Minutes TC 09/21/2009 - Budget WorkshopMINUTES FROM BUDGET WORKSHOP FOR THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, September 21, 2009 5:00 PM
Svore Municipal Building Boardroom
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, September
21,2009. The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Connie White
Susan Edstrom
Kathleen Wilson
Bill Rose
Mayor
Council Member
Council Member
Council Member
TOWN COUNCIL MEMBERS ABSENT:
Glenn Strother
Philip Sterling
Mayor Pro Tern
Council Member
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
Lisa Hennek Town Secretary
Patricia Adams Town Attorney
Kathy DuBose Finance Director
Scott Kniffen Police Chief
Adam Adams Parks Director
Mayor White called to order and announced a quorum at 5:08 p.m.
Mayor White announced the absence of Council member Sterling.
Council member Strother advised via email at 6:00 p.m. that he would be unable to attend.
BUDGET WORKSHOP
1. 09-382-T Budget Discussion.
Town Manager Emmons opened the workshop by referencing the revised budget worksheets. The first
worksheet reflects a .4551 per $100 tax rate and includes all updates since the budget was originally
proposed. The changes noted are to the sales tax, reduction of funding from TCMUD1 for the Deputy
Town Secretary and changes to Health Insurance, resulting in a shortfall of $56,640.
The second worksheet reflects a .47 per $100 tax rate and includes the same changes noted above,
resulting in an overage of $51 ,692.
September 21, 2009 Town Council Minutes
Mayor White questioned the decrease in sales tax as she thought it would stay flat. Town Manager
Emmons and Finance Director Kathy DuBose said that it is anticipated that the FY10 Budget will be flat
with the FY09 Actual ($612,974).
Mayor White confirmed that TCMUD1 approved a budget which no longer funds the Deputy Town
Secretary position but now funds the Receptionist position at 100%.
Town Manager Emmons stated that MUD Manager Robert Scott informed him thOit the MUDs were not
going to fund the Receptionist position at 100%. Council member Wilson said that the Receptionist
position was not discussed in the September 15, 2009 MUD meeting.
Finance Director Kathy DuBose confirmed that MUD Manager Robert Scott requested this change right
before the start of the MUD meeting. Effective October 1, 2009, the MUD will fund the Receptionist
position at 100%.
Council finished discussing the Parks and Recreation Budget. Mayor White questioned if Staff had
researched purchasing a stage rather than renting each time. Staff has researched this several times, it
is quite expensive and storage is an issue.
Council member Rose questioned the Independent Labor line for Recreation. Parks and Recreation
Director Adam Adams said that they decreased this amount as the department did not use all that was
budgeted for this year. This line covers the help needed at the end of season, for the July 41h and Day
Camp.
Mayor White asked about the $10,000 salary increase under the Planning and Zoning Department, the
difference between the Town Engineer and Planner and Computer Mapping. Town Manager Emmons
explained that the increase as a salary adjustment. Planning and Zoning is responsible for everything
before the structure goes on the ground. The Community Development Department (Permitting and
Inspections) is responsible for everything after the structure hits the ground.
The increase for the trash service is a result of the CPI rate increase from last July and is based on
volume.
Council member Rose confirmed that the proposed budget includes the addition of an employee in the
Finance Department as the workload and overtime in this department justifies the addition of one person.
Rose stated that the Finance computer systems are out date and need to be upgraded. Finance Director
Kathy DuBose said that the current system is an antiquated system and receives frequent updates and
patches and the system upgrade expense is included in the budget. Town Manager Emmons said that
the $23,000 is just the Town's cost and would require the MUDs consent.
Mayor White would like an analysis completed prior to upgrading the system. Council member Rose
agreed that an analysis should be completed but would like to include money in the budget.
Mayor White is comfortable adding an additional employee to the Finance Department, but does not
support a Benchmark Analyst. Council member Wilson agreed and said that the additional person would
be responsible for whatever duties are necessary and does not necessarily need the title of Benchmark
Analyst.
Council member Edstrom cautioned that the original budget increase was for reserves and that Council
should not start dipping into the reserve. Edstrom stated that that system upgrades is a good discussion
for a budget workshop but should not be proposed at the very last minute.
Town Manager Emmons explained that staff has the responsibility for allocating the funds appropriately,
just because the funds are budgeted, does not necessarily mean that the money has to be spent. Town
Manager Emmons asked the Council for confirmation of their approval for another Finance position and
for the funds for system software upgrades.
Mayor White does not want to go above the 0.4551 unless it directly affects the residents and only if there
is an absolute benefit to the residents, Finance does not.
Council member Wilson stated that in addition to the computer systems, the streets and drainage are also
antiquated and need repaired and replaced. The Band-Aid fixes actually cost the Town more money,
however upgrades and replacements cannot be included in the budget at the last minute. Wilson
requested that Staff include these requests in the next year's budget.
Council member Edstrom agreed and stated that Council needs to plan accordingly and prepare.
Expense such as this will not happen by leaving the tax rate at 0.4551.
Mayor White cautioned Staff that the need for certain positions and additional personnel may be
eliminated as the systems are upgraded.
Council completed their review of the General Fund Budget.
Council member Rose referenced the Legal Budget stating that he does not want to take action now and
called Council's attention to the survey he has conducted of other cities legal cost and level of services.
Council member Edstrom said that it is difficult to look at straight numbers; Council needs a clearer
understanding of the level of service provided by legal in the other cities.
Mayor White adjourned the meeting at 6:50 p.m.
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""[:lsa Hennek, Town Secretary 06nnie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas