °' County Water District the City of Grapevine would loose 5 ; their rights to Lake Grapevine. Councilman Dalton asked �' if a larger type filtering system would be needed below � the one that now exists. The City Manager answered that ¢ it would be necessary at a later date. He added, however, a t that future grants would pay for the water 1 ines from the � filtering plant on up to our area. Councilman Murphy asked if the water would have to be retreated when it � reached our area. The City Manager answered that it would not. Councilman Pirkle made a motion that the City of � Grapevine participate in the water supply study with Trinity River Authority at an estimated cost of $10,000. � Councilman Oliver seconded the motion and the motion pre- ' vailed by the following vote: Ayes : Tate, Conine, Murphy, Oliver, Dalton, Pirkle, and Dunn � Nays : None � � The next order of business was for the City Council to �: discuss a request by Grapevine Ind�pendent School District � to consider the widening of Cannon Street between Austin � and Ruth. The City Manager gave a brief history stating `"� that there was a traffic problem in that area. Traffic _ Safety Coordinator, Eddie Cheatam gave an estimated cost of $11, 700 based on the City of Grapevine doing the construction work. It was suggested that the school district pay for the curb, gutters, and driveways at an estimated cost of $5,000, leaving approximately $6,000 to be paid by the City. Councilman Dunn asked how long would the actual construction take. The City Manager answered that it would take approxi.mately ninty days. Councilman Dunn commented that it would be ab�ut a year before it would be necessary to do the work. Councilman Dalton made a motion to adopt a resolution of intent to cooperate with the Grapevine Independent School District in the widening of Cannon Street between Austin and Ruth. Councilman Pirkle seconded the motion and all present voted aye. The next order of business was for the City Council to discuss the proposed visitors center and recreation center in Oak Grove Park on the Corps of Engineer` s Cost Sharing Program. The City Manager gave a brief history stating that if the City builds a recreation center � in Oak Grove Park, the Corp will pay half of the cost and ; loan the City the remaining half. He further stated that an approximate size of 20,000 square feet is being consid- ered to include for example, a large meeting room, facili- ties for indoor sports, and several smaller meeting rooms. He commented that it would be a golden opportunity to build now while help from the Corp is available. Mayor Tate asked the City Manager how many additional men will have to be hired to maintain such a building. The City Manager answered that he felt two additional men would be needed to supervise. Acting Director of Parks and Recreation, Bob Hart commented that it is extremely difficult to find an available gymnasium for the City' s basketball program. He further suggested that all recreational activities provided by the City might eventually be moved to the one focal point. Mayor Tate asked the City Attorney if the City could have the Corp of Engineer' s Cost Sharing Program pay for half of the expense and then have the Tourist and Convention Bureau pay the other half. The City Attorney answered that that could be done. Mayor Tate commented that he felt it would be a worthy project for the Tourist and Convention Bureau. He further stated ' that at this point, the City provided activities are centered primarily around the youth. He commented that it would be a ligitimate project to undertake to service more of our citizens. The City Manager stated that he would contact the members of the Tourist and Convention Bureau and discuss the matter with them. Mayor Tate suggested that other centers of this type be researched. He then asked the City Manager if an architect would be needed. The City Manager answered yes. Councilman Dalton made a motion to authorize the City Staff to proceed with plans and specifications con�erning a recreation center in Oak Grove Park. Councilman Dunn seconded the motion and the motion prevailed by the following vote: Ayes: Tate, Conine, Murphy, Oliver, Dalton, Pirkle & Dunn : Nays : None � � 's i f E �€ F; 4 { � � � The next order of business was for the City Council to ` discuss using the Bur�au of Outdoor Recreation Grant at a � % F location other than east of the dam. The City Manager � gave a brief history stating that the Bureau of Outdoor � Recreation Grant was a matching grant. He further stated � r that the City could have the land appraised that was � donated by Mr. Pickering and the grant would match the � funds. These funds could then be used to purchase other � ` land for city parks. He continued by saying that if the � ' City purchases land, the Bureau of Outdoor Recreation would � match it if it had been appraised at a fair market value E � by three appraisal firms. Mayor Tate commented. that he � k would like to see the city attempt to purchase more land s � adjacent to Heritage Park. It was then decided that this item be put on the next agenda to discuss real property � in a closed session. 4 � E � � The next item of business was for the City Council to � ; discuss a proposal previously made by Mr. M. D. Smith � for construction of the golf course. The City Attorney i then stated that he had carefully considered Mr. Smith' s � proposal and he did not feel that the financial arrangement � offered could be feasibly accepted by the City. Mayor � ; Tate commented that he had been in touch with Mr. Smith x , } and that it was Mr. Smith' s desire to be contacted at a � � later date concerning only the construction of the golf �: course. Mayor Tate commented that the City could issue � revenue bonds and if they were not marketable, the Farm � and Home Administration would pick up the bonds at a low � rate of interest. He further stated that this would � x hold true only if the golf revenue bonds were not sold. � , The City Manager acknowledged that the City only has a ; twenty five year lease on the proposed golf course land =' ? and that the City must enter into a cost-sharing program � with the Corp in order to extend the lease. The City � Manager commented that the Council need not make a decision ; on this matter at this time, but that he simply wanted � them to be aware of the possibilities that were available at this point. ; ���� � The next order of business was for the City Council to � discuss plans for the mini-park next to the fire station. The City Manager gave a brief history and showed the � � Council Members a scale drawing of the plans for the � � park. Councilwoman Conine commented that the name of � "Liberty Park" had been proposed for the park. It was � agreed that a resolution should be prepared by the City � Secretary to name the park "Liberty Park. " The City Manager instructed the City Secretary to place the naming � of the park on the next City Council agenda. � � The next order of business was for the City Council to discuss other City related business of a miscellaneous nature. The City Manager reminded the City Council that he was in receipt of a letter from Southlake requesting back-up ambulance service. He informed the Council that ? C he had contacted Southlake officials and told them that � the customary fee of $45.00 per patient would be charged { � on calls outside of the Grapevine City limits. Members � � � 1 s � � �; � � of the Council were in agreement with this decision. The City Manager stated that the Grapevine Fire Department desperately needs a ladder fire truck. He further commented that he had been informed of a used truck with approximately ten years of use left. He asked the Council to be considering this matter and informed them that it would come up at a later date when more information was available. The City Manager informed the Council that the anniversary date for the City' s Life and Health Insurance date was February 1, 1976. The 'City is now advertising for bids with the intention of increasing benefits for the most nominal fee available. The City Manager stated to the Council that the Finance Department is in the process of upgrading the program on the computer. He asked the Council to be considering the possibility of investing in a larger machine to accomodate the necessary program for the City. Council- man Murphy asked the City Manager if he had considered renting time on a machine that belonged to another City. The City Manager answered that that had already been tried earlier and just did not work out because of the inconven- ience of having records available when needed. Councilman Dunn asked if the City owned their present machine. The City Manager answered yes, that it had been bought four or five years ago. The City Manager further stated that the City of Bedford had a machine like ours and was thinking of going to a larger machine. There is a possibility that the City of Grapevine may be able to purchase their used machine in the near future. The City Manager further stated that another possibility is for the City to go to cycle billing. The City Manager asked the Council to be thinking about this matter and it would be formally brought before the Council at a later date. The City Manager then informed the Council that there was an existing need to light the fourth ball field in Oak Grove Park. He further stated that money was available in the cost sharing program for this project. The City Secretary was then instructed to place this item on the next agenda for formal consideration by the Council. The City Manager then asked the Council members to be considering names to fill the vacancies on the Grapevine Housing Authority. He then instructed the City Secretary to place this item on the upcoming agenda for consideration by the Council. There being no futher business to consider the meeting was adjourned at 10: 25 P.M. , PASSED AND APPROVED this the �� day o�� '� , 1976. .�� � MAYOR �. � � �� � a . � U W E-� � � W �+ H E+ H H � U