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HomeMy WebLinkAboutCity Council-Minutes-7/21/2015 City of Colleyville Page 1 City of Colleyville City Council Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Tuesday, July 21, 2015 City Council Chambers PRE COUNCIL MEETING EXECUTIVE SESSION 4:30 P.M. EXECUTIVE CONFERENCE ROOM THIRD FLOOR CALL TO ORDER PC-1 Discussion and update about the Bedford Response Area of Colleyville (BRAC) PC-2 Discussion and update on the SH26/Colleyville Boulevard Construction Project PC-3 Discussion of Pleasant Run Park improvements PC-4 Discussion of potential amendments to Chapter 2 - Definitions and Chapter 5 - Tree Preservation of the Land Development Code PC-5 Discussion of compensation market study results and recommendations PC-6 Discussion of the July 21, 2015, City Council regular agenda items 1. EXECUTIVE SESSION - In accordance with Texas Government Code, Chapter 551, Subchapter D Section 551.071 - Legal - Consultation with attorney on legal issues raised by public hearing or action items on the agenda Section 551.071 - Legal - Consultation with attorney on contemplated litigation (Camden Lock LLC) Section 551.071 - Legal - Consultation with attorney regarding litigation - Billy McCullough v. City of Colleyville City Council Agenda July 21, 2015 City of Colleyville Page 2 Section 551.071 - Legal - Consultation with attorney regarding litigation - Michael S. Newman v. City of Colleyville and City of Keller Section 551.071 - Legal - Consultation with attorney regarding litigation - Village Monticello Partners, LTD. v. City of Colleyville Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of real property for City facilities Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations; deliberate the offer of a financial or other incentive to a business prospect RESUME REGULAR MEETING 7:30 P.M. CITY COUNCIL CHAMBERS INVOCATION: Jackie Stratton, Colleyville Baha'i Community PLEDGE OF ALLEGIANCE: City Attorney Matthew Boyle 2. EXECUTIVE SESSION READING AND PUBLIC HEARING: CONSIDER AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS DISCUSSED IN EXECUTIVE SESSION - Resolution R-15-3890 3. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS Announcements of civic and charitable events Presentation of calendar events and updates Announcements of awards and recognition Presentation of a donation to Special Olympics Texas from the Colleyville Old Tyme BBQ event - Doug Ray, Senior Development Director - Law Enforcement Torch Run, Special Olympics Texas and Mayor David Kelly 4. CONSENT: READING AND PUBLIC HEARING- Resolution R-15-3891 4a Approval of the minutes of the regular City Council meeting of July 7, 2015 City Council Agenda July 21, 2015 City of Colleyville Page 3 4b Approval of bid awards for medical insurance to Blue Cross Blue Shield; dental insurance to UNUM; and third-party administration of the flexible spending account and health reimbursement account to Total Administrative Services Corporation, and authorize the city manager to execute the agreements 4c Approval of a change order to the SH26 Reconstruction Project in the amount of $109,204.67 for construction of the Cotton Belt Trail from the bridge over Big Bear Creek to the south end of the retaining wall on SH26, and authorize the city manager to execute the change order 5. ORDINANCE(S): SECOND READING AND PUBLIC HEARING 5a Ordinance O-15-1961 Consideration of a zoning change from the R-40-Single Family Residential zoning district to the R-20-Single Family Residential zoning district on Lots 23A and 23D, Block 1, of the Westcoat Place Addition, located at 5805 Bettinger Drive, Case ZC15-010 6. RESOLUTION(S): READING AND PUBLIC HEARING 6a Resolution R-15-3892 Approval of a resolution dissolving the Colleyville Events Steering Committee, Colleyville Sidewalks Committee, Senior Center Advisory Committee, and Traffic Safety Advisory Committee 7. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 8. REPORTS Planning and Zoning Commission Meeting Minutes - June 8, 2015 Monthly Financial Report - June 2015 9. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR JULY 21, 2015 - READING AND PUBLIC HEARING - RESOLUTION R-15-3893 10. ADJOURNMENT City Council Agenda July 21, 2015 City of Colleyville Page 4 I hereby certify this agenda was posted on City Hall bulletin boards Friday, July 17, 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 Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, July 21, 2015 City Council Chambers Mayor David Kelly called the Pre Council meeting of the Colleyville City Council to order on July 21, 2015, at 4:46 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, Deputy City Manager Chris Fuller, Assistant City Manager/Director of Public Safety Mike Holder, Assistant Police Chief Robert Hinton, Fire Chief Brian Riley, 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, City Attorney Matthew Boyle, and City Secretary Amy Shelley PC-1 Discussion and update about the Bedford Response Area of Colleyville (BRAC) Fire Chief Brian Riley presented this item and briefed the City Council. Councilmember Short asked staff if the responses and calls from the previous slide are the same thing. Chief Riley replied there is a slight difference, in that staff looked at the calls that Bedford units made into the BRAC area. He stated if Colleyville had to also respond into the BRAC area, those calls were not counted as one in which Bedford responded to by themselves. Mayor Kelly asked staff if Bedford will still be a part of the mutual aid agreement. Chief Riley replied yes. Mayor Kelly asked staff if the cities of Bedford and/or Hurst have been primary back-up for medical assistance. Chief Riley replied it has been Bedford. Councilmember Mogged asked staff where the back-up units from Bedford come from. Chief Riley replied from Bedford’s Fire Station 2 on Martin Drive. Councilmember Putnam asked Mayor Kelly if the payments ever changed. Mayor Kelly replied no, even though the response area for Bedford was reduced. City Council Minutes July 21, 2015 City of Colleyville Page 2 Mayor Pro Tem Taylor asked staff who will respond if the south end of town is flooded by the creeks. Chief Riley replied Colleyville will respond, and will ask Bedford for assistance through the mutual aid agreement. Councilmember Putnam asked staff if the mutual aid agreement will not be viewed differently with the removal of revenue through the BRAC contract. Chief Riley replied at this time, staff has not noticed a change. Councilmember Mogged asked staff if there is a bond associated with the contract. Mayor Kelly replied it was a payment for services for the southern part of the City, but as it was reduced, there were no considerations given to reduce those payments. He stated the mutual aid agreements are still in place. Mayor Pro Tem Taylor stated it appears that we have not needed this contract for several years, since we have a good mutual aid agreement with all neighboring cities. Mayor Pro Tem Taylor asked staff if they want to extend this agreement. Chief Riley replied City Council has that option. Mayor Pro Tem Taylor stated being in favor of not extending the contract. Mayor Kelly stated the City approached Bedford about getting out of the contract, but because there was not an “escape” clause, Bedford was not willing to let us out of the contract. Councilmember Coplen asked where the funds will go once the contract is no longer being used. Mayor Kelly stated about five or six years ago, these funds were slated to be used toward fire personnel. Councilmember Short asked staff if that dollar amount is needed for firefighters. Mayor Kelly stated it has been coming out of the General Fund, but now these funds can be slated for fire personnel so the General Fund can now be used toward other projects. Councilmember Wollin asked staff if a formal resolution needs to be approved to terminate this agreement, or will a courtesy notice be sufficient. City Manager Jennifer Fadden replied she did not believe the contract states a formal City Council resolution is necessary. Councilmember Putnam asked staff if Bedford knows why we are doing this. Mayor Kelly replied Bedford had been notified that Colleyville would not be looking to extend the contract. Mayor Pro Tem Taylor stated these funds have been slated to offset other expenses. City Council Minutes July 21, 2015 City of Colleyville Page 3 PC-2 Discussion and update on the SH26/Colleyville Boulevard Construction Project Public Works Director Bob Lowry presented this item and briefed the City Council. Councilmember Mogged asked staff if the contract incentives and penalty fines are based on substantial completion. Director Lowry replied yes, that is the driving force. He explained the liquidated damage is $1,400 a day and the dis-incentive for not meeting the date of June 10, is $2,000 a day. He stated as of July 25, the contractor will have been assessed $46,000 in liquidated damages and $89,000 in dis-incentives. He stated this will continue at the rate of $3,400 a day until they meet substantial completion. Mayor Kelly stated the trail seems expensive. Director Lowry replied the charge for concrete is actually reasonable, and the original cost was at $150,000. Mayor Pro Tem Taylor asked staff if the original bid had the trail in it. Director Lowry replied no. Mayor Pro Tem Taylor stated he believed the trail was in the original plans. Director Lowry replied the construction of the trail was not in the original contract. He stated it was a known fact there was going to be a trail there; however, the bid TxDOT awarded in 2010 did not include the trail cost in the plans. He stated the trail was designed, and then once the plans were complete TxDOT was given those plans to negotiate the change order to pay for the construction of the trail. Mayor Pro Tem Taylor stated he believed the trail was included in the enhancements. Director Lowry stated the enhancements included in the original planning agreement were powder coated signal poles, the back-lit street name signs, and colored stamped concrete on the bridge and crosswalks. Mayor Pro Tem Taylor stated for $5,000,000 he thought the trail was included. Mayor Kelly stated originally TxDOT was going to construct the roadway and then the Cotton Belt Trail would be constructed. He stated he believed with the change order, the cost would be better. Mayor Pro Tem Taylor asked staff if the trees are representative of what is currently located on the property at 6950 Colleyville Boulevard. Director Lowry replied yes, fairly, and staff will ensure trees are not cut down for the trail. Mayor Pro Tem Taylor asked staff if there is a drop off at the back of the curb. Director Lowry replied there will be a two foot clear zone, then it will slope down safely. City Council Minutes July 21, 2015 City of Colleyville Page 4 Mayor Pro Tem Taylor stated he believes people will walk on the grass versus using the trail. Mayor Kelly suggested having a barrier, of some sort, to prevent pedestrians from walking on the grass versus the trail. Councilmember Short asked staff if retaining walls are necessary. Director Lowry replied not sure how fast bikers will travel on the trail, but this is just a preliminary design. Councilmember Mogged asked staff if landscaping will be included in the pedestrian walkway, adjacent to the roadway, from the bridge to 6950 Colleyville Boulevard. Director Lowry replied yes. Mayor Kelly asked staff if the pedestrian railing was offered by TxDOT for the bridge. Director Lowry replied yes, at one time they did; however, the railing is not crash resistant for an automobile and TxDOT will not allow it on the bridge. Councilmember Mogged stated the railing is just to keep pedestrians from getting onto the highway. Director Lowry concurred. Mayor Kelly stated having concerns about pedestrians on the bridge, but TxDOT states this meets the state highway standards. Mayor Pro Tem Taylor asked staff if this railing would be on each end of the bridge. Director Lowry replied it would only be on Colleyville’s end of the bridge because Grapevine does not want to have it. Mayor Kelly stated the railing would be in the landscaping. Mayor Pro Tem Taylor asked staff how far from the back of the curb does it have to be. Director Lowry replied 18 inches from the back of the curb; however, there is a new standard of 48 inches and with this, the railing would have to be mounted to the trail. Councilmember Short stated the railing has no functionality. Councilmembers concurred the railing is not necessary. Director Lowry stated he would inform TxDOT. Mayor Pro Tem Taylor stated having concerns if this current contractor bids for the next phase of this project. He asked staff if the new employee will be responsible for this project. Director Lowry replied he and City Engineer Jeremy Hutt have been more involved with the project from the final part of the design, and Teague, Nall & Perkins have been very responsive. Mayor Kelly stated staff was not allowed to review Phase I plans; however, we will be looking at the next phases, especially since, in the end, we will have the roadway. Mayor Pro Tem Taylor stated it will be important to have the right person oversee the project. City Manager Jennifer City Council Minutes July 21, 2015 City of Colleyville Page 5 Fadden stated TxDOT will need to be receptive to Colleyville staff in working with them. Councilmember Mogged asked staff what is the recommendation to take advantage of the available resources, to best support and move forward at a good pace, and be completed with the right result. Director Lowry stated regular updates are helpful. He stated there are several different methodologies to bid the project, and the key will be in getting the larger construction companies to actually bid the project for TxDOT. Mayor Pro Tem Taylor asked staff if we need to consider the timeframes in the agreement, such as extended construction hours to help move the project along faster. Mayor Kelly stated he would like a hard and fast end date for the project. Mayor Kelly stated it is important for TxDOT to understand 80 percent of the funds for this project were local and county funds, not federal funds. He stated he believed people would be upset if, at the end of the project, the contractor is given anything during the settlement of the contract. Director Lowry stated the project is currently over the budgeted amount by over $1.2 million. Mayor Pro Tem Taylor asked staff if the cost overruns offset the penalties. Director Lowry replied yes. Mayor Kelly asked staff if the cost overruns have been relative to the bridge. He stated Colleyville should not be hit for those costs, especially since those changes were done afterward. Director Lowry replied after the project is complete, a project audit will be completed, to see if any refunds are necessary. He added Colleyville was capped and could not be asked for more funding. Councilmember Short stated he does not believe Colleyville will get anything refunded. Mayor Kelly stated the bridge overruns should not be considered into our cost overrun, because TxDOT changed their mind at the state level. Councilmember Short suggested bringing a rendering of the intersection or some of the features of the bridge. Mayor Kelly stated the new intersections should emulate the completed intersection. City Manager Jennifer Fadden stated City Council can send their ideas, in terms of lighting fixtures, to her. Mayor Pro Tem Taylor stated he would like 3D renderings. Councilmember Short concurred and stated pictures help to understand the design. Councilmember Mogged asked staff when an update for Phase II would be available. City Manager Jennifer Fadden replied the Phase II update will be given at the next meeting. City Council Minutes July 21, 2015 City of Colleyville Page 6 PC-3 Discussion of Pleasant Run Park improvements Parks Manager James Hubbard presented this item and briefed the City Council. Patrick Dunagan, President of the Colleyville Soccer Association, was also present to answer any questions. Councilmember Putnam asked staff if the fields are back into competition level fielding. Manager Hubbard stated the rain was a significant factor, as well partnering with Growing Innovations and using their techniques has greatly enhanced the fields. Mayor Kelly stated it is difficult to maintain a competition field which requires heavily watering to maintain grass when drought conditions are in place. Councilmember Putnam asked staff if over seeded grass needs more water. Manager Hubbard replied it requires more water, especially in the implementation period of germination for 14 days. Councilmember Coplen asked staff if the baseball fields are over seeded. Manager Hubbard replied the baseball fields have been over seeded historically; however, it has not been over seeded during these years in which the soccer complex was not. Councilmember Putnam asked staff if it was for the same drought reasons. Manager Hubbard replied drought management and rye grass provides a benefit to soccer in terms of the wear. He stated for baseball, the wear patterns are so spread since players are in different locations or may stand in different locations each time. Councilmember Mogged asked staff about the lighting and fencing replacement. Manager Hubbard replied not having estimates for the lighting; however, the fencing would be approximately $40,000. Councilmember Putnam asked staff if this will fix lighting for the practice fields, or just improve the lighting on the practice fields where lighting currently exists. Manager Hubbard replied existing lighting; however, it may be good to consider all lighting. He stated the probable cost of the lighting will not be considered in the scope of the proposed $15,000 for the engineered construction documents received. Councilmember Wollin asked staff if there are any select teams using the practice fields. Manager Hubbard replied yes, the fields are rented to not conflict with Colleyville Soccer Association. Councilmember Coplen asked staff when the last time the fields were graded. Manager Hubbard replied not knowing. City Council Minutes July 21, 2015 City of Colleyville Page 7 Mayor Kelly stated one item to be discussed is whether or not it is the responsibility of Colleyville to provide practice fields for teams versus Colleyville providing the competition fields. Councilmember Mogged asked Mayor Kelly if funds were raised for practice fields for baseball. Mayor Kelly replied they raised funds for batting cages. Councilmember Short asked Mayor Kelly if we have no other practice facilities for baseball. Mayor Kelly replied Colleyville has Reagan Park. Councilmember Putnam asked Mayor Kelly what would be done with the property otherwise. Mayor Kelly stated the soccer association could take over the practice fields for maybe $1 a year. Councilmember Putnam asked Mayor Kelly if more game fields are needed. Mayor Kelly replied the competition fields have been limited to games only, and no practice. He added the game fields could be opened up for practice; however it will lessen the quality of the field. Councilmember Coplen stated if more game fields are need, these fields could be used for games. Mayor Pro Tem Taylor asked staff if the program has grown to have this need from previous year’s participation. Manager Hubbard replied the numbers have remained flat-lined, except for the interest sparked after the World Cup. Councilmember Putnam asked staff if this is the number one participatory sport in Colleyville. City Manager Jennifer Fadden replied when adding baseball and softball together, they compare with the number of soccer participants. Mayor Pro Tem Taylor stated there is no data to support the need. Manager Hubbard replied there will be no more acreage available to provide more fields. The only options may be to extend the hours for practice time and provide more lighting. Councilmember Putnam stated by improving our park facility for the number one participatory sport is a clear benefit. Councilmember Coplen agreed, and stated the practice fields are in horrible shape. Councilmember Short stated it has been really tough on the turf with the drought having been in place for the last three years. Councilmember Coplen stated the fields need to be graded. Mayor Pro Tem Taylor stated being open to this, but he would like the data to support it. Councilmember Mogged asked staff if the data would be hard to obtain. Manager Hubbard replied no. Councilmember Putnam stated he would like the data compared against the soccer participation numbers. City Council Minutes July 21, 2015 City of Colleyville Page 8 Mayor Pro Tem Taylor stated if the trend is up, then long term, the fields need to be graded correctly, and practice fields need to remain for practice. He stated people brag about our competition fields. Councilmember Mogged stated it is important to look at the issues for the long term. Mr. Dunagan stated the soccer association has tried to come up with a plan to improve the lighting. Councilmember Coplen stated it will be necessary to take into consideration, with the funding options, to include the willingness of the soccer association to donate $8,000 annually. Mayor Kelly stated something to discuss is whether or not the practice fields need to be underground irrigated. Councilmember Coplen stated the fields need to be smooth. Mayor Kelly stated that does not mean they would need to be competition level fields. Mayor Pro Tem Taylor stated he would like to master plan this project to look at this long term. He believed it needs to stay at the practice level, but the fields need to be safe. He stated irrigation and lighting need to be considered to be able to utilize the entire property. He stated it should be open play for anyone, especially during the off season. Mayor Kelly stated if the playing regulations are going to change, with playing time increased, it may be necessary to cap the number of participants to be able to handle the number of games. Councilmember Putnam asked staff if we have adequate game field capacity. Mayor Kelly stated today we cover all the games at current levels; however, with the rules changing, we may reach a maximum. Councilmember Putnam stated if we are going to spend the money for the redevelopment, maybe if there is a need, game field capacity may need to be increased. Mayor Pro Tem Taylor stated he would rather master plan this to do it right. Councilmember Putnam asked staff if the expanded scope would just include the lighting. Manager Hubbard replied lighting, and if the eastern half is improved as well. Councilmember Coplen stated it will be good to see all of it master planned. Mayor Kelly stated it will help to know where the accommodations are made when the rules change. City Council Minutes July 21, 2015 City of Colleyville Page 9 Mayor Pro Tem Taylor stated a master plan helps with fundraising efforts. Councilmember Putnam asked staff if the community wants this playground. Mayor Kelly stated the parks master plan does include a playground at this park. City Manager Jennifer Fadden stated this is the largest City park without playground equipment. Mayor Kelly added there are also considerations of putting a park in the baseball complex. Councilmember Short stated the public involvement component of the survey indicated this as well. Councilmember Wollin stated there are no other parks in this area. Mayor Kelly stated when there are no games, this will be a highly used amenity for the area. Councilmember Coplen asked staff about the concerns from the soccer association about the playground. Manager Hubbard replied the concern is the location, relative to the supervision of children playing. Councilmember Mogged stated that area seems to be appropriate due to the sidewalk configuration. Councilmembers concurred with moving forward with the proposed playground equipment. Manager Hubbard replied it would be done between playing seasons. Mayor Kelly recessed the Pre Council meeting at 6:44 p.m. Mayor Kelly resumed the Pre Council meeting at 8:02 p.m. PC-4 Discussion of potential amendments to Chapter 2 - Definitions and Chapter 5 - Tree Preservation of the Land Development Code Community Development Director Abra Nusser presented this item and briefed the City Council. Mayor Pro Tem Taylor asked staff what does “minimal” mean. Director Nusser replied this is a preview of the future updates, but staff will be proposing industry standards later. Mayor Pro Tem Taylor stated the trees, which currently exist on the property, should be taken into consideration. He stated minimal could be based on caliper inch. Mayor Kelly stated a tree canopy is 50 percent and may dictate the number of trees preserved. Mayor Pro Tem Taylor stated he would like to ensure all language is specific, but defined so it can be understood by the average person. Director Nusser agreed. City Council Minutes July 21, 2015 City of Colleyville Page 10 Mayor Kelly stated six inch caliper trees need to be evaluated to see if a viable standard is six inches. Director Nusser agreed, and stated this is an example of a substantive change. Councilmember Wollin stated sometimes it takes time for trees to die from damage done more recently, in other words, trees may not die right away. Director Nusser agreed. Councilmember Mogged stated these tree code problems have surfaced as these regulations have been in place. He then asked staff if there is something more modern that could be used. Director Nusser stated staff has not identified any problems with the implementation of the content of the ordinance, mostly issues customers have had with understanding the regulations. She added industry standards evolve constantly. Mayor Pro Tem Taylor asked staff about the genesis of this project. Director Nusser replied the implementation of the new ordinance, and due diligence efforts to apply during the development process to remain proactive. Mayor Pro Tem Taylor asked if we are just dealing with tree preservation. Director Nusser replied code amendments should be constant, but currently, this is the only section staff is focusing on. City Manager Jennifer Fadden added with the adoption of the comprehensive plan, a full amendment of the Land Development Code may be necessary. Mayor Pro Tem Taylor asked if Chapter 2 contains all of the definitions in the Land Development Code. Director Nusser replied yes, but only tree related terms are being evaluated, at this time. Mayor Pro Tem Taylor asked staff about the target date for the comprehensive plan. Director Nusser replied draft is currently under review with staff, and then the Comprehensive Plan Advisory Committee will meet, and then it will be ready for a public hearing, by the end of the year. Mayor Kelly suggested staff look at the tree code relative to the commercial versus residential sides. He stated currently the tree code may be too onerous on the commercial side. Mayor Pro Tem Taylor stated the ordinance should recognize limitations with tree species. Director Nusser agreed. Councilmember Short stated tree buffer versus underbrush coverage should be considered as well. Councilmember Short stated the ordinance should encourage good design. Director Nusser agreed, and stated the native tree stand is a good example of this. City Council Minutes July 21, 2015 City of Colleyville Page 11 Mayor Kelly suggested tree buffer versus vegetative buffer should be considered. Councilmember Short agreed, words or terms should be defined. PC-5 Discussion of compensation market study results and recommendations Human Resources Director Rachel Huitt presented this item and briefed the City Council. Councilmember Mogged asked staff if there was a noticeable difference in the public versus private sector. Director Huitt replied there was not. She stated the actual study indicated all industries in Texas were coming in at 3.1 percent, with the public sector coming in between 2.4 and 2.9 percent. Councilmember Putnam asked staff how hard it is to get a more granular comparison. He stated he has never seen how we compare to our peer cities. Director Huitt replied she has spreadsheets for each position with surrounding cities that she has composed manually. She stated it is difficult for her to get private sector information, to help with the private sector component of Colleyville’s compensation plan, because the private sector will not respond. Councilmember Putnam stated he would like to see the benchmarks for our peer cities. Mayor Kelly stated it has been shown in the past with firefighter and police officer positions. Mayor Pro Tem Taylor stated there is something wrong with the biggest difference in the two options. He stated Option 2 is seven times more than Option 1. Director Huitt replied the 46 people affected by Option 1, are the lowest paid, or entry level, positions. She stated the actual increase amount is smaller for those entry level positions. She added if increases are given across the board, the amount is larger because of the director level, or top out, positions, or total payroll. Mayor Pro Tem Taylor asked staff where we are going to be next year if we do not do something about it. Director Huitt replied the advantage is having the merit system in place. She stated the new hires are not eligible for the increase, so the merit component is important to keep in place to keep people moving in the ranges. City Manager Jennifer Fadden stated with the severe issues with compression in the past, there were years where no funds were available for the merit pool. Mayor Pro Tem Taylor asked staff if 3.5 percent is spent on the merit or is 2.5 percent actually being spent. Director Huitt replied the pool is budgeted for benefit, merit, and market. Councilmember Putnam asked staff if the same population of employees, who were moved up last year in their bands, are available for the 2.6 percent. City City Council Minutes July 21, 2015 City of Colleyville Page 12 Manager Jennifer Fadden replied yes, because those employees are still at the bottom of their range. Councilmember Putnam asked staff what number of employees are available for both merit and market adjustment. Director Huitt replied 46 employees are affected by the 2.6 move on the minimum, but not all can receive a merit because they have not been here 12 months. Councilmember Short asked staff if police and fire went to this banded system. City Manager Jennifer Fadden explained in 2012, a police compression adjustment was made which then spread them out in the existing pay ranges. She stated in Fiscal Year 2014, there is a new pay range for police officers. She stated it was done in two steps. Councilmember Short asked staff if all employees are in this system. City Manager Jennifer Fadden replied yes, and the annual merit helps to move people in their range. Mayor Pro Tem Taylor asked staff if the 2.6 percent budget is to accomplish these moves. City Manager Jennifer Fadden replied yes. Councilmember Putnam asked staff about the dollar amount for the aggregate for last year. City Manager Jennifer Fadden replied it was six figures, around $400,000, with last year being in the $70,000 range. Mayor Pro Tem Taylor asked staff if the $20-50,000 cost is the comprehensive study. Director Huitt replied yes. Mayor Pro Tem Taylor asked staff if the same consultant will be updating their own work. Director Huitt replied she would send this out for bid. Mayor Pro Tem Taylor asked staff if the band system is working. City Manager Jennifer Fadden stated the band system is working; however, it is difficult to keep positions filled in some areas, such as development, primarily from a compensation perspective. Councilmember Short asked staff if the Gallup survey provided some input in how things are working in the system. City Manager Jennifer Fadden replied not really. Mayor Pro Tem Taylor asked if staff is bringing forward those positions to City Council in which they are having a difficult time in filling. City Manager Jennifer Fadden replied yes. Mayor Pro Tem Taylor asked staff if the employees rate themselves, and then the supervisor rates the employee. Director Huitt replied yes, and it is an opportunity for the employee and the supervisor to meet about expectations. City Council Minutes July 21, 2015 City of Colleyville Page 13 Mayor Pro Tem Taylor asked staff if the improvement plan helps to set out expectations. Director Huitt replied yes, if there are problems, the employee will either correct their problems, or they will no longer be employed. Councilmember Mogged stated an employee could get different assessments from different supervisors; therefore, getting consistent evaluations could be problematic. City Manager Jennifer Fadden stated the executive team looks at every evaluation and if they are not consistent, the evaluation is sent back for correction. Councilmembers concurred with rolling out Option 1 in Fiscal Year 2016, and budgeting for the comprehensive study. City Manager Jennifer Fadden stated staff will provide peer cities’ benchmarked information, not by positions, and in terms of adjustments. Councilmember Putnam asked if there is a benefit analysis. City Manager Jennifer Fadden explained there was one done recently, but a real quick survey could be done with TMRS. Councilmember Putnam stated he did not want data to be created, but anything staff has will be good. Councilmember Coplen stated she would also like the data on the hard positions to fill, in addition to the information provided to Councilmember Putnam. Mayor Kelly adjourned the Pre Council meeting items at 9:11 p.m. PC-6 Discussion of the July 21, 2015, City Council regular agenda items There was no discussion of this item. The regular meeting of the Colleyville City Council was called to order by Mayor Kelly at 7:31 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, Deputy City Manager Chris Fuller, Assistant City Manager/Director of Public Safety Mike Holder, Assistant Police Chief Robert Hinton, Fire Chief Brian Riley, Human Resources Director Rachel Huitt, Economic Development Director Marty Wieder, Recreation and Library Director Mary Rodne, Parks Manager James Hubbard, Colleyville Center Manager Leslie Hill, Community Development Director Abra Nusser, Public Works Director Bob Lowry, City Engineer Jeremy Hutt, Finance Manager Karen Hines, Communications and Marketing Director Mona Gandy, Strategic Services Manager Adrienne Lothery, City Council Minutes July 21, 2015 City of Colleyville Page 14 Information Systems Manager Chris Pena, City Attorney Matthew Boyle, and City Secretary Amy Shelley 1. EXECUTIVE SESSION - In accordance with Texas Government Code, Chapter 551, Subchapter D Section 551.071 - Legal - Consultation with attorney on legal issues raised by public hearing or action items on the agenda Section 551.071 - Legal - Consultation with attorney on contemplated litigation (Camden Lock LLC) Section 551.071 - Legal - Consultation with attorney regarding litigation - Billy McCullough v. City of Colleyville Section 551.071 - Legal - Consultation with attorney regarding litigation - Michael S. Newman v. City of Colleyville and City of Keller Section 551.071 - Legal - Consultation with attorney regarding litigation - Village Monticello Partners, LTD. v. City of Colleyville Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of real property for City facilities Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations; deliberate the offer of a financial or other incentive to a business prospect Mayor Kelly explained the Executive Session had been called in accordance with the Texas Government Code, Chapter 551, Subchapter D, Section 551.071, Legal, Section 551.072, Real Estate, and Section 551.087, Economic Development. He further explained there would be no decisions made or action taken during this time. The meeting was recessed at 6:44 p.m. and reconvened at 6:45 p.m. INVOCATION: Jackie Stratton, Colleyville Baha'i Community PLEDGE OF ALLEGIANCE: Assistant City Attorney Ben Stool 2. EXECUTIVE SESSION READING AND PUBLIC HEARING: CONSIDER AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS DISCUSSED IN EXECUTIVE SESSION - Resolution R-15-3890 This resolution was not needed. City Council Minutes July 21, 2015 City of Colleyville Page 15 3. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS Announcements of civic and charitable events Presentation of calendar events and updates Announcements of awards and recognition Councilmember Wollin announced the closing of the summer reading program and encouraged everyone to attend the Summer Reading Grand Finale in the green space in front of the Colleyville Public Library at 110 Main Street on Friday, July 31, 2015, from 5:30 to 8:30 p.m. Presentation of a donation to Special Olympics Texas from the Colleyville Old Tyme BBQ event - Doug Ray, Senior Development Director - Law Enforcement Torch Run, Special Olympics Texas and Mayor David Kelly Mayor David Kelly and Charlie and Faye Hall, Hall’s Grocery in Colleyville, presented Doug Ray, Senior Development Director - Law Enforcement Torch Run, Special Olympics Texas, with a check in the amount of $38,046.11, from the 2015 Old Tyme BBQ event. Colby Bannister, Team USA athlete and representative of the 2011 World Summer Games in Athens, Greece, Doug Ray, and Mayor David Kelly presented Charlie Hall with the Coach Alfozono’s Unsung Hero Award. 4. CONSENT: READING AND PUBLIC HEARING- Resolution R-15-3891 4a Approval of the minutes of the regular City Council meeting of July 7, 2015 4b Approval of bid awards for medical insurance to Blue Cross Blue Shield; dental insurance to UNUM; and third-party administration of the flexible spending account and health reimbursement account to Total Administrative Services Corporation, and authorize the city manager to execute the agreements 4c Approval of a change order to the SH26 Reconstruction Project in the amount of $109,204.67 for construction of the Cotton Belt Trail from the bridge over Big Bear Creek to the south end of the retaining wall on SH26, and authorize the city manager to execute the change order Mayor Kelly read Resolution R-15-3891 in its entirety. Mayor Kelly opened the public hearing at 7:49 p.m. There was no one present wishing to speak and Mayor Kelly closed the public hearing at 7:49 p.m. City Council Minutes July 21, 2015 City of Colleyville Page 16 Mayor Pro Tem Taylor made a motion to approve Resolution R-15-3891. Councilmember Mogged seconded the motion. The motion to approve carried by the following vote: Aye: 7 - Mayor Kelly, Mayor Pro Tem Taylor, Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, Jody Short, and Nancy Coplen 5. ORDINANCE(S): SECOND READING AND PUBLIC HEARING 5a Ordinance O-15-1961 Consideration of a zoning change from the R-40-Single Family Residential zoning district to the R-20-Single Family Residential zoning district on Lots 23A and 23D, Block 1, of the Westcoat Place Addition, located at 5805 Bettinger Drive, Case ZC15-010 Mayor Kelly read the caption of Ordinance O-15-1961. Mayor Kelly opened the public hearing at 7:50 p.m. There was no one present wishing to speak and Mayor Kelly closed the public hearing at 7:50 p.m. Councilmember Wollin made a motion to approve Ordinance O-15-1961. Mayor Pro Tem Taylor seconded the motion. The motion to approve carried by the following vote: Aye: 7 - Mayor Kelly, Mayor Pro Tem Taylor, Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, Jody Short, and Nancy Coplen 6. RESOLUTION(S): READING AND PUBLIC HEARING 6a Resolution R-15-3892 Approval of a resolution dissolving the Colleyville Events Steering Committee, Colleyville Sidewalks Committee, Senior Center Advisory Committee, and Traffic Safety Advisory Committee Mayor Kelly read Resolution R-15-3892 in its entirety. City Secretary Amy Shelley presented this item and briefed City Council. Mayor Kelly opened the public hearing at 7:54 p.m. There was no one present wishing to speak and Mayor Kelly closed the public hearing at 7:54 p.m. City Council Minutes July 21, 2015 City of Colleyville Page 17 Mayor Kelly made a motion to approve Resolution R-15-3892. Councilmember Putnam seconded the motion. Councilmember Short asked staff when the last time the committees met. City Secretary Amy Shelley stated she did not have the information readily available. Mayor Kelly added the Traffic Safety Advisory Committee had not met in 18 months or so. He stated the Sidewalk Committee has not met in over a year. He stated appointments had not been made to some of these committees until it was decided if the appointments were necessary. He stated the Colleyville Events Steering Committee had been meeting, but the events had been set and there was really no reason for them to meet. He stated the same thing holds true for the Senior Center Advisory Committee. He stated residents are appointed, but they do not meet. He stated these groups have met their purpose, but at any time, City Council can bring them back, if necessary. Councilmember Mogged stated these committees have fulfilled their mission or purpose. He stated this is a good housekeeping to sunset groups that have fulfilled their mission. The motion to approve carried by the following vote: Aye: 7 - Mayor Kelly, Mayor Pro Tem Taylor, Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, Jody Short, and Nancy Coplen 7. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There was no discussion of this item. 8. REPORTS Planning and Zoning Commission Meeting Minutes - June 8, 2015 Monthly Financial Report - June 2015 There was no discussion of this item. 9. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR JULY 21, 2015 - READING AND PUBLIC HEARING - RESOLUTION R-15-3893 This resolution was not needed. City Council Minutes July 21, 2015 City of Colleyville Page 18 10. ADJOURNMENT There being no further business before the City Council, Councilmember Coplen moved to adjourn, and Mayor Kelly seconded the motion. The motion carried with the following vote: Aye: 7 - Mayor Kelly, Mayor Pro Tem Taylor, Councilmembers Carol Wollin, Chuck Mogged, Chris Putnam, Jody Short, and Nancy Coplen APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 18TH DAY OF AUGUST 2015. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary