HomeMy WebLinkAboutCity Council-Minutes-9/8/2016 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
Thursday, September 8, 2016
6:00 p.m.
Executive Conference Room
Third Floor City Hall
1. CALL TO ORDER
2. PRESENTATION AND DISCUSSION
2a Discussion of the City's Boards, Commissions, and Committees
3. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday,
September 2, 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
Thursday, September 8, 2016
6:00 p.m.
Executive Conference Room,
Third Floor – City Hall
Mayor Richard Newton called the Colleyville City Council Worksession to order on
September 8, 2016, at 6:01 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, Chief
Financial Officer Brian Hogan, City Engineer Cheryl Taylor, Community
Development Director Ben Bryner, Principal Planner Shane Pace, Recreation and
Library Director Mary Rodne, Colleyville Center Manager Leslie Hill, Parks Manager
Heather Dowell, SH26 Coordinator James Hubbard, and City Secretary Amy
Shelley
2. PRESENTATION AND DISCUSSION
2a Discussion of the City's Boards, Commissions, and Committees
Mayor Newton presented this item and briefed the City Council.
The following minutes have outlined the discussion based on each board,
commission, and committee.
Architectural Review Commission (ARC)
Councilmember Coplen asked staff if the ARC is reviewing guidelines or are they
getting individual requests. City Manager Jennifer Fadden replied their role has
been to review matching grant applications for façade improvements as those
come in and they serve as the review body that then makes a recommendation to
the City Council.
Councilmember Coplen asked staff about the last date of an ARC meeting, even
though grant applications have been considered. City Manager Jennifer Fadden
replied the applications City Council has reviewed have been for tenant finish-outs
internal to an existing structure, not façade matching grants.
Councilmember Lindamood asked staff if this commission will come into play with
SH26 construction. Deputy City Manager Chris Fuller replied no, City Manager
City Council Minutes September 8, 2016
City of Colleyville Page 2
Jennifer Fadden added not unless City Council would like to utilize this group for
those purposes.
Mayor Pro Tem Putnam asked staff what the commission did when they met the
last time. City Manager Jennifer Fadden replied they discussed the Braum’s
remodel because their associated brand colors were not considered earth tones.
Councilmember Coplen suggested changing the term, since they only met once,
and the members serve for two years.
Audit Committee
Mayor Newton would like for the term of the Audit Committee to be annually to
provide an opportunity for other City Councilmembers to serve.
Councilmember Taylor asked staff if the auditing firm actually looks at our
processes, and do they suggest there are other ways to do things. Chief Financial
Officer Brian Hogan replied yes, they look at our internal controls.
Councilmember Taylor asked staff if the auditors are looking at how utility billing
processes work. Chief Financial Officer Brian Hogan replied yes, and they provide
final review, and will also provide management comments if best practices were
not being followed. He stated this took place most recently when we began using
MUNIS.
Councilmember Nakamura asked staff how often the auditors come out. Chief
Financial Officer Brian Hogan replied they come in August to do field work, and
then again the third week in October to test the year end processes.
Capital Improvement Advisory Committee
Mayor Pro Tem Putnam asked Mayor Newton why it is important to have building
industry members. Mayor Newton replied it is a requirement of the code.
Councilmember Lindamood stated he would like to look at everyone that is
applying for these positions.
Mayor Newton asked staff how often this committee meets. City Manager Jennifer
Fadden replied upon review of the impact fees, which is done every five years.
Councilmember Taylor asked staff if the members have to be the Planning and
Zoning Commission members. City Manager Jennifer Fadden replied Chapter 395
of the Local Government Code states the committee may be the same as the
Planning and Zoning Commission, it does not state they shall be the same. Deputy
City Manager Chris Fuller further explained the committee membership.
City Council Minutes September 8, 2016
City of Colleyville Page 3
Councilmember Nakamura asked City Council why the member term is two years,
when they only meet every five years. Councilmember Short answered that these
terms are concurrent with the Planning and Zoning Commission terms.
Councilmember Short asked staff if the recommendations related to impact fees is
sent to the Planning and Zoning Commission. City Manager Jennifer Fadden replied
the recommendations are made to the City Council.
Councilmember Taylor stated this may be an opportunity to direct CIAC away from
the Planning and Zoning Commission.
Councilmember Coplen suggested changing the terms for CIAC, especially since
they are not meeting that often.
Colleyville Center Advisory Committee
Mayor Newton asked staff about the Chamber of Commerce appointment.
Colleyville Center Manager Leslie Hill replied the Chamber will have a member, but
they have not designated a person.
Mayor Newton asked staff if the long standing members are a benefit to the
committee. Manager Hill replied they provide a lot of history to the committee.
Colleyville Economic Development Corporation Board
Councilmember Taylor asked staff if the bylaws necessitate the Councilmembers
as directors. City Manager Jennifer Fadden replied yes.
Colleyville Library Board
Councilmember Coplen asked staff what happened to the ex-officio school district
member. Library and Recreation Director Mary Rodne replied the member was
taken off the board several years ago because they never came to the meetings.
Mayor Pro Tem Putnam asked staff about the vacancy. Director Rodne replied they
moved.
Mayor Newton asked staff who is the other vacancy. Director Rodne replied Vernon
Noronha.
Mayor Pro Tem Putnam asked Mayor Newton when the September appointments
are advertised. Mayor Newton replied in July, if we had not delayed the process.
Councilmember Nakamura asked Mayor Newton if the alternates will move up.
Mayor Newton replied if the regular members do not show up, then the alternates
sit in their place. He added it is up to the City Council to decide who to appoint.
City Council Minutes September 8, 2016
City of Colleyville Page 4
Colleyville Tree Board
Councilmember Coplen suggested making this a subset of the Parks and
Recreation Advisory Board. Parks Manager Heather Dowell concurred, but stated
we have to keep something in order to keep our Tree City USA certification.
Mayor Pro Tem Putnam suggested having another meeting and making new
appointments in December as there is no need to do anything different.
Councilmember Short asked staff if Keep Colleyville Beautiful is still going.
Manager Dowell replied yes.
Mayor Newton asked City Councilmembers how the appointments are
made/handled. Councilmember Coplen replied the Parks and Recreation Board and
Keep Colleyville Beautiful board would appoint the members.
Mayor Newton asked staff if there is citizen interest or participation in the trees.
Manager Dowell replied yes, and there are other opportunities to provide support
to Colleyville’s tree planting activities.
Mayor Newton suggested keeping the committee but have City Council make the
appointments, and also look at the charge for this committee.
Councilmember Coplen suggested utilizing the forester position as support for this
committee.
Mayor Pro Tem Putnam suggested eliminating one of each of the Boards (Parks
and Keep Colleyville Beautiful) and have City Council make a couple of
appointments.
Historical Preservation Committee
Mayor Newton believes there is plenty for this committee to do, such as the
Bidault House and the preservation of Bobby Fitzgerald’s artifacts.
Metroport Teen Court Advisory Board
Councilmember Taylor provided an overview of this board as he is the Colleyville
City Council liaison.
Park Land Dedication Committee
Mayor Newton asked staff why a separate small committee is necessary to review
proposed dedications of park land. Manager Dowell replied because they are
reviewing and making recommendations relative to funds.
City Council Minutes September 8, 2016
City of Colleyville Page 5
Mayor Pro Tem Putnam stated it would seem to be a core responsibility of the
Parks and Recreation Advisory Board.
Mayor Newton stated he is not sure they have anything to do.
Councilmember Short asked staff about their recommendations. Assistant to the
City Manager James Hubbard replied the Park Land Dedication Committee makes a
recommendation to the Parks and Recreation Advisory Board who in turn makes a
recommendation to the City Council for the expenditure of those funds. Mayor
Newton suggested this could just be a function of the Parks and Recreation
Advisory Board.
Parks and Recreation Advisory Board
Councilmember Coplen asked staff what happened to the school district member.
Manager Dowell replied staff is currently working with a new school district
member.
Councilmember Short asked staff why there is not a volleyball liaison. Manager
Dowell replied volleyball is not an association, it is a recreation program, and
Recreation and Events Manager Lisa Escobedo is the staff liaison.
Councilmember Nakamura asked staff about the total number of parks. Manager
Dowell replied 13.
Planning and Zoning Commission
Mayor Newton stated he would like the Planning and Zoning Commission to make
recommendation on plats, and for City Council to be the ultimate approver.
Councilmember Nakamura asked staff who asked for it to be changed. City
Manager Jennifer Fadden replied City Council approved the change and amended
the ordinance.
Councilmember Short asked staff about the types of plats. Deputy City Manager
Chris Fuller replied preliminary, final, combination, replat, and amending plats.
Councilmember Taylor stated the Planning and Zoning Commission is a technical
group, but items should be passed on to City Council for final approval.
Sign Board of Appeals
Mayor Newton stated this is a needed board, but if the sign ordinance is not
proper, then amendments will need to be made.
City Council Minutes September 8, 2016
City of Colleyville Page 6
Councilmember Nakamura asked staff how often this board meets. Deputy City
Manager Chris Fuller replied every other month or quarterly.
City Manager Jennifer Fadden added the denials from the board are usually
appealed to City Council.
Tax Increment Finance District (TIF) Board
There were no changes or discussions made for this board.
Zoning Board of Adjustment
Mayor Newton asked staff how active is this board. Principal Planner Shane Pace
replied the board is very active, although there was a span in 2015 in which they
did not meet.
Mayor Newton asked staff if there is an appeal process for this board. Planner Pace
replied no, just district court.
Appointment timing
Mayor Newton stated he does not want a once a year appointment schedule, but
looking for suggestions on the appointment timing.
Mayor Pro Tem Putnam suggested appointments could be made after the May
election, but then again the July timing may work for that.
Mayor Newton stated it is the responsibility of the City Council to talk to their
people to fill out applications to serve on the committees.
Mayor Pro Tem Putnam stated there is really no reason to change the process.
Councilmember Short stated he could see moving the July to September
appointment period back a little, maybe a month or two.
Councilmember Coplen asked staff about the proposal to change the appointment
timing. City Secretary Amy Shelley replied staff is proposing to change the two
appointment periods to just one annual appointment cycle.
Councilmember Nakamura asked staff about the pros and cons. City Secretary
Amy Shelley replied having the advertising period in July for September
appointments interferes with summer vacation, and the advertising period in
October for December appointments interferes with the holidays. She added
having one application period allows all appointments to be done at one time.
City Council Minutes September 8, 2016
City of Colleyville Page 7
Mayor Newton stated he is concerned with the interviewing time if we move to a
one time a year appointment period.
Councilmember Nakamura asked staff if there have been times when no one has
applied for an opening. City Secretary Amy Shelley replied yes, and then explained
one person may then serve on multiple committees because there are no other
applications.
Councilmember Nakamura asked staff how the information is put out into the
community about openings. City Manager Jennifer Fadden explained the
application is posted on the website and all of our social media outlets.
City Manager Jennifer Fadden asked City Council if they chose to stay with the
current appointment cycles. Mayor Newton replied yes, and proceed forward with
making the appointments for the September openings.
Councilmember Lindamood stated he wants to make sure City Council sees the
applicants. City Manager Jennifer Fadden explained the appointment process, and
that City Council lets staff know who they want to interview.
Decommissioned Committees (overview)
Colleyville Events Steering Committee -
Mayor Pro Tem Putnam stated he would like to reestablish the committee so that
the events can be reviewed rather than locking events in every year.
Councilmember Coplen asked Mayor Pro Tem Putnam if he would like to have this
as a standalone committee or an ad hoc committee. Mayor Pro Tem Putnam
replied not sure, maybe an ad hoc.
Councilmember Nakamura suggested a standalone committee since the events
would be looked at annually.
Mayor Newton stated it will be important to form, either an ad hoc or a standalone
committee, at the right time. Councilmember Coplen suggested forming the
committee before the budget process begins.
Councilmember Nakamura stated it should be a permanent committee.
Councilmember Lindamood concurred with Councilmember Coplen to start the
committee before the budget process. Mayor Pro Tem Putnam stated they could
work within the confines of whatever budget is established, if you do not form it
ahead of time.
Councilmember Coplen suggested making appointments in December.
City Council Minutes September 8, 2016
City of Colleyville Page 8
Councilmember Short stated we will want to make sure the committee has
something to do. Mayor Newton stated it would be City Council’s responsibility to
educate the members, and then for them to decide what is beneficial to the
community, or what the objectives of the events are.
Mayor Pro Tem Putnam stated he does not believe we should be locked into
certain events. Councilmember Coplen stated there are traditional events. Mayor
Newton concurred, but there may be other things we can do.
Colleyville Sidewalk Committee -
Mayor Newton stated this could be a beneficial one.
Mayor Pro Tem Putnam stated he will be proposing a policy change.
Mayor Newton asked Mayor Pro Tem Putnam if we should wait until the policy is
changed. Mayor Pro Tem Putnam agreed.
Mayor Newton stated the trails plan within the Parks Master Plan, may benefit this
committee as well. Mayor Pro Tem Putnam agreed.
Senior Center Advisory Committee -
Mayor Newton asked how the Senior Center representative was appointed. City
Manager Jennifer Fadden replied the City Council appointed a member from the
Senior Center Advisory Committee to the Parks and Recreation Advisory Board.
Mayor Newton asked staff who is the member. City Manager Jennifer Fadden
replied Debra Minea.
Councilmember Nakamura asked staff what Ms. Minea wants the back portion of
the Senior Center to be developed as. Manager Dowell replied a park.
Mayor Newton agreed that this committee is not necessary. City Manager Jennifer
Fadden stated the seniors are very happy at the Senior Center.
Traffic Safety Advisory Committee -
Mayor Newton agreed that this committee is not necessary and not sure what they
would actually do.
There was no discussion on any other decommissioned board, commission, or
committee.
Other opportunities for boards, commissions, or committees
Councilmember Nakamura suggested a branding committee and a public relations
or marketing person would be on the committee.
City Council Minutes September 8, 2016
City of Colleyville Page 9
Mayor Newton suggested a communications committee.
Councilmember Coplen suggested a committee to discuss or decide what is going
to be done with the upcoming hotel tax.
Mayor Newton suggested a committee to relook at the Strategy Map. He has also
suggested having another City Council session like the priorities setting
worksession, a visioning session.
Councilmember Short suggested having the branding committee be combined with
the events committee. Councilmember Nakamura stated those should be separate
committees. Mayor Newton stated they could possibly come together to help
promote Colleyville events and marketing.
Opportunities for City Council participation
Mayor Pro Tem Putnam asked staff what “undefined” means. SH26 Project
Coordinator James Hubbard replied those are at-large positions, and
representation is more at the region level.
Mayor Pro Tem Putnam asked staff what City Council can do with the Tarrant
Appraisal District (TAD). City Manager Jennifer Fadden replied the TAD board of
directors are currently elected by the taxing jurisdictions within the county, with a
bi-annual election process, which just occurred, and each jurisdiction has
proportional vote based on their tax base. She added Colleyville has had
Colleyville residents on the board, and noted City Council casts votes in each
election.
City Manager Jennifer Fadden stated there is a more extensive list in your packet.
Councilmember Lindamood stated he would like to know when Mr. Fegan and Mr.
Eubanks were elected or served on the TAD board. City Manager Jennifer Fadden
stated staff can compile that information for City Council.
Councilmember Coplen asked staff if Mr. Eubanks is not currently on the board.
City Manager Jennifer Fadden replied correct.
Councilmember Short suggested TxDOT and maybe the school district.
Mayor Pro Tem Putnam asked Mayor Newton what opportunities the school district
provides to us. Mayor Newton replied we provide sport fields for them, and there
are probably other things to share.
Mayor Newton suggested having a joint meeting with the school district.
City Council Minutes September 8, 2016
City of Colleyville Page 10
Councilmember Coplen stated often times they will share their demographic
studies. Assistant City Manager/Director of Public Safety Mike Holder added the
school district also works with public safety.
3. ADJOURNMENT
There being no further business before the City Council, Mayor Newton adjourned
the worksession at 7:54 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