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HomeMy WebLinkAboutCity Council-Worksession Minutes-6/18/2015 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 Thursday, June 18, 2015 6:00 p.m. Executive Conference Room Third Floor, City Hall Mayor David Kelly called the worksession of the Colleyville City Council to order on Thursday, June 18, 2015 at 6:00 p.m. ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor, and Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, Jody Short, and Nancy Coplen City Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer Terry Leake, Deputy City Manager Chris Fuller, Assistant City Manager/Director of Public Safety Mike Holder, Assistant Police Chief Robert Hinton, Fire Chief Brian Riley, Fire Captain Nick Cushing, Human Resources Director Rachel Huitt, Recreation and Library Director Mary Rodne, Parks Manager James Hubbard, Community Development Director Abra Nusser, Public Works Director Bob Lowry, City Engineer Jeremy Hutt, Finance Manager Karen Hines, Colleyville Center Manager Leslie Hill, 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 Financial Forecast and Draft Capital Improvement Plan (CIP) Strategic Services Manager Adrienne Lothery presented this item and briefed City Council. Councilmember Mogged asked staff about the franchise fees item. Manager Lothery explained this would be the payments from the utilities that use the City’s right-of-way such as Atmos, telecommunications, cable, and Oncor. Councilmember Mogged asked staff if these are related to the franchise or margin reduction from the state’s legislation. Manager Lothery replied it is not related. Mayor Kelly asked staff about the internet compliance security, is that already built in, or is it up for consideration in a future budget. Manager Lothery stated there were no standalone ISM requests, other than items that rotate out on an annual basis. Mayor Pro Tem Taylor stated he believed the items discussed previously were not optional, they are going to take place. City Manager Jennifer Fadden agreed. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 2 Councilmember Coplen asked staff if there were any requests made by the Parks Department. Manager Lothery replied there were no additional funding requests for the General Fund made by the Parks Department; however, she added there are some additional requests being made through the CEDC budget worksession scheduled for August. City Manager Jennifer Fadden explained staff will be presenting a Pre Council item to discuss the Pleasant Run Park at a future meeting. Councilmember Coplen asked staff if this discussion will include the game fields. City Manager Jennifer Fadden said yes and explained a turf expert has been consulted regarding a plan relative to game field conditions. She added Parks Manager James Hubbard is in the process of implementing the turf expert’s advice to allow for better game field conditions in the fall. She added as it relates to the practice facilities, those fields are not currently slated for improvement in the capital projects. She stated staff does understand it is a very high priority for the Colleyville Soccer Association, and are preparing some information for the City Council to consider during future prioritization. Councilmember Wollin asked staff about the roundabout at Bedford Road and Cheek-Sparger Road. City Engineer Jeremy Hutt replied it should be a year from now because the developer is required to construct the roundabout while Covenant Christian Academy is not in session. Mayor Kelly stated before any certificate of occupancy can be issued, the roundabout must be completed. Engineer Hutt concurred. Councilmember Putnam asked staff if the location of the new trail has been determined. Manager Lothery replied no, it should be decided during the CEDC discussions. Mayor Kelly asked staff about taking a look at Pleasant Run Road (the portion from Shelton to John McCain) to do a full depth reclamation versus full reconstruction. Councilmember Putnam added that is a smart approach, especially given the list of street projects. Councilmembers concurred. Councilmember Short asked staff if full depth reclamation versus full reconstruction will preclude the roadside safety and trails along that section. Mayor Kelly replied the trail would still be included to provide the connectivity from the north. Councilmember Short stated he wants to ensure the roadside safety and trails are still addressed with the full depth reclamation. 2b Discussion of Police Department Staffing Plan Assistant City Manager/Director of Public Safety Mike Holder presented this item and briefed City Council. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 3 Mayor Kelly asked staff if there will be an additional motorcycle officer for the upcoming fiscal year. Assistant City Manager/Director of Public Safety Mike Holder replied yes. Mayor Kelly stated there would then be three motorcycle officers, upon approval of this budget. Assistant City Manager/Director of Public Safety Mike Holder replied yes. Councilmember Short asked staff about the different roles for a traffic officer versus a patrol officer. Assistant City Manager/Director of Public Safety Mike Holder replied there are several levels of specialized training in which the traffic officer will undergo versus a regular patrol officer. He stated the current motor officer has been tasked with over 900 incidents, between accidents, citizens’ complaints, and calls for service. He stated all hit and run accidents have been pushed to the traffic officer, which alleviates the burden from CID. He stated DWI enforcement has increased which takes the patrol officer out of commission for a period of time, and this will help with the patrol coverage. Councilmember Mogged stated he is inclined to make sure these needs are met, given the demonstration given by the department. Councilmember Coplen asked staff if the plan is to be at a staffing level of 46 by 2020. Assistant City Manager/Director of Public Safety Mike Holder replied yes. Councilmember Coplen asked staff what the officer to resident ratio is for every 10,000 citizens. Assistant City Manager/Director of Public Safety Mike Holder replied 1.7 or 1.8 with the national average being 2.1 or 2.2 officers per 10,000 residents. Councilmember Coplen asked staff if those additional traffic officers would be on patrol. Assistant City Manager/Director of Public Safety Mike Holder replied those officers will be on the street, most of the time. He added they would be handling traffic accidents and complaints, working school zones, or helping other officers. He added if there are accidents, the specialized traffic officers can take over the investigation, so that the patrol officers can be released back into the field. Councilmember Coplen asked staff if the need for additional officers is due to the increase in paperwork versus an increase in crime. Assistant City Manager/Director of Public Safety Mike Holder replied there is an increase in traffic and traffic complaints, and he is trying to recreate those specialized units we had in the past. Councilmember Coplen stated there may be a communication issue with traffic being related to control rather than more officers writing tickets. Mayor Kelly stated this does not mean patrol officers will not be doing traffic control and vice- versa. Assistant City Manager/Director of Public Safety Mike Holder agreed, and stated he will be sure to communicate it appropriately. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 4 Mayor Pro Tem Taylor asked staff if this plan is consistent with what has been stated during the recent campaign. Assistant City Manager/Director of Public Safety Mike Holder replied during City Council orientation he explained the staffing plan to be at 48, and this plan is a five year outlook with having 46; therefore, it is consistent with the orientation. Mayor Pro Tem Taylor asked staff if we are where we need to be today. Assistant City Manager/Director of Public Safety Mike Holder replied if the 46 was available today, he would take it. He added those are things that we need; however, he knows we need to be fiscally conservative. Mayor Kelly asked staff if Colleyville has hired eight new officers in the last 10 years. Assistant City Manager/Director of Public Safety Mike Holder replied with the 2016 plan that will be the eighth officer. Mayor Kelly added Colleyville has come a long way since 2005, when only two officers were on the street. Mayor Pro Tem Taylor asked staff if we are meeting the needs of the community, with current staffing. Assistant City Manager/Director of Public Safety Mike Holder replied we are meeting the needs from a crime control aspect. He added he believes it should be a full service police department, and the community services officer will provide an important role and function to the community. He added community policing is a huge factor in this community, and it allows the officers to focus on crime control. Councilmember Mogged asked staff if the 2016 position, authorized in the CCCPD, is not for the community services officer, is it for a traffic officer. Assistant City Manager/Director of Public Safety Mike Holder replied this will be used to back fill that position to get traffic positions back up. Councilmember Mogged asked staff if the 2017 officer function is for traffic. Assistant City Manager/Director of Public Safety Mike Holder replied that is to get a community services officer. Mayor Kelly explained years ago the community services officer and a motor patrol officer were moved to patrol to put more boots on the ground with the intent to get the specialized areas later. Mayor Pro Tem Taylor stated he supports the police department completely and he wants to continue to meet the needs to keep crime under control; however, if we are deficient on those core elements, he wants to know that. He then asked staff if we are meeting the core needs of the community. Assistant City Manager/Director of Public Safety Mike Holder replied he believes this has been proven with the dramatic reduction in crime. 2c Fire Apparatus Replacement Program Fire Chief Brian Riley presented this item and briefed City Council. Captain Nick Cushing presented the replacement program analysis. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 5 Councilmember Mogged asked staff what dictates the life of the equipment, is it the number of hours on the engine itself. Captain Cushing replied it is a combination of the number of hours, technology, and regulated safety standards. Councilmember Mogged asked staff about the response time when needing to use a ladder truck versus engine/pumper. Chief Riley replied there will not be a big difference, especially with taller buildings, such as the high school, there are other departments who will respond with a ladder truck. Councilmember Short asked staff if the equipment deployment will change. Captain Cushing replied the response policy may have to be revised. Mayor Kelly asked staff if the product will be Pierce quality. Captain Cushing replied yes, and currently pricing units at the most efficient number possible. Mayor Kelly stated you get what you pay for, and we have always bought the best. He recommended still looking at getting the best quality. Councilmember Coplen asked staff about the number of miles that is being put on the vehicles to need the tire replacement. Captain Cushing replied the tires have been replaced every year, and the cost is anticipated. He added it is not necessarily the number of miles put on the vehicles that dictates the need to replace the tires, it is the actual wear and tear on them. Mayor Pro Tem Taylor asked staff if this plan is your choice as chief, or the previous chiefs. Chief Riley replied he understands the concern for that; however, throughout the country, the cost is too much and really slow apparatus, and they began using the smaller apparatus for less maintenance and quicker vehicles. He stated it is a good mix, for the most part, since the ladder truck is all support and the fire engine/pumper does all of the major work, such as interior tasks. Mayor Kelly asked staff if there continues to be two ladder trucks in reserve. Chief Riley replied yes. Mayor Pro Tem Taylor stated it seems with turnover, the strategy changes based on prerogative. Captain Cushing stated up until 2010, this plan was a sustainable program; however, going forward with the revised replacement program, the plan is sustainable to the year 2050. Mayor Kelly asked staff if future ladder truck purchases will have quint components. Captain Cushing replied it will still have a pump and hose, much like what Truck 2 is. Mayor Pro Tem Taylor asked staff if there is storage capacity with the pump and hose. Captain Cushing replied yes, the rear mount has 500 gallons on it. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 6 Mayor Pro Tem Taylor asked staff what makes it a quint. Chief Riley replied the quint has the water tank, the water pump, aerial and ground ladders, and fire hose. Mayor Kelly added a true truck does not have a pump, it only has a ladder; an engine/pumper has to be brought to pump the water through the truck. Mayor Kelly asked staff if Arlington uses a truck/pumper format. Chief Riley replied yes. Councilmember Short asked staff if the ladder truck has quint components, but it is not a quint. Captain Cushing replied yes, and further clarified the difference in each depending on the ladder length. Mayor Kelly asked staff if the estimate for the Hall-Johnson facility includes gutting the facility only, or adding on to it. Chief Riley replied it would be gutting it, and finishing it out the way it is now and working with an architect. Mayor Kelly asked staff if more of a component breakdown is available, in terms of what it would take to just gut it, and what it would take to reface it, or maybe complete it in stages, by adding the extra bay. Councilmember Short stated he believed he remembered the facility was going to be decommissioned. Mayor Kelly stated it cannot be decommissioned, or it will revert back to the cemetery. He stated the facility is needed for storage. Mayor Pro Tem Taylor asked staff if it will only be used for vehicle storage. Councilmember Short stated the vehicles would be used, but nobody is at the station. City Manager Jennifer Fadden explained only specialized equipment will be stored at this facility. Councilmember Coplen stated she would like to have a component breakdown for examining the cost. Mayor Pro Tem Taylor stated it will be nice to clean up the property. Mayor Kelly stated CFAA has looked at doing a paint job on the property in the fall. 2d Strategic Management System Update Strategic Services Manager Adrienne Lothery presented this item and briefed City Council. Mayor Kelly asked City Councilmembers if they are good with moving the citizen survey to October of 2016 for staff to be able to incorporate the results in the strategy map and business plans. Councilmembers agreed with the change. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 7 Councilmember Wollin asked staff about the number of choices on the survey (agree, disagree, etc.) Manager Lothery replied there were choices of 1-5, Disagree, strongly disagree, agree, strongly agree, and neutral. Councilmember Putnam asked staff why the best friend question is important on the survey. Manager Lothery replied Gallup views this question important as a barometer for relationships at work, and “best friend” defines that better. Councilmember Wollin asked staff if there was any training given to the employees prior to the administration of the employee survey. Manager Lothery replied staff explained in detail each question at the quarterly employee meetings. Mayor Kelly asked staff if Gallup provided guidance on where the range for these questions should be. Manager Lothery replied they provide the context on the right of the results as to where they rank in their database; primarily where the organization sets the goals for itself, such as safety and work place outcomes. Councilmember Coplen asked staff about the total number of employees in the City. City Manager Jennifer Fadden replied roughly 200. Mayor Pro Tem Taylor asked staff about the correlation of the numbers. Manager Lothery explained the survey results as it relates to the hundreds of thousands of other organizations. City Manager Jennifer Fadden replied about 3 million other organizations have taken the survey. Councilmember Wollin asked staff if the survey has been segregated with private versus public sector responses. Manager Lothery replied no, but she did ask if that was possible. She added there are other governmental agencies using this survey across the country. Mayor Pro Tem Taylor asked staff if the respondent scores really reflect us. Manager Lothery replied yes. City Manager Jennifer Fadden added for some of our jobs, we do compete with the private sector. Councilmember Putnam asked staff if they have data specifically for just the United States, as opposed to other geography. Manager Lothery replied she would ask the representative if they have that data, but they do not split out the private and public sector. Mayor Kelly agreed and stated foreign companies operate differently. Mayor Kelly asked staff if globally, other companies have a best friend at work. Manager Lothery replied yes. Mayor Pro Tem Taylor stated out of 200 employees, only six have a best friend at work. Manager Lothery replied no, the six is the percentage. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 8 Councilmember Short asked staff if the ADA improvements at City Hall are new regulations. Public Works Director Bob Lowry replied an audit was conducted at the City facilities, and most repairs are minor, and he further explained those repairs. Councilmember Short asked staff if the ADA requirements were in place when the facility was built. Director Lowry replied it was not completed correctly the first time. Mayor Pro Tem Taylor asked staff about the confusion of the requirements, especially since the items are inspected before we accept them. Director Lowry replied he can only speculate as to how the items were passed. Councilmember Short asked staff about the HVAC system at the Justice Center, is it more urgent that it should done quicker than in four or five years from now. Assistant City Manager/Director of Public Safety Mike Holder replied historically there have been issues with air flow into the court room, more so than an HVAC issue. Councilmember Wollin asked staff if it is more prudent to hire someone full time than to continue with contract labor for the urban forester position. City Manager Jennifer Fadden replied we have currently been outsourcing the plan review and field inspection work relative to Chapter 5 – Tree Preservation of the Land Development Code provisions. She stated staff believes it is more prudent to be more proactive in the enforcement of all of those provisions, as well as providing staff resources for trees on our public property. She stated staff believes this will enhance our enforcement efforts. Mayor Pro Tem Taylor asked staff if there is funding for the SH26 project inspector. City Manager Jennifer Fadden replied this position was identified at the end of the year, and a General Fund transfer from net revenue was used to pay for that position this year, and the plan is to do that until the project is complete. Mayor Pro Tem Taylor asked staff if this same position will be the project inspector for the Glade Road project. City Manager Jennifer Fadden replied not likely. She added the SH26 project is a project unto itself, and that person will need to remain focused on that. She stated additional staff resources may be requested for the Glade Road project. Mayor Pro Tem Taylor asked staff if the coordinator will report project delays. Engineer Hutt replied yes and the intent is to help minimize and identify these issues as much as possible. City Manager Jennifer Fadden clarified the SH26 project inspector and construction manager will be reporting to Public Works Director Bob Lowry. Mayor Pro Tem Taylor stated he wants to be able to utilize these resources to be able to answer questions in the community. City Manager Jennifer Fadden agreed, but stated the project is TxDOT’s project. City Council Worksession MINUTES June 18, 2015 City of Colleyville Page 9 Councilmember Wollin asked staff if the urban forester would be reporting to Deputy City Manager Chris Fuller. Deputy City Manager Chris Fuller replied they will report to the Community Development Department with an oversight from the Community Development Director Abra Nusser, who in turn reports to Deputy City Manager Chris Fuller. City Manager Jennifer Fadden added Director Nusser has experience with this too. 3. ADJOURNMENT There being no further business before the City Council, Mayor Kelly adjourned the City Council worksession at 8:33 p.m. APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 7TH DAY OF JULY 2015. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary