HomeMy WebLinkAboutCity Council-Minutes-8/2/2016 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
Tuesday, August 2, 2016
5:30 p.m.
Executive Conference Room
Third Floor City Hall
1. CALL TO ORDER
2. EXECUTIVE SESSION In accordance with Texas Government
Code, Chapter 551, Subchapter D
Section 551.074 Personnel Deliberate the appointment, employment,
evaluation, and duties of the economic development director
3. PRESENTATION AND DISCUSSION
3a Discussion of the amendments proposed by the Charter Review
Committee
3b Discussion of the 2016 Citizen Survey
4. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday, July
29, 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
Tuesday, August 2, 2016
5:30 p.m.
Executive Conference Room
Third Floor – City Hall
Mayor Richard Newton called the Colleyville City Council Worksession to order on
August 2, 2016, at 5:30 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, Strategic
Services Manager Adrienne Lothery, Chief Financial Officer Brian Hogan, City
Attorney Matthew Boyle, and City Secretary Amy Shelley
The meeting recessed at 5:30 p.m. and reconvened at 6:00 p.m.
2. EXECUTIVE SESSION - In accordance with Texas Government Code,
Chapter 551, Subchapter D
Section 551.074 - Personnel - Deliberate the appointment, employment,
evaluation, and duties of the economic development director
Mayor Newton explained the Executive Session had been called in accordance with
the Texas Government Code, Chapter 551, Subchapter D, Section 551.074,
Personnel. He further explained there would be no decisions made or action taken
during this time. Executive Session was adjourned at 5:52 p.m. and the meeting
was reconvened at 6:00 p.m.
3. PRESENTATION AND DISCUSSION
3a Discussion of the amendments proposed by the Charter Review
Committee
Colleyville City Charter Review Committee Chairman Frank Carroll presented this
item and briefed the City Council on each recommended amendment. Committee
member Nelson Thibodeaux was also present to answer any questions.
Mayor Pro Tem Putnam asked Chairman Carroll if there was discussion regarding
the current charter language which requires members to forfeit their seat if they
choose to run for another office. Chairman Carroll replied yes, but the sense of the
committee was that the provision is to remain in the Charter, as it is currently
stated.
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City of Colleyville Page 2
Councilmember Coplen asked Chairman Carroll for an explanation regarding the
requirement to vacate a seat. Chairman Carroll explained if the Councilmember
term is up in May and the Councilmember is going to run for an office which does
not take office until the following January, then he does not believe the seat would
have to be resigned, but if it cuts into the councilmember’s term, the seat would
have to be resigned.
Mayor Newton thanked Chairman Carroll for the thorough and efficient work of the
Committee.
Councilmember Short asked Chairman Carroll if other cities who have
implemented term limits were reviewed, and if they were, what were the
downstream effects. Chairman Carroll responded the Committee reviewed the
Charters of 10-12 surrounding cities which implemented terms limits, some
implemented after one term, one immediately, others at the next election. The
Committee reviewed both extremes and recommends if the amendments are
passed, the citizens would best be served by implementing at the next election,
this would allow voters to not be frustrated, thinking action is not being taken
immediately and will save expense and disruption to City business by not having
to have a special election.
Councilmember Short clarified the question was more about the impact of term
limits on the community, demographics of the Council, silo government, and how
things get done with term limits. Chairman Carroll replied there was Committee
discussion whether it would be beneficial to keep people on for some period of
time, for “institutional memory.” Chairman Carroll said it was his belief, and the
belief of the Committee that we do not need “institutional memory” because we
have staggered terms, and as some members of the current City Council have
served one term or have previously served, there will still be “institutional
memory.” Additionally, the Committee believes there is institutional memory
present in City staff.
Councilmember Short asked Chairman Carroll if the institutional memory is
present in the staff, is there a perception there is a shift in power to the staff and
is there academic research which examined this issue. Chairman Carroll replied
the Committee did not look into if there is a shift of power and if there is academic
research regarding the topic, he is not aware of it, but he does not believe there is
a shift in power.
Mayor Newton said it is important for the community to understand what the
vision and policies of the City are, and continue to rally around that as an elected
body and staff.
Councilmember Nakamura said the vision should be reflected in the policies and
procedures of the City.
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City of Colleyville Page 3
Mayor Newton stated the City Council was formally receiving the recommendations
of the Committee, the next step is to accept or reject the report through a
resolution, and finally set an election to put this before the citizens.
Councilmember Coplen asked Chairman Carroll how many subjects get linked
together on the ballot. Chairman Carroll explained he believed altogether there
would be five sections, and each section is voted on separately.
Councilmember Coplen asked Chairman Carroll to explain Section 3.09 – the use
of names in the voting procedure. Chairman Carroll explained the Charter does
not disallow voting by name, however, the amendment will clean up the language.
Mayor Newton asked Chairman Carroll when modifications or repeal of the
ordinances noted in the Committee report would need to be made. Chairman
Carroll replied the recommendation is to repeal the ordinances, but it is not
necessary to do it right away. He noted once the Charter amendments take
effect, to the extent the ordinances are contrary to the Charter, the ordinances are
then void, and the Charter governs, but there is no technical conflict. Chairman
Carroll stated repealing the ordinances will just be cleaner.
Mayor Newton stated we will have staff look at the financial disclosure forms, but
they do not have to be on the ballot. Chairman Carroll concurred.
Councilmember Coplen stated Article XIII has to be on the ballot as it provides
direction for the citizens, otherwise everyone will be wondering how the election
and implementation will work. She added there may also need to be some
education provided to the citizens about this deletion.
Councilmember Coplen expressed her appreciation to Chairman Carroll for leading
this Committee.
3b Discussion of the 2016 Citizen Survey
Strategic Services Manager Adrienne Lothery presented this item and answered
questions of the City Council.
Mayor Newton asked staff if the 2015 survey was delayed. Manager Lothery
replied the surveys are designed to have the data in and evaluated to allow for
budget preparation, meaning the citizen survey results reported in 2015 were used
for the FY2015 budget planning, but the survey took place in 2014.
Mayor Pro Tem Putnam asked staff how responses to the online survey were
controlled. Manager Lothery stated the previous online versions did not have any
code controls, but if that is something City Council would like, it could be added.
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City of Colleyville Page 4
Councilmember Nakamura stated citizens could take the survey as many times as
they wanted. Manager Lothery concurred.
Mayor Pro Tem Putnam stated the survey data is only good at that time, and these
surveys quickly become statistically irrelevant.
Councilmember Coplen asked staff if the survey is distributed per household, or
per adult in the household. Manager Lothery replied one hard copy is mailed per
household, but citizens could always call and get an additional hard copy or
complete the survey online, so there is an ability to complete more than one per
household.
Mayor Newton asked staff if the survey response results were computed based on
residential water accounts or the population. Manager Lothery said the number is
based on residential water accounts.
Councilmember Taylor stated citizens could complete both a mailed and online
survey and asked staff about an audit component. Manager Lothery replied the
company compiles and analyzes the results, for example, if one person gave one
specific response, it is unlikely there will be enough duplication to have an effect
on the overall results.
Mayor Newton asked the City Council what is the fundamental objective of this
survey, and when is the right time to do it. Additionally, what are people
responding to; he is interested in what the response is relative to, are citizens
being asked to comment on what has been done since the election, if so, we would
require waiting a little bit of time.
Councilmember Coplen stated she believes the survey reflects policy changes,
piggy backs on the comprehensive plan, advises if the community is still aligned
with what City Council has presented, helps with budgeting by telling us what they
want to see; and how demographics have changed.
Councilmember Nakamura generally asked whether or not we are doing a good
enough job on getting it out there.
Mayor Newton wondered how the questions are constructed, and if we are looking
for trends to basic information.
Councilmember Coplen asked staff if the proposed questions were the standard
questions. Manager Lothery noted there were standard questions to measure
trends, and alternating questions to provide a preference of priorities.
Mayor Newton generally asked if there are any gaps in our priorities, which a
survey would help us answer.
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City of Colleyville Page 5
Councilmember Short said the survey should be designed in such a way citizens
are not asked about a specific amenity.
Councilmember Nakamura asked if the survey is done every two years, are we
surveying just to do it, and suggested there is no hurry to conduct a survey until
we know where we are headed.
Councilmember Lindamood noted the survey controls need to be tightened up.
Manager Lothery ensured the data is handled by a third party.
Councilmember Short stated the survey is handled by outside professionals which
should ensure no one “stuffs the box.”
Mayor Pro Tem Putnam asked staff if a post card could be placed in the water bill,
providing a code for online survey response. Manager Lothery replied yes.
Councilmember Taylor stated the survey has always been used as a guide to assist
with reviewing the basics. He is in favor of moving forward with using technology
which will make it easier for citizens to participate.
Manager Lothery and the City Council discussed costs for different survey options
and methodology variables.
Councilmember Lindamood asked if City Council could make suggestions for
survey questions. Manager Lothery replied yes.
Mayor Pro Tem Putnam generally asked about the function of the survey, and how
the data will be treated.
Councilmember Lindamood suggested having an idea box at the end of each
section which would allow citizens a chance to voice their opinion.
Mayor Newton asked City Council how they would like to proceed, noting he is
happy to wait and not move forward with the survey yet. Councilmember Coplen
stated she would like to do it now and add an idea box. Councilmembers
Lindamood and Nakamura would like to wait. Councilmember Short said he would
like to do it now, but avoid specific initiatives. Mayor Pro Tem Putnam suggested
waiting, and tying this process and results in with the managed City Council
priority setting worksessions.
There was further discussion regarding survey autonomy, identification, audit
control, and methodology.
Mayor Newton recapped the City Council’s directions:
• The survey will be electronic
• The narrative and questions will be reviewed
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City of Colleyville Page 6
• Wait until after the new online utility billing and website have been rolled out
– plan for January or February distribution
City Manager Jennifer Fadden advised the City Council the new website will be
demonstrated on September 20 and a preliminary meeting to discuss citizen
communications is being planned.
Councilmember Mike Taylor asked for general discussion regarding an electronic
voting system and enhanced audio video equipment and use in City Council
Chambers.
City Secretary Amy Shelley gave a recap of the voting systems which have
currently been reviewed.
4. ADJOURNMENT
There being no further business before the City Council, Mayor Newton adjourned
the worksession at 7:45 p.m.
APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
16TH DAY OF AUGUST 2016.
Minutes taken and prepared by:
Amy Shelley, TRMC
City Secretary