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HomeMy WebLinkAboutCity Council-Worksession Minutes-8/23/2016  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 23, 2016 6:00 p.m. Executive Conference Room Third Floor ­ City Hall 1. CALL TO ORDER  2. PRESENTATION AND DISCUSSION     2a Discussion of the Fiscal Year 2017 Proposed Budget and Capital  Improvement Program 3. ADJOURNMENT  I hereby certify this agenda was posted on City Hall bulletin boards Friday,  August 19, 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 23, 2016 6:00 p.m. Executive Conference Room Third Floor, City Hall Mayor Richard Newton called the Colleyville City Council Worksession to order on August 23, 2016, at 6:02 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, Chief Financial Officer Brian Hogan, Human Resources Director Rachel Huitt, Public Works Director Jeremy Hutt, City Engineer Cheryl Taylor, Community Development Director Ben Bryner, 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, and City Secretary Amy Shelley 2. PRESENTATION AND DISCUSSION 2a Discussion of the Fiscal Year 2017 Proposed Budget and Capital Improvement Program Strategic Services Manager Adrienne Lothery presented this item and briefed the City Council. Mayor Newton asked staff about the actual expenditure increase in the General Fund, given the reduction of $646,000. Manager Lothery explained the actual reductions, and City Manager Jennifer Fadden stated the total revenue difference, in all revenue categories combined, is $687,209. Mayor Newton asked staff about the $374,000 reduction in the Utility Fund. Manager Lothery replied the expenditure reduction is due to the CIP fluctuation from year to year, depending on what projects are scheduled. City Manager Jennifer Fadden added it is also due to the reduction in revenue due to the modified rate structure. Mayor Newton asked staff what was assumed about water usage. City Manager Jennifer Fadden replied we used fiscal year 16 actual water usage for every month, and then for fiscal year 15, we used the utilization for the last three months of the fiscal year times the rate. City Council Minutes August 23, 2016 City of Colleyville Page 2 Mayor Newton asked staff if there is a projection of the days of debt service for fiscal year 2017. Manager Lothery replied the number of days for fund balance is projected as of September 30, 2016, which is year beginning fund balance. Mayor Newton asked staff about the projected ending fund balance for fiscal year 17. Manager Lothery replied as of September 30, 2017, it is projected from 131 to 119 days, which is reflective of the $1 million of drawdown of fund balance through fiscal year 2018. Councilmember Taylor asked staff about when is it not beneficial to keep the street sweeper any longer, given that the cash is used towards the purchase of a new one. Manager Lothery replied we will include the information for next fiscal year’s budget relative to trade-in value. Councilmember Lindamood added when maintenance is completed, it actually adds value to the equipment for the trade-in. He stated it does not work the same as a regular vehicle. Councilmember Short asked staff what is the lead time in getting new equipment. Director Hutt replied one could be in service within 60 days, as there are models available. Councilmember Lindamood asked staff if they use Rene Bates auctioneers. Director Hutt replied yes. Mayor Newton asked staff if the $1,500 covers the modification to the Council Chambers relative to the voting equipment. Manager Lothery replied yes. Mayor Pro Tem Putnam asked staff if the county’s tax rate has been confirmed. Manager Lothery replied yes. Councilmember Taylor asked staff why we are using the 2015 information for the local option exemptions. Manager Lothery replied the 2015 tax rate is the adopted fiscal year 2016 rate. Mayor Pro Tem Putnam asked staff if the sale of a property triggers the roll back relative to an AG exemption. Manager Lothery replied the sale does not, but a change in use does. Councilmember Nakamura stated she had a concern about the agency agreements and that funding them did not feel like a City responsibility. She added she understands about the Chamber because they support Colleyville businesses. Councilmember Coplen asked staff when the agencies make their application for the grant. Manager Lothery replied in late spring concurrent with the individual department budget submittals. City Council Minutes August 23, 2016 City of Colleyville Page 3 Mayor Pro Tem Putnam stated he philosophically agrees with Councilmember Nakamura, and it may be difficult to break the trend. He stated it is not a tremendous issue, but it is not a taxpayer’s responsibility to fund these private entities. Councilmember Nakamura asked City Council about the objective of the Colleyville Executive Organization (CEO). Councilmember Taylor replied there are citizens and business people who cannot come to the Chamber who will attend these morning meetings to become informed of any issues. Councilmember Nakamura stated being concerned about all of the dues and subscriptions currently being paid. Mayor Newton asked staff about the Alliance for Children. Assistant City Manager/Director of Public Safety Mike Holder replied we could not replicate what we get as a partner in that organization for the level of service at $3,500 per year. He stated they would provide some services, but not at the level we receive as being a partner. Mayor Newton asked staff if this is a value to the City. Assistant City Manager/Director of Public Safety Mike Holder replied yes, and by being a partner, we are a part of their team, and there is a service level exchange. He added he has actually been involved in getting other agencies involved with this agency to show them the benefit of being a partner in the agency. Mayor Newton suggested having the agencies get in sync with our budget process so that we are on the same cycle. Mayor Pro Tem Putnam suggested there should be a formula driven approach so that the pie is split where there is a need. Councilmember Coplen stated she pays her own dues for CEO. Councilmember Lindamood agreed and stated we should not be paying dues for organizations in which we do not involve ourselves in. Mayor Newton added he pays his dues as well. Councilmember Nakamura asked Mayor Newton why there is seven listed for CEO. Mayor Newton replied he believes that is what has been done in the past. City Manager Jennifer Fadden concurred. Councilmember Lindamood asked staff if the agencies request an actual amount. Manager Lothery replied the agencies submit an application with a requested amount. Councilmember Lindamood suggested seeing the requests for next year. Councilmember Taylor suggested adding a column to reflect what portion of their funds is spent on programs and administration. City Council Minutes August 23, 2016 City of Colleyville Page 4 Mayor Pro Tem Putnam asked Mayor Newton if there will be a future discussion about revisiting some boards, commissions, and committees. Mayor Newton replied yes. Mayor Newton asked staff about the amount budgeted for the tree lighting celebration. Library and Recreation Director Mary Rodne replied it includes the service used to decorate the City’s tree, and the services provided to store the tree. Mayor Pro Tem Putnam asked staff how the BBQ event came in so far under budget. Assistant City Manager/Director of Public Safety Mike Holder replied it is mainly because of the donations received. Manager Lothery added if those donations do not come to fruition, the expenditures are then a budgetary item. Mayor Pro Tem Putnam asked Mayor Newton if there is a way to preserve the budget relative to events. Mayor Newton asked staff about what event is next. City Manager Jennifer Fadden replied Haunted Trails is the next event, which is in 60 days. Councilmember Nakamura asked staff who is in charge of all City events. City Manager Jennifer Fadden replied Library and Recreation Director Mary Rodne. Mayor Newton asked staff if the planning has begun for this event. Director Rodne replied yes, we have themed games already prepared, but we have not ordered the sound equipment. Councilmember Lindamood suggested keeping the events scheduled, but have the events committee take a look at them. Mayor Newton asked City Council if they all agreed. City Councilmembers concurred. Councilmember Nakamura asked staff about the Haunted Trails date. Director Rodne replied October 15. Mayor Newton stated he would like the tree lighting event to be called the Christmas tree lighting event. City Councilmembers agreed. Councilmember Nakamura asked staff if non-residents pay more than residents, relative to youth sports. Manager Lothery replied yes. Councilmember Nakamura asked staff about how much they pay. Parks Manager Heather Dowell replied the fee is $20 for a non-resident, and $5 for a resident, per season, per child. Mayor Newton asked staff if we are in balance with where we need to be rather than where the money goes. City Manager Jennifer Fadden replied this would be a City Council Minutes August 23, 2016 City of Colleyville Page 5 policy decision by the City Council. She added having worked with the youth sports associations, from their perspective, there is a margin at which the cost is not supportive in the market, and they may lose participants to other communities. She stated the field use fee has increased to maintain our first class facilities. Councilmember Nakamura asked staff if the leisure services chart includes salaries. Manager Lothery replied yes. Councilmember Taylor asked Mayor Newton if he wants to do more or less with leisure services. Mayor Newton replied he wants to think through what we are doing and why. Mayor Newton stated he would like to ensure we have general use type parks equally distributed in the City. Councilmember Lindamood stated the residents should have certain days set aside to be able to rent the sport fields. Mayor Pro Tem Putnam asked staff what percentage of the overall budget is for leisure services. City Manager Jennifer Fadden replied 8.9 percent, including all operating funds. Councilmember Nakamura asked staff about the turn lane onto McDonwell School Road. Public Works Director Jeremy Hutt replied a right hand turn lane coming south onto McDonwell School Road has been discussed as a short term fix. Councilmember Nakamura asked staff if a roundabout is planned for this intersection. Director Hutt replied yes, with a design in 2017, and construction in 2018. Mayor Pro Tem Putnam asked staff if we need to revisit the traffic analysis for this intersection to decide about the best solution. Director Hutt replied the study provided both an interim and long term assessment. He stated the long term solution was a roundabout with a couple of interim options. He added staff will provide an update to City Council during the design phase. Councilmember Coplen asked staff about the length of the retaining wall on Bedford Road. Director Hutt replied it is about ½ mile in length. Mayor Newton asked staff if we would lose half of the tree canopy with combination of the drilled shaft or spread footing wall. Director Hutt replied yes. Councilmember Lindamood asked staff if there will be a toe kicker. Director Hutt replied the curb line would be removed and replaced. Councilmember Lindamood asked staff if the trees are touching the wall. Director Hutt replied yes. City Council Minutes August 23, 2016 City of Colleyville Page 6 Councilmember Lindamood asked staff if they will be over-excavating. Director Hutt explained the process during excavating. Mayor Newton asked City Council if they all agreed with the drilled shaft approach to preserve as many trees as possible. City Councilmembers agreed. Mayor Newton stated the road along the side of the public works service center is not a priority for the City. He then asked staff what is the cheapest option. Director Hutt replied the $500,000 cost estimate was based on a City standard street section; however, if this is reduced to a fire lane for a business/commercial access, it could be done for $335,000. Mayor Newton asked staff if road projects are sped up, can staff execute the projects. Director Hutt replied yes, staff is prepared to execute the projects as outlined in the CIP. Mayor Newton asked staff if a road assessment is scheduled to be completed. Director Hutt replied yes, the last assessment was completed in 2014, and depending on the approved budget, it will be done relatively quickly for fiscal year 2017. Councilmember Taylor asked staff what the assessment includes. Director Hutt replied it will be a pavement condition assessment for every street, as the conditions have changed. Councilmember Short asked staff if this assessment helps to maintain the data points. Director Hutt replied yes. Mayor Newton stated he would like to get this done sooner rather than later. Director Hutt added this assessment will be a tool to use for the next budget cycle in the spring of 2017 for the 2018 budget. Mayor Pro Tem Putnam asked staff if Hunter Lane is on the list. City Manager Jennifer Fadden replied yes. Councilmember Taylor asked staff if the company who did the assessment will continue the updates at less cost, and do they abandon the data. Director Hutt replied the data is ours, and we basically hire the company to continue building the data points, they do not start from scratch. Mayor Newton asked staff about the $9.25 million in the CIP budget. City Manager Jennifer Fadden replied that is proposed for fiscal year 2017, and there is other funding available for other projects. Mayor Newton asked City Council if they want to do something with the Senior Center, like some placeholder in the CIP. Mayor Pro Tem Putnam replied he thought there was a placeholder in the CEDC budget. City Manager Jennifer City Council Minutes August 23, 2016 City of Colleyville Page 7 Fadden stated the future projects category of $900,000 is proposed, but not programmed. Councilmember Coplen added the update to the Parks Master Plan may include the Senior Center. City Manager Jennifer Fadden asked Mayor and City Council if they wish to leave the CIP as proposed, or would they like to see any changes prior to the first reading of the budget on September 6. Mayor Newton replied he had not heard anybody say they would like to change, or a process for dealing with that. Mayor Pro Tem Putnam stated there may be some design changes that could result in savings which could be applied somewhere else, maybe a little over budgeted on some projects, with the current plan. Director Hutt asked Mayor and City Council if they would like to amend the funding allocated for the service center improvements. Mayor Newton replied not at this time. City Manager Jennifer Fadden asked staff if additional funding will need to be allocated in the 2017 CIP to accommodate the increased cost for the Bedford Road retaining wall replacement. Director Hutt replied yes, staff will bring forward some scenarios for a proposed funding source to cover the difference. Councilmember Coplen asked staff if that project was to be done in 2016 or 2017. Director Hutt replied it was originally a 2015 project, and $300,000 has been allocated for such. Manager Lothery replied that is why it is not shown on the 2017 CIP list. City Manager Jennifer Fadden stated staff is proposing to fund the pavement condition assessment sooner rather than later, out of the capital projects fund which is not contingent upon the fiscal year 2017 budget. Councilmember Nakamura asked staff about the cost of the pavement condition assessment. Director Hutt replied approximately $50,000 has been earmarked. Councilmember Nakamura asked staff if they were happy with the initial assessment, and if the project will be put out to numerous vendors. Director Hutt replied the North Central Texas Council of Governments placed on RFQ, and they had four vendors apply with established pricing. He stated staff is currently looking at those four vendors, and at that time we would have to enter into an interlocal agreement. Councilmember Nakamura asked staff if there would be a way to put together department information to know what employees are receiving for merit increases. Manager Lothery replied the merit component of the compensation package is budgeted as a pool of funds because the evaluations have not been submitted. City Council Minutes August 23, 2016 City of Colleyville Page 8 Councilmember Nakamura asked staff if she could see last year’s evaluations. Manager Lothery replied yes. Mayor Newton stated the three full time Library employees that were moved to the CEDC budget, should be included in the General Fund, not the CEDC. Councilmember Short agreed. City Manager Jennifer Fadden stated the following satisfies the City Council’s goals relative to the proposed budget: • Reduce redundancies in the budget relative to the voting equipment • Leave the Police Department’s records clerk position vacant • Reduce the recreation events that are only enjoyed by few in the amount of $8,700 (Winterball, Bunny Brunch, and the Texas Junior Anglers event) • Leave the Youth Services Librarian position vacant • Increase the revenue required by each youth sports association by $8,500 • Review future agency agreements City Manager Jennifer Fadden asked the Mayor and City Council if they would like another opportunity to further discuss the budget reductions prior to the September 6th City Council meeting. Mayor Pro Tem Putnam asked staff if there is room on a worksession prior to the City Council meeting or would this require a standalone worksession. City Manager Jennifer Fadden replied there is not another meeting scheduled between now and September 6. Mayor Newton stated it would be nice to have that discussion, and maybe we could come up with some time. Councilmembers Coplen and Nakamura stated they would be out of town. Councilmember Nakamura suggested adding a meeting for this week. City Manager Jennifer Fadden replied we would not be able to post in advance of 72 hours to have another meeting this week. Councilmember Short stated staff did a great job without cutting services to the citizens. Mayor Pro Tem Putnam stated being comfortable with staff’s recommendations unless City Council would like to debate it further. Councilmembers Coplen and Taylor agreed. Councilmember Lindamood stated he would like to look at it further. Mayor Newton stated they could all email the city manager their suggestions to see if another meeting can be scheduled. Mayor Pro Tem Putnam stated worst case scenario, they could discuss this during the public hearing. Mayor Newton agreed. 3. ADJOURNMENT City Council Minutes August 23, 2016 City of Colleyville Page 9 There being no further business before the City Council, Mayor Newton adjourned the worksession at 8:01 p.m. APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 20TH DAY OF SEPTEMBER 2016. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary