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HomeMy WebLinkAboutCity Council-Minutes-6/24/2014 City of Colleyville City Council Worksession Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, June 24, 2014 6:00 p.m. Executive Conference Room Third Floor, City Hall 1. CALL TO ORDER 2. PRESENTATION AND DISCUSSION 2a Update and discussion on the SH26 reconstruction project 2b Discussion of a date to conduct a worksession for the Glade Road project 3. EXECUTIVE SESSION - In accordance with Texas Government Code Chapter 551, Subchapter D Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations; deliberate the offer of a financial or other incentive to a business prospect 4. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, June 20, 2014 by 5:00 p.m. Amy Shelley, TRMC City Secretary Any matter 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. City of Colleyville Page 1 City of Colleyville City Council Worksession Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, June 24, 2014 Executive Conference Room 6:00 p.m. Third Floor, City Hall Mayor David Kelly called the Colleyville City Council Worksession to order on June 24, 2014, at 6:07 p.m. ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor and Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, Jody Short, and Tom Hart. City Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer Terry Leake, Police Chief Mike Holder, Fire Chief Brian Riley, Economic Development Director Marty Wieder, Parks Manager James Hubbard, Public Works Director Bob Lowry, City Engineer Jeremy Hutt, Community Development Director Ron Ruthven, Communications and Marketing Director Mona Gandy, Information Systems Manager Chris Pena, and City Secretary Amy Shelley. 2. PRESENTATION AND DISCUSSION 2a Update and discussion on the SH26 reconstruction project City Engineer Jeremy Hutt presented this item and briefed the City Council. For the purpose of reference in the minutes, Phase II includes Hall-Johnson Road to Brown Trail; Phase III includes John McCain Road to Hall-Johnson Road; and Phase IV includes Brown Trail to the southern City limits. Mayor Kelly stated the following lights seem to have some issues with timing: Glade Road at SH26; Tinker Road at SH26; Brown Trail at SH26; and Hall-Johnson at SH26. Public Works Director Bob Lowry stated he would get with TxDOT regarding these issues. Mayor Pro Tem Taylor questioned staff regarding if these new type of turning signal standards can be covered in a monthly newsletter. City Manager Jennifer Fadden stated they have been covered in a newsletter. Mayor Kelly suggested the timing of these yellow flashing signals should be checked too. Councilmember Mogged concurred, and stated he noticed an issue as well. Mayor Kelly questioned staff regarding if the Cotton Belt Trail Phase III will be constructed at the roadway or ground level. Engineer Hutt replied the design City of Colleyville Page 1 City Council Worksession Minutes June 24, 2014 indicates it will be at the level of the curb. He stated there is a possibility that it will be moved to the old John McCain right-of-way. Councilmember Putnam questioned staff regarding what the “advanced funding agreement” means. Engineer Hutt replied it establishes the funding criteria for the project. Councilmember Short stated it is the agreement of who is paying for what and when. Councilmember Putnam questioned staff regarding if the City contributes funds on the crosswalks because of the enhancements. Engineer Hutt replied yes. Councilmember Hart questioned staff regarding if this is the final configuration, throughout the corridor, except for the Tinker Road intersection. Engineer Hutt replied yes. Councilmember Putnam questioned staff regarding if this scope is locked, or is it part of this discussion, in terms of lane configuration? Engineer Hutt replied the request has been made, and it is moving forward, and is scheduled to be bid in December. Councilmember Wollin questioned staff regarding if there is a possibility of the construction of Phases II and III at the same time. Engineer Hutt replied staff is currently working with TxDOT to have these done as one phase, if the funding has been identified for Phase III. He added the timeline would then be expanded if the phasing is combined. Mayor Kelly questioned staff regarding how the City receives an honest answer on finishing Phase I. Engineer Hutt replied he received a date of June 2015 from the contractor today. Director Lowry stated the contractor is in control, and they are currently being assessed a daily fee for liquidated damages in the amount of $1,400. Mayor Kelly stated being concerned with that date, especially since the contractor has taken a year to complete 40 percent of the project, and now they are stating another year to complete the balance of the project being 60 percent. Mayor Kelly stated being concerned that when the central business corridor section starts, and the contractor moves at the current rate, that corridor will be in trouble. Engineer Hutt replied the district engineer has committed to monthly meetings with the current phase. He stated moving forward, staff will hope to have a commitment from the area engineer to have a better line of communication. City of Colleyville Page 2 City Council Worksession Minutes June 24, 2014 Mayor Kelly stated there were three businesses that almost went under with the current phase; however, there will be more businesses with subsequent phases. Mayor Pro Tem Taylor questioned who is in control of this, and how can we find out an honest answer, especially since the taxpayers are paying for this. Director Lowry stated this is governed by the procurement laws of the State of Texas. He further explained the process for qualification for the bid award. Councilmember Short questioned staff regarding who sets the liquidated damages amount. Director Lowry replied TxDOT. Councilmember Putnam questioned staff regarding if there is a cap on liquidated damages. Councilmember Short stated the $1,400 dollars a day is a drop in the bucket for these contractors. Mayor Pro Tem Taylor questioned staff regarding if the City can have some control over setting that fee in the next phase. Director Lowry replied no. He added it is normally only $500 dollars a day, so this is almost three times the normal. Mayor Kelly stated we are only looking for the real date, since no planning can be done. Councilmember Putnam stated it would be good to know the level of effort between the next phases, as it relates to the scope, in other words, if Phase II is a much higher level of effort than Phase I, what is the risk zone? He added it seems it could be much worse than that. Director Lowry stated until the design is complete, the performance period will not be established. He stated TxDOT bases their working days, not calendar days, as what the contractor is able to spend the majority of their day on in critical path. Councilmember Putnam questioned staff regarding if Phase II is a greater effort than Phase I, is it longer? Director Lowry replied it will be more of a challenge since more businesses, access points, and intersections will be affected. Councilmember Short stated the drainage on Phase I took a long time. Director Lowry stated the most difficult construction part in Phase II will actually be the bridge over Little Bear Creek. Councilmember Putnam stated it is difficult to identify the risk factors at this time. He then questioned City Council regarding at what point is it decided that it is too risky. Mayor Kelly replied the City is working on plans to mitigate as much as possible. Mayor Pro Tem Taylor stated we have to be more involved, but it is difficult when our hands are tied. City of Colleyville Page 3 City Council Worksession Minutes June 24, 2014 Councilmember Putnam stated we cannot be in that situation when we get into the business district. Mayor Pro Tem Taylor stated there will be pain with this, but there will be gains for the future. Councilmember Putnam stated the City needs a better control point over the project. Mayor Kelly stated cannot not since this is a state highway project. Councilmember Putnam stated there needs to be an assessment on what the economic impacts of this will be. Mayor Pro Tem Taylor stated there will be businesses lost; however, there will be businesses gained. Councilmember Hart stated our product will look better than the Grapevine section. Mayor Kelly stated some of the issues with Phase I have been because of the contractor. Councilmember Short questioned staff regarding where the liquidated damages go. Director Lowry replied back to the state, or are withheld from the payment. Mayor Pro Tem Taylor questioned staff regarding if those fees are applied to the possible change orders. Engineer Hutt replied that is part of the negotiations. Councilmember Putnam questioned staff regarding if the utility poles are set back to accommodate a possible six lane roadway. Engineer Hutt replied yes. Director Lowry added all of the utilities are behind the outside curb. Mayor Pro Tem Taylor explained that the agreement was to build to the six lane roadway, or footprint, so that if in the future, additional funding is available, the businesses would not have to be disrupted again. Councilmember Mogged questioned staff regarding the width of the sidewalk along SH26. Engineer Hutt replied eight feet. Mayor Kelly questioned staff regarding if TxDOT is on board with the recommendation of a dedicated project manager from staff. Engineer Hutt replied yes. Councilmember Hart questioned staff regarding how long the pass-through financing remains available. Engineer Hutt replied a response to TxDOT is required within 30 days, later this summer, for Phases II and III to keep this available. Councilmember Putnam questioned staff regarding if the City of Hurst is in the que for any future state funding. Engineer Hutt replied he is not aware of any. City of Colleyville Page 4 City Council Worksession Minutes June 24, 2014 Councilmember Mogged questioned staff regarding grant funding. Engineer Hutt replied staff will continue to pursue grant funding, as they become available. Councilmember Mogged questioned staff regarding if the $400,000 is added to the $150,000 in Phase II, for example. Engineer Hutt replied it is not, and the $400,000 is a very dense landscaping element which probably will not want to be carried throughout the corridor. Councilmember Putnam questioned staff regarding what happens to the medians if the lane expansion happens later. Engineer Hutt replied they will be reduced in size. Councilmember Hart stated all of the utilities will then be in place. Councilmember Putnam questioned staff regarding the incremental cost for lane expansion, for Phase II. Engineer Hutt replied staff is estimating about a 15 percent reduction in cost for not doing the two lanes. Councilmember Putnam questioned staff regarding how much is that in cost. Director Lowry replied roughly $1 million dollars. City Manager Jennifer Fadden explained when the proposal was made to City Council, to reduce the first phase of construction to a four lane, it was not to save money, it was to extend the limits of the project, so that the phase of the roadway, once moved from Hall-Johnson, could be constructed all the way south to Brown Trail and incorporate the Little Bear Creek bridge. Councilmember Putnam stated he believed the philosophical discussion was to tie the “Destination Colleyville” aspect, with the four versus six lanes, to slow traffic down to move them into the business sector. City Manager Jennifer Fadden concurred. Mayor Kelly added the Grapevine section, north of Brumlow, is the TxDOT design. He stated SH26 is the core through Colleyville. He added that rather than making this a highway through our town, we want to make it a destination place. Councilmember Putnam stated he understands the logic, but he does not necessarily agree with it. He added there is a balance of the differential between the number of lanes versus the enhancement costs. He stated if the two lanes cost $2 million dollars, but the median enhancements cost that as well, you might as well do it right the first time. Councilmember Mogged stated the traffic counts have declined over the last four or five years. Councilmember Putnam stated he does not agree with that. He stated there is going to be a bottleneck with going from six lanes to four lanes. City of Colleyville Page 5 City Council Worksession Minutes June 24, 2014 Mayor Kelly stated some of that is created by the intersection capacity. He stated this will help to define the community. He stated the Grapevine portion has no appeal or sense of purpose. He added the six lanes on FM 1709 is the same way. Councilmember Putnam stated it has helped the economic development purpose. Mayor Pro Tem Taylor stated originally he liked the six lane option; however, he stated by taking those two lanes out of the design, other options became available to do more along the corridor, especially improving the intersections. He added we are doing the best we can with the funding available. Councilmember Hart questioned staff regarding if additional landscaping could be added at a later date. Engineer Hutt replied it would need to be coordinated with TxDOT, through a permitting process. Councilmember Mogged questioned staff regarding if the enhanced landscaped medians is beyond the $400,000. Engineer Hutt replied the $400,000 comes from the limit of the grant application, and this presentation is not the design component. He stated the medians change based on the design, and the amount of square footage is still unknown. He added he does believe some of the median landscaping is included in the $400,000, along with the irrigation system. Mayor Kelly suggested community groups could take charge of some of the medians; therefore, creating their own landscaping options by planting what they want to plant. Councilmember Wollin added it would be like a memorial. Mayor Pro Tem Taylor stated some of these projects become overgrown, and the canopy becomes low; therefore, obstructing the signage. Engineer Hutt stated the same has been discussed with TxDOT as well. Mayor Pro Tem Taylor questioned staff regarding if this landscaping has been approved. Engineer Hutt replied this has been approved with the branding standards, and it will be consistent throughout the corridor. Councilmember Wollin questioned staff regarding if CEDC money could be used for the wayfinding signage. City Manager Jennifer Fadden replied no. Mayor Pro Tem Taylor questioned staff regarding the funding that will pay for the stamped, colored concrete sections at the intersections. City Manager Jennifer Fadden stated staff will need direction from City Council regarding what they will want to explore related to these enhancements. She stated some of these would be paid for by the TIF and other funding sources, such as grants, but that most would need to be included in the project cost. Councilmember Wollin questioned staff regarding the street lighting. Engineer Hutt replied the lighting at the intersections is currently included in the scope. City of Colleyville Page 6 City Council Worksession Minutes June 24, 2014 Councilmember Hart questioned staff regarding who would be responsible for those lights. Engineer Hutt replied those conversations are currently being made with the state. He added Oncor may take ownership of them, once the City purchases the poles. Councilmember Mogged questioned staff regarding if $2.5 million would be needed for Phases II and III. Engineer Hutt replied correct. Councilmember Putnam questioned staff regarding the ongoing maintenance and irrigation costs to support the enhanced version. City Manager Jennifer Fadden replied the estimates on maintenance are based on what is currently being done on different types of basic landscaping maintenance, such as the following: the Hall-Johnson medians are $16,000 annually to mow, trees trimmed, etc.; Glade Road medians are $5,400 annually. Councilmember Putnam stated the square footage for the medians would not be known until the design is completed. City Manager Jennifer Fadden concurred. Mayor Pro Tem Taylor questioned staff regarding if the medians on Glade Road are the ones located before Heritage Avenue. City Manager Jennifer Fadden replied yes. Mayor Kelly recessed the worksession at 7:36 p.m. Mayor Kelly reconvened the worksession at 7:46 p.m. Mayor Kelly questioned staff regarding the colored concrete at the intersections. Engineer Hutt replied staff does not suggest this at every intersection, but the colored concrete could outline the edges of the intersection to set them apart from others Mayor Kelly questioned City Council regarding this option. Mayor Pro Tem Taylor stated he liked the colored border, but not necessarily the center color. Councilmember Wollin concurred. Mayor Kelly stated some of these enhancements were implemented with Phase I, such as the black powder coated poles and stamped concrete, and do we want these to carry on for Phases II and III. Councilmember Putnam stated he does not fundamentally agree with the way the project is structured, and does not agree that he should be forced to sign off on all of these enhancements for a project he does not support. Mayor Kelly stated no one is forcing this on him. Councilmember Putnam stated he feels the four lanes versus six lane discussion is over, and has concerns about funding the enhancements. He stated he City of Colleyville Page 7 City Council Worksession Minutes June 24, 2014 fundamentally understands the use of four lanes through the business corridor, but feels this may impact the other areas relative to lane configuration. Councilmember Putnam stated he would not fund any enhancements for Phase III, unless it is a six lane project, and then again there will still be a financing issue. He stated he is opposed to issuing debt, even if it is an interest only debt. Mayor Kelly questioned staff regarding the current cost for Phase III construction. City Manager Jennifer Fadden stated $13 million, today. Mayor Kelly questioned staff regarding the identifiable funds for it. City Manager Jennifer Fadden replied there is $3 million in the TIF from the old project plan that can be allocated to this project. She stated Tarrant County has committed $1 million to this project. She added the balance would need to be a debt issuance, unless other decisions are made relative to the other projects within the TIF. Mayor Pro Tem Taylor questioned staff regarding what other projects are in the TIF. City Manager Jennifer Fadden replied the Glade Road project. Mayor Kelly questioned staff regarding when the $13 million would need to be available. City Manager Jennifer Fadden replied the end of the calendar year would be safe. Councilmember Putnam stated regardless of the savings from Glade Road, there will not be enough funding available. City Manager Jennifer Fadden stated it will depend on the scenario and the choices in which City Council deem a priority. Councilmember Mogged stated there are issues with the timing of the funding. Councilmember Short questioned City Council regarding the difference between buying in the project at today’s three percent cost rather than waiting and doing it later at the 15 percent cost. Mayor Kelly stated the pass-through funding is an option currently available. Councilmember Putnam stated we do not know what that agreement looks like yet. Mayor Kelly stated all indications are that this option is still available. City Manager Jennifer Fadden stated the terms cannot be defined today. Mayor Kelly stated if Phase II is not done, the $1 million dollars from Tarrant County and the pass-through options will no longer be available; therefore, Phase III will be the sole responsibility of the City. Councilmember Putnam questioned City Council regarding if there is a scenario that the reclamation option for Glade Road can be done, to save money, and then use the savings for SH26. He added the road then gets built with no debt. City of Colleyville Page 8 City Council Worksession Minutes June 24, 2014 Mayor Kelly questioned Councilmember Putnam regarding the issue with debt. Councilmember Putnam replied the $3.2 million dollars in debt service is still being added. He stated there is still $4 million in other issues to be resolved. He added he is trying to do more with less. Councilmember Putnam stated he did not want to spend $13 million to construct a median without lane expansion in Phase III. Mayor Pro Tem Taylor stated a drainage system, curbs, completion of the frontage on the properties, construction to proper capacity, and the reduction of the bottleneck at the intersections, will be gained with this project. Councilmember Putnam stated a bottleneck will be created when it goes from six lanes down to four lanes. He added it will look better by putting a median in for $13 million dollars. Mayor Pro Tem Taylor questioned Councilmember Putnam regarding the lane configuration on Glade Road. Councilmember Putnam replied that is a different issue, given that individual property rights are not impacted here. Councilmember Short stated the right-of-way has already been acquired for this project. Mayor Pro Tem Taylor stated people do want SH26 improved, and that it will improve economic development. He stated the median is preserved so that, if needed, the lanes can then be added, without impacting the business owners. Councilmember Putnam stated it is a really expensive project to add a median with no lane expansions. He stated he understands and respects the argument, but has a different point of view. Councilmember Putnam stated if the six lanes could be done, until Hall-Johnson, then a reasonable argument could be made that improvements are there to handle the capacity problem to justify raising the debt. He stated he could not agree with funding the debt with no lane expansion. Councilmember Mogged questioned staff regarding if the cost to the City is roughly around $7 million. City Manager Jennifer Fadden replied yes. Mayor Kelly stated the total cost of all three phases is $57 million dollars, including right-of-way acquisition and utility, roadway construction, and design. Councilmember Mogged stated the City’s portion is roughly 15 percent. Councilmember Putnam stated it would a lot easier if the funds were available, without debt. City of Colleyville Page 9 City Council Worksession Minutes June 24, 2014 Councilmember Short questioned staff regarding what other projects in the Dallas/Fort Worth area have been done with local funding. Director Lowry replied the I-30 project design and right-of-way was paid for by the City of Arlington, in excess of $20 million. Councilmember Mogged questioned staff regarding if bonds could be paid off early to reduce the cost. Assistant City Manager/Chief Financial Officer Terry Leake replied generally with a call feature, it would add to the cost of the interest, and they could not be called within five years of initial issuance. Mayor Pro Tem Taylor questioned staff regarding why these would be different, given they are bank qualified. Assistant City Manager/Chief Financial Officer Terry Leake replied there would be difficulty with the call feature being that short. Mayor Pro Tem Taylor questioned staff regarding why the 13 year call time. City Manager Jennifer Fadden replied the cash flow to pay it off. Councilmember Mogged questioned staff regarding if the term would change if the Glade Road project is less. City Manager Jennifer Fadden explained several scenarios relative to the funding of the Glade Road and SH26 projects. Councilmember Mogged questioned staff regarding the reduction in the total interest cost. City Manager Jennifer Fadden replied $1.274 million. Councilmember Mogged questioned staff regarding what this will include relative to the road construction. City Manager Jennifer Fadden replied we could not fund a two inch mill and overlay, or major maintenance, out of the TIF, since those are not considered a road improvement. City Manager Jennifer Fadden added staff would have to use the General Fund to do major maintenance for the other sections of Glade Road. Councilmember Mogged questioned staff regarding if the full depth reclamation is considered a roadway improvement. City Manager Jennifer Fadden replied yes. Councilmember Putnam stated the last option is really not an option. Mayor Kelly stated it is a matter of choices. Councilmember Short stated this will allow those properties to redevelop, therefore raising those property values, adding to the tax base. He stated it will allow us to provide better services to our citizens at a lower cost by doing this today, at today’s prices. Councilmember Putnam stated the $3 million in debt could fund other projects within the City. City of Colleyville Page 10 City Council Worksession Minutes June 24, 2014 Councilmember Mogged stated this would have to be within the TIF. Councilmember Putnam stated unless the TIF were amended. Mayor Pro Tem Taylor stated it could be amended, however it is not likely. Councilmember Putnam stated it is already a stretch to do road reconstruction with those funds, rather than commercial development. Mayor Kelly stated those taxing partners want those TIF dollars to be spent on the commercial corridor. Mayor Pro Tem Taylor questioned staff regarding what is being cannibalized now that these funds are being used toward a state highway, especially since some organized groups do not want to use those funds for this purpose. City Manager Jennifer Fadden explained the TIF project plan carries forward through fiscal years 2013-2030, and estimates that $44 million will be generated in new revenue. She stated this revenue was then categorized into roadway improvements, trails and amenities, economic development grants, and some administrative expenditures. She stated the $44 million is over a 17 year period, and therefore all is based on the cash flow. She further explained how the TIF project plan can be viewed, and broken down by funding sources. Councilmember Mogged questioned staff regarding the coordination of the construction on Glade Road and Phase II of SH26. City Manager Jennifer Fadden replied SH26, as of today, is scheduled to be bid in December of this year. She stated a 90 day turnaround from that date can be anticipated. She stated to project that out 24 months that would be March of 2017, at the earliest for SH26 to be complete. She added with Glade Road, the Bransford Road roundabout would be complete in the summer of 2015. Councilmember Mogged questioned staff regarding if the entire corridor is done at once for SH26. Director Lowry explained the phasing of the construction is not known, specifically, until a contractor is hired. Councilmember Mogged questioned staff regarding how all will be coordinated, given the Bransford Road roundabout; the Riverwalk Drive roundabout; and the SH26 construction. Director Lowry replied the choke point will be Glade Road; therefore, it would seem that we could influence the phasing such that those intersections would not be interrupted by the SH26 construction. He added it will all depend on the contractor. He stated staff can request certain phasing within the construction documents. Councilmember Mogged questioned staff regarding if the original plan, with the roundabout at Bransford Road, is to do it in the summer of 2015. Director Lowry replied knocking the roundabout out makes the most sense. He stated the roundabout at Riverwalk Drive would be reduced if the road is closed. City of Colleyville Page 11 City Council Worksession Minutes June 24, 2014 Mayor Pro Tem Taylor questioned staff regarding if this has been discussed with Sabonis. City Manager Jennifer Fadden and Assistant City Manager/Chief Financial Officer Terry Leake replied yes, at great length. Mayor Pro Tem Taylor questioned staff regarding if a 10 year note can be done rather than a bond. City Manager Jennifer Fadden replied the seven year debt issuance is delaying the Glade Road project by one year. Assistant City Manager/Chief Financial Officer Terry Leake concurred. Mayor Pro Tem Taylor stated it should not be delayed, given that everyone is on board. Councilmember Putnam stated not everyone is on board. Councilmember Hart questioned Councilmember Putnam regarding how we move forward. Councilmember Putnam replied City Council will have to decide how to form a resolution to accomplish what needs to be accomplished. He stated he does not see a consensus opportunity. Councilmember Hart stated he does not know how they will make everyone happy. Councilmember Mogged stated with the exception of the Bransford Road and Manning Drive section, he believes we are in consensus on this section. Councilmember Putnam concurred. Mayor Kelly stated for Sections 2 and 3A, for the Glade Road project, there is not a consensus on the trail. Councilmember Putnam stated there is not a consensus for the section of trail along the north side. Mayor Kelly stated people are going to be talking if we do not complete Phase II and Phase III. Councilmember Putnam stated where he wants to be on both projects is going to prohibit consensus being achieved. He added he does not support spending a dollar on debt for a project that he does not support the lane configuration. Councilmembers Hart and Putnam stated not knowing how this will move forward. Councilmember Short stated the vote would then be 6-1. Mayor Kelly stated there is a no debt option. Councilmember Short stated the vote would then be 1-6. Mayor Pro Tem Taylor questioned staff regarding the no debt option. This means Bransford Road to Manning Drive is done with the one year delay, then we will fully fund Phase II and III, with enhancements, without issuing any debt. City Manager Jennifer Fadden stated there is $2 million for enhancements. Assistant City Manager/Chief Financial Officer Terry Leake concurred. Mayor Pro Tem Taylor questioned staff regarding if in three years, the pass- through will be coming back to the City, and at what rate. Mayor Kelly answered and stated it will depend on when the road is constructed. City of Colleyville Page 12 City Council Worksession Minutes June 24, 2014 Mayor Pro Tem Taylor stated that is an issue. City Manager Jennifer Fadden added by paying for this with cash, we are not having to meet TxDOT’s requirement on the pass-through; and according to the district’s engineer, he believes it is more like 12 years. Councilmember Putnam stated he likes option one for the funding; however, on Phase III, he would like to see six lanes, with four lanes through the primary commercial corridor. Mayor Pro Tem Taylor stated the cost would then go up. Councilmember Putnam stated the costs are going to go up regardless, but there would be savings from Glade Road. Councilmember Putnam stated he really likes six lanes for the entire length. Councilmember Hart questioned Councilmember Putnam regarding if he wants to spend more money on SH26. Councilmember Putnam replied he would take option one for funding, and then redirect funds towards Phase III to do the additional lane capacity, and then borrow some money to do that, beyond any enhancements. Mayor Kelly stated NCTCOG is stating there is not an additional need for six lanes. Councilmember Putnam questioned Mayor Kelly regarding the need for six lanes in the northern section of SH26. Mayor Kelly replied it was already plugged in like that. Councilmembers Short and Wollin stated the traffic counts drop by 10,000 past John McCain Road. Mayor Pro Tem Taylor stated that should have already been done. Councilmember Putnam stated traffic backs up south of John McCain every day. Mayor Pro Tem Taylor stated once the signalization and the turn lanes are finished this back-up may no longer exist. Councilmember Putnam suggested waiting to see if the intersection improvements correct the traffic flow. Mayor Pro Tem Taylor stated we do not have full control of the road. Mayor Kelly stated there will be back-up on the roads, twice a day, whether there are six lanes or not. Councilmember Putnam stated he did not feel it would back- up with six lanes. Mayor Kelly stated FM1709 at 6:00 p.m. backs-up and it is six lanes. City of Colleyville Page 13 City Council Worksession Minutes June 24, 2014 Mayor Pro Tem Taylor questioned staff regarding the contingency amount. City Manager Jennifer Fadden replied the last real estimate from TxDOT on the construction cost for Phase III was $10.9 million; therefore, staff has been using 13, but not based on a scientific measure. City Manager Jennifer Fadden stated there needs to be a transition point of going from six lanes to four lanes, regardless of the configuration. Engineer Hutt explained a possible configuration and location of such. He added there are discussions still being made about the details. Mayor Kelly stated the other component is how we want the community to look. Councilmember Mogged stated he does not like the Grapevine section. Councilmember Putnam stated he does like that section. Mayor Pro Tem Taylor stated if the state choses to do the other two lanes, the state will move Colleyville to the top of the list, because the cost of doing the inside lanes is less than the outside lanes. Councilmember Putnam stated the same argument is being discussed against the Glade Road project. He stated the idea is to fix the traffic capacity on Glade Road, yet the traffic capacity on SH26 is being condensed by having four lanes. He stated the residents want the aesthetics to be saved rather than handle the traffic, yet for SH26 the aesthetics are being saved instead of handling traffic capacity. Councilmember Short stated the intersections are going to constrain the capacity. Councilmember Putnam stated he agreed with that for Glade Road. Mayor Kelly stated TxDOT suggests traffic capacity is being handled by this option. Councilmember Wollin stated she had thought, originally, it was going to be six lanes; however, when TxDOT suggested that four lanes would handle the traffic capacity, given the traffic numbers had decreased, she stated being on board with the four lanes. Councilmember Putnam stated it is a philosophy question, and what is wanted in Colleyville. He stated there is going to be a lot of money spent to sustain the existing four lane infrastructure with improved intersections; however, at the end of the day, we are paying for medians and sidewalks. Mayor Pro Tem Taylor stated the drainage and storm water system is being installed along with upgraded sewer and water lines, and upgraded roadway. Councilmember Putnam stated it has already been established that the roadway does not have a problem. Mayor Kelly stated it has recently been repaved because there were issues. City of Colleyville Page 14 City Council Worksession Minutes June 24, 2014 Mayor Kelly questioned City Council regarding if they want to look at doing Phase III, and with what options. Councilmember Hart replied yes. Councilmembers Mogged and Wollin stated they would like the answer to Glade Road before moving forward with SH26, since the timing of the two construction projects may become an issue. Councilmember Mogged stated having concerns about the unknown percentage for the pass-through funding. Mayor Kelly questioned staff regarding the timing for the debt placement for funding. City Manager Jennifer Fadden replied making the commitment for including Phase III, within Phase II, is the option that is time sensitive. Councilmember Mogged questioned staff regarding the timeframe for this. City Manager Jennifer Fadden replied August. Councilmember Hart questioned staff regarding if it was 30 days. City Manager Jennifer Fadden replied the final bid documents go to Austin in August, therefore TxDOT needs an answer as to whether or not Phase III will be included with Phase II. Councilmember Short stated the only way this can be done is with local funding. Director Lowry explained if the bid amount comes in above the budgeted amount, then there may be some outside help given there; however, there is no outside funding for Phase III. Mayor Pro Tem Taylor stated there are efficiencies when considering the two phases together. Councilmember Short stated it is the wise thing to do by putting it all together. He added it is unfortunate the state has not provided their obligation of funding. He also stated being curious as to what other projects are being funded like this. Director Lowry stated he has requested that information from TxDOT. Mayor Kelly stated this is an investment within our community. Councilmember Short concurred, but stated it is frustrating that this is how it has to be done. Mayor Pro Tem Taylor stated if debt is going to be issued, we should not wait for interest rates to rise. Mayor Kelly concurred. City Manager Jennifer Fadden stated it is reasonable to expect TxDOT to provide the terms of the pass-through before committing to anything. City of Colleyville Page 15 City Council Worksession Minutes June 24, 2014 Mayor Kelly questioned City Council regarding if there is a consensus on moving forward with combining Phases II and III. Mayor Pro Tem Taylor concurred, but stated he would like to see what the state offers for the pass-through reimbursement percentage, and the decision for Glade Road, and if there are savings from it for SH26. Councilmember Hart stated there would then only be a Phase II since Phase III would be combined. Mayor Kelly concurred, one single phase. Councilmember Putnam stated he does not agree with Phase III based on the discussion. Mayor Pro Tem Taylor stated we have to move the City forward, and be as prudent as possible. Mayor Kelly questioned staff regarding the enhancements. City Manager Jennifer Fadden explained if the enhancements are to be included, this information would need to be in the bid specifications to get the best competitive bid during that process, otherwise, there may be several change orders. Mayor Pro Tem Taylor stated not being in favor of change orders. Councilmember Short questioned staff regarding if these enhancements can be added to the plans, given the timing. Engineer Hutt replied staff has confirmed all enhancements can be added to the plans. He added the landscaping plans would be done separately. Councilmember Short questioned staff regarding retaining walls. Director Lowry replied there may be some, specifically where the grade is steep, such as south of Church Street, on the east side. He stated staff is going to suggest something other than the gray color for the walls, maybe even stained stone. Councilmember Short questioned staff regarding the crosswalks and pavers. Director Lowry stated TxDOT will take out the pavers, however, they would not substitute the expense of the pavers to pay for the enhancements. Mayor Pro Tem Taylor questioned staff regarding the funding for the wayfinding signs. Engineer Hutt replied the wayfinding signs will probably not be a part of this project. Mayor Kelly suggested having the location of the wayfinding signs identified on the plans. Engineer Hutt stated this may be a possibility. Director Lowry stated these could be done at a later date. City Manager Jennifer Fadden questioned City Council, for clarification, if they would like for staff to post the SH26 discussion on the worksession for next City of Colleyville Page 16 City Council Worksession Minutes June 24, 2014 Monday evening, in the event that they would like to discuss this project. City Councilmembers concurred. Councilmember Mogged questioned staff regarding if it would make sense for City Council to, where there is a consensus on the projects, put that out in a written form so that everyone knows where the projects stand. Mayor Kelly stated this has been done in E-news and the website. Councilmember Putnam questioned staff regarding what happens to the process if the citizens complete the petition. City Manager Jennifer Fadden explained the process outlined in the City’s Charter. Councilmember Short questioned City Council regarding if the design of the Glade Road project would move forward. Mayor Kelly replied the design could not move forward since the petition may not allow for certain aspects of the project. 2b Discussion of a date to conduct a worksession for the Glade Road project City Manager Jennifer Fadden presented this item and briefed City Council. Mayor Kelly suggested June 30 at 6:00 p.m. in the Executive Conference Room. Councilmember Wollin concurred. City Manager Jennifer Fadden stated staff will not have sufficient time to have received data from the consultant before Monday’s meeting. Councilmember Putnam stated he sent questions to City Manager Jennifer Fadden regarding what he would like to discuss on the project. City Manager Jennifer Fadden read those questions to City Council. Various City Councilmembers expressed their questions for the purpose of the discussion to be held at the upcoming worksession. 3. EXECUTIVE SESSION - In accordance with Texas Government Code Chapter 551, Subchapter D Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations; deliberate the offer of a financial or other incentive to a business prospect This item was not needed. 4. ADJOURNMENT City of Colleyville Page 17 City Council Worksession Minutes June 24, 2014 There being no further business before the City Council, Mayor Kelly adjourned the worksession at 9:29 p.m. APPROVED BY A VOTE OF 5 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 1ST DAY OF JULY 2014. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary City of Colleyville Page 18