HomeMy WebLinkAboutCity Council-Minutes-5/28/2014``Tj�� City of Colleyville CityHall
COLI.�YVILLE City Council Worksession 100 Main Street
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www.colleyville.com
Wednesday, May 28, 2014
5:30 p.m.
1.
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3.
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CALL TO ORDER
Executive Conference Room
Third Floor, Citv Hall
EXECUTIVE SESSION - In accordance with Texas Government Code,
Chapter 551, Subchapter D
Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or
value of real property for City facilities
PRESENTATION AND DISCUSSION
3a Presentation and discussion of an update to the Strategic Plan
3b Financial Forecast and Draft Capital Improvement Plan (CIP)
3c Presentation and discussion of the Senior Center
3d
3e
Presentation and discussion of compensation and market ana�ysis
Presentation and discussion of other items with budgetary impact
ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday, May 23,
2014 by 5:00 p.m.
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Amy Shelley, TRMC
City Secretary
Any maYter on this agenda may, at the discretion of the governing body, be opened
for public comment and discussion.
If you plan to attend this public meeting and have a disability that requires special
� accommodations, please advise the City Secretary at least 48 hours in advance at
817.503.1133, and reasonable accommodations will be made to assist you.
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COLLEYVILLE City Council Worksession 100 Main Street
' Colleyville, Texas 76034
Minutes sv. sos.i000
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Wednesday, May 28, 2014
5:30 p.m.
Executive Conference Room
Third Floor - City Hall
Mayor David Kelly called the Colleyville City Council Worksession to order on May
28, 2014, at 5:42 p.m.
ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor and Councilmembers
Carol Wollin, Chuck Mogged, Jody Short, and Tom Hart.
City Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer
Terry Leake, Captain Robert Hinton, Fire Chief Brian Riley, Economic Development
Director Marty Wieder, Recreation and Library Director Mary Rodne, Parks
Manager James Hubbard, Human Resources Director Michelle Reyes, Colleyville
Center Manager Leslie Hill, Public Works Director Bob Lowry, City Engineer Jeremy
Hutt, Finance Manager Karen Hines, Community Development Director Ron
Ruthven, Communications and Marketing Director Mona Gandy, Strategic Services
Manager Adrienne Lothery, Information Systems Manager Chris Pena, and City
Secretary Amy Shelley.
Absent: Councilmember Stan Hall
Mayor Kelly moved the Executive Session item to the end of the worksession.
2. EXECUTIVE SESSION - In accordance with Texas Government Code,
Chapter 551, Subchapter D
Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or
value of real property for City facilities
Mayor Kelly explained the Executive Session had been called in accordance with
the Texas Government Code, Chapter 551, Subchapter D, Section 551.072, Real
Estate. He further explained there would be no decisions made or action taken
during this time. The meeting was recessed at 9:21 p.m. and reconvened at 9:24
p.m.
3. PRESENTATION AND DISCUSSION
3a Presentation and discussion of an update to the Strategic Plan
Strategic Services Manager Adrienne Lothery presented this item and briefing to
the City Council.
City Council Minutes May 28, 2014
Mayor Kelly questioned staff regarding the fifth strategic point, and where does it
fit within this strategy map. Manager Lothery replied most of the items within that
strategic point fall within the C1 category of "Provide attractive and unique space
for enjoyment of personal interest and community interaction." She added if City
Council wishes, staff can make changes to the strategic map.
Mayor Kelly questioned staff regarding if the strategic points would move into this
new map. Manager Lothery explained that this strategic map would replace those
initial strategic points.
Councilmember Wollin questioned staff regarding the Gallup Employee Survey.
City Manager Jennifer Fadden stated other cities and organizations have used this
survey, and the objective is to ask more engagement questions, rather than to
gather satisfaction ratings with employees. She stated the results from the survey
will help with what to focus on moving forward with improvements.
Councilmember Wollin questioned staff regarding if this will be done every other
year. City Manager Jennifer Fadden replied yes, it will be off-set from the Citizens
Survey.
Mayor Kelly questioned staff regarding if the departmental maps may or may not
include ail points. Manager Lothery replied correct, and it will allow those
departments to make more connections with the City's goals and objectives.
City Manager Jennifer Fadden stated the critical business outcomes and focus
areas have the ownership of the City Council, and staff will continue with that
focus, unless told otherwise.
Councilmember Mogged questioned staff regarding the timing of the Critical
Business Outcomes? City Manager Jennifer Fadden replied, originally, there was
not a year placed on this document, but with moving forward, a year has been
added to help establish those outcomes.
Mayor Kelly stated the current comprehensive plan is a guiding factor for updating
the new comprehensive plan.
City Manager ]ennifer Fadden stated perhaps a resolution can be adopted, with a
footnote on the outcomes which helps to establish the timeframe moving forward.
Councilmember Wollin questioned staff regarding the Citizens Survey date change.
Manager Lothery replied the reason for proposing those dates allows for more
planning by the time the detailed results come out from the actual survey. She
added it makes sense to help with the long-term strategic planning and with the
individual department business plans.
City Council Minutes May 28, 2014
City Councilmembers concurred with moving forward with the strategic plan, and
Councilmember Wollin stated she appreciates the detail of this plan.
3b Financial Forecast and Draft Capital Improvement Plan (CIP)
Strategic Services Manager Adrienne Lothery presented this item and briefing to
the City Council.
Mayor Kelly questioned staff regarding when the Bedford Response Area Contract
(BRAC) ends. City Manager Jennifer Fadden replied in Fiscal Year 2015.
City Manager Jennifer Fadden explained the BRAC to Councilmember-elect Chris
Putnam.
Mayor Kelly questioned staff regarding if the two percent increase is across the
board. Manager Lothery explained the differences in the numbers is based on the
split-out of personnel expenditures in subsequent years. City Manager Jennifer
Fadden explained it is a flat two percent as a place holder for financial purposes
only.
Councilmember Mogged questioned staff regarding the fund expenditures for
water and sewer. Manager Lothery replied those are completely out of drainage
funds.
Mayor Pro Tem Taylor questioned staff regarding the redesign of the Colleyville
Center. City Manager Jennifer Fadden stated the worksession is scheduled for
]une 30, and it will be a visioning and brainstorming worksession for the City
Council desires of the grounds for Colleyville Center. She explained Jim Carillo,
Halff and Associates, will be facilitating the worksession. She added the scope of
the comprehensive plan update includes a design for Colleyville Center.
Mayor Kelly stated the kitchen area may need to be reviewed, given the competing
wedding venues.
Councilmember Wollin stated there are other events, rather than weddings, which
utilize the kitchen area.
Mayor Pro Tem Taylor questioned staff regarding what are the needs or complaints
of the Colleyville Center. City Manager Jennifer Fadden stated she will request a
summary of the needs or requests of the users of the Colleyville Center from
Colleyville Center Manager Leslie Hill.
Mayor Pro Tem Taylor questioned staff regarding the bonds with First Southwest.
Assistant City Manager/Chief Financial Officer Terry Leake replied there was a
refunding of those in 2011.
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City Council Minutes May 28, 2014
Public Works Director Bob Lowry presented the Capital Improvement Project (CIP)
Update and the Draft FY 2015 CIP.
Councilmember Mogged questioned staff regarding the completion date for items
such as Kingston Estates. Director Lowry stated the estimated timeframe for this
project is about nine months; Lavaca Trail will take about six weeks; Jewel Estates
is complete; the Jackson and Cheek-Sparger Road roundabout November 2014;
and the Pleasant Run Road project from Veranda to Bogart will take about seven
months. He stated the City Council will have a worksession on June 24 regarding
SH26.
Mayor Kelly questioned staff regarding if there will be an honest estimate about
the SH26 project and completion of Phase I. Director Lowry replied he will forward
the best information he has available.
Councilmember Mogged stated there will be two areas along Cheek-Sparger Road
that will be under construction at the same time. Director Lowry replied yes;
however, given the distance between the two projects, there should be no issues
with traffic.
Mayor Pro Tem Taylor questioned staff regarding the Phase I construction of Glade
Road, is it Bluebonnet Road to Bransford Road? Director Lowry replied yes,
including the roundabout at Bransford Road.
Mayor Kelly questioned staff regarding the cost increase for the Bedford Road
retaining wall. Director Lowry replied most of the cost is for traffic control.
Councilmember Hart questioned staff regarding if the County will participate in the
miscellaneous major asphalt maintenance. Director Lowry stated they will only
help with one project a year, and currently they are committed to the Lavaca Trail
project.
Mayor Pro Tem Taylor questioned staff regarding the $1 million set aside for the
street maintenance, is that now being included in the CIP? Director Lowry stated
some of the maintenance was diverted to Pleasant Run Road, and the Kingston
Estates project, since there is no money for street reconstruction.
Mayor Pro Tem Taylor stated there needs to be a constant increase included for
the cost of inflation. City Manager Jennifer Fadden stated there is actually $1.4
million dollars built into the general fund budget on an annual basis since fiscal
year 2013 for street maintenance. She stated the last two years, and until fiscal
year 2018, there is $1 miliion budgeted annually, which totals $2.4 million each
year. She added some or all has been used for reconstruction, since there is no
budget for street reconstruction.
City Council Minutes May 28, 2014
Mayor Pro Tem Taylor stated his biggest concern is that there appears to be a
steady economic growth, however, the inflation costs are increasing.
Councilmember Mogged stated the shortfall gap is increasing, and to remain even,
the annual costs increase as well.
Mayor Pro Tem Taylor stated he does not expect to get caught up. He stated his
concern is that there is no way to predict the unknown, especially with the
weather conditions and the effects of such on the streets.
Mayor Kelly stated in the past, there was money taken away from street
maintenance and moved to other departments, which has caused the problem.
Councilmember Hart stated the street maintenance fund used to be $350,000,
then moved up to $1.4 million.
Councilmember Short stated the purchasing power has decreased because of the
inflation cost.
Mayor Pro Tem Taylor questioned staff regarding the White's Chapel bridge.
Director Lowry stated that is our portion of the bridge stabilization.
Councilmember Hart questioned staff regarding how long the stabilization will last.
Director Lowry replied hopefully five or ten years.
Mayor Kelly stated it is important to have the funding for Glade Road. Director
Lowry replied it is TIF funding, and proposed in Fiscal Year 2015 for Phase I.
Mayor Kelly questioned staff regarding if the miscellaneous asphalt maintenance is
more for the non-local streets. Director Lowry replied it is almost entirely for non-
local streets. He stated the arterial streets are more of a priority.
Mayor Kelly questioned staff regarding all phases of the fiber build, can those all
be done at once with a draw down on the Colleyville Tomorrow Fund? Information
Systems Manager Chris Pena replied the fiber build is not just one or two phases,
but those costs can be encumbered during the reconstruction of those streets, in
the future by adding the conduit at the same time.
Mayor Kelly questioned staff regarding if Phase I and II could be done at the same
time. Manager Pena replied Central Fire Station and the Justice Center could be
done at the same time during this phase. City Councilmembers concurred.
Councilmember Mogged stated he is good with moving forward as long as it does
not interfere with reconstruction of other projects.
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City Council Minutes May 28, 2014
Mayor Pro Tem Taylor questioned staff regarding how deep the fiber will be buried.
Director Lowry replied it will be buried about three to six feet, and with the
equipment already on site, it makes the project easier with the reconstruction of
the street.
Councilmember Mogged questioned staff regarding the fiber and Pleasant Run
Road. Manager Pena replied there is a remaining portion and there will be savings
with using the street reconstruction. He further explained the remaining fiber
builds.
Mayor Kelly stated the benefit of service enhancements far outweighs the cost.
City Manager Jennifer Fadden stated staff has done the analysis on the return on
investment. Manager Pena added the current annual costs are $48,000, but rising
and will increase $17,000 this year, for service enhancements based on capacity.
He added there is a 20 percent increase with Time Warner Cable as well. He
stated costs should decrease after the eighth year.
City Manager Jennifer Fadden explained there are multiple other phases in the
fiber build, including the addition of the service center and fire stations.
Mayor Pro Tem Taylor questioned if the fiber is underground. Manager Pena
replied yes.
Mayor Pro Tem Taylor questioned staff regarding if the additional phases of fiber
build will be underground as well. Manager Pena replied he has not projected the
costs of those yet. He added the replacement cost is higher with terrestrial.
Director Lowry added there will also be franchise costs with terrestrial.
Mayor Pro Tem Taylor questioned staff if the dates can be removed, and it then
becomes a priority list. Director Lowry concurred.
Mayor Kelly stated Colleyville does very well, given the funding resources
available.
Mayor Kelly recessed the worksession at 7:26 p.m.
Mayor Kelly reconvened the worksession at 7:35 p.m.
3c Presentation and discussion of the Senior Center
Recreation and Library Director Mary Rodne presented this item and briefing to the
City Council, and introduced Aaron Babcock, Hidell and Associates Architects, to
present this item and brief the City Council.
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Mayor Kelly questioned Mr. Babcock regarding the primary target audience. Mr.
Babcock replied it is a recreation center for everyone, be it youth, adult, or
seniors.
Mayor Kelly stated he thought active adults, 50 and over, with some youth
programming, was discussed at the last meeting held in February.
Mayor Pro Tem Taylor stated seniors and active adults are two different groups.
Mayor Pro Tem Taylor questioned Mr. Babcock regarding the definition of the
senior component. Mr. Babcock replied the senior component has a socializing
aspect, plus a programming side. He added the facility would then have a dual
purpose.
Councilmember Hart stated utilization is looked at more. Mr. Babcock concurred.
Mayor Kelly stated the fitness areas would need to be different, given the different
age groups, especially with it being open to all age groups. Mr. Babcock stated
the demand in Colleyville does not constitute a farge fitness area. He stated the
total facility utilization can be maximized, whereas currently overall it is
underutilized.
Mayor Kelly stated there is really not a good number of Coileyville seniors who use
this facility. Recreation and City Events Manager Lisa Escobedo stated it is closer
to 200 Colleyville residents who utilize the facility.
Mayor Kelly stated he struggles with the cost of this, given the use by Colleyville
residents.
Mayor Pro Tem Taylor questioned Mr. Babcock regarding the competing factors.
Mr. Babcock replied seniors will migrate to a certain type of programming.
Councilmember Hart questioned Mr. Babcock regarding if Colleyville has a special
program that brings people in. Mr. Babcock replied no, other than maybe Meals
on Wheels.
Councilmember Hart questioned Mr. Babcock regarding what could be brought in
to make it an attraction, given the outdoor component. Mr. Babcock stated the
outdoor component is separate from the indoor component.
Mayor Pro Tem Taylor stated there is a strong age group of 55 and over population
which utilizes this facility. He stated the value is in the land.
Mayor Pro Tem Taylor questioned the trends for the age group of 55 and over. Mr.
Babcock stated the Grand Prairie facility is like a country club for seniors, and the
City Council Minutes May 28, 2014
essence of the building has a great social component. He stated the facility needs
to have some ambiance to it for socializing and programming.
Councilmember Mogged stated that particular product would be competing with
Life Time Fitness. He stated we need to be able to fulfill the need without
competing with other Colleyville businesses.
Councilmember Hart questioned Mr. Babcock regarding audio and visual
components. Mr. Babcock replied those items would be included. City Manager
Jennifer Fadden stated it could not compete with Colleyville Center.
Councilmember Wollin stated she likes the option of the connection of the annex
and the new restroom, being option A.2-Phase II.
Mayor Kelly stated moving the recreation office gives a larger senior area, which
can be done in Phase I. Councilmembers concurred.
Councilmember Wollin stated leaving the existing kitchen as a coffee bar area.
Councilmember Wollin questioned Mr. Babcock regarding the type of flooring. Mr.
Babcock replied there would be a multi-use type flooring for the different spaces.
Councilmember Wollin questioned Mr. Babcock regarding if the stage area would
be moved in Phase I. Mr. Babcock replied yes.
Mayor Kelly questioned Mr. Babcock regarding how Meals on Wheels will work with
the proposed kitchen. Mr. Babcock explained the proposed utilities with the
kitchen.
Councilmember Wollin questioned Mr. Babcock regarding if the kitchen space
would be larger. Mr. Babcock replied yes.
Mayor Pro Tem Taylor questioned staff regarding the funding for this project.
Assistant City Manager/Chief Financial Officer Terry Leake stated there is funding
available with the CEDC budget for future projects, likely about $400,000.
Councilmember Mogged questioned staff regarding if these monies would be in
competition with other projects. City Manager Jennifer Fadden replied no.
Mayor Pro Tem Taylor questioned staff regarding the payback. Assistant City
Manager/Chief Financial Officer Terry Leake expiained the funding from the various
sources, such as the Parks Tomorrow Fund and CEDC.
Mayor Keily stated he would like to see what the needs are for Colleyville Center
fi rst.
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Mayor Pro Tem Taylor stated he likes using the payback method; however, it
would be better if we could do this with today's dollars versus the future costs.
Mayor Pro Tem Taylor questioned staff regarding the other needs for other parks.
City Manager Jennifer Fadden stated there is undeveloped land behind the Senior
Center; however, the caution with moving forward with the development of such,
is that most parks are needing renovations due to their age, such as the
replacement of restrooms and irrigation.
Councilmember Mogged stated he likes option A.2, Phase I, but would like to see
what the needs brought forth from the Colleyville Center worksession may be.
City Manager Jennifer Fadden explained the consultant will need to analyze
whatever has been recommended before moving forward.
Councilmember Short questioned Mr. Babcock regarding the enhanced revenue
opportunities, are they enough to put a dent in the need. City Manager Jennifer
Fadden replied it will help with the additional operating costs, but revenue
generation will depend on how City Council will want to approach the facility
philosophically. She stated currently the Colleyville citizens utilize this facility for
free.
Mayor Kelly stated the Senior Center may find its niche to draw in those seniors.
City Manager Jennifer Fadden questioned City Council, for clarification, their
direction on this, is to allocate funding in the CEDC budget for the next two fiscal
years in order to implement A.2, Phase I with consideration for recreation offices
to be moved in fiscal year 2016. Mayor Kelly stated it may be moved up to fiscal
year 2015, depending on the Colleyville Center needs.
Mayor Pro Tem Taylor stated he would like to see all of the presentations before
making a decision.
Councilmember Mogged stated there will be a better idea moving forward by the
end of June.
Mayor Pro Tem Taylor stated he wants to know all of the priorities first. He stated
he agrees if the project is going to be phased. He stated he wants something that
makes Colleyville different than the neighboring cities.
3d Presentation and discussion of compensation and market analysis
Human Resources Director Michelle Reyes presented this item and briefing to the
City Council.
Mayor Kelly questioned staff regarding the two percent. City Manager Jennifer
Fadden stated it's a flat two percent estimate of all personnel costs.
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Mayor Kelly questioned staff regarding how the two percent is used, given
insurance premiums and other costs. City Manager Jennifer Fadden stated the two
percent of personnel cost is a bucket, and out of that bucket, we have to
accommodate the other costs of personnel, such as compensation and benefits.
She added there is a finite amount of money to distribute.
Mayor Kelly questioned staff regarding the phasing of moving employees into the
minimum range. City Manager Jennifer Fadden explained the plan is to move all
employees into the new classification system.
Mayor Kelly questioned staff regarding if the two percent includes this phasing.
Manager Lothery stated it is separate. City Manager Jennifer Fadden replied it is
an ongoing cost that has to be incorporated in the budget.
Councilmember Mogged stated a good job has been done with making this more
equitable, and making sure the employees are paid for their performance.
Mayor Kelly stated unlike capital purchases being built-into the budget, the
employee component had not been built into the budget in the past.
Mayor Pro Tem Taylor questioned staff regarding what is going to be done to keep
from falling behind the market. City Manager ]ennifer Fadden stated the
recommendation is to complete a market analysis every three to four years;
however, during the interim, there are data sources, essentially free, which may
help with moving forward to keep up with the cost of inf�ation, and moving
through the ranges. She stated it will all depend on personnel costs moving
forward, which may be paid, in lieu of moving through the system.
Mayor Pro Tem Taylor questioned staff regarding if the cap is still at the ten
percent. City Manager Jennifer Fadden replied correct.
Mayor Pro Tem Taylor questioned staff regarding rates for the health care
premiums. City Manager Jennifer Fadden stated the rerate has been received, and
the carrier has given Colleyville a rate pass, but has included a.25 percent
increase for the Affordable Care Act (ACA). She stated the City absorbed the four
percent, cost of the plan, with a 3.5 percent increase to the employee. If City
Council remains with the same philosophy, the employee will receive another .25
percent increase in )anuary.
Mayor Kelly questioned staff regarding if the ACA remains with the carrier. City
Manager Jennifer Fadden stated there is a per person fee the insurance carrier is
covering. Director Reyes stated it will be part of the premium, and not a separate
charge like this past year.
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Mayor Pro Tem Taylor questioned staff regarding how the actuarial methodology
will impact the retirees. City Manager Jennifer Fadden stated if you are eligible to
retire at 20 years, the person will have to work an additional 13 months to earn
the same amount.
3e Presentation and discussion of other items with budgetary impact
Strategic Services Manager Adrienne Lothery presented this item and briefing to
the City Council.
Mayor Pro Tem Taylor questioned staff regarding the recommendation. Manager
Lothery stated this academy has been an option for a few years.
Councilmember Wollin questioned staff regarding if the Citizens Survey reflected a
need for this citizens academy. Manager Lothery stated not knowing if there was
a specific question directly for a citizens academy, maybe more on being involved.
Mayor Kelly stated there are citizens who apply for a board or commission;
however, they know nothing about it. He stated there are other communities who
have ambassador programs, which help residents in knowing what is going on in
the City.
Councilmember Mogged stated the Citizens Police and Fire Academies are
outstanding. He stated this is more nebulous to him, and may seem too academic
and not as effective.
Councilmember Hart stated this seems like what Leadership Colleyville does. City
Manager Jennifer Fadden stated staff put together this portion of Leadership
Colleyville.
Mayor Pro Tem Taylor stated this takes a lot of staff time and may become a real
distraction from the departments.
Councilmember Mogged stated there may be different ways to encourage citizen
involvement. Councilmember Wollin concurred and stated not seeing this as a
priority.
Councilmember Short questioned staff regarding if there is some overlap with
Leadership Colleyville. City Manager Jennifer Fadden replied there is a government
day in the Leadership Colleyville program.
Parks Manager James Hubbard presented the Texas Senate Bill 898 to the City
Council.
Councilmember Mogged questioned staff regarding the payback. Manager
Hubbard replied he did not go into that amount of detail. Director Lowry added
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City Council Minutes May 28, 2014
there would need to be a study done to see what they actual payback would be.
He stated the City did receive a grant to replace air conditioners to reduce energy
use. He stated money was received; however, to make big strides, some money
will need to be spent to see the return on investment.
City Manager Jennifer Fadden stated the City will weigh the cost for replacements
for more energy efficient products as funding allows for such.
4. ADJOURNMENT
There being no further business before the City Council, Mayor Kelly adjourned the
worksession at 9:21 p.m.
APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
17rH DAY OF JUNE 2014.
Minutes taken and prepared by:
Amy Shelley, TRMC
City Secretary
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