HomeMy WebLinkAboutCity Council-Minutes-8/12/2014 (2)a
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CO�,�,EYVILLE City Council Worksession ty
100 Main Street
� � Colleyville, Texas 76034
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www.colleyville.com
Tuesday, August 12, 2014
6:00 p.m.
1.
2
3
CALL TO ORDER
PRESENTATION AND DISCUSSION
Executive Conference Room
Third Floor, Citv Hall
2a Presentation and discussion of the proposed Fiscal Year 2015 (FY
2015) budget
ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday, August
8, 2014, by 5:00 p.m.
Amy elley, TR C
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.
L\T Y OE.
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Tuesday, August 12, 2014
6:00 p.m.
City of Colleyville
City Council
Worksession
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Executive Conference Room
Third Floor, Citv Hall
Mayor David Kelly called the Colleyville City Council Worksession to order on
August 12, 2014, at 6:01 p.m.
ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor and Councilmembers
Carol Wollin, Chuck Mogged, Chris Putnam, and Tom Hart.
Absent: Councilmember Jody Short
City Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer
Terry Leake, Police Chief Mike Holder, 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, 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.
2. PRESENTATION AND DISCUSSION
2a Presentation and discussion of the proposed Fiscal Year 2015 (FY 2015)
budget
City Manager Jennifer Fadden presented this item and briefed the City Council.
Councilmember Mogged questioned staff regarding the number of years the
retirement has remained funded. City Manager Jennifer Fadden replied three
years.
Councilmember Mogged questioned staff regarding the reduction of the use of
electricity, given the recent state mandate. City Manager Jennifer Fadden replied
the state has required an unfunded mandate, and while the City is working toward
that goal by replacing outdated technology and mechanical systems, as they are in
need of replacement, staff is not recommending any proactive efforts to replace
systems, due to the fact that the return on investment is not equal to, or greater
than, the amount of savings we would have in electricity consumption.
Mayor Kelly stated this mandate did not apply to any state buildings.
Citv Council Minutes Auaust 12, 2014
Mayor Pro Tem Taylor questioned staff regarding if Laserfiche is the only option.
City Manager Jennifer Fadden replied there are other document repository
platforms that have been evaluated; however, Laserfiche is pretty much the
standard for local government.
Mayor Pro Tem Taylor stated Laserfiche is horrible. Councilmember Putnam
concurred. Information Services Manager Chris Pena explained speed is more
related to the service being provided outside, and that is something staff can take
a look at. He added the cost levels increase with other platforms, such as the
Keller Court software. He stated Laserfiche is the standard with all adjacent cities,
since the pricing is much better. He stated Laserfiche is improving their software,
and Colleyville is making those changes too. He expressed his appreciation of the
feedback, and that he would try and address the bandwidth issues.
Mayor Kelly questioned staff regarding if the benefits of access to documents
outweighs the cost of the software. Manager Pena replied Laserfiche has a strong
bite of the marketplace, and that there may not be an advantage with another
software. He stated there have not been any evaluations with other software.
Mayor Pro Tem Taylor questioned staff regarding what is causing the difficulty with
searching the repository. Manager Pena replied it may be something to do with
the web bandwidth, and that he would check into the issues mentioned.
Mayor Kelly questioned staff regarding if the increase in the user licenses from 28
to 50 will help. Manager Pena replied yes, but the increase in the megabytes from
20 to 50 will also help, and that will be next year.
Councilmember Putnam stated it could be the network or an application problem
causing the issues.
Mayor Pro Tem Taylor questioned staff regarding if it is actively being used by
staff. City Manager Jennifer Fadden replied yes, every day by multiple members.
City Manager Jennifer Fadden stated staff will put together a more in depth
analysis and report about the document repository and update City Council later
this fall.
Mayor Kelly questioned staff regarding how long it takes FEMA to sign off on the
floodplain maps. Director Lowry replied it will take about a year for FEMA to
complete the study, and added he does not know when the maps would become
effective.
Mayor Pro Tem Taylor questioned staff regarding the floodplain map, and if the
second phase would need to be done for it to be complete? City Manager Jennifer
Fadden replied the grant that FEMA has agreed to partner with the City, is a major
City Council Minutes August 12, 2014
element of a drainage master plan update; which includes the survey, modeling,
and mapping of all of the waterways in Colleyville. She stated the second part of
the plan is taking that data, and making a recommendation for infrastructure
improvements to address drainage and flooding issues.
Mayor Pro Tem Taylor questioned staff regarding what the model will provide.
Director Lowry replied the model will explain the flooding issues, and the maps will
be available to use.
Mayor Kelly stated the FEMA grant helps with those associated costs.
Mayor Pro Tem Taylor questioned staff regarding the thermal protection in the
attic sprinklers in the Library. Director Lowry replied there are sensors in place to
monitor the temperature; however, there have been times when it has come close
to freezing. He added staff carefully monitors the temperature to ensure the
sprinklers do not freeze.
Mayor Pro Tem Taylor stated it is hard to believe the protection was not included
in the building plans for the Library. City Manager Jennifer Fadden stated it should
have been included.
Councilmember Putnam questioned staff regarding what is the street
reconstruction philosophy. City Manager Jennifer Fadden replied staff previously
proposed the goal to reconstruct all of the unimproved streets, mainly the arterial
collector streets, within the next 25 years; however, in order to fund that goal, it
requires an investment of $2.4 million per year. Given the discussions regarding
Glade Road, staff felt it prudent for City Council to establish a plan or direction
before funding is set aside, or develop a financial strategy for accomplishing that
goal.
Mayor Pro Tem Taylor questioned staff regarding where is the money being put.
City Manager Jennifer Fadden replied that money is not appropriated or allocated
anywhere in the budget.
Mayor Pro Tem Taylor questioned staff regarding if the item is here for debate.
City Manager Jennifer Fadden replied if City Council would like to consider setting
aside funds for that purpose, staff can certainly re-evaluate what has been
proposed in the proposed budget. She added there would not be an identified
funding source for future street reconstruction other than what is currently being
used through the capital improvement plan.
Mayor Kelly stated the current surplus will be moving to the street maintenance
funds.
Councilmember Mogged stated the sections that have been approved for Glade
Road, and the SH26 project, is enough to say grace over.
Council Minutes Auaust 12, 2014
Councilmember Putnam questioned City Council regarding if the $2.4 million is an
additional unidentified funding needed, other than the existing funding from the
TIF. Mayor Kelly replied yes, it is additional funding needed.
Mayor Pro Tem Taylor stated there are needs that require funding all over town.
City Manager Jennifer Fadden stated the $2.4 million is predicated upon a certain
philosophy, that we are going to reconstruct streets in a certain way, and without
knowing what the City Council's future philosophy may be, on particular street
projects, staff does not know how much to budget. She added the $2.4 million is
approaching it from the philosophy of curb and gutter, trails, asphalt or concrete,
and improved drainage. She stated basically changing the street section to a
modern, improved street, which may not be how City Council will want to
approach that in the future.
Mayor Kelly questioned staff regarding the expiration of the Bedford Response
Area Contract (BRAC). City Manager Jennifer Fadden replied it ends September
11, 2015.
Councilmember Wollin stated the reduction in debt by 18 percent is worth noting.
City Manager Jennifer Fadden concurred, and stated $302,000 is the reduction in
debt payment for 2015.
Councilmember Mogged questioned staff regarding if the water sales will decrease
with additional water conservation. City Manager Jennifer Fadden replied there is
a modest increase in gallons based on an increase in water customers.
City Manager Jennifer Fadden stated the majority of the 10.8 percent increase is
due to the increase in cost of water from the Trinity River Authority (TRA).
Councilmember Mogged questioned staff regarding if there is an anticipation of a
reduction in water usage. City Manager Jennifer Fadden replied staff is not
anticipating that, given that the watering restrictions have not been limited to
once a week.
Mayor Kelly questioned staff regarding if stage two of the watering restrictions is
required, is there anticipation by TRA that there should be a reduction in water
usage. City Manager Jennifer Fadden replied there would be a reduction in water
usage.
Mayor Kelly questioned staff regarding if TRA considers the growth of having new
homes coming on board, even though the individual water usage, per client, is
less. Assistant City Manager/Chief Financial Officer Terry Leake explained the rate
structure assumptions. She stated the rate is composed of primarily three
components: 1) the purchased water from Tarrant Regional Water District
(TRWD); 2) the debt service on their outstanding bonds; and 3) their operations
City Council Minutes August 12, 2014
component. She stated TRWD is stating the stage one watering restrictions will
remain in effect throughout the calendar year. She stated in terms of dropping,
there would be fewer gallons used, and there are some growth elements allowed;
however, the debt service is on TRA, and the pass through from TRWD, even
though there would be lower usage, it would still be part of the rate we would
have to pay.
Mayor Kelly stated he did not want Colleyville to be penalized as a growing
community, given there are 200-400 lots still available.
Councilmember Wollin questioned staff regarding if the trees along Bedford Road
have been considered with the retaining wall reconstruction, and has an arborist
looked at them too? City Manager )ennifer Fadden replied yes, and the
consideration of the trees is what has driven the progress of this project. She
stated it has been anticipated that this project could be executed at the same time
as the roundabout at Bedford Road and Cheek-Sparger Road; however, given the
delay of the roundabout project, there is more time available to work with the
Saddlebrook HOA to define the wall placement and the impact to the trees.
Councilmember Mogged questioned staff regarding if there is a better time of the
year to take care of this construction to minimize the shock to the trees. Director
Lowry replied the preference to do this construction is during the summer, while
school is out, since one lane of Bedford Road would have to be closed. He stated
not knowing about the best timing for the trees; however, staff is working with an
arborist. He added the type of wall that is built may impact how far back it has to
be built, which in turn impacts the trees.
Councilmember Mogged stated most would prefer this to be done when the trees
are actually dormant.
Councilmember Hart asked City Council if the trees are live oaks. Councilmember
Wollin replied they are post oaks, and that November to February would be the
best time to mess with those trees.
Councilmember Wollin questioned staff regarding if the funding is the same this
year for the Agency agreements. City Secretary Amy Shelley replied there were
no additional requests from last year. City Manager Jennifer Fadden stated Keep
Colleyville Beautiful did not request funding this year; therefore, there will be a
reduction, since we sent funding to them last year. She explained staff would send
a list of the agencies for which the City provides funding.
Councilmember Wollin questioned staff regarding the amount for the performance
based merit increase. City Manager Jennifer Fadden replied the increase is
consistent with the previous 2014 budget, and it is based entirely on performance,
and a merit increase only.
City Council Minutes August 12, 2014
Councilmember Wollin stated she would like to see how the increases were spread
out across the board. City Manager Jennifer Fadden replied five percent was
issued to only the exceptional performance, and only for those employees who fell
below the market rate in their job classification; however the average for the
employees was three percent.
Councilmember Wollin stated the explanation of how it was distributed needs to be
included in the budget, otherwise the five percent is glaring, and could be difficult
to explain to the general public. City Manager Jennifer Fadden stated staff will
follow-up with City Council regarding this past fiscal years' experience in how staff
actually administered the merit increase across the board.
Mayor Pro Tem Taylor questioned staff regarding if Colleyvilfe will remain
competitive in the market with what is being proposed. City Manager Jennifer
Fadden replied staff has contemplated how we approach compensation in the
proposed budget, and added it is important to get the entire workforce into the
new structure, before the structure moves. She stated Fiscal Year 2016 will have
a very small number of employees who will still need to move to the new range,
which will then allow staff to take a broader view of how the market is functioning.
Mayor Pro Tem Taylor stated he does not want to fall so far below the market that
we are trying to catch up, again. City Manager Jennifer Fadden stated she
understood.
Councilmember Putnam questioned staff regarding the 10 year payback on the
fiber build-out, and who do we lease from currently. City Manager Jennifer Fadden
replied Time Warner Cable.
Counciimember Putnam questioned staff regarding if we lease telecom or cable.
Information Systems Manager Chris Pena replied cable. City Manager Jennifer
Fadden explained this does not indude bandwidth, and with the need for more to
accommodate electronic devices, and the lease rate increases, the ROI decreases.
Mayor Kelly thanked the City Manager and the department directors for their
efforts in putting together the budget, given the fiscal constraints.
Councilmember Hart stated this worksession used to be a two day event. He
applauded City Manager Jennifer Fadden and her efforts for this budget process.
Mayor Pro Tem Taylor questioned staff regarding the employee dedicated for
SH26. City Manager Jennifer Fadden explained this employee will be focused on
the needs of the businesses along SH26 to ensure that they are in the loop with
the construction dynamics. Mayor Kelly stated there will be an upcoming SH26
worksession to discuss certain issues and concerns with TxDOT representatives.
City Council Minutes Au ust 12, 2014
Councilmember Putnam stated the City reacted properly to the recent situation,
and came up with a rational solution for that business owner. He stated the
problem was with the contractor.
City Manager Jennifer Fadden explained staff has been extremely involved in
Phase I for the SH26 project. She stated there have been numerous issues in
which staff has dedicated time to resolve those issues. She expressed her
appreciation to the Construction Manager, Craig Knight, for his efforts in resolving
issues and diffusing situations.
Mayor Pro Tem Taylor questioned staff regarding if the property owners can see
the construction schematics for SH26. Director Lowry replied the City does not
have those documents to provide to the community.
Mayor Pro Tem Taylor questioned staff regarding when those documents will be
available, and when the community will be able to provide input to such. City
Manager Jennifer Fadden replied the current phase is still being modified by the
engineering firm. Director Lowry stated staff could have an open house, with
those schematics, so that the community can provide feedback.
Mayor Pro Tem Taylor stated TxDOT needs to be pushed to the maximum, and he
stated he would like those exhibits to be displayed in the lobby of City Hall, with
contact information, so that they have someone to call if they have questions. He
stated the exhibits should indicate they are draft copies, and that comments are
appreciated for such. Director Lowry stated staff would work on putting something
like this together.
3. ADJOURNMENT
There being no further business before the City Council, Mayor Kelly adjourned the
City Council meeting at 7:52 p.m.
APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 2"0
DAY OF SEPTEMBER, 2014.
Minutes taken and prepared by:
Amy Shelley, TRMC
City Secretary
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