HomeMy WebLinkAboutCC Minutes 1996-09-16 Special 985
STATE OF TEXAS ) (
CITY OF FRIENDSWOOD ) (
COUNTIES OF GALVESTON/HARR:LS ) (
SEPTEMBER 16, 1996
MINUTES OF A SPECIAL A4EETING OF THE FRIENDSWOOD CITY' COUNCIL THAT WAS HELD
ON SEPTEMBER 16, 1996 AT 6:30 P.M. AT THE FRIENDSWOOD CITY HALL C0�1�;.IL
CHAMBERS, 109 S. FRIENDSWOOD DRIVE, FRIENDSWOOD, TEXAS, WITH THE
FOLLOWING PRESENT CONSTITUTING A QUORUM:
MAYOR EVELYN B. NEWMAN
MAYOR PRO TEM JAPdIS LOWE
COUNCILMEMBER KITTEN HAJECATE
COUNCILMEMBER JERRY ERICSSON
COUNCILMEMBER MEL AUST�N
COUNCILMEMBER ALINE DICKEY
CITY MANAGER. RON COX
CITY SECRETARY DELORIS MCKENZIE
FINANCE OFFICER LYNN BUCHER
DIRECTOR OF ADMINISTRATIVE SERVICES ROGER ROCKER
ABSENT FROM THE NIEETING WAS COUNCILMEMBER TOM MANISON.
MAYOR NEWMAN CALLED THE MEETING TO ORD�R AT 6:30 P.M.
A JOINT PUBLIC H]EARING WAS CALLED TO ORDER BY MAYOR NEWMAN AI3D PLANNING AND
ZONING CHAIR BENNY BAKER TO RECEIVE COMMENT, EITHER ORAI, OR WRITTEN,
REGARDING A REQCfEST FOR A SPECIAL USE PERMIT FOR A KARATE SCHOOL TO BE
LOCATED IN FRIENDSWOOD VILLAGE STRIP CENTER ADJACENT TO TEXAS COMMERCE BANK.
MR. MICHAEL SHINER, REPRESENTING THE CENTER, APPEARED BEFORE COUNCIL IN
SUPP�RT OF THE KARATE SCHOOL.
• HEARING NO FURTHER INPtJT, THE PUBLIC HEARING CLOSED AT 6:38 P.M.
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DISCUSSION WAS HELD REGARDING LIBRARY REVENUE5 WITH RUTH LAY, VICKI
MIDDENTS, BETTY STACY, MARGARET LIMMER REPRF.SENTING THE FRIENI3SWOOD LIBRAI2Y
BOARD AND MARY PERRONI, LIBRARY DIRECTOR.
MS. RUTH I�AY STATED THAT THE BOARD HANDLED THE FUNDS VERY WELL REGARDING I
PURCHASTNG COPTEFtS�EQUIPMENT, BOOKS, 5PECIAL NEEDS, ETC. MS. LAY REQUESTED
" THAT THE LIBRARY REVENUES GO INTO A SPECIAL ACCOUNT UNDER THE AUSPICES OF
• THE CITY. MS. LAY ALSO PRESENTED PAST TREASUAER REPORTS AND STATED THAT THE
LIBRARY GOLLECTS BETWEEN $2,000.00 AND $2,800.00 PER MONTH AND REQU�STED
THAT THE FUNDS BE KEPT AS IS AND THAT HER FIRST CHOICE: WOULD BE TO CHANGE
THE CHARTER .AND HER SECOND CHOICE WOULD BE THAT THE FUNDS GO INTO A SPECIAL
ACCOUNT MANAGED BY THE CITY AND THE LIB�2ARY BOARD WITH THE LIBRAI7Y BOARD
MAKING THE RECOMMENDATIONS FOR EXPENDITURES.
COUNCILMEMBER HAJECATE THANKED THE BOARD FOR THEIR HARD WORK AND STATED
THAT SHE WOULD LIKE TO SEE TEiE FLTNDS BE ADriIINISTERED BY THE LIBRARY BOARD. •
COQNCILMEMBER ERICSSON ASKED IF THIS IS STANDARD PROCEDURE FOR LIBRARY
FliNDS WITH DIRECTOR PERRONI STATING THAT IT VARIES DEPEI3DING ON THE
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LIBRARY SYSTEM AND THAT OTHER LIBRARIES RECEIVE FUNDING FROM MANY DIFFERENT
SOURCES.
BOARD MEMBER LIMMER STATED THAT THE FUNDS FOR THE FRIENDSWC70D LIBRARY ARE
MANAGED IN A VERY GOOD WAY THAT BENEFITS THE CITY.
COUNCIT�MEMBER AUSTIN STATED HE SUPPORTS THE FUNDS COMING TO THE CITY IN A
SPECIAL FUND AND DESIGNATED FOR LIBR.ARY USE IN ACCORDANCE WITH THE CHARTER.
COUNCILMEMBER DICKEY STATED THAT THE BOAl2D HAS DONE A WONDERFUL JOB AND
APPRECIATES THEIR HARD WORK AND THAT COUNCIL WAS SURPRISED TO LEARN OF THE
SIZE OF INCOME AND SUPPORTS THE CHARTER REQUIREMENT THAT THf� FUNDS GO BACK
INTO CITY FUNDS DESIGNATED FOR LIBRARY USE ALLOCATED IN THE BUDGET PROCE5S.
COUNCILMEMBER DICKEY ASKED MARY PrRRONI DTD THE FUNDS INCREASE WITH THE MOVE -•-
TNTO THE NEW BUTLDING?
MARY PERRONI STATED THAT THE FUNDS INCREASED WHEN THE LIBRARY INCREASED THE
FINES FOR OVERDUE VIDEOS TO $2.00, AND DOUBI,ED FINES REGARDING BOOKS TO 10
CENTS A DAY AND 25 CENTS A DAY FOR NEW BOOKS.
COUNCIT,MEMBER DICKEY ASKED IF THE CITY MANAGER COULD FUND FOR EMERGENCIES
OUTSIDE OF THE BUDGET WITH THE CITY MANAGER STATING N0, THESE FUNDS ARE NOT
APPROPRIATED AND FALL IN THE GUIDE LINES FOR INTER-DEPARTMENTb1L TRANSFER.
COUNC2LMEMBER AUSTIN STATED THAT BOTH THE BOARD AND THE STAFF SHOULD HAVE
THE RESPONSIBILITY TO SPEND FCJNI)S DILIGENTLY AND BE RESPONSIBLE IJNLESS A
HIGH DOLLAR EXPENSE IS INVOLVED.
MAYOR NEWMAN ASKED ABOUT THE LIBRARY BOARD ENCUMBERED FUNDS.
CITY MANAGER COX STATED THAT HE WILL SUPPLY A LIST WITH A BALANCE OF
APPROXIMATELY $9,000 AVAIL�ABLE TO BE DESIGNATED AS LIBRARY FUNDS.
COUNCILMEMBER LOWE STATED THAT TBIS IS NOT IN COMPLIANCE WITH THE
CHARTER AND PQLTCIES, AND REQUESTED DOCi]MENTP:TION TO CLEAR UP THE ISSUE AND
THAT COUNCIL INSTRUCTED THE CITY MANAGER TO HAVE THE FUNDS SUBMITTED TO THE
CITY, APPROXTMATELY $5,000 TO DATE (AROUND $2500 OR $2800 A MONTH IN FINES) ,
WHICH INCLUDES VIDEOS AND BOOKS BUT NOT FUNDS RECEIVED k'OR COPIES AND ASKED 4�--
FOR TWO AMOUNTS - VIDEO/BOOKS AND COPIES. COUNCILMEMBER LOWE STATED
THAT FUNDS ARE ALWAYS CARRIED OVER EACH YEAR AND ASKED IF DOCUMENTATION
COIJLD BE PROVIDED FOR THE LAST THREE YEARS AND ASKED FOR A LIST OF
~ � ACQUISITIONS INCLUDED IN THE CITY'S INVENTORY. COUNCILMEMBER LOWE
STATED THAT IT IS NOT KNOWN WHAT THE LIBRARY BOARD PURCHASED AND THE CITY
PURCHASED AND ASKED ABaUT THE FUNDS SUDGETED FOR PHASE IT AND FURNISHINGS. ,
MAYOR NEWMAN READ THE MEMO PRESENTFD TO COUNCIL FROM LIBRARY DIRECTOR MARY
PERRONI DATED AUGUST 19, 1996 12EGARDII3G THE LIBRARY BOARD FINANCE WHICH
STATED THAT THE ACCOUNT BALANCE AS OF AUGUST 19, 1996 IS $20,402.22, AND THE
ESTIMATED ENC(TMBRANCES AS OF THIS DATE ARE $13,338.50.
COUNCILMEMBER LOWE STATED THAT ALL FUNDS DEPOSITED INTO THF: CITY'S ACCOT3NT
AND ALL ENCUMBERED BTLI,S WOULD BE PAII7 FOR BY THE CITY AND THAT THIS IS NOT
A PROBLEM FOR MONEY TO BE TURNED OVER TO THE CITY TOMORROW AND THAT THE CITY
WILL PAY ALL ENCUMBERED BIZLS. COUNCILMENiBER LOWE ALSO �TATED THAT SHE
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THOUGHT THE CITY FUNDED CHILDREN'S PROGRAMS AND THAT SHE HAS NOT RECEIVED A �
REPORT FROM THE LIBRARY BOARD ON BUDGET REQUI?STS. �
MAYOR NEWM.AN ASKED IF THE BOARD WOULD INI�ICATE ON ENCUMBERED FUNDS JUST
HOW MUCH WAS $UDGETED FOR CHIT,DREN'S PROGRAMS AND WOULD THEY LET THE COUNCIL j
KNOW THIS AMOUNT. ��
MARGARET �IMMER .STATED THAT THE LIBRARY IS NOT A REVENUE MARKET, THE LIBRARY
BQARD COLLECTS FINES AND GIVES THE INCOME BACK TO THE LIBRARY PATRONS. MS.
LIMMER ALSO STATED THAT SHE DID NOT HAVE THE BUDGET PREPARED BECAUSE IT WAS
���� NOT KNOWN HOW TO PI,AN.
COUNCILMEMBER LOWE ASKED THE CI�1' MANAGER TO PULL THE FIGURES TOGETHER AND '
GIVE A RECAP AND ASKED ABOUT THE $44,000 FOR FURNISHINGS FOR THE NEW LIBRARY 'I
WHICH A NUMBER OF COUNCIL DID NOT KNOW ABUUT. �',
THE LIBRARY BOARD COLLE.CTED 184,000 FROM 19$4 TO 1995 AND OPERATED THE LAST I
30 YEARS IN THE SAME MANNER. ',
MRS. LAY STATED THAT WHEN �HE CAME ON THE BOARD, THIS WAS HOW THE LISRARY
HANDLED FINES AND THE BOARD DID NOT KNOW THIS WAS NOT ACCORDING TO POLICY OR
THE CITY CHARTER.
CITY MANAGER COX STATED THA'� HE SENT MRS. LAY A LETTER ON AUGUST 8, 1996
WHICH STATED THAT ALL NEW FINES BE TURNED OVER TO THE CITY AND STARTING
WITH THIS MEETING, THE BOARD WILL AGREE TO TURN OVER THE EXISTING FUNDS AND
THEN THE FUNDS WILL BE DEPOSITED INTO A DESIGNATED ACCOUNT. WITH AN
ESTIMATE OF REVI�NUES, A SEPAR.ATE BUDGET WOULD BE PRESENTED TO COUNCIL FOR
APPROVAL. MR. COX STATED THE LIBRARY B{JDGET WOULD BE SUBMITTED AFTER
ADOPTION OF A BUDGET AND COULD HAVE A. BUDGET AMENDNfENT FOR ADOPTING THIS
BUDGET.
COUNCILMEMBER AUSTIN STATED THAT THIS WOULD BE THE PURIST FORM OF PAY AS
YOU GO AND WOULD SUPPORT AND URGE OTHER DEPAI2TMENTS 'TO DO THE SAME.
f� �' MAYOR NEWMAN 5TATED THAT IF THE FUNDS ARE IN THE CITY'S ACCOUNT, WOULD THE
� BOARD STILL HAVF AUTHORIZ'Y AND STATED THAT THE BOARD LOOKS TO MARY PERRONT
FOR RECOMMENDATTONS.
COUNCILMEMBER LOWE STATED THAT NO ONE DID WRONG BECAUSE THE BOARD DID �TOT
KNOW THE POLICIES. NOW WE WANT TO DO IT TFiE RIGHT WAY.
MAYOR NEWMAN STATED THAT SHE APPRECIATES THE WORK THE BOARD HAS DONE IN THE
YEARS PAST AND 7:N THE YEARS TO COME AND LOOKS FORWARD TO CONTINUTNG WORKING
WITH AND APPRECIATES THE BOARD WORKING WITH THE CITY MANAGER IN TRANSFERRING
THESE FUNDS.
DIRECTOR OF ADMINISTRATIVE SERVICES ROGER ROECKER INTRODUCED MR. CHRIS PEDEN
WHO GAVE HIS CONIIKENTS REGARDING THE PROPOSED T�STNIENT POLICY.
A LENGTHY DISCUSSION FOLLOWED REGARDING AN INVESTMENT POLICY, DISCUSSED
INVESTMENT OFFICERS, DEVELOPMENT OF A THREE-MEMBER INVESTMENT COMMITTEE AND
INVESTMENT AMOUNTS.
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A MOTION WAS MADE AND APPROVED mG 11DJOURN AT 9:25 P.M.
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ATTEST:
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D LORIS MCKENZIE, TRM
CITY SECRETARY `''°
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