HomeMy WebLinkAboutCity Council-Minutes-8/10/2016 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
Wednesday, August 10, 2016
5:30 p.m.
Executive Conference Room
Third Floor City Hall
1. CALL TO ORDER
2. PRESENTATION AND DISCUSSION
2a Discussion of Tarrant County Health Department recommendations
for mosquito aerial spraying
2b Presentation of the 2016 certified tax roll
2c Presentation and discussion of the proposed Fiscal Year 2017 (FY
2017) budget
3. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday,
August 5, 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
Wednesday, August 10, 2016
5:30 p.m.
Executive Conference Room
Third Floor – City Hall
Mayor Pro Tem Chris Putnam called the Colleyville City Council Worksession to
order on August 10, 2016, at 5:30 p.m.
ROLL CALL: Mayor Pro Tem Chris Putnam, and Councilmembers Tammy
Nakamura, Bobby Lindamood, Jody Short, Nancy Coplen and Mike Taylor
Absent: Mayor Richard Newton
City Manager Jennifer Fadden, Deputy City Manager Chris Fuller, Assistant City
Manager/Director of Public Safety Mike Holder, Fire Chief Brian Riley, Chief
Financial Officer Brian Hogan, Public Works Director Jeremy Hutt, City Engineer
Cheryl Taylor, Environmental Compliance Officer Randy Bright, Recreation and
Library Director Mary Rodne, Colleyville Center Manager Leslie Hill, Finance
Manager Karen Hines, Community Development Director Ben Bryner, Parks
Manager Heather Dowell, SH26 Coordinator James Hubbard, Communications and
Marketing Coordinator Dustin Dangli, Strategic Services Manager Adrienne
Lothery, Information Systems Manager Chris Pena, and City Secretary Amy
Shelley
2a Discussion of Tarrant County Health Department recommendations for
mosquito aerial spraying
Public Works Director Jeremy Hutt presented this item and answered questions of
the City Council.
Councilmember Lindamood asked staff about how effective the two programs are.
Mayor Pro Tem Putnam asked staff if there is any data for either of them. Director
Hutt replied, depending on the report, there are different results. He stated the
truck spraying is really covering the right-of-way approach with a fairly good
coverage of the community, but it is not as effective with Colleyville because of
the larger lots. He stated aerial spraying does not get through tree canopies. He
explained targeted spraying is much more effective and fairly successful with
treating effected areas, such as creeks.
Mayor Pro Tem Putnam asked staff about why the reported cases in Tarrant
County plummeted so precipitously. Director Hutt replied Denton County did make
a recommendation in 2012; however, Tarrant County did not do any aerial
spraying in the 2012 season.
City Council Minutes August 10, 2016
City of Colleyville Page 2
Mayor Pro Tem Putnam asked staff if there is more of a targeted approach.
Director Hutt replied a lot of the communities have responded proactively with
more testing, and the monitoring has gone up significantly since 2012.
Councilmember Coplen asked staff if there is a reasoning this is being brought up,
given the numbers have come down. Director Hutt Jeremy replied Tarrant County
has had some discussions, and they did brief the Commissioners Court last week
about the treatment, even though there has been a decline toward the end of the
season.
Mayor Pro Tem Putnam asked staff if they are looking for direction so that if
Tarrant County makes a decision, staff can take action without having to come
back to City Council. Director Hutt replied yes, this will allow staff to respond.
Councilmember Lindamood asked staff if there are any differences in the health
risks between the three options. Director Hutt replied that with aerial spraying,
you are treating the entire City, but if there is a concern to avoid a certain street,
pocket areas can be treated with truck mounted spraying and the same thing with
targeted spraying.
Councilmember Coplen stated aerial or truck mounted spraying does not seem to
be as efficient, given Colleyville’s geographical area. Director Hutt explained from
staff’s perspective, the targeted approach is more efficient.
Mayor Pro Tem Putnam asked staff if more areas can be treated, if necessary, with
the targeted approach. Director Hutt replied absolutely.
Councilmember Lindamood asked staff if there are enough resources to have
multiple areas being treated at the same time. Director Hutt replied a third party
contractor is available in the event multiple areas need to be treated at the same
time.
Councilmember Taylor asked staff why not just treat the creek beds rather than
entire neighborhoods, especially if the creeks are the only areas affected. Director
Hutt replied that is an option, and that was done in 2012. He stated some
neighborhoods are going to be effected, given the amount of creek beds in
Colleyville.
Councilmember Taylor asked staff about the patterns consistently needing
treatment. Director Hutt replied the dense wooded, creeks, and non-manicured
areas.
Councilmember Coplen asked staff if private parks are treated. Director Hutt
replied no.
City Council Minutes August 10, 2016
City of Colleyville Page 3
Councilmember Coplen asked staff if they even know if those areas need to be
treated. Director Hutt replied there are 14 sample sites, and five testing samples
are taken each week to Tarrant County.
Councilmember Coplen stated what we are doing now seems to be the most
efficient, and stated being in favor if the treatments need to be increased.
Mayor Pro Tem Putnam stated if there are no other thoughts, we should keep
doing what we are doing, but it will be a different discussion if a County crisis
occurs. City Councilmembers concurred.
2b Presentation of the 2016 certified tax roll
Strategic Services Manager Adrienne Lothery presented the certified tax roll and
answered questions.
Councilmember Taylor asked staff who decided the tax rate for the proposed
agenda for the next City Council meeting. Manager Lothery replied a resolution
has been included for the next meeting for the City Council to provide direction on
what tax rate they would like to consider. She stated the number is the exact
same tax rate number used in the proposed budget. She added whatever is
approved, the number in the resolution is not an obligation, only if City Council
wishes to approve a tax rate above the effective rate, as that will trigger additional
noticing and public hearing requirements.
2c Presentation and discussion of the proposed Fiscal Year 2017 (FY 2017)
budget
City Manager Jennifer Fadden presented the proposed FY 2017 budget and
answered questions of the City Council.
Councilmember Coplen asked staff about other road projects that had been
accelerated. City Manager Jennifer Fadden replied L.D. Lockett Road was originally
scheduled for rehabilitation in 2018. She stated John McCain Road was currently
proposed for the current fiscal year CIP, at a cost of $662,000, for the section
from Pleasant Run Road to Shepherds Glen. She added the proposed CIP includes
moving that funding forward into the next fiscal year for the remainder of that
roadway. She stated the other sections of John McCain were not in the current five
year CIP.
Councilmember Coplen asked staff about the 2017 civil improvements at the
public works service center in the amount of $500,000. City Manager Jennifer
Fadden replied it is for the road construction with no direct relation to the
rehabilitation of the public works service center itself.
City Council Minutes August 10, 2016
City of Colleyville Page 4
Councilmember Coplen asked staff about water projects number 8 and 11. City
Manager Jennifer Fadden replied those were originally scheduled for 2018, which
has been accelerated a year to match the John McCain work. Director Hutt
concurred and added the utility projects were moved to coincide with the street
projects. He added Roberts Road was moved to 2017 and the Glade Road
maintenance component for Phases 2 and 3 were also added to the five year CIP.
Councilmember Coplen asked staff if the maintenance just includes patch work.
Director Hutt replied yes.
Councilmember Coplen asked staff if the Glade Road Partial Maintenance as
outlined on the CIP are new. City Manager Jennifer Fadden replied yes. Mayor Pro
Tem Putnam stated that maintenance is a really expensive band aid. He stated the
road does need to be repaired, but there are a lot of roads that need to be
repaired. Councilmember Coplen agreed.
Mayor Pro Tem Putnam asked staff when the Glade Road worksession will be held.
City Manager Jennifer Fadden replied August 24.
Councilmember Coplen asked staff if the cost for John McCain is $1.6 million.
Director Hutt replied yes, but we could see some savings if we use the county.
Councilmember Coplen asked staff about the county’s portion of John McCain.
Director Hutt replied the county will provide the labor and equipment with a cost
savings of between 40 and 60 percent.
Mayor Pro Tem Putnam asked staff about Hunter Lane. Director Hutt replied it was
an addition.
Councilmember Short asked staff if this is the first time to pay for personnel from
the CEDC budget, given the shift of Library personnel from the General Fund to
CEDC. City Manager Jennifer Fadden replied it is not, and the first utilization was
done when the City acquired the Senior Center. Councilmember Short stated
having concerns about moving staff to those funding sources, given there is a risk
in renewing the CEDC.
Councilmember Short asked staff if this is to keep the Library functioning at the
current levels. City Manager Jennifer Fadden replied yes.
Councilmember Coplen asked staff about the reason to go down in the tax rate by
1.6776, and if that is the limit of reduction. City Manager Jennifer Fadden replied
staff believes this tax rate supports current programs and services; however, if
City Council would like to consider a lower tax rate, staff believes it will impact
services and programs which would need to be studied and discussed.
City Council Minutes August 10, 2016
City of Colleyville Page 5
Councilmember Short asked staff about the communications reductions, given the
struggle we have had with communicating to our residents. City Manager Jennifer
Fadden replied none of these reductions come without some impact. She stated
the direction was to propose a tax rate that is the least impactful on the citizens’
services, and that was the scope through which those were viewed. She stated
while communication is of utmost importance, it permeates throughout the
organization. She stated we feel like we will be able to continue to do those things
which are important from a communication engagement perspective and maybe
improve efficiencies while reducing those resources. She stated we approach
communication efforts as a team to ensure no matter what we are doing as an
organization, communication is a piece of our job.
Councilmember Taylor asked staff if the CIP projects are reflective in the budget
proposal. City Manager Jennifer Fadden replied yes.
Councilmember Coplen asked staff about the hotel occupancy tax. City Manager
Jennifer Fadden replied stays at the hotel are assessed at a seven percent rate,
and this tax will be deposited into a specific fund.
Councilmember Coplen asked staff about what those funds can be used for. City
Manager Jennifer Fadden replied there are seven, state statute uses, and they all
have to have a direct correlation to tourism. She added for next year’s budget,
staff will do our best to utilize those funds, especially with the Colleyville Center.
Councilmember Coplen asked staff if communications is one of those uses. City
Manager Jennifer Fadden replied advertising to bring people into your city to stay
in your hotels is a use of those funds.
Councilmember Short asked staff about the senior property tax freeze, and if the
tax rate decreases, does that lower the tax payment amount that is frozen for
those that have been in place. Strategic Services Manager Adrienne Lothery
replied unless the tax rate is dramatically dropped to reset those frozen values
lower, they will not have any change.
Mayor Pro Tem Putnam stated he would like to know what the senior exemption
levels are for our neighboring cities. City Manager Jennifer Fadden replied there is
a $65,000 exemption, and then we have a freeze, and 21 percent of our accounts
are frozen.
Councilmember Lindamood asked staff about the voting module costs. City
Secretary Amy Shelley explained the ongoing costs for the voting module of
$1,200 is in addition to the agenda software module costs.
Councilmember Lindamood asked staff about the community outreach program for
the judge. City Manager Jennifer Fadden replied this is a new program/service to
be launched in the next fiscal year.
City Council Minutes August 10, 2016
City of Colleyville Page 6
Councilmember Lindamood asked staff about the street sweeper, and if it is
needed right now. Director Hutt replied overall it is in good shape; however, it has
also reached a point in its life that we are having maintenance issues. City
Manager Jennifer Fadden stated staff can take a closer look at the equipment and
follow-up with City Council.
Councilmember Short asked staff if we have looked at having a private company
provide the street maintenance service. Director Hutt replied it is much more cost
effective to run this ourselves, as we are very aggressive with our street sweeper
program.
Councilmember Lindamood asked staff about the $128,000 for the street sweeper.
City Manager Jennifer Fadden replied the replacement cost of the street sweeper is
$250,000 and that is a onetime cost included in the $730,376 for drainage
operations.
Councilmember Lindamood asked staff why there is a need to do the road along
the side of the public works service center. Director Hutt replied this cost includes
drainage and utility improvements for the entire service center site, not just the
roadway improvements.
Councilmember Coplen asked staff about what was going to be done for the Lawn
Firm. Director Hutt replied the City agreed to provide the road for an improved
access to the Lawn Firm.
Councilmember Coplen asked staff if we said what kind of access we would
provide, curb and gutter, etc. Director Hutt replied there were no specifications
other than it would be a public street.
Councilmember Short asked staff if in exchange the Lawn Firm is going to
accommodate our drainage. Director Hutt replied correct, one single detention
pond serving both properties.
Councilmember Lindamood asked staff if the detention is part of the $500,000.
Director Hutt replied correct.
Councilmember Short asked staff if they are anticipating paying more for TRA
water, and if it is based on usage. City Manager Jennifer Fadden replied the rate
from TRA is increasing almost 10 percent. Chief Financial Officer Brian Hogan
added the debt service piece is anticipated to decrease; however the cost of
treated water is anticipated to increase.
Councilmember Short asked staff if they anticipate the usage to remain constant.
Manager Lothery replied the usage included in the budget forecast is consistent
City Council Minutes August 10, 2016
City of Colleyville Page 7
with what has been used year-to-date in fiscal year 2016 and the last three
months of fiscal year 2015.
Mayor Pro Tem Putnam asked staff about the depreciation schedule for the street
sweeper. Director Hutt replied $38,000 per year for seven to eight years.
Councilmember Nakamura asked staff about the numbers for the agency
agreements. City Manager Jennifer Fadden replied the funding amounts are set
based on the agency’s request, and on the number of Colleyville citizens served.
Councilmember Nakamura stated having a concern that this may not be
something that the City really needs to do. Councilmember Short stated being
concerned if the agencies were not funded, the residents would not be able to
receive the benefits of the agency. City Manager Jennifer Fadden stated she did
not believe that to be the case, and staff will confirm.
Councilmember Coplen suggested providing a voluntary fund, like the voluntary
park fund, and this will allow those who want to contribute to the agencies to have
the ability to do so voluntarily. Councilmember Taylor suggested eliminating this
for a year to see what feedback is received from having eliminated the funding.
Mayor Pro Tem Putnam recommended not making the change for this budget, but
we will have another opportunity to address this before we adopt the formal
budget.
Councilmember Nakamura stated having a concern of other items, such as this,
that have been in the budget for years, but are not necessarily a City service.
Councilmember Taylor stated these services are going to go on with or without
Colleyville.
Councilmember Short asked staff about the significant reduction in the engineering
department. Director Hutt replied there was a reduction in the materials testing
due to there not being a lot of large developments which will require more quality
control. City Manager Jennifer Fadden added the revenue side was also reduced.
Councilmember Short stated having a concern about projects going up and dollars
going down. Director Hutt added the development side is slowing down and the
CIP projects are funded separately.
City Manager Jennifer Fadden explained the next steps in the budget process.
3. ADJOURNMENT
There being no further business before the City Council, Mayor Pro Tem Putnam
adjourned the worksession at 7:30 p.m.
City Council Minutes August 10, 2016
City of Colleyville Page 8
APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
6TH DAY OF SEPTEMBER 2016.
Minutes taken and prepared by:
Amy Shelley, TRMC
City Secretary