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HomeMy WebLinkAboutCity Council-Minutes-8/11/2015 City of Colleyville Page 1 City of Colleyville City Council Worksession Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Tuesday, August 11, 2015 6:00 p.m. Executive Conference Room Third Floor, City Hall 1. CALL TO ORDER 2. PRESENTATION AND DISCUSSION 2a Presentation and discussion of the proposed Fiscal Year 2016 (FY 2016) budget 3. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, August 7, 2015, by 5:00 p.m. Amy Shelley, TRMC City Secretary Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the City Secretary at least 48 hours in advance at 817.503.1133, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 City of Colleyville City Council Worksession Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, August 11, 2015 Executive Conference Room 6:00 p.m. Third Floor, City Hall Mayor David Kelly called the Colleyville City Council Worksession to order on August 11, 2015, at 6:00 p.m. ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor and Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, and Nancy Coplen ABSENT: Councilmember Jody Short City Manager Jennifer Fadden, Deputy City Manager Chris Fuller, Assistant City Manager/Director of Public Safety Mike Holder, Police Services Lieutenant Hillary Wreay, Fire Chief Brian Riley, City Engineer Jeremy Hutt, 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, Finance Manager Karen Hines, 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 2016 (FY 2016) budget City Manager Jennifer Fadden presented this item and briefed the City Council. Mayor Pro Tem Taylor asked staff about the doors at the fire station, given one station is newer. City Manager Jennifer Fadden stated the design of the bay doors at Fire Stations 1 and 3 are overhead type systems, which are wearing out, due to the amount of use in opening and closing. She added the proposal is to replace the overhead doors with bifold doors, similar to the doors at Fire Station 2. Fire Chief Brian Riley concurred, and further explained the operation of the proposed doors. Mayor Pro Tem Taylor asked staff why doors were not all designed the same way. Mayor Kelly stated the overhead doors were the traditional type doors at the time of construction, but most are now going to the bifold doors. Fire Station 2 has those doors, and has no problems. Mayor Pro Tem Taylor asked staff if the pricing includes both ends of the station stalls. Chief Riley replied just the front. City Council Worksession Minutes August 11, 2015 City of Colleyville Page 2 Mayor Pro Tem Taylor asked staff if the doors will be motor or manual driven. Chief Riley replied motor driven, but they can be open manually if something fails with the motor. Councilmember Mogged stated we must consider this when designing new facilities. Councilmember Wollin asked staff if the merit increases are five percent, stating she believed it was three percent. City Manager Jennifer Fadden replied the merit pool is based on an average of 3.5 percent. She stated the merit will be predicated on the funding available at the time of performance evaluations in March and April of 2016. She stated the structure allows for a maximum five percent merit increase for the highest performing employees that are also below the market rate in their job classification. She added the idea of the classification system is to keep pay structure relevant with market increases and adjustments, and to move employees through the ranges with merit adjustments. Councilmember Wollin asked staff about what other cities are doing, since five percent seems high. City Manager Jennifer Fadden replied it is estimated at an average of 3.5 percent across the organization, with no particular employee receiving more than five percent. She stated the 3.5 percent is consistent with our neighboring cities. Mayor Kelly stated there are a fixed amount of dollars for benefits, and if insurance costs are way up, that is less dollars for market rate adjustments. City Manager Jennifer Fadden replied two percent is forecasted each year from payroll. She stated the merit increases are the vehicle we have to help the employees move through their pay range. Councilmember Wollin asked staff if it will be spread out equally through the pay scales. City Manager Jennifer Fadden replied there are three ratings employees can earn 1) Needs improvement; 2)Successful; and 3)Exceptional and those vary throughout the organization, but most are rated as successful. She added the Needs Improvement rating does not receive a merit. Councilmember Mogged expressed his appreciation for an excellent budget presentation, and stated it is very ambitious. He then asked staff what we are doing to ramp up staffing. City Manager Jennifer Fadden stated she is confident those positions will be filled, and will be able to execute on those projects in the budget. She explained we have outsourced the development engineer, and will do so until the position is filled. She stated all construction inspector positions have been filled. Councilmember Putnam asked staff if they have had an opportunity to evaluate if there are any additional funding sources to increase the $3 million budget to take on more projects, or do resource constraints prohibit that. City Manager Jennifer City Council Worksession Minutes August 11, 2015 City of Colleyville Page 3 Fadden replied we are at maximum capacity to execute projects; however, if that is the desire of City Council, we would have to increase the project management side and costs. Mayor Kelly stated the SH26 and Glade Road projects are massive projects on their own. Councilmember Putnam asked staff if there are plans to address the intersection at McDonwell School Road and Westcoat during the rehab. City Manager Jennifer Fadden replied there is not, as the project is a full depth reclamation of Westcoat from John McCain Road to LD Lockett Road. Councilmember Putnam stated he would like for that intersection improvement to be considered, even if it has budget implications. Councilmembers Coplen and Mogged agreed. City Manager Jennifer Fadden stated it is not realistic to expect the full depth reclamation of Westcoat to be done and get a design completed for intersection improvements for fiscal year 2016. She stated it would likely need to be pushed to the future. City Engineer Jeremy Hutt concurred, and stated the Westcoat project was moved ahead in the project schedule; however, any major engineering efforts would delay it. Councilmember Mogged asked staff if any of the efforts of the full depth reclamation would be lost if we come back to do the intersection at a later time. Councilmember Putnam stated it would be redundant, but maybe not at a cost impact. Mayor Kelly suggested looking at it first, and then maybe pushing the project back to 2017 so that it can be done all at once. Mayor Pro Tem Taylor asked Councilmember Putnam if a roundabout is necessary. Councilmember Putnam stated not knowing what the solution may be. Mayor Pro Tem Taylor asked staff if a yield or three way stop sign could be placed there to help break up the traffic. Engineer Hutt stated the intersection can be evaluated, and staff could bring forward alternatives and recommendations as a Pre Council item, in the near future. Mayor Pro Tem Taylor asked staff what is being repaired with the $500,000. City Manager Jennifer Fadden replied any concrete street that might need repair, such as streets located in Highland Meadows and Ross Downs. She stated this is a one year proposal. Mayor Pro Tem Taylor asked staff if they are looking at identifying multiple projects as one project. City Manager Jennifer Fadden replied yes, there is a miscellaneous concrete contract. Mayor Kelly asked staff if we are still using the Arlington Buyboard. Engineer Hutt replied the concrete project was actually sent out for bid, and staff is using an on- call type service. City Council Worksession Minutes August 11, 2015 City of Colleyville Page 4 Mayor Pro Tem Taylor asked staff about the fiber line. Information Services Manager Chris Pena replied they are due to lay fiber late in October, beginning with GCISD. City Manager Jennifer Fadden stated this is a City of Grapevine project and the City of Colleyville is the third. They are going to wire the GCISD facilities in Grapevine first, then GCISD facilities in Colleyville. Manager Pena stated he does not know how the financing of the project is being done; however, it is a set fee for Colleyville. City Manager Jennifer Fadden stated once a service level agreement is in place, staff will have a better idea about the timeframe. Mayor Pro Tem Taylor stated he wants to be kept updated on this project. Mayor Pro Tem Taylor asked staff if they will actually need closer to $500,000 for the project rather than the noted $394,700. Manager Pena replied it will be closer to $500,000, if not under. He added staff is trying to get this project started. Councilmember Wollin asked staff if all positions will be filled beginning October 1. City Manager Jennifer Fadden replied as soon as the budget is adopted, we will likely post those positions. Councilmember Wollin asked staff about the status of the TIF fund balance. City Manager Jennifer Fadden stated between the original and new project plan, there is about $16 million. She stated those funds are split between infrastructure and roadway improvements, trails and amenities, and economic development grants. She stated there is still $3 million remaining in the original project plan that was unexpended from the Village at Colleyville asset repurchase agreement. She added all of the projections are predicated on having adequate cash to fund the project on the amount needed at that time. Councilmember Putnam asked staff about the projected balance after the $21 million. City Manager Jennifer Fadden replied the revised project plan calls for $44 million in projects, and of that, it is estimated $20 million in roadway improvements, $5.5 million for trail and amenities, and $15.7 million for economic development grants; however, the total cannot exceed $44 million in the project plan. She stated there are other funding sources projected for the Glade Road project. Mayor Pro Tem Taylor asked staff if $44 million is available from this day forward. City Manager Jennifer Fadden replied from November of 2012 through the expiration of the TIF in 2030, it is projected that an additional $44 million in projects are executable based on revenue projections. Mayor Pro Tem Taylor asked staff what economic development grants comprise of. City Manager Jennifer Fadden replied whatever the City Council defines as an economic development grant. Mayor Pro Tem Taylor asked staff if a parking garage, or plaza is included. City Manager Jennifer Fadden replied yes, it has to be a physical improvement or City Council Worksession Minutes August 11, 2015 City of Colleyville Page 5 project. She added it can also include associated costs with engineering, such as with the developer agreement completed with Centennial Real Estate with the Colleyville Downs property. Councilmember Wollin stated Colleyville’s TIF has been performing better than any other TIF. City Manager Jennifer Fadden replied yes, and that is what has allowed the City of Colleyville to amend the TIF to include additional projects. Councilmember Mogged asked staff what the balance draw down toward the 90 days will be. Strategic Services Manager Adrienne Lothery replied from the beginning fund balance as of September 30, 2015, will be 144 days, and at the end of 2016, 124 days is projected, leaving a drawdown of 20 days. Councilmember Coplen asked staff if the service areas in the departments include a percentage of increase in pay. City Manager Jennifer Fadden replied it does not include the merit pool, it is an increase in health insurance and any market adjustments in those areas. Councilmember Coplen asked staff where the merit pool is accounted for. City Manager Jennifer Fadden replied on page 93, compensation adjustments is $193,000, and it is the General Fund expenditure. Councilmember Putnam asked staff about the revenue recovery goal for the Colleyville Center, since we are contemplating the $170,000 investment for AV improvements. Colleyville Center Manager Leslie Hill stated the Center is at an 80 percent cost recovery. Councilmember Putnam asked staff if any of the equipment is for rental. Manager Hill replied these are just structural changes. Councilmember Putnam asked staff what the full-time marketing coordinator will be doing. Communications and Marketing Director Mona Gandy replied a major focus will be Facebook and Twitter Councilmember Wollin asked if the digitizing of the documents will be finished at the end of the next fiscal year. City Secretary Amy Shelley replied no, this project is slated for a few more years. Councilmember Putnam asked staff the approximate time in which the $18 million will be paid. City Manager Jennifer Fadden replied the utility fund debt is scheduled through 2019, and the General Fund debt is a minimal portion of that. She stated staff would send out the current debt schedule to City Council. Mayor Pro Tem Taylor asked staff if the information is required. City Manager Jennifer Fadden replied it will be included in the adopted budget document. City Council Worksession Minutes August 11, 2015 City of Colleyville Page 6 Councilmember Putnam asked staff if with the Five Year CIP was exclusively pay as you go method. City Manager Jennifer Fadden replied yes. Mayor Kelly stated the budget expresses the wants and desire of the residents. He stated it will be a very active upcoming year. He expressed his appreciation to staff in the preparation in the budget. City Manager Jennifer Fadden stated the budget will be brought forward for City Council adoption on the September 1, 2015 agenda. 3. ADJOURNMENT There being no further business before the City Council, Mayor Kelly adjourned the City Council meeting at 7:31 p.m. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 1ST DAY OF SEPTEMBER, 2015. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary