HomeMy WebLinkAboutCity Council-Agenda Packets-6/14/2007:~~ City of Colleyville
~~ ~``~ Agenda
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City Council Worksession
100 Main Street
Colleyville, Texas 76034
(817) 503-1000
www.colleyville.com
Thursday, June 14, 2007
5:30 PM
Executive Conference Room
1
2.
3.
4.
5.
6.
Call to Order
Presentation and Discussion of Preliminary FY2008 Budget
Discussion of FY2008 Budget Priorities
Review and Discussion of the City Council Rules of Procedure
Review of the FY2007 Work Initiatives and Discussion of the FY2008
Work Initiatives
Adjournment
I hereby certify the above agenda was posted on the bulletin boards at City Hall on Friday,
June 8, 2007, by 5:00 p.m.
Cynthia Singleton, TRMC, C C
City Secretary
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 Printed on 6/8/2007
~~„_ City of Colleyville
~~
~~ ~'~~ Agenda
~,;,"
City Council Worksession
100 Main Street
Colleyville, Texas 76034
(817) 503-1000
www.colleyville.com
Friday, June 15, 2007
2:30 PM EXECUTIVE CONFERENCE ROOM
1.
2.
3.
4.
5.
6.
Call to Order
Presentation and Discussion of Preliminary FY2008 Budget
Discussion of FY2008 Budget Priorities
Review and Discussion of the City Council Rules of Procedure
Review of the FY2007 Work Initiatives and Discussion of the FY2008
Work Initiatives
Adjournment
I hereby certify the above agenda was posted on the bulletin boards at City Hall on Friday,
June 8, 2007, by 5:00 .m.
Cynthia Singleton, TRMC, CMC
City Secretary
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 Printed on 6/8/2007
FY2008 Council Planning Worksession
Thursday, June 14, 2007
5:30 Call meeting to order
5:35 Discussion of worksession goals -
^ Confirm budget calendar
^ Provide direction for major budgetary programs for FY 2008 and review of
revenue forecasts
^ Confirm Council Rules of Procedure for 2007-2008
^ Identification of Council Work Plan initiatives for FY2008
5:45 Preliminary Overview of Revenue/Expense Projections for FY2008
6:30 FY2008 Program Budget Presentations
6:30 Community Development/Code Inspection -Chris Fuller
6:45 Colleyville Center/Building Services -Lin Przybyl
7:00 Engineering/Public Works/Utilities -Steve Chutchian
7:15 Finance/Court/Utility Billing -Terry Leake
7:30 Fire/EMS/Emergency Management -Mike Johnston
7:45 Information Services -Stephen Seidel
8:00 Library -Mary Rodne
8:15 Parks & Recreation -Monica Sue Walsh
8:30 Police -Tommy Ingram
9:00 Adjourn ment
Friday, June 15, 2007
2:30 Call meeting to order
2:35 Review of the FY2008 Budget calendar
2:45 Summary review and direction for FY2008 Budget
4:30 Review and discussion of the Council Rules of Procedure
5:00 Identification of initiatives for the FY2008 Council Work Plan
6:30 Adjournment
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TO: Mayor and City Council
FROM : Bill Lindley, City Manager
SUBJECT: FY2008 Planning Worksession
DATE: June 8, 2007
I am looking forward to the discussion and direction you will be providing on June 14th and
15th as part of the FY2008 planning worksession. Your active and candid participation will
be a large part of the success for the worksession. The sharing in a group format of
individual thoughts, insights and suggested programs will be the basis of what we
accomplish next year; both in budget development and work initiatives. Given the limited
time allotted for the two half days of discussion, it is important that we keep comments brief
with the goal of leading to group consensus so we can complete the various discussions.
The Thursday evening session provides for budget discussion among the Council and staff.
You can see by the attached agenda that the Friday afternoon session is geared to
providing direction on the budget and work initiatives. My objectives for the worksession
include:
• Review the approved budget calendar for Council confirmation of attendance
• Provide an opportunity for the Council to decide how you desire meetings to be
conducted;
• Incorporate discussion with departmental managers on the current budget and
FY2008 challenges;
• Discuss new/expanded service programs for consideration as part of the FY2008
budget development, and;
• Identify items to be addressed as part of your FY2008 work initiatives.
Included with this section of the worksession packet is the previously approved calendar for
Council meetings related to the adoption of the FY2008 Budget. It is important that the
calendar be reviewed for any possible modifications early in the process.
The Thursday evening session will start promptly at 5:30 p.m. and conclude by 9:00 p.m.
Accounting for the NCTCOG annual awards luncheon, the Friday session will start at 2:30
p.m. and conclude by 6:30 p.m. Starting the day will be a review of the prior evening's
discussion leading to my receiving direction on key issues to address in developing the
FY2008 Budget. I have structured the bulk of remaining time that afternoon to concentrate
on identifying work initiatives for the coming year.
1 appreciate the time that you are providing to make Colleyville a better place for our
citizens.
CITY OF COLLEYVILLE
FY 2008 BUDGET CALENDAR
Tuesday, March 6 City Council discusses and reviews FY2008 Budget Schedule
(5:30 pm)
Tuesday, March 13 Presentation of the FY 2008 Budget Schedule at the City Council
(9:00 am - 2 p.m.) Candidate Orientation
(Executive Conference Room -City Hall)
Tuesday, April 17 FY 2007 Mid-Year Budget Update. Receive City Council Direction
(5:30 pm) in Preparing the FY 2008 Budget at Pre Council
(Executive Conference Room -City Hall)
Thursday, June 14
(5:30 pm)
Friday, June 15
(2:30)
Wednesday, July 25
Monday, July 30
(5:00 pm)
Thursday, August 2
(6:00 pm)
Friday, August 3
(Noon)
Tuesday, August 21
(7:30 pm)
Tuesday, August 28
(6:30 pm)
Tuesday, August 28
(7:00 pm)
Tuesday, September 4
(7:30 pm)
FY 2008 City Council Planning and Budget Worksession
(Executive Conference Room -City Hall)
City receives Certified Tax Roll
City Manager's Proposed FY2008 Budget Distributed to City
Council
City Council Budget Worksession
(Executive Conference Room -City Hall)
City Council Consideration of a Vote of Intent to Adjust the Tax
Rate - as needed
(City Council Chamber -City Hall)
Consider Approval of the FY2008 CEDC Budget
(City Council Chamber -City Hall)
City Council Consideration of a Vote of Intent to Adjust the Tax
Rate - as needed
(City Council Chamber -City Hall)
First Reading and Public Hearing for the FY 2008 Budget
(City Council Chamber -City Hall)
Tuesday, September 18 Second Reading, Public Hearing and Consider Adoption of the FY
(7:30 pm) 2008 Budget
(City Council Chamber -City Hall)
Updated: 6/8/2007
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TO: Mayor and City Council
FROM: Bill Lindley, City Manager
SUBJECT: FY2008 Departmental Budget Proposals
DATE: June 8, 2007
This section of the worksession packet provides supporting information for budget
discussion for FY2008. The Thursday evening session has been styled to provide a
dialogue on our preliminary revenue estimates and departmental proposals for
expansion/addition of service programs-equipment. The accompanying Service Program
Requests are the requests submitted by the department heads to the budget team for
consideration.
Revenues
At this early stage in the budget process, I am projecting that we will experience an overall
revenue growth of approximately $800,000 for FY2008. As you can see in the attached
revenue summary, we are continuing to have solid growth in the various revenue
categories. The two main revenue components for next year are again property tax and
sales tax receipts.
Adjusting for the new debt service on the fire station, the preliminary projection of the
FY2008 property tax rate is $.3559 with an allocation of $.28312 to the General Fund and
$0.07278 to the Debt Service Fund. The adjustment of $.0085 to the current property tax
rate of $.3474 will yield the additional $268,000 to fund the annual payments on the 2007
debt sale for the fire station. The State rollback rate is higher at a rate of $0.3601.
Annual sales tax collections continue strong growth over the prior year. For the FY2008
budget, we are projecting a 5% increase. As previously approved, we will continue funding
the utilization of allocated excess available cash balance to fund the economic development
incentives for the Town Center projects. As noted before, this enables the Council to fully
maximize sales tax growth projected for FY2008 toward service enhancements.
Additionally, there are plans to adjust the franchise fee that the Utility Fund transfers to the
General Fund from 2% of revenues to 4% of revenues, as the other franchise holders pay a
minimum of 4%. In the next fiscal year, the City will be issuing debt to pay for the State
Highway 26 utility relocations and the utility rates will be reviewed for adequacy of debt
coverage.
Service Program Reauests
The significant portion of Thursday evening is devoted for discussing the FY2008 requests
for new service programs. As part of the budget development process, each department
submitted a written request for new-expanded personnel, equipment or programs for the
next year. Additionally, the departments submitted similar program information for the
succeeding five years.
Aside from these considerations, I am including a 6.0% merit evaluation for employees. The
cost for funding this program for this coming year is depicted in the following table.
General Fund $304,630
Utility Fund $ 77,217
Drainage Fund 14 925
Total: $396,772
Each 1 % of merit evaluation costs the General Fund $85,000. The funding commitments
are inclusive of both salary and benefits. Based on the salary survey completed in March
2007, an additional market adjustment for public safety positions and information services is
being recommended to maintain a competitive position within the market. This adjustment
is an additional $151,280 to the general fund.
In addition to funding the salary commitments for the compensation program, I will be
developing the budget to fund employee health insurance increases. While still preliminary,
I am estimating a 12% insurance adjustment that will cost $196,000. There are several
options in working towards reducing this cost that will be discussed with the Council at a
later date. It should be noted that cost reductions may subsequently increase administrative
fees shifting any potential savings back into benefit funding.
