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HomeMy WebLinkAboutCity Council-Minutes-6/6/2016 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 Monday, June 6, 2016 6:30 p.m. Executive Conference Room Third Floor, City Hall 1. CALL TO ORDER 2. PRESENTATION AND DISCUSSION 2a Colleyville City Council Priority Setting Worksession 3. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, June 3, 2016 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 Monday, June 6, 2016 6:30 p.m. Executive Conference Room Third Floor – City Hall Mayor Richard Newton called the Colleyville City Council worksession to order on June 6, 2016, at 6:43 p.m. ROLL CALL: Mayor Richard Newton, Mayor Pro Tem Chris Putnam, and Councilmembers Tammy Nakamura, Bobby Lindamood, Jody Short, Nancy Coplen and Mike Taylor City Manager Jennifer Fadden, Deputy City Manager Chris Fuller, Assistant City Manager/Director of Public Safety Mike Holder, Communications and Marketing Director Mona Gandy, Chief Financial Officer Brian Hogan, Public Works Director Jeremy Hutt, Strategic Services Manager Adrienne Lothery, Information Systems Manager Chris Pena, and City Secretary Amy Shelley 2. PRESENTATION AND DISCUSSION 2a Colleyville City Council Priority Setting Worksession David Eisenlohr facilitated the worksession and assisted the City Council with establishing priorities. City Councilmembers made an expectations list/priorities for City Council: dialogue, trust building, transparency, common ground, staff understanding/policy direction, and teamwork. Councilmember Coplen expressed the following as her priorities: reduce the tax rate; keep working on Glade Road; SH26; continue with the water projects (infrastructure); and, come up with a unique branding, such as Grapevine being the Christmas capitol. Councilmember Nakamura expressed the following as her priorities: reduce the property tax; street repairs (more than just Glade Road); term limits; expand citizen committees; water rates; and define the comprehensive plan (density). Councilmember Lindamood expressed the following as his priorities: water rates and look at the tiered structure; Glade Road; Master/Comp Plan (redefine the standards); Charter term limits; tax rate; CIP; and citizen input. Councilmember Taylor expressed the following as his priorities: fiscal policy strength; SH26; Glade Road; 5 Year CIP; and public safety. City Council Minutes June 6, 2016 City of Colleyville Page 2 Councilmember Short expressed the following as his priorities: infrastructure development; community appearance and amenities (aesthetics of the City); public safety; opportunities for shared/regional cooperation; protecting neighborhoods; and promoting commercial development to broaden the tax base. Mayor Pro Tem Putnam expressed the following as his priorities: evaluate opportunities to reduce the tax rate; water rate structure and better evaluation for vendor management and seek alternatives; comp plan (density calculations, definitions, transition areas, and Land Development Code impacts); Glade Road (set street prioritization); Charter term limits and an ethics policy; and fiscal responsibility (zero based budget approach to know where the underlying expense levels are). Mayor Newton expressed the following as his priorities: comp plan (density, protect neighborhoods, quality standards); Land Development Code and ordinance revisions; SH26 (minimize impacts to business); CIP (other roads); Charter review of term limits and financial disclosure reports (City Manager and direct reports); water rate adjustments; and do more with the Senior Center land (to fit in with amenities). Mayor Pro Tem Putnam asked staff if there is something City Council has not considered, in terms of importance relative to public safety and policy review. Assistant City Manager/Director of Public Safety Mike Holder replied the main issues would be staffing, ongoing compensation issues with smaller pools of applicants, should something be done with the facility, and body cameras. Councilmember Short asked staff what percentage of the total budget is dedicated to public safety. City Manager Jennifer Fadden replied almost 50 percent of the General Fund. Assistant City Manager/Director of Public Safety Mike Holder added that on the fire side, it is not necessarily a policy issue, but we continue to see increases in emergency services. Councilmember Lindamood asked staff how much was not spent on the streets that was budgeted. Strategic Services Manager Adrienne Lothery replied what might appear to be leftover funds has historically been budgeted from the General Fund’s operating budget, but there are only 12 months to do the project before those funds begin to roll back to the fund balance, based on the fiscal calendar. She stated that because street projects can take longer than 12 months, at the end of that fiscal year, the money is set aside in the capital projects fund, because it is not an annual fund that has to be budgeted, it is more like a savings account; whereas, the General Fund is on a one year rolling basis and we do not want those dollars to disappear and not accomplish finishing those projects, whatever is not spent is set aside to continue paying those bills. Mayor Newton asked staff about how budgeting is done if there is no capital improvement budget. Manager Lothery replied the project funds are programmed City Council Minutes June 6, 2016 City of Colleyville Page 3 to transfer on day one, knowing it will be set aside to pay the invoices for the projects. Mayor Newton stated City Council wants to get into those budget structures to better understand it. Chief Financial Officer Brian Hogan stated what Manager Lothery explained is actually the cleanup process, instead of during it throughout the year as funds are expended, the funds are set aside at the beginning of the fiscal year, October 1. Mr. Eisenlohr had placed each of the City Council priorities on a board for ranking, and each City Councilmember and Mayor placed a numbered dot (1-8) by each priority. The following chart details the priorities and the rankings. Priority Rank Comp plan improvement (clarify) 1 Water rate restructuring 2 Street Capital Improvement Program 3 Glade Road 4 Property tax relief 5 Fiscal stewardship (umbrella idea, do all of these priorities with an eye toward stewardship) 6 SH26 project management and impacts 7 (tie) Charter revisions 7 (tie) Mr. Eisenlohr asked City Manager Jennifer Fadden if these rankings align with her thoughts. City Manager Jennifer Fadden replied yes. Mayor Newton stated more budget worksessions need to be scheduled, at least two more, to study the details and have questions answered. Councilmember Lindamood asked Mayor Newton how Glade Road receives TIF funding. Mayor Newton replied the TIF district boundary was changed in 2012 to include Glade Road. Councilmember Lindamood asked Mayor Newton who approved the amendment. Mayor Newton replied City Council. City Council Minutes June 6, 2016 City of Colleyville Page 4 Councilmember Lindamood asked Mayor Newton if other roads qualify for TIF funding. Mayor Newton replied it is a thought that can be explored. Mr. Eisenlohr asked City Council the following questions: • Having identified and ranked the City Council’s policy priorities, what are the immediate action steps needed to be taken to advance those priorities? • Are there any key administrative hurdles / obstacles that will have to be addressed? Councilmember Nakamura stated she would like to go through a budget process first before action plans are set. Councilmember Coplen stated there is a key staff position vacant in Community Development which hinders the advancement of the comp plan update. She stated she too would like to go through the 2017 budget process, and then set action steps; and get administrative guidance for hurdles before setting action steps; understand the impacts on staff. Mayor Newton stated he would like a red line of the comp plan; review PUD ordinance and the Land Development Code; make recommendations for a more robust straight zoning; interim water rate recommendation (water rate study leading to the new water rate by December 2016); Glade Road Phase 1 right-of- way acquisition plan to City Council; Glade Road Phases 2, 3, and 4 review with the focus on right-of-way acquisition options (currently at basic design, but will need one step beyond); and establish Charter revision process and timeline (worksession item). Councilmember Short asked Mayor Newton if there is a process for a Charter revision. Mayor Newton replied the process is to put revisions to a vote, as has been done in the past. He stated the question to consider is at what election date, November or May; if November, the timeline will move quickly. Councilmember Taylor asked Mayor Newton if he is considering a full Charter review. Mayor Newton replied it depends, he only has a couple of items to review, and the city manager has a few items as well. He stated the two items are term limits and financial disclosure. Councilmember Taylor asked Mayor Newton if the financial disclosure item could be accomplished through the passing of an ordinance. Mayor Newton replied it could be done that way; however, not for term limits. City Council Minutes June 6, 2016 City of Colleyville Page 5 Councilmember Taylor asked Mayor Newton if the capacity of staff has been considered given the action list. Mayor Newton replied yes, but the city manager has stated City Council should not worry about the resources, to some degree. Councilmember Short suggested compiling the existing citizen comments on the comp plan changes. City Manager Jennifer Fadden stated not having any other input to that effect, and asked for City Council to provide her with any input they have been given. Councilmember Lindamood suggested having a workshop with citizens. Mayor Pro Tem Putnam suggested having a Council level workshop for needed comp plan changes which will provide better guidance to staff. Councilmember Taylor and Coplen agreed. Mayor Pro Tem Putnam added Land Development Code updates and define transition areas more explicitly. Mr. Eisenlohr wrote the following on a chart: 1 Complete 2017 budget process – resource and staff implications 2 Receive administrative guidance on policy changes; impact on staff 3 Redline of comp plan – review PUD ord; review LDC; recommend more robust straight zoning 4 Review interim water rate recommendation 5 New water rate study/ New rate by Dec. 2016 6 Glade Road Phase 1 ROW acquisition plan to Council 7 Glade Road Phases 2, 3, 4, staff presentations w/ options and ROW acquisition requirements 8 Establish charter revisions process and timeline (worksession item) 9 Compile citizen comments on comp plan changes 10 Convene Council level workshop on needed comp plan changes – redline intent 11 Line item review of the proposed budget by City Council Mayor Newton stated items 3, 9, and 10 are all the same. Councilmember Coplen agreed. City Council Minutes June 6, 2016 City of Colleyville Page 6 Mayor Newton asked Councilmember Coplen about how the budget process impacts the other steps. Councilmember Coplen replied it could affect the street CIP, water rate structure, fiscal stewardship, and property tax rates. Mayor Pro Tem Putnam stated a review of the CIP will help us to better understand the timing of what is currently in it through the budget process to know what the options are. City Manager Jennifer Fadden explained typically that would be part of what is covered during the budget process and we could do that sooner, but we are currently in the budget process. Mayor Newton stated City Council needs to consider two additional budget worksessions. City Manager Jennifer Fadden explained there are two currently scheduled for August 9 and 16. Mayor Newton stated he would like one before August 9 and one after August 16, and it is on the agenda to discuss tomorrow. City Manager Jennifer Fadden stated there is general agreement to do a line item review of the budget, and that will take more time than just one evening worksession. Councilmember Taylor asked City Council if they want to micromanage the budget. Councilmembers replied no. Mayor Pro Tem Putnam stated the previous City Council had lots of experience with the budget, and now a forensic look at the budget will provide a deeper look to provide insight to better understand everything. He added he would like to see the associated department details used to compile the budget, not just the summary level. Mayor Pro Tem Putnam asked staff if there is a way for staff to share with City Council how they manage it today, like templates. City Manager Jennifer Fadden replied yes and she will share it with them. Councilmember Taylor added it will be beneficial to the new Councilmembers to see the silos in which the funds are in, so that they understand how things can or cannot be moved. Mayor Pro Tem Putnam stated he would like a few examples. Councilmember Lindamood concurred, and stated it would be very helpful to him. Mayor Pro Tem Putnam stated maybe the next level of detail would be good. City Manager Jennifer Fadden stated the police department overview provided this evening was something we tried to accomplish with this detail. Councilmembers stated there were no numbers for them to see in the details. Councilmember Lindamood stated he would like to see the actual money committed for future projects, ready to go, in the CIP, whatever bids have been let out, he would like to see that information. City Manager Jennifer Fadden replied staff would provide the information. Councilmember Taylor asked staff if all of the budget documents are on the website. City Manager Jennifer Fadden replied yes, the ones that exist, others City Council Minutes June 6, 2016 City of Colleyville Page 7 have to be created. She stated there is a financial transparency page, and staff is in the process of rebuilding the website. Mayor Pro Tem Putnam stated there have been some pretty big issues, but Council has left a lot of guess work, and filling in the blanks for staff. He stated he believes Council needs to be more prescriptive for staff, and if that means more discussions have to take place to grind it out more, then that is what needs to take place. He stated staff should not have to guess about Council’s interpretation. He added we should leave meetings giving very clear direction. Councilmember Coplen concurred. Mayor Newton agreed and stated City Council should be as clear as possible, and the city manager should let City Council know when she has not been given clear direction. Councilmember Short agreed, and added as we do provide that greater level of clarity, City Council should be reasonable and realistic. Mayor Newton agreed. Councilmembers expressed their appreciation to Mr. Eisenlohr for his work. 3. ADJOURNMENT There being no further business before the City Council, Mayor Newton adjourned the worksession at 9:34 p.m. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 21ST DAY OF JUNE 2016. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary