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HomeMy WebLinkAboutCity Council-Minutes-6/20/2016  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 20, 2016 5:30 p.m. Executive Conference Room Third Floor ­ City Hall 1. CALL TO ORDER  2. PRESENTATION AND DISCUSSION     2a Discussion of the Charter review    2b Presentation and discussion of the annual budget 3. ADJOURNMENT  I hereby certify this agenda was posted on City Hall bulletin boards Friday, June  17, 2016 by 5:00 p.m. Amy Shelley, TRMC City Secretary A quorum of any Colleyville board, commission, or committee may be  present at this meeting.  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 20, 2016 City Council Chambers Mayor Richard Newton called the worksession of the Colleyville City Council to order on June 20, 2016, at 5:31 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, Fire Chief Brian Riley, Assistant Police Chief Robert Hinton, Communications and Marketing Director Mona Gandy, Chief Financial Officer Brian Hogan, Human Resources Director Rachel Huitt, Public Works Director Jeremy Hutt, City Engineer Cheryl Taylor, Recreation and Library Director Mary Rodne, Colleyville Center Manager Leslie Hill, Accounting Manager Karen Hines, Parks Manager Heather Dowell, SH26 Coordinator James Hubbard, Strategic Services Manager Adrienne Lothery, Information Systems Manager Chris Pena, City Attorney Matthew Boyle, and City Secretary Amy Shelley. 2a Discussion of the Charter Review Mayor Newton asked the City Council about their thoughts on the resolution and appointments. Councilmember Short asked Mayor Newton if the committee will have input on the proposed term limits. Mayor Newton replied the resolution has been written for two terms; however, we have not decided how to commence with the term limits, but that is something the committee can provide input. Councilmember Taylor asked Mayor Newton why the term limit question was not open ended to allow the committee to come back to City Council with recommendations. Mayor Newton replied this defines the terms, and he stated not being aware of anyone that does more than two. Councilmember Nakamura stated the question of whether or not to lay off one year or two has not been determined. Councilmember Short asked City Council if a divide for term limits between a Council place, or for the Mayor is being considered. Mayor Pro Tem Putnam replied he did not have an answer for that, and that is why there is going to be a committee. Councilmember Nakamura concurred. City Council Minutes June 20, 2016 City of Colleyville Page 2 Councilmember Coplen asked Mayor Newton if the rules of procedures outlines the making of appointments. Mayor Newton replied it is not clear. Councilmember Coplen asked Mayor Newton if the proposed amendments will be separated for a vote, not included as one vote. Mayor Newton replied yes, each subject has to be voted on separately. Councilmember Coplen asked Mayor Newton if the committee can decide if these items will be included in the amendments. Mayor Newton replied yes, the committee will be making recommendations. Councilmember Taylor asked Mayor Newton about why electronic voting is required to be in the Charter when electronic voting is an adjunct function of verbal voting. Mayor Newton replied this wording does not mean for electronic voting to be required, it means it allows for electronic voting. Mayor Pro Tem Putnam added the intent is to clean up the gray area of roll call voting. Mayor Newton agreed that the minutes would still record the vote. Councilmember Nakamura asked staff how many employees would be affected by the disclosure amendment. City Manager Jennifer Fadden replied about half a dozen. Councilmember Taylor asked if the location issue on proposed (k)(i) was redefined. Mayor Newton replied yes, it was changed in 2013, but prior to 2013, the area was larger. Councilmember Taylor asked Mayor Newton why the location should be limited, why not the entire metroplex or north Texas. Mayor Newton replied not having a problem with making it a larger area. Councilmember Coplen asked City Council if the proposed resolution provides suggestions for the committee. Mayor Pro Tem Putnam replied it gives them more than just suggestions. Councilmember Coplen asked Mayor Newton if this is providing direction or mandates, and are they going to be given an opportunity to make changes. Mayor Newton replied it provides direction to the committee, but we may not be able to accept their recommendations. Mayor Pro Tem Putnam agreed with the disclosure of anything within Tarrant County, since that is the region we have the ability to influence. He added this will provide full transparency. Mayor Newton agreed with Tarrant, Dallas, and Denton counties being included in the area for disclosure. Councilmember Coplen asked Mayor Newton why these sections of the Charter were chosen. Mayor Newton stated he personally requested a review of these City Council Minutes June 20, 2016 City of Colleyville Page 3 sections because he spoke about them during the campaign; however, during the Charter worksession, other City Councilmembers were able to provide input. He added that he added, after the worksession, proposed sections d-h, so that all key Charter positions would require “with the approval of City Council”, in addition to the city manager’s approval. Councilmember Taylor stated being concerned about the liability of the phrase. Mayor Newton stated this does not give the City Council the ability to fire anyone, the city manager is completely responsible. He added it will be up to the voters. Councilmember Short asked Mayor Newton about how this will work. Mayor Newton replied the city manager may make the City Council aware of the hire, but the selection process is up to the city manager. He added this allows City Council to at least bless the hire. Councilmember Taylor asked Mayor Newton what if City Council does not bless the hire. Mayor Newton replied the city manager would have to find another candidate. Councilmember Coplen asked Mayor Newton if the approval of the hire will be made through a resolution. Mayor Newton replied there will be an approval of some type. He added he does not see any downside to having this in the Charter. Councilmember Coplen asked Mayor Newton if the committee will be given information of the surrounding cities and how they function. Mayor Newton replied sure, and they will be supported by the city manager’s office. Councilmember Coplen asked Mayor Newton if the committee will be able to look at other parts of the Charter. Mayor Newton replied yes. Councilmember Short asked Mayor Newton if the selection panel would include a member of the City Council. Mayor Newton replied that is not what this says, but the city manager can chose to do that if they want. Councilmember Short stated, for clarification, that City Council will not have a choice in the hire, but will just be included in the process. Mayor Newton replied correct. Councilmember Taylor asked Mayor Newton if he decided to remove the section about calling special meetings by four members of City Council. Mayor Newton replied yes, and added there have not been any issues with this section, especially since a quorum of the City Council has always been required to call a special meeting. Councilmember Taylor stated he would like a memo from the city attorney stating this is not breaking the open meetings act. Mayor Newton stated he will ask the city attorney. City Council Minutes June 20, 2016 City of Colleyville Page 4 Councilmember Lindamood asked staff if an email is sent to all City Councilmembers when there is a request for a special meeting. City Manager Jennifer Fadden replied the first thing she would do is make the Mayor aware of the request for a special meeting, and the Mayor has the authority of calling the meeting. Councilmember Taylor asked Mayor Newton the reason for having the election in November. Mayor Newton replied there will likely be a good turnout of voters in November. He added, for the general election in May, there are Council seats running, and this could be viewed as a positive or negative. Mayor Pro Tem Putnam agreed, you will get the most number of voters. Councilmember Taylor believed this could provide for more voters in May. 2b Presentation and discussion of the annual budget Strategic Services Manager Adrienne Lothery began the presentation with the property values section of the annual budget. Mayor Newton asked staff if the City has relied on the school board to be the tax collector/assessor, and then the appraisal district information flows through them. Manager Lothery replied correct. Mayor Newton asked staff if there has ever been any difficulties with getting the information from the tax assessor. Manager Lothery replied there are always risks with one person, but as long as GCISD provides for this service, we will continue to use them. City Manager Jennifer Fadden added it is in their best interest to have someone provide this service. Councilmember Taylor asked staff if the TAD appraised value is based on marketing the property based on comp sales; is the net taxable affected by homestead limitations. Manager Lothery replied none of these values are market values, they are appraised values. Councilmember Taylor asked staff if the values are up five percent off the net taxable value. Manager Lothery replied five percent up from prior year’s certified values. Mayor Pro Tem Putnam asked staff if there were some adjustments made for SH26 impacts. Manager Lothery replied yes, we have remained flat for the years SH26 is under construction. Councilmember Coplen asked staff when the hotel is projected to be open. Manager Lothery replied in August, but there are very serious restrictions for hotel tax; however, the City will likely benefit from increased activity in restaurants, shopping, etc. City Council Minutes June 20, 2016 City of Colleyville Page 5 Strategic Services Manager Adrienne Lothery presented the City Council: 001- 1010 portion of the annual budget. Mayor Newton asked staff if the agency agreements such as the Colleyville Chamber, Metroport Meals on Wheels are all included in the City Council’s portion of the budget. Manager Lothery replied yes. Mayor Newton asked staff if the City receives requests from these agencies. Manager Lothery replied yes, the City Secretary’s office receives these requests, and added, those amounts have typically not increased over the years. Mayor Newton asked staff about the COG TRE membership. City Manager Jennifer Fadden explained that when the Trinity Railway Express began operations on the Union Pacific line between downtown Fort Worth and downtown Dallas, several of what COG calls the mid-cities participating in the funding of the operation through Interlocal Agreements, dating back to 2001-2002. She stated over the years, Colleyville has participated in this level of service of $12,935, and this amount was determined by a license plate survey to provide ridership information. She further explained that Colleyville has not paid for this level of service since about 2013, because we have not received updated analysis information as there are other cities who have more ridership, but do not pay for this service. Mayor Pro Tem Putnam stated there is not a current Interlocal Agreement. City Manager Jennifer Fadden concurred. Mayor Pro Tem Putnam asked staff if we would only have to have a policy discussion if we want to participate in this program. City Manager Jennifer Fadden replied yes. Councilmember Coplen asked staff if COG has not done their due diligence. City Manager Jennifer Fadden replied they did conduct another study, but when we asked COG about the other cities who are not paying, COG stated this is how the agreement was originally setup. Mayor Pro Tem Putnam asked staff about the current T members. City Manager Jennifer Fadden replied there are nine additional cities participating, other than Dallas and Fort Worth, but she would have to get the list for him. She added the data indicates Colleyville citizens do use the service, but not in remarkable numbers, something like 25 people. She stated there were other cities who had larger ridership numbers; however, they are not contributing to the operations. Mayor Newton asked staff what is this service. City Manager Jennifer Fadden replied the Trinity Railway Express, the train that runs from downtown Dallas and Fort Worth on the Union Pacific line. City Council Minutes June 20, 2016 City of Colleyville Page 6 Mayor Pro Tem Putnam asked staff why it needs to be budgeted for in the meantime. City Manager Jennifer Fadden replied we do not. Strategic Services Manager Adrienne Lothery presented the City Manager’s Office: 001-1110 portion of the annual budget. Councilmember Lindamood asked staff if part of the Deputy City Manager’s salary is funded from the Utility Fund. Manager Lothery replied yes, because of the oversight responsibilities relative to that portion of the budget. Councilmember Lindamood asked staff if a flat water rate will affect that. Manager Lothery replied no. Mayor Newton asked staff what percentage of the Deputy City Manager’s salary is from the Utility Fund. City Manager Jennifer Fadden replied 25 percent. Deputy City Manager Chris Fuller presented the Community Development-Building Inspections: 001-1210 portion of the annual budget. Mayor Newton asked staff what other costs are associated with the revenues. Deputy City Manager Chris Fuller replied personnel, fleet, computer programs, and other expenditures to offset those revenues. Mayor Newton asked staff if there is a strategy for fees to offset costs. Deputy City Manager Chris Fuller replied some fees are specific to generate revenue. Deputy City Manager Chris Fuller presented the Economic Development: 001-1310 portion of the annual budget. Mayor Pro Tem Putnam asked staff if the ICSC conference is where some businesses have been generated. City Manager Jennifer Fadden replied yes, and that is where Whole Foods began. Mayor Newton asked staff if we try to determine what is driving those leakages. Deputy City Manager Chris Fuller replied yes, to recapture those tax dollars. Mayor Pro Tem Putnam asked staff if the CEDC fund can be used for industry related expenses, such as travel. City Manager Jennifer Fadden replied the statute says promotional expenditures, which could be open for interpretation. Manager Lothery concurred, and added if we want to say this is included in the 10 percent of the capped promotional category, then we would need to seek a legal opinion. Mayor Newton asked staff if we are currently spending the 10 percent on promotional purposes. City Manager Jennifer Fadden replied yes, we are maximizing that 10 percent now. Mayor Pro Tem Putnam stated on events, not economic development. City Council Minutes June 20, 2016 City of Colleyville Page 7 Councilmember Short asked staff if that follows the theory of most restrictive. City Manager Jennifer Fadden replied yes, the strategy has always been to use the most restrictive funds first. Councilmember Taylor asked staff if the audit looks at those statutory conflicts, to ensure we are in good standing, and that we are not wrongly co-mingling any funds. City Manager Jennifer Fadden replied she does not believe so, as their role is to ensure we are following governmental accounting standards. Chief Financial Officer Brian Hogan added the firm is testing on every disbursement made relative to the purchasing policy. He added he would venture to guess that they do, but he will get confirmation from them. Councilmember Taylor asked staff if appropriateness is looked at. Chief Financial Officer Brian Hogan replied yes, and last year some extensive testing was done. City Secretary Amy Shelley presented the City Secretary Office: 001-1410 portion of the annual budget. Mayor Newton asked staff about if all open records requests are processed through this office. City Secretary Amy Shelley replied most, the exception is the Police Department whose lead records coordinator processes those requests, and she also tracks them. Chief Financial Officer Brian Hogan presented the Finance: 001-1510 portion of the annual budget. Mayor Newton asked staff if all of their functions are provided in house. Chief Financial Officer Brian Hogan replied yes. Councilmember Lindamood asked about the duties of the new accountant position. Chief Financial Officer Brian Hogan replied there are five different credit card processors, and with 40 percent of the transactions being with credit cards, they do not all clear on the same day. He stated it is a little more complex for just an administrative person to reconcile, and this person will also serve as a back-up to other positions. Mayor Newton asked staff if the addition is listed in this budget. Chief Financial Officer Brian Hogan replied no. Mayor Newton asked staff about the cost for this position. Chief Financial Officer Brian Hogan replied he hopes to get someone right out of college at a cost between $45,000 – 50,000. Strategic Services Manager presented the Legal: 001-1610 portion of the annual budget. City Council Minutes June 20, 2016 City of Colleyville Page 8 Mayor Newton asked if the city attorney interacts with the Atmos Steering Committee and Oncor group. Manager Lothery replied she attends the quarterly meetings, and if there is an issue or something related to a franchise company that is not Atmos or Oncor, we do rely heavily on the city attorney’s staff as experts with those issues. Councilmember Lindamood asked staff if $182.00 is an hourly rate, or is it a yearly contracted amount for meeting attendance. Manager Lothery replied we are billed hourly. Mayor Pro Tem Putnam asked staff if there are other peer cities in which counsel is in house. City Manager Jennifer Fadden replied North Richland Hills is going to that, but they are the smallest city, that she is aware of, that has counsel on staff. Mayor Newton asked staff how much North Richland Hills spends on counsel. City Manager Jennifer Fadden replied between $800,000 – 1,000,000. Mayor Newton asked staff if we typically spend $200,000. City Manager Jennifer Fadden replied it has gone up. Manager Lothery added this budget has typically been increased, and depending on trends, there may a need to continue to increase this budget. Library Director Mary Rodne presented the Library: 001-1710 portion of the annual budget. Councilmember Coplen asked staff if they have to pay a contract for interloans. Director Rodne replied yes, and we participate in the state’s inter-library program, a courier service, and the state subsidizes as well. Councilmember Coplen asked staff if we only interloan books within the state, not national. Director Rodne replied we could, and we regularly have requests from universities. Councilmember Coplen asked staff if they use the Library of Congress. Director Rodne replied they could, but we like to contact libraries close to us, and those more likely to lend to us. Public Works Director Jeremy Hutt presented the Public Works-Engineering: 001- 1810 portion of the annual budget. Mayor Newton asked staff about the maintenance agreement with Grapevine for signal lights. Director Hutt replied with the turnback program TxDOT is requesting the signals at Longwood and John McCain be maintained by Colleyville. He stated we have discussed entering into an interlocal agreement with Grapevine to utilize City Council Minutes June 20, 2016 City of Colleyville Page 9 their staff. He added the signal maintenance is provided in this budget, but only needed if the agreement does not move forward. Councilmember Lindamood asked staff about the network GPS monitoring. Director Hutt replied Endeavor Fleet is the GPS monitoring service we use on all passenger vehicles, but it is charged per the department, and there are several throughout the City. Councilmember Lindamood asked staff if the staff’s arborist will be included before tree trimming or an irrigation contract begins. Director Hutt replied correct, and often times with repairs, such as sidewalks, we will get with a specific contractor to provide those services. Councilmember Lindamood asked staff if those services are included in this budget and not the Parks budget. Director Hutt replied correct. Councilmember Lindamood asked staff about construction materials testing, and what is being tested. Director Hutt explained how materials are tested through third party contractors. Mayor Newton asked staff about the interlocal agreement for the two signal lights. Director Hutt replied it will depend on how quick TxDOT moves with the next phase. Councilmember Coplen asked about the signal light at Glade Road and 121. Director Hutt replied that signal is maintained by Grapevine. He added we have the signal lights at Glade Road and Heritage Avenue and the one at Brown Trail and Cheek-Sparger Road. Councilmember Lindamood asked staff about fuel expenses and if we buy in bulk. Director Hutt replied we use gas stations, and we have a reserve diesel tank, and at one time we had our own fueling station, but due to increased regulations it became too costly to keep. Councilmember Lindamood asked staff about tractor fuels. Director Hutt replied we do not use a lot of off-road fuels, most fuel expenses are tied to vehicles. Councilmember Lindamood asked staff if those alternatives have been considered. Director Hutt replied yes. Mayor Newton asked staff if we use contract maintenance for the signals we own. Director Hutt replied yes, a third party contractor takes care of all routine maintenance. Deputy City Manager Chris Fuller presented the Community Development-Planning and Zoning: 001-1910 portion of the annual budget. City Council Minutes June 20, 2016 City of Colleyville Page 10 There were no questions relative to this portion of the budget. Fire Chief Brian Riley presented the Fire-Administration: 001-2210 portion of the annual budget. Councilmember Lindamood asked staff if they take old flags. Chief Riley replied yes, there is a box at each station to hold old flags, and the Boy Scouts pick them up. Fire Chief Brian Riley presented the Fire-EMS Operations: 001-2220 portion of the annual budget. Mayor Newton asked staff if City employees are trained to use the AED machines. Chief Riley replied we can and we have, but it has not been something done lately. Councilmember Coplen asked staff if there are other funding sources for EMS operations. City Manager Jennifer Fadden replied this detail does not include the personnel costs as does the other spreadsheet. Fire Chief Brian Riley presented the Fire-Operations: 001-2230 portion of the annual budget. Councilmember Nakamura asked staff if there are any charges for mutual aid. Chief Riley replied no. Fire Chief Brian Riley presented the Fire-Prevention/Investigations: 001-2240 portion of the annual budget. Councilmember Lindamood asked staff why the fire marshal uniforms are less expensive. Chief Riley replied we do not buy as many uniforms for him as we do for other personnel. Mayor Newton asked staff if there are two EMT’s on each shift. Chief Riley replied each shift (three stations) has 13 personnel consisting of a battalion chief, captain, engineer, and firefighters. Mayor Newton recessed the worksession at 8:27 p.m. Mayor Newton reconvened the worksession at 8:38 p.m. Assistant City Manager/Director of Public Safety Mike Holder presented the Police- Administration: 001-2310 portion of the annual budget. There were no questions about this portion of the budget. City Council Minutes June 20, 2016 City of Colleyville Page 11 Assistant City Manager/Director of Public Safety Mike Holder presented the Police- Animal Control: 001-2320 portion of the annual budget. Councilmember Lindamood asked staff if the animal shelter is a “no kill shelter.” Chief Holder replied yes. Councilmember Coplen asked staff if the cost is per time they have to come in. Chief Holder replied the cost is a percentage based on the number of animals Colleyville brings in or calls for service divided by the three cities. Councilmember Coplen asked staff if this includes wild animals. Chief Holder replied it includes all activities/animals. Mayor Newton asked staff if there are no other costs, other than what is detailed. Chief Holder replied correct. Assistant City Manager/Director of Public Safety Mike Holder presented the Police- Code Enforcement: 001-2330 portion of the annual budget. There were no questions about this portion of the budget. Assistant City Manager/Director of Public Safety Mike Holder presented the Police- Communications: 001-2340 portion of the annual budget. Mayor Newton asked staff about the jail portion of the Justice Center. Chief Holder replied that section is leased to Tarrant County as a back-up for 9-1-1 services. Mayor Newton asked staff what Tarrant County does in there. Chief Holder replied they use it as a training center, or if a city goes down, they can use it as a back- up facility. Councilmember Taylor asked staff what the jail stalls are being used for. Chief Holder replied Tarrant County 9-1-1 is using a portion of the jail for servers, and it is still set up as a functioning holding facility. Councilmember Taylor asked staff what is in the actual dispatch area. Chief Holder replied Tarrant County 9-1-1. Assistant City Manager/Director of Public Safety Mike Holder presented the Police- Community Services: 001-2350 portion of the annual budget. There were no questions about this portion of the budget. Assistant City Manager/Director of Public Safety Mike Holder presented the Police- CID: 001-2360 portion of the annual budget. City Council Minutes June 20, 2016 City of Colleyville Page 12 Councilmember Lindamood asked staff about what is done with old weapons. Chief Holder replied the hand guns are traded in, but we do keep a few extra on hand, in the event weapons are released for investigation purposes. Councilmember Lindamood asked staff if they are allowed to bring their own weapons. Chief Holder replied all duty weapons are City authorized. He added they are allowed to do a buyback program on their rifle, and they are allowed to have a personal back-up weapon, but it must be approved with command staff. Mayor Newton asked staff how often weapons are replaced. Chief Holder replied the replacement program began three years ago, and now weapons are on an approximate 10 year rotation. Parks Manager Heather Dowell presented the Parks-Maintenance: 001-3210 portion of the annual budget. Mayor Newton asked staff about the DART right-of-way. Manager Dowell replied we contract the $15,000 for the maintenance of the right-of-way. Parks Manager Heather Dowell presented the Parks-Athletic Field Maintenance: 001-3220 portion of the annual budget. Mayor Newton asked staff how revenues are generated. Manager Dowell replied fees are paid through the sports associations when they use the fields for play. Mayor Newton asked staff how much revenue was generated. Manager Dowell replied $62,000 was generated in 2015. Mayor Newton asked staff if they pay for water for the fields. Manager Dowell replied it is not budgeted directly from this budget. Mayor Newton asked staff if the park mowing is all done in-house. Manager Dowell replied yes. Mayor Newton asked staff if the athletic associations help fund particular projects. Manager Dowell replied yes, staff will identify projects, needs, or improvements and the associations will provide some funding for those projects. Mayor Newton asked staff if there is anything upcoming for projects. Manager Dowell replied no. City Manager Jennifer Fadden concurred, not in the operating budget, and added the Parks Master Plan is about to be updated through the CEDC, and staff will partner with the sports association stakeholders as for what they would like to see for future improvements and will prioritize those items. Mayor Newton asked staff if there is anything upcoming we are currently involved in. Manager Dowell replied the Pleasant Run practice field improvements are City Council Minutes June 20, 2016 City of Colleyville Page 13 upcoming and we have partnered with the Colleyville Soccer Association for those improvements. Councilmember Short asked staff about the basketball and tennis courts. Manager Dowell replied those are maintained through field maintenance, and most are in good shape right now, and in a rotation of every three to five years. Public Works Director Jeremy Hutt presented the Public Works-Street Maintenance: 001-3310 portion of the annual budget. Mayor Newton asked staff about the definition of maintenance compared to capital improvements. Director Hutt replied anything over $100,000 is considered a capital improvement with the useful life for a set period of time. For example, he stated a mill and overlay project for all of Cheek-Sparger Road could be considered a CIP project based on the amount of cost, but it could also be done as a small maintenance project. Mayor Newton asked staff if there are any financial rules on that. Chief Financial Officer Brian Hogan replied yes, and it depends on the threshold cities put in place based on a capital asset. He explained if you are spending bond money, you have to have a capital asset list to show what is being done with that money; however, most auditors do not have an issue with that. He added he would argue anything over $10,000 would require the list, but there has not been an accounting rule placed on that. Mayor Newton asked staff if there is some point at which more streets cannot be done because of staffing levels. Director Hutt replied it will depend on the scope of the project, since the levels of project coordination are different for each project. Chief Financial Officer Brian Hogan added anything beyond a concrete panel replacement should be recorded as a capital asset. Recreation and City Events Manager Lisa Escobedo presented the Recreation: 001- 3410 portion of the annual budget. Mayor Pro Tem Putnam asked staff if we are recovering the expenses over revenues. City Manager Jennifer Fadden replied this revenue includes the youth sports association field use fees as explained by Manager Dowell in the Parks revenue, $62,000. Recreation and City Events Manager Lisa Escobedo presented the Recreation- Senior Center: 001-3420 portion of the annual budget. Councilmember Coplen asked staff what percentage of Colleyville residents use the Senior Center. Manager Escobedo replied about 60 percent residents, and 40 percent non-residents. City Council Minutes June 20, 2016 City of Colleyville Page 14 Mayor Newton asked staff about the percentage of the youth in recreation are Colleyville residents. Manager Escobedo replied 43 percent are Colleyville residents, and 57 percent non-residents. Councilmember Lindamood asked staff if the priority to rent the fields is first come first serve, or are Colleyville residents given priority. Manager Escobedo replied it is usually first come first serve, and we do charge a higher rate to non-residents. Councilmember Lindamood asked staff how far in advance they can reserve the fields. Manager Escobedo replied 30 days in advance. She added the Colleyville Baseball and Softball associations have priority Monday through Saturday during their contractual period. Mayor Newton asked staff if those are for game or practice fields. Manager Escobedo replied both, game and practice. Councilmember Short asked staff about the practice fields at O.C. Taylor. Manager Escobedo replied those are first come first serve, or through the baseball association. Communications and Marketing Coordinator Dustin Dangli presented the Communications: 001-3610 portion of the annual budget. Mayor Pro Tem Putnam asked staff if we are mostly marking through digital means, or is there any hard copy marketing. Coordinator Dangli replied most are done online, but there are some handouts and brochures. He added they are looking at doing website advertising. Manager Lothery added there are special printed advertisement posters and bookmarks for special events such as the Bunny Brunch. City Manager Jennifer Fadden also added there are print ads running in trade magazines for Economic Development purposes. Councilmember Coplen asked staff if the E-News, distributed through the water bill, is part of this budget. Coordinator Dangli replied yes. City Manager Jennifer Fadden added the Communications staff puts that together, but the cost of the printing and the mailing is included in the utility billing. Councilmember Lindamood asked staff if .625 FTE is coming from the CEDC budget. Coordinator Dangli replied yes. Mayor Newton asked staff how long you archive social networks. Coordinator Dangli replied we activated it in early January and it will be there forever. Colleyville Center Manager Leslie Hill presented the Colleyville Center: 001-3710 portion of the annual budget. There were no questions about this portion of the budget. City Council Minutes June 20, 2016 City of Colleyville Page 15 Human Resources Director Rachel Huitt presented the Human Resources: 001- 3910 portion of the annual budget. There were no questions about this portion of the budget. Chief Financial Officer Brian Hogan presented the Municipal Court: 001-4110 portion of the annual budget. Mayor Pro Tem Putnam asked staff about the community outreach program. Chief Financial Officer Brian Hogan replied this is a new program the judge has put out, and it is her way to reach out to defendants so they may better understand their options, rather than having them pay their fines. Public Works Director Jeremy Hutt presented the Fleet Services: 001-5110 portion of the annual budget. Mayor Newton asked staff about the funding of the maintenance of vehicles. Director Hutt replied individual departments are responsible for funding of the maintenance of their vehicles, and fleet services (parts) will bill those departments for the service (parts) replaced. He added the fire vehicles are not serviced in the City. Public Works Director Jeremy Hutt presented the Facility Services: 001-5710 portion of the annual budget. There were no questions about this portion of the budget. Information Systems Management Manager Chris Pena presented the Information Systems: 001-5910 and IS GIS: 001-5920 portion of the annual budget. Councilmember Coplen asked staff if security for all data done in house. Manager Pena replied yes. He added we have some offsite items, such as equipment, and we utilize cloud based products. City Manager Jennifer Fadden added a biannual security audit is also performed. Councilmember Lindamood asked staff if we back up nightly. Manager Pena replied yes. Councilmember Coplen asked staff about disaster recovery back up. Manager Pena replied we have a local back up of everything twice, and an offsite facility. Mayor Newton asked staff about where the backup facilities are located. Manager Pena replied there are two data centers, one at the Justice Center and the other at City Hall. City Council Minutes June 20, 2016 City of Colleyville Page 16 Mayor Pro Tem Putnam asked staff if there is a geo-redundant site. Manager Pena replied not currently; however, when fiber is laid between the two cities, we plan to partner with another data center. He stated we do use a third party to offsite approximately six terabytes of data. Mayor Newton asked staff about the location of the offsite. Manager Pena replied we utilize Barracuda, and they have two sites, one in Arizona and one in Colorado. Mayor Newton asked staff how often we have to go to offsite. Manager Pena replied we have been hit just recently, and had to utilize the offsite backup. Mayor Newton asked staff if we back up data offsite. Manager Pena replied we back up real time offsite, within about 15 minutes. He added if we are hit pretty hard, we recover quickly. Strategic Services Manager Adrienne Lothery presented the Capital Equipment Reserve: 001-6310 portion of the annual budget. There were no questions about this portion of the budget. Strategic Services Manager Adrienne Lothery presented the Non-Departmental: 001-9999 portion of the annual budget. Mayor Newton asked staff if the non-departmental expenditures are in the General Fund. Manager Lothery replied yes. Councilmember Taylor asked staff about the ongoing cost for the voting equipment. City Secretary Amy Shelley explained the voting equipment will likely be utilized through the agenda management software with a monthly increase in the software costs with minimal changes to the dais for computer connections. Mayor Pro Tem Putnam asked staff if there is another fund in which to purchase the voting equipment. Manager Lothery replied the Strategic Initiatives Fund could be used for the voting equipment as a onetime purchase, with ongoing maintenance from another fund. Councilmember Short asked staff if the fire staffing plan has been fulfilled. City Manager Jennifer Fadden replied yes. Councilmember Short asked staff if the additional funding requests have been made a priority through the city manager. City Manager Jennifer Fadden replied not yet. Councilmember Coplen asked staff if the additional funding requests are the only items on the wish list. Manager Lothery replied there has been some narrowing of the list. City Council Minutes June 20, 2016 City of Colleyville Page 17 Mayor Newton asked staff why the $200,000 transfer was done. Manager Lothery replied that was money that came in at the very end, and can be programmed to transfer for a one time needed purpose, such as using towards changing out the doors at the fire station. Mayor Pro Tem Putnam asked staff if the $3 million is related to the $1 million annual transfer. Manager Lothery replied the $1 million is a draw down from fund balance. Mayor Newton asked staff about the balance in the fund balance. City Manager Jennifer Fadden replied $8.8 million. Mayor Newton asked staff how much is committed. Manager Lothery replied at least $5 million. City Manager Jennifer Fadden stated she understands there is not a need to amend the General Fund; however, there may be a need to amend the ordinance that set up the GNA and franchise fee transfer, and that can be done between now and the end of the fiscal year. Mayor Newton asked staff about the Fiscal Year 2016 (FY16) budget. Manager Lothery replied there is no budget amendment needed for FY16, which means, no formal amendment because we are going to be under spent. Mayor Newton asked about the capital projects fund, and we can spend money without a formal action. Manager Lothery replied money can be spent by approving contracts over $50,000, but there is not an adopted budget. Mayor Newton asked staff what expenditure is staff going to code to the capital projects fund. Manager Lothery replied we will reverse part of the $3 million transfer already entered to pull back some of the dollars back into the General Fund. City Manager Jennifer Fadden asked staff if, for auditing purposes, the City Council should make a budget amendment so that the transfer back to the General Fund is noted from Capital Projects. Chief Financial Officer Brian Hogan replied we can, but it is not necessary, as it will only be noticed if the fund is over spent. He added he can check with the auditor to make sure. Councilmember Lindamood asked staff if any services are being cheated by doing this. Chief Financial Officer Brian Hogan replied no. Councilmember Coplen asked staff if capital projects funds can use to fund the Library and the Senior Center. City Manager Jennifer Fadden replied for a capital purpose if that were City Council’s priority. City Council Minutes June 20, 2016 City of Colleyville Page 18 Mayor Newton asked staff if the intent of the money has changed with the transfer from the Capital Projects Fund to the General Fund. Chief Financial Officer Brian Hogan replied technically it is closed out in the fund balance at the end of the year, no restrictions within the fiscal year. He stated it becomes questionable if you take it out of the closed fund balance. He added the General Fund may be used for anything. Councilmember Lindamood asked staff if revenues are up five percent over last year. Manager Lothery replied yes, the ad valorem revenue. Mayor Newton asked for City Council to provide the city manager direction. Mayor Pro Tem Putnam stated he would like to absorb what has been gone through tonight before he could provide any guidance. Councilmember Short sated if there is a substantial reduction in expenditures, we should be looking at a service or something we are doing to reduce, but has no suggestion as to what to cut. Mayor Newton stated priority one should be to not count on using other funds money, look hard at the General Fund. Councilmember Short stated we should be looking at services we no longer want to provide. City Manager Jennifer Fadden stated do not trim at the margins. Councilmember Short concurred. Mayor Newton stated look at the priorities to determine what the lowest priority area is. He added this was a great summary. 3. ADJOURNMENT There being no further business before the City Council, Mayor Newton adjourned the City Council worksession at 11:25 p.m. APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 12TH DAY OF JULY 2016. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary