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HomeMy WebLinkAboutCity Council-Agenda Packets-6/10/2004 city of o Texas PUBLIC NOTICE COLLEYVILLE CITY COUNCIL WORKSESSION AGENDA JUNE 10,2004 5:30 P.M. and JUNE 11, 2004 NOON CITY HALL EXECUTIVE CONFERENCE ROOM I. Call to Order II. Department Service and Program Reviews - FY2005-2009 III. Review 2004 Work Initiatives IV. Identify 2005 Work Initiatives V. Discussion of 2005 Budget Development VI. Discussion of Capital Improvement Projects VII. Adjournment 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 ~ MEMORANDUM Office of City Manager TO: FROM: SUBJECT: DATE: Mayor and City Council Bill Lindley June 10 -11, 2005 Planning Worksession June 4, 2004 Enclosed is material to assist in your planning worksession scheduled for June 10 -11, 2004. Staff is looking forward to your discussions for the 2005 Planning Worksession. The Thursday evening session will allow an opportunity for Council to discuss with' staff operational perspectives on service delivery initiatives over the next several years. Council direction was that this would help set the discussion for the Friday planning session to identify work initiatives for the next year. The planning session will also provide an opportunity on the second day for discussion of possible CIP projects/funding, election calendar, and similar related items. As noted in the May 28 memo, my objectives for next week's worksession include: · Incorporate an opportunity for discussion with departmental managers on where we have been in our budget and issues we face over the next several years; · Discuss service programs you wish to be considered as part of the 2005 budget development, and; · Review the status of current work initiatives and select items that the City Council determines need to be addressed for next year. As requested by the Council, a preliminary draft base FY2005 budget is being provided as a reference for the starting point for next year's budget. Obviously, this is still very much a work in progress draft and will be subject to change over the next few weeks. Staff is working with each department on anticipated expense needs for review and consideration for the actual budget work sessions scheduled for the Council in August. Also included, is a summary by the departments of items they are considering for the next few years for new costs. This information is provided to give you a perspective from the staff level of service issues we see on the horizon for consideration and discussion. My initial focus in developing the preliminary expense plan for FY2005 has been looking towards an increase in our street maintenance program, funding for economic development work efforts, and library funding. The 2004 budget allocated $239,000 for street maintenance. The draft base budget for 2005 has an additional $150,000 allocated. My goal is to move funding for this work effort to a sustained budget of around $600,000. The Council's allocation of a one time funding of $340,000 this year drastically improved the current street quality. The Economic Development budget provides monies for marketing and advertising. The Library has an increase of $76,000 for expanded programming efforts. The rising cost of vehicle fuel had an overall additional funding impact of $32,129 for 2005. Also, the second year of our planned phasing in for building maintenance costs for the' three new city facilities requires an additional $49,246 funding for next year. While we are still in the process of soliciting health insurance bids, we anticipate the preliminary working budget will provide for any increase. In addition to the above, the draft budget includes $170,000 for compensation, similar to current year. In consideration of FY2005, new programs, personnel and capital are not included, subject to the departmental budget peer review process. Since the broad focus of the planning worksession is to identify work initiatives for next year, an update of the current items is provided. I think you will see that staff has worked very hard over the past year to meet the objectives set forth by the Council. As mentioned before, not all the items each of you bring to the discussion will ultimately be adopted as work initiatives for next year. However, the discussion will lead to a good dialogue on many opportunities before the City in the coming years. Staff appreciates the time that you are providing to make Colleyville a better place for our citizens. Thursday's session will start at 5:30 p.m. and aim to conclude by 9:00 p.m. The Friday session will start at noon and conclude by 6:00 p.m. We are planning to have a light meal provided on both days. Attachment · Preliminary Draft 2005 Budget Overview · Departmental Budget Forecast · 3rd Quarter City Work Initiatives Update GENERAL FUND SUMMARY BUDGET BUDGET FY 2005 FY 2004 Beginning Unreserved Fund Balance - 10/1 $ 5,356,457 $ 6,440,152 Total Revenues 13,540,977 12,641,024 Use of Fund Baiance o . 1,084,324 . T otal Expend~ures (13,418,686) (13,724,719) Ending Unreserved Fund Balance - 9130 5,478,748 $ 5,356,457 Net Increase/(Decrease) to Fund Balance $ 122,291 (1,083,695) EXPENDITURE RECAP: MANAGEMENT City CounciUCity Secretary $ 309,734 288,987 C~ Managefs Office 619,875 639,129 Legal Counsel 70,000 70,000 Communications 138,494 125,180 Finance 470,299 438,879 Municipal Court 231,088 238,773 Building Services 227,848 178,602 Infonnation Services 151,006 0 MANAGEMENT SUBTOTAL: $ 2,218,344 $ 1,979,550 COMMUNITY DEVELOPMENT Community Development $ 278,420 $ 296,203 Building Inspections 303,960 304,983 Economic Development 151,553 147,591 Engineering 458,194 514,265 COMMUNITY DEVELOPMENT SUBTOTAL: $ 1,192,127 $ 1,263,042 POLICE $ 3,116,640 3,078,851 FIRE $ 2,975,235 3,019,222 COMMUNITY SERVICES Part<s $ 1,165,080 1,524,963 Recreation 282,204 329,056 Library 477,630 401,116 Community Center 345,686 331,330 COMMUNITY SERVICES SUBTOTAL: $ 2,270,600 $ 2,586,465 PUBLIC WORKS Streets and Drainage $ 1,293,466 $ 1,478,191 Fleet Maintenance 182,274 183,458 PUBLIC WORKS SUBTOTAL: 1,475,740 $ 1,661,649 PERFORMANCE PA YI COMPENSATION ADJUSTMENT 170,000 135,940 TOTAL GENERAL FUND EXPENDITURES $ 13,418,666 13,724,719 . One-time expenditure to be used for Master Plan update ($25,000), rehab of fonner City Hall ($25,000), Economic Development strategic consullant ($55,000) Fire CAD dispatch software ($91,469), 16 Fire hand-held radios ($56,292), recreation software ($10,000), reel mower ($40,000), park facility striping ($3,500). Street resurfacing ($340,000), Glade Road sidewalk ($60,000), and Sneed Part< practice fields ($378,063). GENERAL FUND REVENUES BUDGET FY 2005 BUDGET FY 2004 AD VALOREM TAXES Current Taxes $ 7,307,459 $ 6,854,840 Delinquent Taxes 45,000 42,000 Penalty and Interest 38,000 36,000 AD VALOREM TAXES SUBTOTAL $ 7,390,459 $ 6,932,840 FRANCHISE TAXES $ 1,387,665 $ 1,356,665 SALES TAXES $ 1,745,600 $ 1,601,500 LICENSES AND PERMITS $ 1,123,208 $ 853,795 FINES $ 526,000 $ 541,825 CHARGES FOR SERVICES $ 585,173 $ 593,445 INTERGOVERNMENTAL $ 73,872 $ 70,354 MISCELLANEOUS REVENUES $ 234,000 $ 225,600 USE OF FUND BALANCE $ o $ 1,084,324 TRANSFERS-IN $ 475,000 $ 465,000 TOTAL GENERAL FUND REVENUES $ 13,540,977 $ 13,725,348 cceu~ Texas City Manaqer's Office MEMORANDUM TO: Bill Lindley, City Manager FROM: Dianne McWethy, Deputy City Mangaer Kelley Cooper, Human Resources Director Stephen Seidel, Assistant to the City Manager DATE: June 3,2004 SUBJECT: Budget Plan Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. City Manager's Office FY 2005 . Xerox Copier (State contract for model#DC432 - 48 month lease) FY 2006 . Administrative Intern . HP Computer, Monitor, Printer . HP Color/B&W Laserjet Printer FY 2007 . None FY 2008 . None FY 2009 . None Human Resources FY 2005 . Merit Increases - All Departments . Compensation Study . 2% Cost of Living Adjustment (COLA) . Benefits/Risk Specialist . Opac Testing Software Upgrade FY 2006 . Compensation Program Implementation - One-Year Implementation . Safety Incentive Program . Employee Annual Picnic FY 2007 . Compensation Study - Implementation - Two-year Period FY 2008 . Retiree Benefits Actuarial Study Evaluation FY 2009 TMRS Buyback 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement NONE ~ Equipment XEROX COPIER (State contract model #DC432/ 48 month lease) $2,083 HP Computer, Monitor, Printer $1,500 HP Color/B&W Laserjet Printer $1,500 -- ~. --- -..- Facilities NONE Personnel Administrative Intern $13,670 Total $2,083 $16,670 $0 $0 $0 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement None Equipment Opac Testing Software Upgrade $1,397 Programs Merit Increaeses - Employees $414,089 Compensation Study $35,000 COLA Adjustment (2%) $146,376 Compensation Program Implem - 1 Yr. $500,000 Compensation Program Implem - 2 Yr. $250,000 $250,000 Safety Incentive Program $2,000 Employee Annual Picnic $2,500 Retiree Benefits Actuarial Study Eval $35,000 TMRS Buyback Program $122,145 -- Personnel Benefits/Risk Specialist/Equipment $62,197 -- Total $659,059 $754,500 $250,000 $35,000 $122,145 MEMORANDUM TO: Bill Lindley, City Manager FROM: Barry LeBaron, Community Development Manager DATE: June 1, 2004 SUBJECT: Budget Plan Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. Community Development FY 2005 . Planning Intern FY 2006 . None FY 2007 . None FY 2008 . None FY 2009 . Master Plan Update Building Inspection FY 2005 . Code Enforcement Clerk FY 2006 . Building Permit Software FY 2007 . None FY 2008 . Code Enforcement Officer . Truck 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Equipment Program Master Plan Update $50,000 Personnel Planning Intern $20,000 Total $20,000 $0 $0 $0 $50,000 Page 1 5- YR Capital Equipment - Community Development 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Equipment Building Permit Software $65,000 I Program Personnel Code Enforcement Clerk $35,691 Code Enforcement OfficerNehicle $70,800 Total $35,691 $65,000 $0 $70,800 $0 Page 1 5- YR Capital Equipment - Building Inspection ~~ TexaS MEMORANDUM TO: Bill Lindley, City Manager FROM: Cynthia Singleton, City Secretary DATE: June 3, 2004 SUBJECT: Budget Plan - City Secretary's Office Our current plans include the following items regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . Fujitsu 4220C Image Scanner . New Software V6 Licensing, 2 user, 25 retrieval, weblink for document management, software for the windows environment Laserfiche viewer 5.0.0227 FY 2006 . None FY2007 . None FY 2008 . None FY 2009 . Image Scanner 5-YEAR CAPITAL OUTLAY CITY SECRETARY'S OFFICE 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement None Equipment Fujitsu 4220C Image Scanner (SCSI-2 interface and USB 1 .1 ) with duplex color scanner $2,885 New Software V6 Licensing, 2 user, 25 retrieval, weblink for document management, Software for the windows environment Laserfiche viewer 5.0.0227 $16,898 Image Scanner $3,000 Facilities NONE Personnel NONE . Total $19,783 $0 $0 $0 $3,000 city or ccen~ TexaS MEMORANDUM TO: Bill Lindley, City Manager FROM: Terry Leake, Finance Director DATE: June 1,2004 SUBJECT: Budget Plan - Finance Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . Laser Jet Printer and Supplies (replacement) FY 2006 . Epson DFX 5000+ Printer FY 2007 . Epson DFX 5000+ Printer 5-YEAR CAPITAL OUTLAY 6/3/2004 Finance BAFs FY 2005 2006 2007 2008 2009 Equipment Laser jet printer replacement (& supplies) $1,830 Epson DFX 5000+ Printer $2,100 Epson DFX 5000+ Printer $2,100 Total $1,830 $2,100 $2,100 $0 $0 COLLEYVILLE FIRE DEPARTMENT MEMORANDUM TO: Bill Lindley, City Manager FROM: Karen Randolph, Court Administrator DATE: June 3, 2004 SUBJECT: Budget Plan Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. Municipal Court FY 2005 . Xerox Copier - New FY 2006 · HP Laser Jet Printer - Replacement FY 2007 · HP Laser Jet Printer - Replacement · Thermal Receipt Printer - Replacement FY 2008 . HP Laser Jet Printer - Replacement · Thermal Receipt Printer - Replacement · IBM Thinkpad Laptop - Replacement FY 2009 . None 5-YEAR CAPITAL OUTLAY 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement None - Equipment Xerox Copier $3,399 HP Laser Jet Printer Replacement $1,550 Thermal Receipt Printer - Replacement $525 HP Laser Jet Printer Replacement $1,500 HP Laser Jet Printer Replacement $1,575 Thermal Receipt Printer - Replacement $575 IBM Thinkpad Laptop - Replacement $3,000 Programs None Personnel None . Total $3,399 $1,550 $2,025 $5,150 $0 MEMORANDUM TO: Dianne McWethy, Deputy City Manager FROM: Mary E.. Rodne, Library Director DATE: June 4, 2004 SUBJECT: Budget Plan Listed below are projected budget needs for the Colleyville Public Library for Fiscal Years 2005- 2009. A spreadsheet with estimated costs is attached. FY 2005 > One part-time Youth Services Assistant > One part-time Library Clerk > One part-time Librarian FY 2006 ~ One part-time Youth Services Assistant > Three part-time Library Clerks > One part-time Adult Services Librarian > Make part-time Library Assistant full-time > Materials FY 2007 . PROJECTED MOVE TO UPPER LEVEL > Make one part-time Youth Services Assistant full-time > Two part-time Youth Services Assistants > Two part-time Library Clerks > Make part-time Adult Services Librarian full-time > Three part-time Adult Services Librarians > One full-time Library Assistant ~ One full-time CirculationlTechnical Services Librarian ~ Materials ~ Building Expansion FY 2008 > Materials FY 2009 > Materials COLLEYVILLE PUBLIC LIBRARY 5-YEAR CAPITAL OUTLAY PROJECTIONS EXPENDITURE FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 Personnel Technical Services/Reference Librarian $ 16,921.00 Youth Services Assistant $ 14,560.00 $ 14,560.00 $ 43,680.00 Library Clerk $ . 11,378.00 $ 34,134.00 $ 22,756.00 Adult Services Librarian $ 16,921.00 $ 67,684.00 Library Assistant $ 14,560.00 $ 29,120.00 CirculationfTechnical Services Librarian $ 41,246.00 Total Personnel $ 42,859.00 $ 80,175.00 $ 204,486.00 Facilities Design Fee $ 25,000.00 Architect Fee $ 60,000.00 Interior Construction $ 500,000.00 Iiture $ 360,000.00 I t:chnology $ 200,000.00 Telephone $ 17,000.00 Cabling $ 25,000.00 Audio Visual $ 17,000.00 Equipment $ 9,000.00 Total Facilities . $ 1,213,000.00 Materials Books-Fiction-Adult $ 10,000.00 $ 15,000.00 $ 15,000.00 $ 15,000.00 Books-N onfiction-Ad ult $ 20,000.00 $ 25,000.00 $ 25,000.00 $ 25,000.00 Books-Leased-Adult $ 12,171.60 $ 12,415.03 $ 12,663.33 $ 12,916.60 Books-Fiction- Youth $ 10,000.00 $ 15,000.00 $ 15,000.00 $ 15,000.00 Books-Nonfiction- Youth $ 10,000.00 $ 15,000.00 $ 15,000.00 $ 15,000.00 Non-Book Materials-Adult $ 20,000.00 $ 25,000.00 $ 25,000.00 $ 25,000.00 Non-Book Materials-Youth $ 10,000.00 $ 12,000.00 $ 12,000.00 $ 12,000.00 Adult & Youth Magazines $ 7,350.00 $ 7,717.50 $ 8,103.38 $ 8,508.54 Online Databases $ 18,000.00 $ 18,360.00 $ 18,727.20 $ 19,101.74 Total Materials $ 117,521.60 $ 145,492.53 $ 146,493.91 $ 147,526.89 Total Projected Expenditures $ 42,859.00 $ 197,696.60 $ 1,562,978.53 $ 146,493.91 $ 147,526.89 5-Year Projections (Library) 6/4/2004 COLLEYVILLE PUBLIC LIBRARY BASIC STAFF RECOMMENDED FOR 48 HOURS PER WEEK OF OPERATION , SERVICES DESKS ON ONE LEVEL.... 1.0 FTE Director 1.5 FTE Adult Services Librarians 1.0 FTE Technical ServicesfTechnology Librarian 1.5 FTE Children's and Young Adult Services Librarians 1.0 FTE Library Assistant 4.0 FTE Clerks, Pages 10 FTE TOTAL "Phase II Report, Development and Construction Models for the Colleyville Public Library Prepared by F. Mason Associates and F&S Partners, August 18, 2000 FY 04 STAFF FOR 48 HOURS PER WEEK OF OPERATION 3 SERVICES DESKS ON ONE LEVEL 1.0 FTE Director 1.0 FTE Adult Services Librarian 1.0 FTE CirculationlT echnical ServicesfT echnology Librarian 1.0 FTE Youth Services Librarian 0.5 FTE Library Assistant 1.0 FTE Clerks 5.5 FTE TOTAL BUDGETED FY 05 STAFF FOR 48 HOURS PER WEEK OF OPERATION 3 SERVICES DESKS ON ONE LEVEL 1.0 FTE Director . 1.0 FTE Adult Services Librarian 1.0 FTE Circulationrr echnical ServicesfT echnology Librarian 0.5 FTE Technical Services/Reference Librarian 1.0 FTE Youth Services Librarian 0.5 FTE Youth Services Assistant 0.5 FTE Library Assistant 1.5 FTE Clerks 7.0 FTE TOTAL RECOMMENDED FY 06 STAFF FOR 48 HOURS PER WEEK OF OPERATION 3 SERVICES DESKS ON ONE LEVEL 1.0 FTE Director 1.5 FTE Adult Services Librarians 1.0 FTE Circulationrr echnical ServicesfT echnology Librarian 0.5 FTE Technical Services Librarian 1.0 FTE Youth Services Librarian 1.0 FTE Youth Services Assistants 1.0 FTE Library Assistant 3.0 FTE Clerks 10 FTE TOTAL ~~ TexaS ENGINEERING DEPARTMENT MEMORANDUM TO: Bill Lindley, City Manager FROM: Keith Fisher, Director of Public Works DATE: June 3, 2004 SUBJECT: Budget Plan Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . Senior Geographic Information Specialist Coordinator o Computer Equipment: laptop, 11" x 17" printer, 54" plotter o Misc GIS Services and supplies FY 2006 . Diazit filing system (Engineering plans) . AutoCAD 2005 - 2 seats . Digital camera (Project pictures for files) . ArcView - software upgrade (8 seats) FY 2007 . GIS/Engineering Intern o Computer o ArcView - software . AutoCAD 2005 software upgrade - 2 seats . Video Camera (Project video for files) . Orthophotography & contours for GIS mapping . Benchmark Program - establish benchmarks throughout the City through a registered land surveyor FY 2008 . Diazit filing system . AutoCAD 2005 software upgrade - 2 seats . ArcView - software upgrade - 8 seats . Pickup truck replacement (unit # 777) FY2009 . AutoCAD 2005 software upgrade (2 seats) · Pickup truck replacement (unit # 737) . Orthophotography & contours for Gis mapping 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement 96 Ford Pickup $25,000 01 Ford Pickup $25,000 Equipment Computer and Printer/Supplies $37,970 Diazit Filing System $800 $800 AutoCad 2005 Software (2 seats) $7,000 Digital Camera $500 ArcView Software Upgrade (8 seats) $8,000 $8,000 AutoCad 2005 Software Upgrade (2 seats) $2,000 $2,000 $2,000 Video Camera $1,200 Computer (for intern) $2,000 ArcView Software (1 seat for intern) $2,800 Orthophotography & contours $4,500 $4,500 Program Benchmark Program $35,000 Personnel Sr. GIS Coordinator/Programmer GIS / Engineering Intern and Equipment $55,000 $15,000 Total $92,970 $16,300 $62,500 $35,800 $31,500 Page 1 5- YR Capital Equipment - engineering .n~ TexaS FIRE DEPARTMENT MEMORANDUM TO: Bill Lindley, City Manager FROM: Mike Johnston, Fire Chief DATE: June 1, 2004 SUBJECT: Budget Plan Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . Assistant Emergency Management Coordinator . One Firefighter Position (24x7 equates to 3 employees) . Uniform Winter Coats . Hydro-Storz Program - Hydrant quick-connect adapters (ongoing program) . Positive Pressure Ventilation Fan (replacement) . Incident Reporting Software Upgrade (Firehouse Enterprise Edition) . Pickup Truck (replacement) . Radio Repeater Antenna (backup system for redundancy and Emergency Mgmt) . Remote Access Work Lighting (firefighting ops in multistory structures) . Upgrade/fully equip Reserve Ambulance (special events and redundancy) . Upgrade/fully equip Reserve Engine (ISO issues; staff 3rd engine with off-duty personnel during extended ops) FY 2006 . 1500 GPM Fire Engine (replacement) . Ambulance (replacement) . Off-road vehicle for Trail System (recovery of injured in remote areas) . Hydro-Storz Connectors (ongoing program) . SCBA Replacement Program . Facility Maintenance - Interior Paint for Fire Station #3 & rear drive extension . Wireless Communications for Fire Response Vehicles . Opticom Signal Upgrades FY 2007 · Facility Relocation - Construction of New Central Fire Station · Electronic Interconnectivity between stations/City Hall . Ladder Truck . Command Vehicle . 15 Firefighter Positions . Inspector/Admin Support Position Budget Plan June 1, 2004 Page 2 . Battalion Chief Position (3) . Lieutenant/Captain Position (3) . Hydro-Storz Connectors - Completion of program . SCBA Replacement Program FY 2008 . SCBA Replacement Program . Command Vehicle Replacement (Fire Marshal) FY 2009 . Brush Truck Replacement . Outdoor Warning System . Regional Communications Center 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement 99 Pierce Aerial 96 Quality Engine $300,000 07 ladder Truck TBD $950,000 01 Ford Ambulance $150,000 99 Ford Command Vehicle -$62,000 $50,000 03 Ford Command Vehicle $50,000 04 Ford Command Vehicle 97 Ford Brush Truck $85,000 92 Ford Pickup $21,500 Off-road/trail Patient Vehicle $8,000 95 Freightliner Ambulance (Reserve) 85 E-One Engine (Reserve) Equipment Hydro-Storz Connectors (100) $13,000 $13,000 $7,800 SCBA Replacement Prgrm (2) $9,000 $9,500 $9,500 $9,500 RAM Extrication Tool (1) $3,100 PPV Fan (1) $1,600 Winter Coats (31) $8,587 Repeater Antenna - UHF (1) $1,500 Generator Lights (2) $2,500 Re-paint Station #3 Interior $8,900 Software Upgrade - Incident Reporting $5,300 Outdoor Warning System $300,000 Video Cameras for Vehicles Wireless Communications - Vehicles $18,000 Opticom Signal Upgrade 700 Series $20,000 Reserve Ambulance Equip complete $39,000 Reserve Engine Equip complete $46,000 Facilities Replace Central Fire Station $3,183,000 Electronic Interconnectivity - Stations $250,000 Regional Communications Center $250,000 Station #3 Rear entry drive extension $10,000 Personnel Asst. EM Coordinator $57,609 Firefighters (3-FY05) (15-FY07) $180,282 $901,410 Inspector/Investigator/Admin Support $60,000 Battalion Chief (3) (promo new position) $30,000 Lieutenant (3) (promo new position) $30,000 Total $317,978 $536,900 $5,471,710 $59,500 $644,500 COLLEYVlLLE FIRE DEPARTMENT COLLEYVILLE POLICE DEPARTMENT MEMORANDUM TO: Bill Lindley, City Manager FROM: John M. Young Jr., Chief of Police DATE: June 3, 2004 SUBJECT: Budget Plan Our current plans include the following equipment, personnel and programs regarding the five-year capital budget needs. A spreadsheet is attached for ease in locating estimated costs. It is understood that this is a best estimate of need over the next five-years and that adjustments will be implemented as needs change. FY 2005 ~ Records Clerk Position ~ Police Captain Position ~ Police Vehicle Replacements (4) ~ HP Laserjet Printer ~ Intoxilyzer Machine FY 2006 ~ Police Captain Position ~ Police Vehicle Replacement (5) ~ TLETS Computer Server (replacement) ~ On-duty Pistols Replacement FY 2007 ~ Police Officers (2) ~ Police Vehicles Replacements (4) FY 2008 ~ Police Officer (1) ~ Police Vehicle Replacements (4) FY 2009 ~ Police Officers (2) ~ Police Vehicle Replacements (3) 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement 95 Ford Crown Victoria $27,375 01 Ford Crown Victoria $28,625 89 Ford Bronco $23,575 93 Pontiac Grand AM $23,575 97 Ford Crown Victoria $24,450 99 Ford Crown Victoria $23,575 00 Ford Crown Victoria $23,575 01 Ford Crown Victoria $23,575 02 Ford Crown Victoria $24,450 97 Chevrolet Lumina $24,500 98 Ford Crown Victoria $24,500 99 Ford Crown Victoria $23,575 99 Ford Crown Victoria $23,575 03 Ford Crown Victoria $35,000 03 Ford Crown Victoria $23,575 04 Ford Crown Victoria $23,575 05 Ford Crown Victoria $23,575 06 Ford Crown Victoria $23,575 06 Ford Crown Victoria $23,575 06 Ford Crown Victoria $23,575 Equipment Intoxilyzer Machine $8,250 HP Laserjet Printer $1,350 TLETS computer server $7,000 Replacement Pistols $24,300 Personnel Clerk $37,661 Police Captain $128,425 $107,953 Polce Officers (2) $83,042 Police Officer (1 ) $73,171 Police Officer (1 ) $83,042 Total $278,836 $258,878 $179,192 $178,896 $153,767 COLLEYV/LLE FIRE DEPARTMENT city of ccen~ Texas PUBLIC WORKS DEPARTMENT MEMORANDUM TO: Bill Lindley, City Manager FROM: Keith Fisher, Director of Public Works Kelly Howell, Public Works Manager DATE: June 3, 2004 SUBJECT: Budget Plan - Streets, Drainage and Fleet Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 Street Department . 4 Equipment Operators · Joint kettle - street maintenance operations . Patch truck - street maintenance operations Fleet Services . Scan tool - vehicle maintenance . Transmission flush kit Drainaae Department . 2 Equipment operators · Skid steer loader - drainage field operations · Mini track hoe - drainage field operations · Hydraulic excavator (replacement) - drainage field operations FY 2006 Street Department · Pickup truck replacement (unit # 691 ) · Pickup truck replacement (unit # 692) · Asphalt distributor replacement · Front end loader replacement · Pneumatic roller Fleet Services . Floor air compressor Budget Plan June 3, 2003 Page 2 FY 2007 Street Department Fleet Services . Tire change machine Drainaqe Department . A-Boom mower replacement (unit # 681) . Ford tractor replacement . 36" Mower replacement FY 2008 Street Department . Air compressor replacement . Concrete saw replacement - street maintenance . Tandem dump truck replacement Fleet Services . Tire balancer Drainaqe Department . Three Gang Mower replacement FY 2009 Street Department . Crew cab truck replacement (unit # 684) . Pickup truck replacement (unit # 693) . Flat bed truck replacement (unit # 603) Fleet Services . Pickup truck replacement (unit # 333) . Coolant recycler replacement Drainaqe Department . Pickup truck 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Unit # 691 Pickup $20,500 Unit # 692 Pickup $20,500 Unit #684 Crew Cab Truck $27,750 Unit #693 Pickup $20,500 Unit #603 Flat Bed Truck $65,948 Equipment Joint Kettle $50,000 Patch Truck $110,000 Pneumatic Roller $60,000 Air Compressor $20,000 Concrete Saw $14,803 Asphalt Distributor $100,000 Front End Loader $127,503 Tandem Dump Truck $90,671 Program Personnel Four (4) Equipment Operators $170,200 Total $330,200 $328,503 $0 $125,474 $114,198 Page 1 5- YR Capital Equipment(Streets)1 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Equipment Skid Steer Loader $27,000 Mini Track Hoe $49,000 Hydraulic Excavator $225,000 Unit #681 A-Boom Mower $65,000 Ford Tractor $30,000 36" Mower $3,760 Three Gang Mower $78,000 Pickup $20,500 Program Personnel Two (2) Equipment Operators $85,100 Total $386,100 $0 $98,760 $78,000 $20,500 Page 1 5- YR Capital Equipment(Drainage} 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Unit #333 Pickup $20,500 Equipment Scan Tool $3,291 Transmission Flush Kit $3,695 Floor Air Compressor $2,000 Tire Change Machine $2,000 Tire Balancer $3,000 Coolant Recycler $1,850 Program Personnel Total $6,986 $2,000 $2,000 $3,000 $22,350 Page 1 5-YR Capital Equipment(Fleet} MEMORANDUM TO: Bill Lindley, City Manager FROM: Monica Sue Walsh, Director of Parks and Recreation DATE: June 3, 2004 SUBJECT: Budget Plan Our current plans include the following items and programs regarding the five-year capital budget. Spreadsheets are attached to assist in identifying estimated costs for each item. Recreation FY 2005 . Recreation Programmer . Parks and Recreation Office Improvements FY 2006 . Senior Coordinator . Athletic Coordinator . 15 Passenger Van · L.D. Lockett House Improvements FY 2007 . Street Banners Parks FY 2005 . Park Maintenance Worker · Nature Center Playground ADA Compliance (replacement) . Irrigation Maintenance Worker · Roof to Park and Recreation Administration Building (replacement) · Dugout Shade Cloth (replacement) · Radio (replacement) · Musco Control Link System City Park · John Deere Mower (replacement) · Kawasaki Mule ATV (replacement) FY 2005 (continued) . Ground Maintenance Software . Temporary Seasonal Help . Field Maintenance Entry improvements . Picnic Tables FY 2006 . Sparger Park Playground ADA Compliance (replacement) . Park Maintenance Supervisor . Roof Repair Park Maintenance (replacement) . Park Maintenance Worker . Uniform Park Signage . Ford Tractor (replacement) . Gator Utility Vehicle (replacement) . . Golf Car (replacement) . Litter Containers FY 2007 . Workman (replacement) . Parking Lot Striping . Dedicated Spray Rig FY 2008 . Groomer, Bunker Rake (replacement) . Grounds Sweeper (replacement) FY 2009 · Toro Groundsmaster 4500 D (replacement) . Unit 502 Vehicle (replacement) . Unit 524 Vehicle (replacement) Xx: Dianne McWethy, Deputy City Manager RECREATION 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Equipment 15 Passenger Van $30,000 Street Banners $9,000 Facilities Parks and Recreation Office Improvements $13,000 L.D. Lockett House Improvements $24,677 Personnel Recreation Programmer $49,627 Senior Coordinator $20,772 Athletic Coordinator $50,230 Total $62,627 $125,679 $9,000 $0 $0 PARKS 5-YEAR CAPITAL OUTLAY 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle, Equipment, Other Replacement John Deere Mower Replacement $14,318 Kawasaki Mule A TV Replacement $7,500 Nature Center Playground ADA Compliance $90,000 Dugout Shade Cloth Replacement $15,520 Radio Replacement $24,000 Sparger Park Playground ADA Compliance $90,000 Roof Replacement to PARD Administration Building $9,200 Roof Repair Park Maintenance $6,550 Ford Tractor Replacement , $19,500 Gator Utility Vehicle Replacement $7,540 Golf Car Replacement $6,000 Workman Replacement $18,300 Groomer, Bunker Rake Replacement $9,000 Grounds Sweeper Replacement $18,000 Toro Groundsmaster 4500 - D Replacement $45,400 Unit 502 Vehicle Replacement $16,800 Unit 524 Vehicle Replacement $16,800 Equipment . Musco Control Link System City Park $21,300 Ground Maintenance Software $2,295 Field Maintenance Entry Improvements $10,800 Picnic Tables $6,000 Uniform Park Signage $150,000 Litter Containers $3,750 Parking Lot Striping $4,000 Dedicated Spray Rig $18,300 . Personnel Park Maintenance Worker $23,839 Irrigation Maintenance Worker $23,839 Temporary Seasonal Help $10,880 Park Maintenance Supervisor $50,822 Park Maintenance Worker $31,757 Total $259,491 $365,919 $40,600 $27,000 $79,000 Page 1 5- YR Parks Capital Equipment city O( caen~ Texa.S City Manaqer's Office MEMORANDUM TO: Bill Lindley, City Manager FROM: Dixie Cawthorne, Communications Manager DATE: June 3, 2004 SUBJECT: Budget Plan - Communications and Information Services Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. Communications FY 2005 . Website Enhancements FY 2006 . Communicator Enhancements FY 2007 . Website Enhancements FY 2008 . None FY 2009 . Website Enhancements Information Services FY 2005 . One (1) Microcomputer Technician (Full-Time) and Equipment . Interconnectivity of Public Works Service Center/Fire Administration to Justice Center FY 2006 . One (1) Microcomputer Technician (Part-Time) and Equipment FY 2007 . Part-Time Microcomputer Technician transfer to Full-Time FY 2008 . None FY 2009 . None 5-YEAR CAPITAL OUTLAY 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement None Programs Website Enhancements $30,000 Communicator Enhancements $9,600 Website Enhancements $5,000 Website Enhancements $5,000 Personnel Total $30,000 $9,600 $5,000 $0 $5,000 5-YEAR CAPITAL OUTLAY 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement None Programs Interconnectivity Service Ctr/Fire $118,500 . Personnel One (1) Micro-Computer Technician (FT) $47,000 One (1) Micro-Computer Technician (PT) $37,000 PT Micro-Computer Tech to FT $49,500 . Total $165,500 $37,000 $49,500 $0 $0 ~n~ TexaS COLLEYVILLE CENTER MEMORANDUM TO: Bill Lindley, City Manager FROM: Lin Przybyl, Center Manager DATE: June 1, 2004 SUBJECT: Budget Plan Our current plans include the following items regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . Color laser printer including toner and cabling FY 2006 . Seating replacement - 500 stackable chairs FY 2007 . Flooring replacement - VCT for Kitchen, Meeting rooms and Assembly Hall FY 2008 . Ceiling tile replacement - Assembly Hall FY 2009 . Vehicle replacement - Van 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement 1998 Chevrolet Venture Van $ 18,420.00 Equipment Color Laser Printer $1,300.00 Facilities Chair Replacement $ 32,000.00 VCT Floor Replacement $ 12,600.00 Ceiling Tile Replacement $ 22,000.00 Total $1,300 $32,000 $12,600 $22,000 $18,420 . COLLEYVILLE CENTER ~~ Texas BUILDING SERVICES MEMORANDUM TO: Bill Lindley, City Manager FROM: Lin Przybyl, Building Services Department DATE: June 1, 2004 SUBJECT: Budget Plan Building Services includes the facility maintenance for approximately 85,000 square feet of city facilities including City Hall, Library and Justice Center properties. The following adjustments are estimates based on industry standards of a maintenance budget consisting of 2 - 4% of the replacement value of the facilities. The following adjustments show the sustainable budget needs for the next five-years. A spreadsheet i,s attached. FY 2005 . Year Two of operation based on 2% replacement value $300,000. Addition of one Building Maintenance Worker FY 2006 . Year Three of operation based on 2% replacement value $300,000. FY 2007 . Year Four of operation based on 2.5% replacement value $375,000. FY 2008 . Year Five of operation based on 3% replacement value $450,000. FY 2009 . Year Six of operation based on 4% replacement value $600,000. 5-YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Personnel Building Maintenance Worker $ 61,546.00 - Total $61,546 $0 $0 $0 $0 Building Services MEMORANDUM TO: Bill Lindley, City Manager FROM: Scott Welmaker, Economic Development Manager DATE: June 1, 2004 SUBJECT: Budget Plan - Economic Development As the new Economic Development Manager, I will be evaluating the needs of the Economic Development Department to accomplish the department's objectives. My initial assessment of the department's needs to assist in identifying estimated costs for each items are as follows: FY 2005 . None FY 2006 . Annual Business Appreciation Event . Planning Intern (Part-time) FY 2007 . Marketing and Research Coordinator (Full-Time) FY 2008 . None FY 2009 . None 5-YEAR CAPITAL OUTLAY 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Equipment None Program Annual Business Appreciation Event $7,500 Personnel Planning Intern $20,000 Marketing and Research Coordinator* $45,000 Total $0 $27,500 $45,000 $0 $0 Page 1 5-YR Capital Equipment - Economic Development MEMORANDUM TO: Bill Lindley, City Manager FROM: Keith Fisher, Public Works Director Kelly Howell, Public Works Manager DATE: June 1, 2004 SUBJECT: Budget Plan - Utility Administration Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. Utility Administration FY 2005 . None FY 2006 . Air Conditioning and Heating Unit Replacement - Service Center FY 2007 . None FY 2008 . 1995 Y2 ton pick-up Replacement FY 2009 . None 5-YEAR CAPITAL OUTLAY 6/4/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Replacement 1/2 ton pick-up $18,000 Equipment Replacement Air Conditioning/Heating $11,650 . Program None Personnel . None Total $0 $11,650 $0 $18,000 $0 Page 1 MEMORANDUM TO: Bill Lindley, City Manager FROM: Theresa Fox, Utility Billing Supervisor DATE: June 1, 2004 SUBJECT: Budget Plan Our current plans include the following items regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . PSC Bar Code Scanner FY 2006 . Letter Opener . Bursting Machine . DFX 8000 Printer FY 2007 . Utility Internet Billing FY 2008 . None FY 2009 . None Page 1 5-YR Capital Equipment Finance BAFs FY 2005 2006 2007 2008 2009 Equipment PSC Bar Code Scanner $1,030 Letter Opener $1,742 Bursting Machine $3,700 DFX 8500 Printer $2,785 Programs . Utility Internet Billing $20,000 Total $1,030 $8,227 $20,000 $0 $0 Page 1 5-YR Capital Equipment - Utility Billing .n~ TexaS PUBLIC WORKS DEPARTMENT MEMORANDUM TO: Bill Lindley, City Manager FROM: Keith Fisher, Director of Public Works Kelly Howell, Public Works Manager DATE: June 3, 2004 SUBJECT: Budget Plan - Utility Operations Our current plans include the following items and programs regarding the five-year capital budget needs. A spreadsheet is attached to assist in identifying estimated costs for each item. FY 2005 . Sewer Service Cleaning Machine - maintenance of sewer system . Pan and Tilt Sewer Camera - maintenance & troubleshooting of sewer system . Spoil Removal from Service Center - removal of all material from stockpile area . Pickup truck replacement (unit # 899) . Pickup truck replacement (unit # 891 ) . Water system security enhancements - as per the Vulnerability Assessment FY 2006 . Generator for Camera Trailer . Vacuum Excavator - for sewer repairs . Air Compressor and Jack Hammer . 3" boring missile - water and sewer installations and repair . GPS Upgrades - new hand held unit and software . Pickup truck replacement (unit # 881) . Pickup truck replacement (unit # 810) . Water system security enhancements - as per the Vulnerability Assessment FY 2007 . Purchase 7 cu/yd dump truck . Pickup truck replacement (unit # 812) . Pickup truck replacement (unit # 884) . Replace Ford Backhoe (unit # 894) . Water system security enhancements - as per the Vulnerability Assessment Budget Plan June 3, 2004 Page 2 FY 2008 . Replace Mower (unit # 813) - for property upkeep . Replace Backhoe (unit # 809) . SCADA Upgrades - water system monitoring . Water system security enhancements - as per the Vulnerability Assessment FY2009 . 1 - ton truck replacement (unit # 888) . Hall Johnson water tank rehabilitation - painting and structural repairs . Water system security enhancements - as per the Vulnerability Assessment 5- YEAR CAPITAL OUTLAY 6/3/2004 BAFs FY 2005 2006 2007 2008 2009 Vehicle Replacement Unit #889 Pickup $15,000.00 Unit #891 Pickup $15,000.00 Unit #881 Pickup $20,000 Unit #810 Pickup $20,000 Unit #812 Pickup $25,000 Unit #884 Pickup $20,000 Unit #8881 Ton Truck $35,000 Equipment Sewer Service Cleaning Machine $2,000 Pan and Tilt Sewer Camera $17,000 Spoil removal from Service Center $65,000 Generator for Camera Trailer $2,700 Vacuum Excavator $30,000 Air Compressor and Jack Hammer $20,000 3" Boring Missile $5,500 GPS Upgrades $8,000 Water System Security Enhancements CVA) $100,000 $100,000 $100,000 $100,000 $100,000 SCADA Upgrades $30,000 Unit #894 Ford Backhoe $60,000 New 7 CY dump truck $60,000 Unit #813 Mower $10,500 Unit #809 Backhoe $60,000 Program Hall-Johnson Tank Rehab $600,000 Personnel Total $184,000 $206,200 $265,000 $200,500 $735,000 Page 1 5-YR Capital Equipment(Utility Ops) ... 2004 City Work Initiatives 3rd Quarter Update Council Relations · Develop a Code of Conduct: No action has been taken on this item per Council direction. · Review Council Rules of Procedure: Some preliminary work had been prepared by staff but no action taken by Council per direction. · Provide Semi-annual update of Goals: This is an ongoing work effort with previous updates provided to the Council on a quarterly basis. Economic Development · Develop "Project Colleyville": The Council approved a vacant commercial property ordinance meeting the work items identified as part of the proposal. Various properties have come into compliance with the ordinance. An incentive policy will be developed by the Economic Development Manager for Council consideration. The policy will address both attracting new businesses and incentives for current businesses to enhance building maintenance/appearance. · Roundtable forum with groups to explore growing the commercial tax base: This was completed as part of the work effort initiated by the Council's appointment of an Economic Development Task Force. The Economic Development Manager will take information for work efforts in developing a strategic plan and ongoing marketing. · Initiate a visioning process: This was completed as part of the work effort initiated by the Council's appointment of an Economic Development Task Force. The Economic Development Manager will take information for work efforts in developing a strategic plan and ongoing marketing. · Prepare a five year revenue projection from commercial growth: This is part of the five-year budget development. The Economic Development Manager will work with the Finance Department to refine potential revenue growth as part of the strategic plan work efforts. · Provide staff funding in the 2004 Budget for an Economic Development Manager: Funding 'was provided as part of the Council approval of the current year budget. Budqet · Develop a "maintenance budget" with focus on buildings coming on line and additional funding for street maintenance: The approved budget provided funding for the three new buildings and related staff; a computer replacement program; and supplemental street funding. · Develop a multi-year CIP program: Council has conducted several work sessions and continues to work on the work initiative. · Develop a multi-year budget: A presentation was made to the Council in March on a work format. Staff is currently preparing the five year budget as part of the overall budget discussions scheduled for later this year with the Council. Street Improvements . · Prepare a study evaluating street conditions and funding needs: This was completed and presented to the Council as part of the 2004 budget process. · Develop a regular reporting format for intersection improvements: This is an ongoing work effort with quarterly updates being provided to the Council. Attachment · June 6-7,2004 Council planning meeting report PRE-COUNCIL . AGENDA BRIEFING "rosa. MEETING DATE: 07/15/03 CITY MANAGER -~- ~ rrEM # : PC.2 DEPARTMENT HEAD FINANCE REVIEW N/A Previous Action: None DEPARTMENT: CITY COUNCIL SUBJECT: Discussion and review of the Annuai Retreat Report This item provides the opportunity for the City Council to discuss and review the Annual Retreat Report as attached. ...-..---. _.,,- - - -- -_..,----- .----...-.-.-..- ---- _.....~.,.. _..--.-..... Strat~gic Government Resources, Inc. 2332 Ember Woods Roanoke, Texas 76262 817.741.2331 June 24. 2003 Honorable Mayor and City Council City of Colleyville CIO Mr. Bill Lindley, City Manager 5400 Bransford Road Colleyville. Texas 76034 Dear Mayor. Councilmembers and Staff: I am pleased to provide you with this final report summarizing the results of the City Council Retreat held on June 6-7 at Marriott Solana in Westlake. This report. will describe the process we went through. as well as document the results of the session, and will include selected recommendations for future steps. I truly enjoyed the time I spent with each of you individually. as well as the time at the retreat. Due to the lengthy discussions Friday evening, we made a number of presentation and process changes, which substantially .abbreviated and modified the process. Accordingly, I want to extend to the City of Colleyville an offer of a second retreat at a time of your convenience at no additional cost. Please feel free to contact me at 817-741-2331 if you have any questions concerning this report. Respectfully submitted, Ron Holifield CEO' Strategic Government Resources 2 Introduction and Process SGRlwas engaged to facilitate the annual goal setting retreat of the Colleyville City Council, and the expectation of the City Manager was that the retreat would focus on a traditional goal setting and priority setting process similar to previous years. A series of interview questions were developed which were designed to stimulate general thought and discussion by each of the elected officials with regard to specific aspects of the community, and related goals they had for the future of the community. In the weeks prior to the retreat, all elected officials except for the Mayor were able to participate in the interview process. The interview responses provided the foundation for Council discussions at the retreat. Interestingly, although several of the interview questions specifically asked about .community features" which typically elicits responses that are more project oriented in nature, the responses to almost every interview question, regardless of what the question was. tended to flow back to one or two over riding issues. The first was figuring out how to create political and community healing that would allow everyone to come together and work as a team, even when they disagree on a given issue. The second was economic development concerns. Secondary trends that arose dealt with streets and intersections. and budget challenges, but both of those also appeared to have significant overtones related back to either the political environment or the need for economic development. As a result, the flow of the workshop was altered somewhat to respond specifically to the most compelling issues raised by Council, rather than staying with a more project oriented and traditional "goal setting" approach. That type of session can limit time for open discussion which, looking at the time you devoted, seemingly was.important to you. In essence, creating an interpersonal teamwork foundation is essential to achieving maximum success on a variety of specific projects, In the end, the Council developed a number of goals for the ensuing year that can position Colleyville into a truly unique position. The Interview Results Each interview was approximately one hour long, consisting of seven questions. The questions were intentionally overlapping, and designed to "prime the pump" to find out what everyone was really thinking in goals for the next year, rather than being designed to elicit specific tangible responses. The most interesting aspect of the interview responses was the overwhelming degree of unity in perspective on almost every single issue. Indeed, based on the degree of historical political turmoil, and the degree of diversity apparent on the Council. the extraordinary degree of unified vision was highly unexpected, which creates both an opportunity and a burden. The City of Colleyville has a phenomenal opportunity to achieve great things due to the clear unified vision that exists. However, this also creates a great burden, for if you fail to achieve greatly, it will not be a result of conflicting views of what 3 Colleyville should become. but of your failure to decide that working together for a better future is more important than personal political battles. Additionally, it is not uncommon for a divided council to place blame on staff for failure to accomplish goals despite there being no clearly agreed upon goals of the Council. The Council uniformly expressed strong support for the City Manager and City staff. However, I would urge particular caution and sensitivity in this area, due to the number of interview responses which specifically mentioned concern on the part of various council members about the need to avoid placing staff in the middle of differing political viewpoints. The great news is that based on the interview results, it is clear that every respondent strongly believes the future of Colleyville is far more important than personal political battles. and there appears to be an amazing level of commitment to changing the future, as a unified Council, even as you will disagree on various implementation strategies. This high degree of commitment to putting the future of Colleyville first came through loud and clear in the interviews. as did a very strong desire to see the Council work as a team. There were several very key trends and patterns that were clearly shared by most (and in almost every case - all) of the Council members interviewed. Council Conflict and Turmoil Should be Overcome by: . Overcoming "party" labels . Evaluating decisions based on philosophy and vision not on personalities . Getting to know each other as people . Admitting what the problem is . Tolerating different viewpoints . Accomplishing things that matter long term . Keeping staff out of the middle . Quit killing the future "so my side wins" Economic Development Priorities Included: . Developing a coherent economic development vision . Rapidly developing a cohesive SH26 vision and action plan . Developing Precinct Une, and Highway 121 game plans . Create a stronger sense of community identity . Creating a better community reputation in the development community . Creating an environment which encourages development that is compatible with semi rural lifestyle, but generates sufficient revenue to support outstanding community services Budget Priorities Included: . Live within our means . Plan for a flat revenue future . Find new resources 4 . Protect what we have Roads and Intersections Priorities Included: . Proceed with planned intersection improvements . Determine how to handle retail traffic and become a destination without losing small road'feel Direction and Decisions For the casual observer, it may have been easy to miss the significance of several of the decisions that the Council made on Saturday morning, since they did not involve a lot of conflict or debate. and since they were addressed more in discussion form, rather than as a "priority list". However, subtlety does not translate into insignificance, Indeed. the Council provided very clear philosophical direction on several Issues of substantial importance to the future of Co lIeyville. An item needed group consensus to "make it to the list- of things to work on in the next year. FoHowing is a brief overview of those key decisions which were made at the retreat. They are generally grouped under the four priority topic headings discussed above, even though the discussion flow itself was not necessarily in the same order. Counci I relations . Develop a Code of Conduct providing guidance on how to treat and respect elected members and staff . Review the Rules of Procedure for standards of conduct during Council meetings . Provide a semi annual update of status of annual goals Economic Development . Develop "Project Col/eyville" looking at o Possible sales-property tax rebates based on reinvestment of buildings and landscaping. o Matching grant program for Homeowner Associations that increase landscaping in City ROW o Prepare an economic development incentive policy o Commercia! (vacant) property management regulations for: · allowable height of grass · placement of window "boarding" · maintenance of buildings and landscaping · locating security fencing of closed businesses . Initiate a roundtable forum to: o identify strengths, weakness, challenges and opportunities in growing the commercial base of the city, by meeting with the · Colleyvil/e Chamber of Commerce, area commercial developers. Colleyville Business Alliance, and other interested stakeholders. 5 . Initiate an economic development strategic visioning process for a citywide destination emphasis based on an approach to "New Urbanism" and review of possible peer cities development approach across the country. . Prepare a five year summary, to make reasonable projections to development of a multiyear budget forecast, of commercial activity looking. at: o sales and property tax growth o identify number of commercial building permits with projection of property and sales tax generated o identify new and closed businesses over last three years with revenue impact to the city o evaluate undeveloped land areas along SH26. SH121. and Precinct Line Road for revenue enhancement. . Focus on development of the 2004 budget to fund an economic development position through new revenues or position realignment. Budget . FY 2004 budget development to focus on a -maintenance funding" approach for departments recognizing planned additional funding for: o buildings and related service programs coming .on line" o alternatives for increasing annual street overlay program . Multiyear building and infrastructure needs o Hold a CIP worksession to review: . possible citywide projects . available funding scenarios and possible public input . operating budget impacts of capital projects . Multi-year Operating Budget o Develop a multi-year budget identifying annual . compensation program . staffing support . probable service program development . replacement program for . computers . vehicles . building maintenance Street ImDrovements . Prepare a study for a Street Overlay-Preventive Maintenance Program for residential streets, looking at o grading quality standard for streets o cost per mile for overlay of a typical street 6 o annual cost (ongoing five year program) to keep streets at determined quality level . Develop a regular reporting format on quarterly basis for the Council for o street intersection construction o a workplan of key tasks for SH 26 improvements Recommendations Council Operating Rules There will be a temptation to let this decision slip by you and to simply never get around to devoting the time necessary to developing meaningful council operating rules. I want to urge you in the strongest possible terms to spend some focused time discussing, debating and agreeing upon formal operating rules. Once you have agreed upon your operating rules, I would encourage you' to laminate them and place them at each member's place on the dais. Again, the tendency will be to let this slip as being unnecessary. but if you will follow through on this stop, you will be surprised at how much this simple act will begin to shape the tone, demeanor and dynamics of your Council meetings. In fact, I would go so far as to say that if you do not make this a priority, the odds are great that you will rapidly fall back into old patterns of conflict. Mayor/Council/City Manager Roles and Responsibilities Although this was outside the realm of this retreat, it is clear from watching the dynamics at the retreat. that there are some significant questions regarding appropriate roles and responsibilities for various players which probably need to be addressed. I do not have sufficient information to offer speculation at this point as to what all is driving these questions, but it is clear that role and responsibility questions are a significant subtext to some of the other dynamics which are occurring. To have a healthy team environment, it is absolutely critical that there is very clear and agreed upon definitions of the roles and responsibilities of the Mayor, City Council members and the City Manager, both collectively and individually. If is not clear, that such clear definition and understanding exists across the board. I would encourage you to take the time to ensure that everyone -is on the same page with regard to mutual expectations regarding various roles and responsibilities. Failure to address this issue, will allow it to continue as a subtext, and make it far more difficult to achieve the vision of greatness that is attainable for Colleyville. While there is no conflict associated with this, it is an item that may be of value for further discussion. A worksession can be a format to create a discussion opportunity in solidifying the philosophy for the role and responsibilities for the Mayor. City Council members and the City Manager. 7 Economic Developmeflt Colleyville is truly a unique environment, which offers both opportunities and . challenges. I urge you to make sure you think big enough. when thinking about the future. The concepts of a "destination" of boutique shops that serves Opryland visitors, and other regional visitors has merit and [5 exciting. Additionally, it has the potential to offer the unusual marriage of a semi rural environment. with a sales tax base that you are looking for. However. to achieve such will demand that you bring in thinkers, planners and developers who are big and bold enough to think out of the box regarding how to redevelop Highway 26. A few random thoughts that were discussed during the retreat that may be worth considering as you begin to develop a cohesive economic development plan mclude: Leveraaina of sports Stars Colleyville has some exceptional sports stars as residents. There are numerous opportunities to let them help make their hometown more successful. However. such does not just happen. It is essential that you develop a specific game plan and know what you are asking them for before you approach them. And. it is essential. that they have confidence that they will not get pulled into a political controversy if they get involved. Leveraaina Corporate Leaders Most large corporations have extensive charitable and foundation funding which they expend to support a variety of causes. And many corporations provide substantial support for community projects which the senior management believes in. With your very large base of corporate leaders who call Colleyville home, you should be following a specific strategy for ensuring that some of the charitable and foundation support their many corporations are providing finds its' way to their senior executive's home towns. Once again, however. it is essential that they have great confidence that such involvement will not allow them to get drawn into a political controversy. Economic Develooment visionina process Colleyville is unique in its location to the metroplex and layout of the city in both road system and land use. Taking a step back and looking for similar cities across the country that have developed their natural resources into assets may be of use as you focus on economic development opportunities. . New Urbanism The Highway 26 corridor may offer some interesting opportunities for new urbanism opportunities which could help spur some of the boutique- destination development which is desired. However, it is essential that you bring in developers and thinkers who truly understand new urbanism. and have the track record and experience to know what will work. The 8 . -.-.-..-.-...- ... .-..- . --.-.-..... study could look at an approach of a "New Urbanism" study with an emphasis on o SH 26, SH 121 and Precinct Line Road. by . evaluating expanding established niche markets for . (spas, home decorating, etc.) . studying new markets for . fine arts galleries. upscale jewelry-clothing stores. cooking & equipment-dasses, etc. The RFP process would look at selecting consultant(s) based on proposed visioning process with emphasis on economic development using area retail to .play off' from: DFW Airport, OpryLand. West End, and Sundance Square. Study would additionally look at evaluating commercial and retail viability within trade areas for Col1eyville looking at unmet markets in the surrounding cities. . The City of Franklin. Tennessee as a Model Colleyvil1e's vision fOf a "semi rural" environment, blends well with the concept of an environment of "gentleman farmers". You may want to visit Franklin, Tennessee. as one successful example of a semi rural environment with very large homes, on large lots, with a rural feel, but within an urban area. Franklin also is the home to numerous executives and music stars, so the comparison there is strong as well. and may offer some insights into what they have found to be successful in getting those folks involved in the community. . The City of Sausalito, California as a Model The vision for being a destination for .boutique shops to out of town. visitors. as well as metro area residents, blends well with the model followed by Sausalito. You may want to visit them to explore what they believe has been the keys to their success, and how they initiated their very strong high end arts community base in the beginning. . Corporate Retreat and Conference Center The high presence of corporate executives suggests that a high quality corporate retreat and conference center, particularly one in a "semi rural" setting, might prove to be a real benefit to the community; \n essence, such a facility could accommodate the needs of corporate executives who call Colleyville home, who would prefer to hold executive meetings near their own home if appropriate facilities were available. This may play well into the number of executives working from their homes yet needing meeting space. It also could be an economic engine to help fuel the boutique-shopping environment you have envisioned. Summary I truly believe that the City of Colleyville is one of the most exciting places anyone coutd be right now. It is clear that the City Council is very strong. and has the 9 --_.---_.__.-.~-----~ .._-----~-_. _......'-.-- potential to accomplish some truly amazing things. In fact, I have shared with several other people since the retreat, that I believe Colleyville may have one of the strongest city council's of any city in the Metroplex right now. I am convinced that your vision for the future is achievable, and is on target for what Colleyville needs in the coming decades to remain an exceptional city to call home. Your major challenges will be to keep your focus on the unified vision instead of the politics. and to think big enough on projects like Highway 26. The strength of the City Council is with the team and not the individual. As you reflect on specific goals, a broad group perspective is important to remember that the majority of the other members may not share your individual view. The collective development of your goals into the City Manager's work program helps build a sense of a team among the members of the City Council to assist the City Manager in directing the operations of the organization, Leaving the retreat, the City Manager discussed that a worksession would be scheduled for your review of my follow-up report. As the goals evolve into a work program, remember that the goals and work program will allow the City Council and City Manager to: . provide group direction . establish visible objectives and tasks . keep the City Councif and organization on course . assist in the allocation of resources . promote continuity of action . keep the big picture focused It was a true honor to be a part of your retreat, even though my role was quite limited. I want to urge you to stay focused on the vision, to rise above political conflict, and to make the sacrifices necessary to still make Colleyville the preferred place to call home decades from now. Please do not hesitate to call on me if I can assist you in making your vision a reality in any way. Respectfully submitted, Ron Holifield CEO Strategic Government Resources, Inc. 817-741-2331 10 .. ...---- .-.---.. .~-- ..---. ----.--......