MINUTES

SPECIAL CALLED MEETING

LAWTON CITY COUNCIL SPECIAL MEETING

MAY 14, 1998 - 5:30 P.M.

WAYNE GILLEY CITY HALL COUNCIL CHAMBER

The meeting was called to order at 5:30 p.m. by Mayor Cecil E. Powell. Notice of meeting and agenda were posted on the City Hall notice board as required by State law.

ROLL CALL

PRESENT:     G. Wayne Smith, Ward One

        *Richard Williams, Ward Two

        Jeff Sadler, Ward Three

        John Purcell, Ward Four

        Charles Beller, Ward Six

        Carol Green, Ward Seven

        Randy Warren, Ward Eight

ABSENT:    Robert Shanklin, Ward Five

ALSO PRESENT: Gil Schumpert, City Manager; Felix Cruz, City Attorney; Brenda Smith, City Clerk

*Williams arrived shortly after roll call.

BUSINESS ITEMS:

1.    Consider allowing General Employees to address the Council regarding possible staff reductions. Exhibits: Letters from Employee Advisory Committee

Kathy Fanning, Employee Advisory Committee Chairperson, said she was speaking for the general employees. Her presentation was given as follows: On April 8, 1998, the EAC voted unanimously to request a 2% cost of living increase. After further consideration and more information on the serious condition of the City’s budget, during a special called meeting on May 4, 1998, the EAC voted unanimously to rescind the request for a cost of living increase but wished to address the Council on the subject of possible staff reductions. Realizing the majority of the budget consists of personnel expenses, we still wonder why it is that one of the first items always considered for reduction is general employees. When staff is reduced, services to our citizens are reduced which creates an unfavorable image. In 1990 when Council determined funds were not available, 53 positions were eliminated through the budget process. Some positions were vacant and not filled, while others which were held by individuals with ten years of service were eliminated. Services were cut and citizen satisfaction decreased, resulting in the eventual need for these positions again.

At a time when funds can be found to do other things, can it be so difficult to find funds to retain our much needed employees? Please don’t create hardships on our employees by taking away their livelihood, instead find other alternatives to this situation. We would like you to consider some of the following recommendations made by city employees to help our critical budget situation. One, you’ve taken the first important step by calling for another vote of the citizens on the sales tax issue. City employees urge Council to direct citizens be better informed. We feel if citizens understand a sales tax will not be noticed nearly as much as an increase in the utility bills would, the sales tax would pass. Two, serious consideration should be given for Mayor Powell’s suggestion to have city employees do the work instead of private contractors who of course are in the business to make money. This could possibly save jobs and save money as well. Three, Council should seriously consider approving the upcoming request to increase the employee pension multiplier to 2.3%, which may be on the agenda hopefully soon. This increase just might entice some higher paid employees to retire, thus freeing up a position you might want to eliminate or put someone in there at a lower salary. Four, consider not replacing any vacancies currently open. Five, why not charge an after hours service fee for our field service workers going out a second time to turn on water. After the customer has been told they need to be there and they’re told approximately what time that service worker will be there, and then the customer isn’t there and then they turn around and call back again and they have to go back a second time and we’re not charging them. PSO and ARKLA charge a $25 service fee for after hours calls like this. Six, Council might consider increasing the utility connection fee. The current connection fee is only $5. ARKLA, PSO, Southwestern Bell, Lawton Cablevision all have an average of $25 connection fee. Why couldn’t the City? Seven, a serious look at doing away with utility vacancies or at least stricter guidelines should be considered. Eight, stricter guidelines are needed when making adjustments on utility bills. Nine, how about considering the sale of surplus property the City might own.

These are just a few suggestions from City employees. I’m sure given the opportunity more ideas could be born. We also realize these ideas might not even cover the smallest percentage of funds needed to get through this budget process, but after all, every little bit helps and counts, especially if it saves jobs.

Rumors are running through City employees regarding possible solutions to the budget problems, including elimination of flexible holidays or longevity pay. Rather than to respond to rumors which may or may not be true, the EAC would ask for notice and the opportunity to address the Council before substantial changes to our employee benefits occur. The benefits which are given to the employees are earned in exchange for our services, just as pay to employees at Goodyear, Bar-S and Wackenhut. Budget problems of the City should not be deposited entirely on the backs of City employees, but should instead be viewed as a function of the entire City government. The running of the City and funding of our government is an expense of all the citizens of the City and resolution of the budget shortfall should not be felt solely by the employees. We ask that you seriously consider alternatives to solving the budget problem instead of cutting your employees from their jobs. (end presentation)

Powell said he understood the concept on the third item but asked that the wording be repeated. Fanning said the EAC and Pension Board have approved an increase of the multiplier to the employee pension to 2.3% and that has not reached the Council agenda yet, but that would increase a person’s retirement pay. Fanning said someone who may be considering retiring now that is making a high salary, that may be an enticement for them to retire and their position could possibly be eliminated or a person could be put in the position at a much lower salary.

Purcell asked for a copy of the nine items mentioned.

Beller said he felt Council should encourage the employees that they were not looking at major staff cuts or mass reductions in employees. He said rumors can start but the Council is in the corner of the general employees and they would do everything they could to retain as many general employees as possible. Beller said increases will have to be made and he hoped the citizens would support the sales tax, and if that is not the case, the only other place is the utility bill. Powell said he was not aware of any discussion of employee reductions.

Williams said Council is tasked with a budget for the coming year and the City Manager’s recommendation to balance the budget is a $5 plus increase in the utility rate. He said that was not acceptable to him. Williams said the annual budget is made up 70% in personnel and it will be real tough. He said he did not want to go to the voters and say we have to increase the utility bill just to balance the budget. Williams asked each employee and supervisor to look within their own departments and identify if there are areas of improvement that can end up in reduction in the budget and bring them to the supervisor or department head. He said he was disappointed in the departmental initiatives, and his position was the Council would have to make some tough decisions whether there are 100 people in the audience or two.

Purcell said he had heard nothing about mass layoffs, and the first time he heard anything discussed about longevity pay was tonight when Fanning mentioned it. He encouraged people to watch the meeting on television so they could hear it for themselves and not just rely on what is printed in the paper. Purcell said another part is just because something is discussed does not mean that is the way they would go, and all kinds of things may be discussed. He said no one should be too nervous until they get closer to the end.

Beller said people do not want services reduced and want them continued at the current level; the only way to receive those services is with employees who are dedicated and loyal. He said the utility rates will have to be raised if the sales tax is not approved. Beller said Williams suggested raising the rates last year, and now he is saying to not raise them. He said the people of Lawton are willing to pay for the services they are receiving today.

Williams said he had no problem in addressing the needs of the City, the infrastructure needs of the City, with a utility increase. He said he believed every budget year there should be some small utility increase that is matched to the cost of living or CPI because everything goes up, to include steps in the pay plan of the City, materials, utilities, and so forth. Williams said he felt the Council needed to hold the line on the budget and do something in that regard without asking the citizens to pay an excess of $5 just to balance the budget.

Powell thanked the employees for their input. He said he would like for all employees to get involved and become part of a great team to make this a better city. Powell said Council will work hard to make this a better place for people to be employed, and help is needed from the employees.

2.    Discuss Preliminary FY 1998-1999 City of Lawton Preliminary Budget, and take appropriate actions for consensus only. Exhibits: Information previously distributed.

11    MUNICIPAL COURT

Municipal Judge Ken Harris appeared to respond to questions. Discussion was held concerning staff and equipment needed for the initiative involving processing of juvenile offenses, as well as possible income.

In response to questions, Harris stated accepting of personal checks for payment of fines should be allowed to prevent further frustration and receive payment. $500 was added to Account 279 to be able to account for insufficient checks. Credit card usage for payment of fines works well.

Discussion was held on the PSSI Records Management System that will be used by the Police Department and staff will check further to determine computer needs in this regard. Harris stated the curfew regulations and penalties at Green’s request for public information.

13    FINANCE ADMINISTRATION

Steve Livingston, Finance Director, appeared to answer questions and discussion was held on the vacancy initiative regarding utility accounts. Livingston said MIS is working on the Year 200 problem and that he would present further initiatives in that regard when that problem was completely resolved.

14    REVENUE SERVICES

Ralph Carson, Division Supervisor, appeared to answer questions with regard to the repair and maintenance funding and purchase of meters. It was pointed out that a possible postal rate increase could cost $5,000 in mailing of statements. The office area was remodeled last year and staff will begin this week to cross train so that any clerk can perform any function with regard to utilities, such as payments, establishing accounts, etc. Total number of employees and salary amounts would not change.

Discussion was held on functions performed by the field crews in Revenue Services and the field crews in Water Distribution. Staff recommendation was that the Revenue Service crew, consisting of one employee, would be dispatched to a site to determine if a leak was from a main, a meter or the customer’s line, and take appropriate actions. This should be more efficient than sending the three man crew from Water Distribution to make that determination. Method of dispatching may require that more questions be asked of the person calling in, and that is being worked out. Carson answered questions regarding the $9.67 refuse fee and that fee is not charged if a person uses a City of Lawton dumpster, because the dumpster fee would be charged instead. If a person has no City of Lawton service for refuse, the $9.67 is charged as an availability fee on the utility account.

15    ACCOUNTING

Laura Smith, Division Supervisor, appeared to answer questions and discussed the printer requested and the functions it would perform. She pointed out that half of the salary of one technician was paid by CDBG funding.

36    PURCHASING

Discussion was held on the vacancy in the supervisor’s position at this time and ways in which the functions could be consolidated or improved. Livingston will look into this and present a recommendation. Discussion was held on the way payments are processed, use of credit cards for purchases, and changing requirements with regard to spending limits requiring various levels of involvement by Purchasing personnel. Reorganization of the functions, regulations and personnel will be reviewed and a recommendation returned prior to completion of the budget.

41    CITY AT LARGE

Hotel Motel Tax receipts and expenditures in Account 231 were reviewed, and amount of anticipated revenue is an estimate. Other accounts provide funding for street lighting. Account 279 provides $110,000 for Council Contingency.

21    PLANNING AND SPECIAL STUDIES

Bob Bigham, Planning Director, appeared to respond to questions. All positions in the department are currently filled. Land inventory project is underway and should be completed in August.

20    CODE ADMINISTRATION - ADMINISTRATION

Dan Tucker, Code Administration Director, presented a briefing on the budget requests for Administration, Building & Permits (23), Code Compliance (81), and Health (84). Council discussed the amount this budget has increased over the past several years, as well as the moving of personnel from solid waste and the department assuming some responsibilities previously performed by the Health Department. Tucker will look at reorganization during this year and make suggestions for the budget year following this.

Discussion was held on the number of building codes in use, length of time required to obtain permits and the process used in that regard, and which codes are required by State law. Revenue items related to the department’s functions were reviewed and a recommendation may be made in that regard.

22    COMMUNITY DEVELOPMENT - ADMINISTRATION

Frank Pondrom, Housing and Community Development Director, appeared to respond to questions regarding Administration (22), Housing Assistance Division (26), HOME (29), CD Non-Operational (28), and Mobile Meals (31). An increase from $4,300 to $35,000 in Account 231, Professional Services, was explained as being a housing counseling program recently approved in the CDBG One Year Consolidated Plan. This will be handled through the Lawton Housing Authority.

Various housing programs were discussed and the need to advertise availability was pointed out.

COMMENTS/REPORTS.

Powell said he would be unable to attend the budget session on May 19 as he would be speaking at a graduation ceremony at Vo Tech. Parks & Recreation budget will be considered May 19.

Purcell distributed information he had compiled with regard to the budget and suggested all possible revenue sources be included where possible.

Powell said he was trying to set up a meeting regarding Flower Mound Road improvements as was discussed Tuesday night, and he hoped to be able to have such a meeting a week from Friday. He said the Mayor and Council were invited to a meeting at the county regarding the jail issue.

There was no further business to consider and the meeting adjourned at 7:30 p.m. upon motion, second and roll call vote.