08/17/2020-CC-Minutes-Work SessionMINUTES
CITY COUNCIL WORK SESSION
MONDAY, AUGUST 17, 2020
6:00 PM
502 ELM STREET, SANGER, TEXAS
SANGER, TEXAS
COUNCIL MEMBERS PRESENT:
Mayor Thomas Muir; Mayor Pro Tem Gary Bilyeu; Councilmember Marissa Barrett;
Councilmember Dennis Dillon; Councilmember David Clark; Councilmember Allen Chick.
COUNCIL MEMBERS ABSENT:
None.
STAFF MEMBERS PRESENT:
City Manager Alina Ciocan; City Secretary Cheryl Price; Director of Finance Clayton Gray; Jeriana
Staton Director of Human Resources and Special Projects; City Engineer Tracy LaPiene; Director
of Development Services Ramie Hammonds; Director of Economic Development Shani Bradshaw.
Police Officer Josh Bishop.
1.Call Meeting to Order
There being a quorum, the City Council Work Session for Monday August 17, 2020 was called to
order by Mayor Muir at 6:01 p.m.
2.Specific Use Permit Process
Discuss the Specific Use Permit Process as it Relates to Land Use, Expiration, Developing Areas,
and Developed Areas.
Director of Development Services Ramie Hammonds summarized. She advised that Development
Services is receiving more requests for Specific Use Permits (SUP). An SUP is a request for zoning
where something is allowed in an area where it is not typically allowed to go. She noted that she has
done some research, consulted our attorney and shared the information she acquired. Ms.
Hammonds advised Council that an SUP is actually zoning and runs with the land, not necessarily the
business. If the business moves off of the land another business could come in with the same use
and reiterated that the zoning runs with the land and not the business. Expiration dates are also of
importance and we can continue to do that in areas that are undeveloped or are still developing;
however, if the area is developed out (99% developed) and an SUP is allowed, it should be allowed
in the future because nothing is changing around it. She advised that we have to look at these type
of issues when approving SUP's. She noted there is one at the next Council Meeting and has had
calls on two or three more. She also noted that when putting stipulations on the SUP that the
Council need to be sure to put all of the stipulations desired while being as specific as possible
Discussion ensued regarding SUP zoning and various scenarios, uses, types of stipulations, etc.
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MINUTESCITY COUNCIL WORK SESSIONMONDAY, AUGUST 17, 20206:00 PM502 ELM STREET, SANGER, TEXASSANGER, TEXASCOUNCIL MEMBERS PRESENT:Mayor Thomas Muir; Mayor Pro Tem Gary Bilyeu; Councilmember Marissa Barrett;Councilmember Dennis Dillon; Councilmember David Clark; Councilmember Allen Chick. COUNCIL MEMBERS ABSENT:None.STAFF MEMBERS PRESENT:City Manager Alina Ciocan; City Secretary Cheryl Price; Director of Finance Clayton Gray; JerianaStaton Director of Human Resources and Special Projects; City Engineer Tracy LaPiene; Directorof Development Services Ramie Hammonds; Director of Economic Development Shani Bradshaw.Police Officer Josh Bishop.1.Call Meeting to OrderThere being a quorum, the City Council Work Session for Monday August 17, 2020 was called toorder by Mayor Muir at 6:01 p.m.2.Specific Use Permit ProcessDiscuss the Specific Use Permit Process as it Relates to Land Use, Expiration, Developing Areas,and Developed Areas. Director of Development Services Ramie Hammonds summarized. She advised that DevelopmentServices is receiving more requests for Specific Use Permits (SUP). An SUP is a request for zoningwhere something is allowed in an area where it is not typically allowed to go. She noted that she hasdone some research, consulted our attorney and shared the information she acquired. Ms.Hammonds advised Council that an SUP is actually zoning and runs with the land, not necessarily thebusiness. If the business moves off of the land another business could come in with the same useand reiterated that the zoning runs with the land and not the business. Expiration dates are also ofimportance and we can continue to do that in areas that are undeveloped or are still developing;however, if the area is developed out (99% developed) and an SUP is allowed, it should be allowedin the future because nothing is changing around it. She advised that we have to look at these typeof issues when approving SUP's. She noted there is one at the next Council Meeting and has hadcalls on two or three more. She also noted that when putting stipulations on the SUP that the
Council need to be sure to put all of the stipulations desired while being as specific as possible
Discussion ensued regarding SUP zoning and various scenarios, uses, types of stipulations, etc.
Mayor Pro Tem Bilyeu asked fif staff could provide future general guidance on the percentage of
development, if it could be included in future reports when an SUP is requested. Councilmember
Chick asked how many Specific Use Permits the City currently has. Ms. Hammonds advised that a
rough estimate is approximately fifteen and some of those do not have expiration dates. The Mayor
and Council thanked Ms. Hammonds for her proactive informative presentation on Specific Use
Permits.
3.Personnel Update
Director of Human Resources and Special Projects Jerians Staton provided a personnel update and
noted that she would be providing the Council with biannual updates in the future. Currently the City
has 99 funded positions. 74 of those are full time (6 vacancies) and 25 are parttime positions (2
vacancies). She summarized the vacant fulltime positions: Accounting Technician; Chief of Police;
Director of Public Works; Full time Firefighter Position; Planner Position; Wastewater Treatment
Plant Operator I. There are currently two parttime Firefighter positions.. She noted that there is one
upcoming orientation for a Police Officer which was an opening due to an internal promotion to a
Detective position. She noted that staff will be having open enrollment next week for insurance and
will be staying with the same provider. She has been working with legal counsel to update the
Employee Manual and it is currently under review. She advised as soon as she receives the final
product she will provide it to Council as an information item. The City is also looking at ordering ID
cards for all staff by the end of the year. She summarized the savings the City is getting due to
changing from SGR to a TML training platform for Employees which is provided at no charge to the
City. The offer multiple classes throughout the year and in person training. Mayor Muir asked
requested a list of the jobs by departmental breakdown. Ms. Staton noted the following: Police
16 positions including Admin and Animal Control; Water Department 7 positions; Streets 4
positions; Electric 7 positions including Admin; Development Services 5 positions; Economic
Development 1 position; Fire 29 positions which is 95% of our parttime staff; Admin 3
postilions, and are proposing an Administrative Assistant position in the next budget year. It was
noted that there were some other departments which were not mentioned and staff offered to
provide Council with a list of the positions by department. There was brief discussion prompted by
Councilmember Chick regarding how many employees have retired and are eligible for retirement.
Ms. Station noted that she has been employed since 2016 and 3 staff have retired since she has
been with the City, There are approximately 14 staff members that have 20 plus years with the
City. Brief discussion ensued regarding retirement liability with TMRS. Mayor Muir requested an
email by department with positions and to be sure and post the job openings on Facebook and
social media. It was noted that this is currently being done, along with SGR and TML and
organizations specific in relation to the job. Mayor and Council thanked Ms. Staton for pulling all of
the information together.
4.Budget Workshop
Finance Director Clayton Gray and City Manager Alina Ciocan summarized the budget and
provided revisions made since the last presentation.
City Manager Alina Ciocan summarized the revisions noted below which were made since the last
presentation:
In the General Fund the following summary and revisions were noted:
Property Tax only budgeted 95% of projected revenues
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MINUTESCITY COUNCIL WORK SESSIONMONDAY, AUGUST 17, 20206:00 PM502 ELM STREET, SANGER, TEXASSANGER, TEXASCOUNCIL MEMBERS PRESENT:Mayor Thomas Muir; Mayor Pro Tem Gary Bilyeu; Councilmember Marissa Barrett;Councilmember Dennis Dillon; Councilmember David Clark; Councilmember Allen Chick. COUNCIL MEMBERS ABSENT:None.STAFF MEMBERS PRESENT:City Manager Alina Ciocan; City Secretary Cheryl Price; Director of Finance Clayton Gray; JerianaStaton Director of Human Resources and Special Projects; City Engineer Tracy LaPiene; Directorof Development Services Ramie Hammonds; Director of Economic Development Shani Bradshaw.Police Officer Josh Bishop.1.Call Meeting to OrderThere being a quorum, the City Council Work Session for Monday August 17, 2020 was called toorder by Mayor Muir at 6:01 p.m.2.Specific Use Permit ProcessDiscuss the Specific Use Permit Process as it Relates to Land Use, Expiration, Developing Areas,and Developed Areas. Director of Development Services Ramie Hammonds summarized. She advised that DevelopmentServices is receiving more requests for Specific Use Permits (SUP). An SUP is a request for zoningwhere something is allowed in an area where it is not typically allowed to go. She noted that she hasdone some research, consulted our attorney and shared the information she acquired. Ms.Hammonds advised Council that an SUP is actually zoning and runs with the land, not necessarily thebusiness. If the business moves off of the land another business could come in with the same useand reiterated that the zoning runs with the land and not the business. Expiration dates are also ofimportance and we can continue to do that in areas that are undeveloped or are still developing;however, if the area is developed out (99% developed) and an SUP is allowed, it should be allowedin the future because nothing is changing around it. She advised that we have to look at these typeof issues when approving SUP's. She noted there is one at the next Council Meeting and has hadcalls on two or three more. She also noted that when putting stipulations on the SUP that theCouncil need to be sure to put all of the stipulations desired while being as specific as possible Discussion ensued regarding SUP zoning and various scenarios, uses, types of stipulations, etc.Mayor Pro Tem Bilyeu asked fif staff could provide future general guidance on the percentage ofdevelopment, if it could be included in future reports when an SUP is requested. CouncilmemberChick asked how many Specific Use Permits the City currently has. Ms. Hammonds advised that arough estimate is approximately fifteen and some of those do not have expiration dates. The Mayorand Council thanked Ms. Hammonds for her proactive informative presentation on Specific UsePermits. 3.Personnel UpdateDirector of Human Resources and Special Projects Jerians Staton provided a personnel update andnoted that she would be providing the Council with biannual updates in the future. Currently the Cityhas 99 funded positions. 74 of those are full time (6 vacancies) and 25 are parttime positions (2vacancies). She summarized the vacant fulltime positions: Accounting Technician; Chief of Police;Director of Public Works; Full time Firefighter Position; Planner Position; Wastewater TreatmentPlant Operator I. There are currently two parttime Firefighter positions.. She noted that there is oneupcoming orientation for a Police Officer which was an opening due to an internal promotion to aDetective position. She noted that staff will be having open enrollment next week for insurance andwill be staying with the same provider. She has been working with legal counsel to update theEmployee Manual and it is currently under review. She advised as soon as she receives the finalproduct she will provide it to Council as an information item. The City is also looking at ordering IDcards for all staff by the end of the year. She summarized the savings the City is getting due tochanging from SGR to a TML training platform for Employees which is provided at no charge to theCity. The offer multiple classes throughout the year and in person training. Mayor Muir askedrequested a list of the jobs by departmental breakdown. Ms. Staton noted the following: Police 16 positions including Admin and Animal Control; Water Department 7 positions; Streets 4positions; Electric 7 positions including Admin; Development Services 5 positions; EconomicDevelopment 1 position; Fire 29 positions which is 95% of our parttime staff; Admin 3postilions, and are proposing an Administrative Assistant position in the next budget year. It wasnoted that there were some other departments which were not mentioned and staff offered toprovide Council with a list of the positions by department. There was brief discussion prompted byCouncilmember Chick regarding how many employees have retired and are eligible for retirement. Ms. Station noted that she has been employed since 2016 and 3 staff have retired since she hasbeen with the City, There are approximately 14 staff members that have 20 plus years with theCity. Brief discussion ensued regarding retirement liability with TMRS. Mayor Muir requested anemail by department with positions and to be sure and post the job openings on Facebook andsocial media. It was noted that this is currently being done, along with SGR and TML andorganizations specific in relation to the job. Mayor and Council thanked Ms. Staton for pulling all ofthe information together. 4.Budget WorkshopFinance Director Clayton Gray and City Manager Alina Ciocan summarized the budget andprovided revisions made since the last presentation.City Manager Alina Ciocan summarized the revisions noted below which were made since the lastpresentation:
In the General Fund the following summary and revisions were noted:
Property Tax only budgeted 95% of projected revenues
Parks & Recreation decreased revenues by onethird
Added Assistant Fire Chief/Fire Marshall position
Added $100,000 for contract brush collection
Finalized transfers CIP Fund: $520,725; Storm Recovery: $400,000; Internal Service
Fund: $935,908.
In the Enterprise Fund the following summary and revisions were noted:
Adjusted projected revenues for Water and Sewer
Finalized transfers Enterprise Debt Service $1,8000,000; Enterprise CIP: $496,242;
Electric Storm Recovery: $152,000; Pilot: $85,000; Internal Service Fund: $1,403,862.
Finance Director Clayton Gray provided a summary and brief update on Revenue Projections and
Utility Revenue performance. There was brief discussion on the electric, water and wastewater
revenues.
In the Internal Service Fund the following summary and revisions were noted:
Mayor and Council: Increased legal expenditures; Engineering: Increased engineering
services; removed graduate engineer position; reduced annual software expenditures.
City Manager Alina Ciocan noted that we are proposing the following three new funds:
Enterprise Debt Service Fund: Included estimated 2020 CO Interest
General Storm Recover Fund: Added $400,000;
Electric Storm Recovery Fund: Discuss future funding. City Manager Alina Ciocan provided
a summary and asked for Council's request for future fundings.
Finance Director Clayton Gray noted we have $1,000,200.00. It was noted that it was being funded
by 2% of electric revenue. It is dedicated for storm recovery fund. If there was a transfer of the
funds it would have to be a transfer made by the City Council. There was lengthy discussion as how
the account was funded and how the funds would be used and how much money would be needed
in the account. Consensus of the Council was to give some flexibility and budget it every year, that
1,000,000.00 is a good reserve and if there was a storm that the amount could be replenished. It
was noted that a dedicated line item for actual recovery would be the best plan. Discussion ensued
and consensus of Councilmembers was that flexibility is would be a good idea and to review it as
any changes are made along with the review every budget year.
5.Overview of Items on the Regular Agenda
There was no overview of items on the agenda.
6.Adjourn
There being no further items on the agenda for discussion, the meeting was adjourned at 6:52 p.m.
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