CITY COUNCIL BUDGET WORKSHOP

DECEMBER 5, 2002, 11:00 A.M.

CITY COUNCIL OF THE CITY OF ABILENE, TEXAS

CITY COUNCIL CHAMBERS OF CITY HALL

The City Council of the City of Abilene, Texas, met in Budget Workshop at 11:00 a.m., immediately following the Regular City Council meeting on December 5, 2002 in the City Council Chambers of City Hall. Mayor Grady Barr was present and presiding with Councilmen Norm Archibald, Kris Southward, Anthony Williams, John Hill, and Jimmy McNeil. Also present were City Manager Larry Gilley, Assistant City Managers Michael Morrison and Kathy Merrill, City Attorney Sharon Hicks, City Secretary Jo Moore, and various members of the City staff. Councilwoman Kay Alexander was absent.

City Manager Larry Gilley recognized Odis Dolton, Assistant Director of Administrative Services. Mr. Dolton distributed informational property and maintenance services handouts. Mr. Dolton stated there are over 270 city facilities and structures the majority of which are maintained by the city’s maintenance staff. Mr. Dolton noted the property information includes the description, type, date built, remodel date, and building value for facilities in the following departments:

Administrative Services

Fire Department

Community Services

General Government

Information Technology

Police

Public Works

Economic Development

Water Utilities

Mr. Dolton then reviewed the following Maintenance Services information noting the priority buildings, which were determined to be priority buildings based on their need, high citizen traffic, and strategically how they are viewed by the city organization.

· City Hall/Cypress Plaza

· currently under renovations

· Animal Control

· FY 04 – roof replacement - $28,000

· FY 05 – HVAC upgrade - $10,000

· Library

· FY 04 – chiller maintenance - $3,000

· FY 04 – replace east entrance automatic doors - $18, 000

· FY 04—elevator modernization contract pending - $25,000

· FY 05 – lighting upgrades - $2,500

· FY 05 – asbestos abatement - $50,000

· FY 06 – mechanical room pipe insulation - $5,000

· FY 06 – exterior repairs/painting - $15,000

· FY 06- boiler upgrade - $80,000

· Civic Center

· FY 04 – lighting upgrade in mechanical room - $2,500

· FY 04 – chiller maintenance - $6,000

· FY 04 – bathroom modifications - $10,000

· FY 04 – concrete work to foundation/planters - $15,000

· FY 04 – cooling tower fan gear box replacement - $17,000

· FY 04 – replace north entrance automatic doors - $18,000

· FY 04 – water treatment modification for HVAC and boiler - $20,000

· FY 04 – roof repairs and partial replacements - $50,000

· FY 05 – pumps, valves, mech. pipe insulation - $35,000

· FY 06 – HVAC maintenance to air handling units - $20,000

· FY 06 – boiler modernization $100,000

· Law Enforcement Center (LEC)

· FY 04 – interrogation room upgrades - $2,000

· FY 04 – lighting upgrade in mechanical room - $2,500

· FY 04 – chiller maintenance - $3,000

· FY 04 –basement waterproofing - $15,000

· FY 04 –chiller(s) 10-year maintenance procedures - $30,000

· FY 05 – HVAC water system – softener, filter, digital controls - $15,000

· FY 06 – mechanical room plumbing insulation - $5,000

· FY 06 – boiler upgrade - $50,000

Estimated Costs for priority buildings are as follows:

	FY 04	FY 05	FY 06
Animal Control	$ 28,000	$ 10,000
Library	$ 46,000	$ 52,500	$100,000
Civic Center	$138,500	$ 35,000	$120,000
LEC	$ 52,500	$ 15,000	$ 55,000
TOTALS	$265,000	$112,500	$275,000

Mr. Dolton then listed secondary projects as follows:

· Police Academy

· FY 04 – window replacement - $1,000

· FY 04 – waterproofing/foundation work - $7,500

· FY 04 – bathroom/shower upgrade - $15,000

· Fire Stations

· FY 05 - #2 – HVAC replacement - $6,500

· FY 05 – fire training roof needs work - $10,000

· FY 05 - #4 – bathroom upgrade - $15,000

· FY 05 - #8 – masonry/foundation work, kitchen renovations - $26,000

· FY 06 - #9 – roof replacement - $12,500

· Transit

· FY 06 – roof replacement - $20,000

· Traffic/Radio Shop

· FY 04 – roof replacement - $16,000

Estimated Costs for secondary projects are as follows:

	FY 04	FY 05	FY 06
Police Academy	$ 23,500
Fire Stations		$ 57,500	$12,500
Transit			$20,000
Traffic/Radio Shop	$ 16,000
TOTALS	$39,500	$57,500	$32,500

Mr. Dolton concluded his presentation by listing the maintenance services initiatives: 1) complete infrastructure study, 2) develop a 5-year master plan, and 3) develop an energy plan for city facilities.

Discussion among Council and staff included: 1) total value of city buildings currently being approximately $200 million; 2) the challenge the city faces in funding unmet needs; 3) photos are being taken of city facilities and can be shared with Council; and 4) $250,000 to $300,000 is budgeted from the General fund to be spent in the maintenance of facilities.

No Council action was required.

Mr. Gilley stated the goal of the budget workshops is to provide information to make Council aware of budgetary issues and in order to allow Council ample time to study these issues and seek answers to funding needs. Mr.Gilley further stated if during the budget presentations Council needs further information (i.e.: request for tour of facilities) staff will provide the information and/or make any necessary arrangements.

Council noted the benefits to discussing issues and putting them in perspective now instead of waiting until final budget decisions need to be made. Council thanked Mr. Gilley for setting the budget workshops noting this is the kind of planning and foresight needed to make good budget decisions.

There being no further business, the meeting was adjourned at 11:35 a.m.

_____________________________ ______________________________

Jo Moore Grady Barr

City Secretary Mayor