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A Special Meeting of the City Council of the City of DeSoto will be held for the purpose of Budget Workshops and Staff Briefings in the City Council Conference Room located in the Jim Baugh Government Center at DeSoto Town Center, 211 E. Pleasant Run Road, DeSoto Texas.

1. Thursday - August 1, 2013 - 6:00pm

Roll Call: 7 members present, 0 members absent, 0 members excused.

Mayor Sherman called the meeting to order at 6:08pm.

a. Discussion of General Fund

Edena Atmore, Finance Director, reviewed the funds that will be discussed.

GENERAL FUND: Edena Atmore, Finance Director, gave the City Council an opportunity to discuss the General Fund noting some of the changes.

Summary Page: Discussed the change in services to reflect $4,831,738.

Regional Dispatch: Discussion of an increase.
Council discussion regarding other cities and their participation in the Information Technology (IT) functions in order to save money and the initial cost of participation, the funding of licenses, vendors combining technologies, and 911 calls from DeSoto and Lancaster.

General Administration Budget: Council discussion regarding rules being in place for each fund by the audit and finance committee and marketing budgeted by the Hotel Fund.

Financial Services Department (Page 3-22)
In 2014, staff is proposing the municipal court be a "stand alone" department and not under the umbrella of the Finance Department. The Municipal Judge will report to the City Council and the staff will report to the City Manager. Also, discussed were the costs of a full time judge and employees.

Development Services:
Discussion regarding the addition of a Traffic Technician and an increased budget due to equipment costs to cover in- house repairs.

Parks and Recreation Department (Page 3-44)
Discussion regarding funding for a full-time Recreation Attendant. During this section, clarification was also given regarding funds to cover the Civic Academy which include costs for invitations, dinner, t-shirts and supplies for books.

Police Department:
Discussion of a Part-Time School Resource Officer and the reimbursement from the DeSoto Independent School District at 80%; however, still waiting to hear back from the school district as to another officer at 100% reimbursement. The duties of the Customer Service Representative in the DeSoto Jail were also discussed. This individual will assist with the bonding information as well as billing.

Fire Department:
Discussion of an adjustment in personnel; specifically would examine positions and not make a "blanket" adjustment. This is not a reduction in staff as an amendment to the budget can be made if necessary.

Library:
Discussion of funding for supplies, drive up book return and subscriptions, and a mobile application (Boopsie for Libraries). The mobile application will have the ability for information to be accessed for the library through a handheld device.

IT:
Discussion of funding of a full time IT analyst, funding for an entire new telephone system city-wide, hybrid vehicles or vehicles most appropriate for the service they provide (i.e. hybrid vs. electric).

Human Resources:
Discussion regarding funds for compensation wage survey and wellness, Performance Incentive Program (PIP), benefit enrollment expense (online consolidated benefit system), the inclusion of background check fees, city-wide training, certifications, and workers compensation premiums. Kathleen Shields, Human Resources Director, informed the Council that she would get information on workers compensation premiums to the Council at a later date.

Use of Fund Balance:
Discussion of $45,000 for street lights on the street signs, summer intern program $25,000, economic incentives for abatements given other companies, analysis & comprehensive study at $50,000, Christmas expenses, fireworks, and Texas One: Tier 2.

Non-Departmental:
Discussion of participant share for Dispatch, funds unemployment, consultant services, mowing liens, and claim settlements to include general liability and property liability.

Discussion of professional services video production cost and update on PEG fund. Finance Director will verify numbers are accurate.

Additional discussion of the total number of full time and part time positions being added and replacement of old fire trucks. Note: Ms. Atmore noted that the numbers for Public Educational and Government (PEG) funds are accurate.

b. Discussion of Debt Service

An overview of the Debt Service fund was made by Edena Atmore.

Discussion of revenues from other funds, property tax dollars, a request for decrease (slightly over 1 cent), refunding of bonds and First Southwest's role of managing the refunding of bonds, an explanation of "real savings", paying bonds "early", and analyzing strategies that will improve the City's bond rating.

Hotel Occupancy Tax Fund: Discussed updated information for next meeting (Page 9-4)

c. Discussion of Cooperative Efforts Funds

Cooperative Efforts:
Edena Atmore gave an overview of this fund.
Discussion regarding Regional Dispatch and the addition of two full time employees and a supervisor as it is a department which is manned 24 hours per day and was currently understaffed. This department is also known for a high turnover rate. Discussion also regarding response times (Regional Dispatch vs. ADT) and video arraignments and the costs associated with operating the DeSoto Jail which services 3 cities. It should be noted that staff has inquired to the City of Duncanville to see if they are interested in participating with the City of DeSoto for jail services.

2. Friday, August 2, 2013 - 6:00pm

Roll Call: 7 members present, 0 members absent, 0 members excused.

Mayor Sherman called the meeting to order at 6:04pm.

a. Discussion of Public Utility Fund

Council discussion regarding obtaining an overview of the senior discount water, sewer, and Performance Incentive Program (PIP).

Tonya Warren, Utility Billing Manager, stated that the City offers the following: water/sewer discount of $3.00 for seniors 65+, $2.50 discount for drainage and a discount on garbage collection. The City of DeSoto does not participate in the water saving toilet program. This service is provided by the City of Dallas and is geared to homes 20 years or older in which they offset the cost with other charges. Council asked if a comparison could be provided that shows the offer of the City of Dallas in comparison to what the City of DeSoto has to offer without the toilet. (This is what the citizen pays to the City of Dallas if they buy into the toilet saving program.) Discussion of the total reserve to cover expenditures and what it actually covers in days.

Dan Jackson, Economists, Managing Director, gave a brief presentation on the 2013 Water and Wastewater Rate Study and Financial Forecast. Mr. Jackson highlighted the following areas:

* Current Rates and Rate Comparison
* Volumes and Revenue Requirements
* Recommended Rate Plan
* Next Steps

Recommend:

Water Rates: No change in October 2013; however, slight increases in Volume Rate in October 2014 through October 2016.
Wastewater Rates: Increase in Volume Rate in October 2013 through October 2016.

Summary: The current rate plan is not viable at this time due to Trinity River Authority's 35% rate increase.

Council discussion regarding another cities rates and why the increase, rationale for not using percentages, managements recommendation of the proposed plan.

The Council supports the recommended plan. In addition, Tom Johnson, Managing Director, indicated that staff can get with the TRA to come to a Work Session and speak about the rate increase.

The proposed plan increases were not put into the paperwork that council was given; therefore, an update will be provided.

b. Discussion of Capital Improvement Program (CIP)

Tom Johnson, Managing Director of Development Services, discussed the Capital Improvement Program. Specifically, he noted that all projects are unfunded. Council will need to decide in November whether a bond election is necessary for the May election. This will be a discussion item on the November 7th Council work session. There will be a public meeting on September 17th for citizens' input regarding city projects. Staff will start polling the citizens to determine if they are in favor of these projects.

Council discussion regarding the dates on the document as it is a planning document, strategies for voting on the projects (i.e. projects voted on separately instead of together), alley reconstruction, grading of streets,

c. Discussion of DeSoto Economic Development Corporation (DEDC) Budget and Work Plan

Michael Hurtt, Board DEDC President, announced that the new DEDC Director Jeremiah Quarles will arrive on August 12, 2013 and discussed the potential developments and stated that Mr. Quarles is projected to be effective in moving the city forward with its direction with his local contacts. Mr. Hurtt also gave a presentation of the DEDC's Plan of Work. Specifically, he reviewed the Goals (1-9) to include attracting outside investments, increase the net sales tax revenue, expedite development of I-35E corridor and encourage Regional Economic Development, encourage retail development shopping centers, enhance development opportunities for Eagle Business and Industrial Park, increase the proportion of non-residential tax base relative to residential, and continue the role in collaborative marketing efforts and facilitate relationships within the region. Continue to promote medical uses, and continue to promote local employment opportunities and monitor incentives.

Council discussion regarding the status of construction on the heliport and the fact that the helicopter sector is on the growth mode, update on the movie grill events; however, since this a new goal for DEDC through Council they are working on it, and potential buyer for the roller skate rink. Mr. Hurtt discussed the following changes, breakout pages of salaries, rent expenditure, list of grants to include incentive grants, senior living center (3 pad sites in front of the center), discussion of the sewer lines by 7-11 and the timelines to complete prior to the start of the school year, (children will walk normal patterns and by the next semester, January 1st, they will have a nice sidewalk), office rent, grants and commitments, advertising, long term debt, the continuation of participating in Texas One: Tier 2, but suggested a different level, International Council of Shopping Center (ICSC), commercial development to support the continuance of high services, and discussion of the McGraw-Hill building and staff's efforts.

Park Development Fund:
Edena Atmore gave overview of the sales tax dollars that are used to develop parks and to pay the debt.

Council discussion regarding if citizens supported a natatorium and where the funds would come from.

Mayor Sherman adjourned the meeting at 8:41pm

3. Saturday - August 3, 2013 - 8:30am

Roll Call: 7 members present, 0 members absent, 0 members excused.

Mayor Sherman called the meeting to order at 8:33am

a. Discussion of Hotel Occupancy Fund

Grant Galliford, Acting President for the Chamber of Commerce introduced Maurice Owens, who made the presentation. Mr. Owens distributed items that the Chamber of Commerce gives to visitors to DeSoto.

Mr. Owens highlighted the following areas: Marketing and promotion expenditures, printing advertising-tourism, electronic advertising-tourism, continuing education - tourism support, professional tourism memberships (BSW Partnerships), CVB/Tourism memberships, Evaluations tools (i.e. tracking ads), special markets (i.e. reunions and church events), and an audit.

Council discussion regarding PassKey, "management reserve" funds, training for students (i.e. Jr. Chamber of Commerce), tracking of funds and the necessity of documentation to support how the funds were spent, opening up a Request for Proposal (RFP) that encompasses the Art Commission and Chamber along with the City regarding the tracking program. It is the recommendation from City Manager Tarron Richardson to maintain the $9,000 in the Chamber budget, submit an RFQ to maximize the funds and any balances may either be returned or rolled over in the budget. Council also discussed markets (i.e. Southwestern Athletic Conference-SWAC) and the market for this.

The Council had a consensus to approve the Chamber of Commerce budget as presented by Maurice Owens.

b. Discussion of Drainage Fund

Roll Call: 6 members present, 1 members absent, 0 members excused.

Mayor Sherman informed the City Council that he had to excuse himself to attend a funeral this morning.

There were no questions or concerns with the Draining Fund as presented.

c. Discussion of Sanitation Fund

Council discussion regarding Street Sweeper, Keep DeSoto Beautfiul (KDB), Recycling Event, Household Hazardous Waste Event which is paid out of this fund.

d. Discussion of All Other Funds

Council discussion regarding police fund and their revenues (i.e. contraband, seizures, forfeitures, etc.), fire department revenues, Youth Sports Association Fund, Juvenile Case Manager, the additional of metal detectors, Recreation Revolving Fund to include the accreditation expenses, marketing more for the DeSoto Fire Academy, Police Grant Fund, Energy Management Fund (it should be noted that in 2014 it will have a positive fund balance), Senior Center, Police Homeland Security (it should be noted that this will be the end of this fund for this fiscal year), Historical Foundation, Youth Sports Fund-Football, Fire Grant Fund (grant for the EOC), Fire Protective Equipment replacement fund, Furniture Replacement Fund, Command Vehicle (Fire), Park Maintenance Fund, Facility Maintenance Fund (it should be noted that there will be a large expenditure transferred from this fund due to the HVAC replacement), Park Land Dedication, Capital Improvement - Other Public Works, Equipment Replacement Fund (it should be noted that it is a lease to own vehicles), Park Improvements (this fund is scheduled to close after this year), Street Improvements (Bee Branch bridge and Cockrell Hill Road), General Fund Capital Improvement (it should be noted that this is where the Corner Theatre Restroom project is being paid from), Library Revenue Fund (internet printing fees, used to help provide equipment and manage summer programs, etc.) and the heliport project.

Dr. Richardson adjourned the meeting at 10:38am.

Aug 01, 2013 City Council Meeting 2013-08-01 through 08-03 Budget Workshops

Full agenda
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A Special Meeting of the City Council of the City of DeSoto will be held for the purpose of Budget Workshops and Staff Briefings in the City Council Conference Room located in the Jim Baugh Government Center at DeSoto Town Center, 211 E. Pleasant Run Road, DeSoto Texas.

1. Thursday - August 1, 2013 - 6:00pm

Roll Call: 7 members present, 0 members absent, 0 members excused.

Mayor Sherman called the meeting to order at 6:08pm.

a. Discussion of General Fund

Edena Atmore, Finance Director, reviewed the funds that will be discussed.

GENERAL FUND: Edena Atmore, Finance Director, gave the City Council an opportunity to discuss the General Fund noting some of the changes.

Summary Page: Discussed the change in services to reflect $4,831,738.

Regional Dispatch: Discussion of an increase.
Council discussion regarding other cities and their participation in the Information Technology (IT) functions in order to save money and the initial cost of participation, the funding of licenses, vendors combining technologies, and 911 calls from DeSoto and Lancaster.

General Administration Budget: Council discussion regarding rules being in place for each fund by the audit and finance committee and marketing budgeted by the Hotel Fund.

Financial Services Department (Page 3-22)
In 2014, staff is proposing the municipal court be a "stand alone" department and not under the umbrella of the Finance Department. The Municipal Judge will report to the City Council and the staff will report to the City Manager. Also, discussed were the costs of a full time judge and employees.

Development Services:
Discussion regarding the addition of a Traffic Technician and an increased budget due to equipment costs to cover in- house repairs.

Parks and Recreation Department (Page 3-44)
Discussion regarding funding for a full-time Recreation Attendant. During this section, clarification was also given regarding funds to cover the Civic Academy which include costs for invitations, dinner, t-shirts and supplies for books.

Police Department:
Discussion of a Part-Time School Resource Officer and the reimbursement from the DeSoto Independent School District at 80%; however, still waiting to hear back from the school district as to another officer at 100% reimbursement. The duties of the Customer Service Representative in the DeSoto Jail were also discussed. This individual will assist with the bonding information as well as billing.

Fire Department:
Discussion of an adjustment in personnel; specifically would examine positions and not make a "blanket" adjustment. This is not a reduction in staff as an amendment to the budget can be made if necessary.

Library:
Discussion of funding for supplies, drive up book return and subscriptions, and a mobile application (Boopsie for Libraries). The mobile application will have the ability for information to be accessed for the library through a handheld device.

IT:
Discussion of funding of a full time IT analyst, funding for an entire new telephone system city-wide, hybrid vehicles or vehicles most appropriate for the service they provide (i.e. hybrid vs. electric).

Human Resources:
Discussion regarding funds for compensation wage survey and wellness, Performance Incentive Program (PIP), benefit enrollment expense (online consolidated benefit system), the inclusion of background check fees, city-wide training, certifications, and workers compensation premiums. Kathleen Shields, Human Resources Director, informed the Council that she would get information on workers compensation premiums to the Council at a later date.

Use of Fund Balance:
Discussion of $45,000 for street lights on the street signs, summer intern program $25,000, economic incentives for abatements given other companies, analysis & comprehensive study at $50,000, Christmas expenses, fireworks, and Texas One: Tier 2.

Non-Departmental:
Discussion of participant share for Dispatch, funds unemployment, consultant services, mowing liens, and claim settlements to include general liability and property liability.

Discussion of professional services video production cost and update on PEG fund. Finance Director will verify numbers are accurate.

Additional discussion of the total number of full time and part time positions being added and replacement of old fire trucks. Note: Ms. Atmore noted that the numbers for Public Educational and Government (PEG) funds are accurate.

b. Discussion of Debt Service

An overview of the Debt Service fund was made by Edena Atmore.

Discussion of revenues from other funds, property tax dollars, a request for decrease (slightly over 1 cent), refunding of bonds and First Southwest's role of managing the refunding of bonds, an explanation of "real savings", paying bonds "early", and analyzing strategies that will improve the City's bond rating.

Hotel Occupancy Tax Fund: Discussed updated information for next meeting (Page 9-4)

c. Discussion of Cooperative Efforts Funds

Cooperative Efforts:
Edena Atmore gave an overview of this fund.
Discussion regarding Regional Dispatch and the addition of two full time employees and a supervisor as it is a department which is manned 24 hours per day and was currently understaffed. This department is also known for a high turnover rate. Discussion also regarding response times (Regional Dispatch vs. ADT) and video arraignments and the costs associated with operating the DeSoto Jail which services 3 cities. It should be noted that staff has inquired to the City of Duncanville to see if they are interested in participating with the City of DeSoto for jail services.

2. Friday, August 2, 2013 - 6:00pm

Roll Call: 7 members present, 0 members absent, 0 members excused.

Mayor Sherman called the meeting to order at 6:04pm.

a. Discussion of Public Utility Fund

Council discussion regarding obtaining an overview of the senior discount water, sewer, and Performance Incentive Program (PIP).

Tonya Warren, Utility Billing Manager, stated that the City offers the following: water/sewer discount of $3.00 for seniors 65+, $2.50 discount for drainage and a discount on garbage collection. The City of DeSoto does not participate in the water saving toilet program. This service is provided by the City of Dallas and is geared to homes 20 years or older in which they offset the cost with other charges. Council asked if a comparison could be provided that shows the offer of the City of Dallas in comparison to what the City of DeSoto has to offer without the toilet. (This is what the citizen pays to the City of Dallas if they buy into the toilet saving program.) Discussion of the total reserve to cover expenditures and what it actually covers in days.

Dan Jackson, Economists, Managing Director, gave a brief presentation on the 2013 Water and Wastewater Rate Study and Financial Forecast. Mr. Jackson highlighted the following areas:

* Current Rates and Rate Comparison
* Volumes and Revenue Requirements
* Recommended Rate Plan
* Next Steps

Recommend:

Water Rates: No change in October 2013; however, slight increases in Volume Rate in October 2014 through October 2016.
Wastewater Rates: Increase in Volume Rate in October 2013 through October 2016.

Summary: The current rate plan is not viable at this time due to Trinity River Authority's 35% rate increase.

Council discussion regarding another cities rates and why the increase, rationale for not using percentages, managements recommendation of the proposed plan.

The Council supports the recommended plan. In addition, Tom Johnson, Managing Director, indicated that staff can get with the TRA to come to a Work Session and speak about the rate increase.

The proposed plan increases were not put into the paperwork that council was given; therefore, an update will be provided.

b. Discussion of Capital Improvement Program (CIP)

Tom Johnson, Managing Director of Development Services, discussed the Capital Improvement Program. Specifically, he noted that all projects are unfunded. Council will need to decide in November whether a bond election is necessary for the May election. This will be a discussion item on the November 7th Council work session. There will be a public meeting on September 17th for citizens' input regarding city projects. Staff will start polling the citizens to determine if they are in favor of these projects.

Council discussion regarding the dates on the document as it is a planning document, strategies for voting on the projects (i.e. projects voted on separately instead of together), alley reconstruction, grading of streets,

c. Discussion of DeSoto Economic Development Corporation (DEDC) Budget and Work Plan

Michael Hurtt, Board DEDC President, announced that the new DEDC Director Jeremiah Quarles will arrive on August 12, 2013 and discussed the potential developments and stated that Mr. Quarles is projected to be effective in moving the city forward with its direction with his local contacts. Mr. Hurtt also gave a presentation of the DEDC's Plan of Work. Specifically, he reviewed the Goals (1-9) to include attracting outside investments, increase the net sales tax revenue, expedite development of I-35E corridor and encourage Regional Economic Development, encourage retail development shopping centers, enhance development opportunities for Eagle Business and Industrial Park, increase the proportion of non-residential tax base relative to residential, and continue the role in collaborative marketing efforts and facilitate relationships within the region. Continue to promote medical uses, and continue to promote local employment opportunities and monitor incentives.

Council discussion regarding the status of construction on the heliport and the fact that the helicopter sector is on the growth mode, update on the movie grill events; however, since this a new goal for DEDC through Council they are working on it, and potential buyer for the roller skate rink. Mr. Hurtt discussed the following changes, breakout pages of salaries, rent expenditure, list of grants to include incentive grants, senior living center (3 pad sites in front of the center), discussion of the sewer lines by 7-11 and the timelines to complete prior to the start of the school year, (children will walk normal patterns and by the next semester, January 1st, they will have a nice sidewalk), office rent, grants and commitments, advertising, long term debt, the continuation of participating in Texas One: Tier 2, but suggested a different level, International Council of Shopping Center (ICSC), commercial development to support the continuance of high services, and discussion of the McGraw-Hill building and staff's efforts.

Park Development Fund:
Edena Atmore gave overview of the sales tax dollars that are used to develop parks and to pay the debt.

Council discussion regarding if citizens supported a natatorium and where the funds would come from.

Mayor Sherman adjourned the meeting at 8:41pm

3. Saturday - August 3, 2013 - 8:30am

Roll Call: 7 members present, 0 members absent, 0 members excused.

Mayor Sherman called the meeting to order at 8:33am

a. Discussion of Hotel Occupancy Fund

Grant Galliford, Acting President for the Chamber of Commerce introduced Maurice Owens, who made the presentation. Mr. Owens distributed items that the Chamber of Commerce gives to visitors to DeSoto.

Mr. Owens highlighted the following areas: Marketing and promotion expenditures, printing advertising-tourism, electronic advertising-tourism, continuing education - tourism support, professional tourism memberships (BSW Partnerships), CVB/Tourism memberships, Evaluations tools (i.e. tracking ads), special markets (i.e. reunions and church events), and an audit.

Council discussion regarding PassKey, "management reserve" funds, training for students (i.e. Jr. Chamber of Commerce), tracking of funds and the necessity of documentation to support how the funds were spent, opening up a Request for Proposal (RFP) that encompasses the Art Commission and Chamber along with the City regarding the tracking program. It is the recommendation from City Manager Tarron Richardson to maintain the $9,000 in the Chamber budget, submit an RFQ to maximize the funds and any balances may either be returned or rolled over in the budget. Council also discussed markets (i.e. Southwestern Athletic Conference-SWAC) and the market for this.

The Council had a consensus to approve the Chamber of Commerce budget as presented by Maurice Owens.

b. Discussion of Drainage Fund

Roll Call: 6 members present, 1 members absent, 0 members excused.

Mayor Sherman informed the City Council that he had to excuse himself to attend a funeral this morning.

There were no questions or concerns with the Draining Fund as presented.

c. Discussion of Sanitation Fund

Council discussion regarding Street Sweeper, Keep DeSoto Beautfiul (KDB), Recycling Event, Household Hazardous Waste Event which is paid out of this fund.

d. Discussion of All Other Funds

Council discussion regarding police fund and their revenues (i.e. contraband, seizures, forfeitures, etc.), fire department revenues, Youth Sports Association Fund, Juvenile Case Manager, the additional of metal detectors, Recreation Revolving Fund to include the accreditation expenses, marketing more for the DeSoto Fire Academy, Police Grant Fund, Energy Management Fund (it should be noted that in 2014 it will have a positive fund balance), Senior Center, Police Homeland Security (it should be noted that this will be the end of this fund for this fiscal year), Historical Foundation, Youth Sports Fund-Football, Fire Grant Fund (grant for the EOC), Fire Protective Equipment replacement fund, Furniture Replacement Fund, Command Vehicle (Fire), Park Maintenance Fund, Facility Maintenance Fund (it should be noted that there will be a large expenditure transferred from this fund due to the HVAC replacement), Park Land Dedication, Capital Improvement - Other Public Works, Equipment Replacement Fund (it should be noted that it is a lease to own vehicles), Park Improvements (this fund is scheduled to close after this year), Street Improvements (Bee Branch bridge and Cockrell Hill Road), General Fund Capital Improvement (it should be noted that this is where the Corner Theatre Restroom project is being paid from), Library Revenue Fund (internet printing fees, used to help provide equipment and manage summer programs, etc.) and the heliport project.

Dr. Richardson adjourned the meeting at 10:38am.

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