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Briefing - Fiscal Year 2024 Budget Workshop #1: Departmental Budget Requests:
Staff explained that there will be two workshops, the first being departmental requests. The budget meeting dates for FY 2024 and the Town’s vision, mission and values were reviewed.
Staff stated that over the years the budget focus has become our culture, our policy and a formalized process. Staff explained that while maintaining a low property tax rate, the Town is able to invest in infrastructure to sustain the commercial tax base, maintain employee compensation and customer service levels.
Finance Department Staff presented a revenue overview, noting a 33% increase in property tax revenue that is expected to fluctuate due to protests. No change in sales tax revenue is expected and residential building permits will decrease by $600,000 or -34%. Franchise fees are expected to increase by $200,000 and roughly $600,000 in new General Fund revenue is projected for next year.
Staff reviewed salaries and wages stating that the year will start with a 3% cost of living adjustment for employees and market adjustments will be made mainly for police officers, which will help in recruiting and retaining employees.
Staff stated that the Finance Department has six full-time employees. Accomplishments in 2023 include earning the GFOA Distinguished Budget Award and the GFOA Certificate of Achievement in Financial Reporting. In addition, the department implemented a five-year budgeting process.
Goals for the Finance Department are based on Council strategies, which include a bond rating improvement. This will be achieved through fund balance and debt policies. Staff noted that combining these two policies will keep tax rate low.
Increasing the Capital Improvement Program to a ten-year plan is another goal that will incorporate the Town’s utility master plans, allowing for better forecasting when projects come online.
Staff reviewed workload measures and noted that the department is on track. More residents are making payments online which decreases the number of employees the Town needs to process utility payments.
Staff presented a Finance and Public Works request for Cellular Water Meters totaling $2.1M over 10 years. Staff stated that this proposal would not affect the tax rate, residents could have access to this data at any time, it would eliminate staff from manual reads, and it would notify customers of leaks early on. Implementing this technology would be a service level improvement that would be funded through the utility fund and will help the Town long term.
Development Services Staff reviewed the core functions of the department, stating that there are six full-time employees to help with the growth of the Town. Accomplishments this year include the adoption of a water and sewer impact fee update, the implementation of an online geographic information system (GIS) interface to report development activity, and an increase in recruitment, retention, expansion and promotion efforts for retail, restaurant and service businesses.
Staff presented Department Goals which include a registration and inspection program for hotels, apartments and rental properties, and the expansion and refinement of programs for business recruitment and retention. The department will also improve on expansion and promotion plans, such as revamping the pioneer grant program for retail businesses, and will work on programs to recruit quality tenets for the Town's industrial developments. Later this year, the Comprehensive Land Use Plan will be adopted and implemented.
Staff reviewed departmental workload and efficiencies stating that the number of residential building permits has decreased significantly, mainly due to a building spike in 2021. In 2022, more lots were plated, infrastructure was installed, and Staff predicts that with the new residential phases opening, residential building permits will increase. Staff reported that Certificates of Occupancy for new businesses have also increased.
Staff presented potential Development Service changes and requests which include a new Hotel and Rental Inspection Program. This program will allow the Town to make sure properties of this nature are maintained properly. The program will utilize existing staff, will require minimal new equipment, and is expected to generate $15,000 in revenue during the first year.
Administrative Services Staff reviewed core functions of the new department stating that it consists of four full-time employees who manage Human resources, Marketing and Communications, IT Coordination, Research & Analysis and Project Coordination.
Staff stated that the department has reached more than 7,000 social media followers, has implemented new HR software, cloud-based file storage system and a training program for mid-level professionals.
Goals for the Department include contact with 100% of Town residents, to complete and refine the cloud-based file system, and to fully implement the new HR software. Staff noted that as the Town grows, workload and efficiencies increase as well.
Staff explained the success of the Town’s social media, stating that data from 2022 resulted from social shares revolving around the Northlake Police Department accident, and that the Town's social media reach is on an upward trajectory.
Administrative Services Staff presented a departmental overview for the Municipal Court, explaining that there are three full time employees which include a Court Administrator, Court Specialist and Court Clerk. Core Functions for the Municipal Court are citation entry, payments, docket processing, issuing warrants and issuing violate promise to appears.
This year the Municipal Court installed new credit card scanners, significantly improving the payment system for citations.
Implementing the Scofflaw Program to assist in collection of outstanding warrants and continuing the Court Clerk Certificate Program are departmental goals for this year. Staff reviewed workload measures, noting that the workload is a direct reflection of tickets issued.
The Town Secretary discussed core functions of the department, including service as the municipal clerk, records management officer, elections administrator, agenda coordinator and code of ordinances custodian.
2023 departmental accomplishments include the implementation of electronic records and agenda management systems, General and Special Elections were held, and the Inaugural Boards and Commissions Appreciation Banquet was held.
Goals for this year include holding General and Special Elections, to continue the ongoing process of records transfer into the Electronic Management System, and to complete 100 hours of seminars and training for a second Texas Municipal Clerk re-certification.
Staff reported that the department is on track for filing records and will meet or exceed expectations for this year.
Public Works Staff described the core functions of the department including water distribution and wastewater collection operations, street maintenance, infrastructure inspections and water meter installations. The department consists of 25 full-time employees.
Staff reported that the department maintained 100% regulatory compliance for water and wastewater systems, completed the south side water pump station and water tower, and the process for accreditation with the American Public Works Association has been initiated.
Public Works Departmental goals for 2024 are to maintain 100% regulatory compliance for water and wastewater systems, to complete the application for American Public Works Association accreditation, and the completion of MS4 permitting requirements.
Staff reported that utility accounts continue to grow and that the department is on track to meet the same number of meters installed in 2022.
Staff explained that the department would like to implement traffic control, in-house signs, striping and markings. This request would require a crew leader, maintenance worker, paint buggy and a new public works truck totaling approximately $430,000.
In addition to a signs and marking crew, Staff expressed the need for utility crew enhancements which would require a meter technician, maintenance worker and another public works truck totaling approximately $255,000. Staff explained that these enhancements are necessary to assist with the Town’s growing utility infrastructure maintenance needs.
Staff expressed the need for a replacement public works truck for its street crew totaling $120,000.
Police Department Staff listed core functions for the 29 full-time employees in the department including public safety, traffic operations, accident and criminal investigations, and community engagement. This year, a professional standards officer was hired, license plate readers were installed in four neighborhoods, and three certified officers were hired.
Staff outlined department goals for this year including a Citizens on Patrol program using the Citizen’s Police Academy alumni, working towards the Texas Police Chief’s best practices, technology enhancements and the recruitment of additional certified officers. Staff noted that a lateral pay program would be helpful to recruit more certified officers to the department.
Staff explained that as the population increases, so does workload. Staff expects the department to surpass last year's numbers by at least 10% for traffic violations, reports, responses to calls and arrests.
Staff expressed the need to hire an additional support captain to oversee investigations, crossing guards, volunteers and traffic officers. The new position would include salary, a new captain vehicle, technology and office furniture totaling approximately $227,942. The new position would assist in keeping the span of control tighter for the department.
Staff requested an additional detective to aid in major crime events and to lower the number of cases per detective. Staff expressed the need for an additional officer to aid in response time and to enable additional coverage in our neighborhoods. The expense for these two positions would total approximately $213,480. Staff explained that the department is fielding approximately 130 open cases in the hopes that additional staff would decrease that number to approximately 30 cases per detective.
Replacement vehicles are also a department need. Staff explained that the time between ordering vehicles and delivery is almost two years. Staff requested three replacement patrol vehicles and one replacement support specialist vehicle totaling $222,942.
Staff explained that the department is quickly outgrowing their space. A building lease specifically for criminal investigations would provide space for four detectives. Estimated cost would be $180,000.
Staff expressed the need for a $15,000 drone to assist with police operations such as locating missing persons, traffic accident reconstruction and locating suspects who have fled the scene of a crime.
Town Staff reviewed additional budget request considerations including:
• Independence Day Celebration with an estimated cost ranging between $26,373 - $84,373.
• Emergency Sirens and lightning detection systems with an initial cost of $676,494. Staff explained that the challenges with this system would be training residents, the size of the Town, upkeep and maintenance costs.
• Implementing a Solicitor Registration Program for the Town would cost approximately $20,442.
• Emergency Services District #1 Grant to assist with covering funding shortages equal to $100,000.
• Staff explained that MS4 (Municipal Separate Stormwater Sewer System) is drainage, or runoff. Once a certain population is met, a Town must have a permit from TCEQ as an MS4 municipality. The MS4 permit will cost an estimated $10,000 with the accompanying study costing the Town approximately $100,000.
• A street sweeper would remove the dirt and silt off the roads so that it would not wash into the runoff, essentially lowering the capacity of the drainage system. The sweeper would be an estimated $958,600 expense. Staff noted that a household storm drainage fee would equate to approximately $5 per month for Northlake residents.
Town Staff reviewed significant capital investments, all which would require a tax rate election.
Council explained that this review is a way to explain to our residents what the amenities they are requesting actually will cost the Town.
• Baseball Complex would cost approximately $24,060,000 with a tax rate increase of 8.3¢.
• Recreation Center would cost approximately $36,536,000 with a tax rate increase of 12.1¢.
• Golf Course would cost approximately $40,000,00 with a tax rate increase of 18.9¢.
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