This early budget direction by the Council allows me a better sense in preparing the FY2008
budget. We will not be reviewing routine operational increases since I am attempting to
gain a broader vision of the Council in growing our service level for the next year. The
actual budget worksession in August will address those types of issues. I have broken the
multi-year BAF's into two sections -the first being for FY2008 and the out years being
included in the second subsection.
Given the limited time allotted for each of the departments, it is important that you keep
questions brief to assist in ensuring all departments have an opportunity to review their
requests.
Departmental Budget Presentations
6:30 Community Development/Code Inspection -Chris Fuller
6:45 Colleyville Center/Building Services -Lin Przybyl
7:00 Engineering/Public Works/Utilities -Steve Chutchian
7:15 Finance/Court/Utility Billing -Terry Leake
7:30 Fire/EMS/Emergency Management -Mike Johnston
7:45 Information Services -Stephen Seidel
8:00 Library -Mary Rodne
8:15 Parks & Recreation -Monica Sue Walsh
8:30 Police -Tommy Ingram
The staff will be focused on being brief to respect your time. With adequate attention to the
clock by everyone, there should be no reason why we cannot adjourn the evening session
by 9:00 p.m.
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FY08 UTILITY AND DRAINAGE FUND BAF REQUESTS
.. ' ~~~~ er . 12£QFIEST.. ~ ~~
- ~,,::
Utility Operations Water System Security Update _ _ _ _ $40,000 1
Utility Operations Water Well Removal _ $160,000 2
Utility Operations 1/2 Ton Pick-Up Truck $20,000 3
Utility Operations 1/2 Ton Pick-Up Truck $20,000 4
Utility Operations Backhoe _ $67,000 5
Utility Operations Trailer Mounted Vacuum Excavator $40,000 6
__ -
Utility Operations Truck Mounted Sewer Inspection System $75,000 7
-- --- --
__
TOTAL $422,000
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Drainage Advance Flood Warning Stem $78,000 1
TOTAL $78,000
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TO: Mayor and City Council
FROM: Bill Lindley, City Manager
SUBJECT: Preliminary FY2008 Work Initiatives
DATE: June 8, 2007
This section of the worksession packet provides a copy of various preliminary work
initiatives identified by staff for Council consideration. The Annual Work Plan is reviewed on
a quarterly basis being most recently discussed during the May 22 Pre Council meeting.
The Council time and attention in assisting in identifying key issues to work on next year is
critical in planning the work for staff.
In discussing our work initiatives for the upcoming year, Council will want to reflect on the
visioning statement to determine, in part, if there is a need for modification.
Colleyville is a model city with attention to being an efficient and attractive
neighborhood-oriented community sensitive to our history, resources and residents.
Companion to reflecting on our vision statement, Council will also want to consider the
seven broad goals that embodied and carry out the vision statement.
• Make Colleyville more prosperous through economic development efforts
• Ensure fiscal integrity and stewardship of the City's financial planning
• Enhance the maintenance and reconstruction of city roads and streets
• Effectively utilize and promote Colleyville's paid and volunteer human resources
• Expand community relations of the Mayor and City Council with citizens and Boards
• Develop, expand and promote leisure activity opportunities for the citizens
• Continue Colleyville being a safe and secure community
encourage you to look at quality versus quantity in identifying work issues for us all to work
toward. I think it is evident this approach to focusing on qualitative issues for the citizen
allowed for an increase in the level and scope of service enhancements made this year.
Understandably, not all your thoughts or desires brought to the discussion will be adopted
by the Council. However, the discussion will help capsulate the Council vision in continuing
our focus on improving services to the citizens.
Your discussion can be made richer by including perspectives of key staff in their service
vision and goals for the coming year. I will follow up on a future Council agenda for your
adopting the work initiatives that are identified during the worksession. The early direction
you provide in the development of next year's budget will be invaluable to me in preparing
the draft budget meeting your expectations.
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PRELIMINARY FY2008
WORK INITIATIVES
~a~l~e~vi~e id ~ ~adee uf~y ~ a-#e~rtior~ to feu y a~ ~,~ci;ie~t a.~d a~~~cfure
~r,;i~rf+~Ro~iood-onie~sted ca~uurif.~y ~ecu~iture to oun l~uttancy, neoacmced, a.~d n~e~tc~tQ.
ECONOMIC DEVELOPMENT
Preliminary Work Initiatives for FY 2008
Make Colleyville more prosperous through economic development efforts.
Success defined: To make Colleyville more prosperous through economic development
efforts toward a balance between commercial and housing components of the overall tax
base with a focus on promoting the City as a place for unique and boutique retailers offering
the City as a destination place.
Continue to evaluate the redevelopment potential of commercial properties located along
SH26 by identifying the affects of the SH26 reconstruction project on existing
businesses, exploring development opportunities for the vacant parcels of land, and
proposing regulatory changes needed to encourage private sector reinvestment of
commercial properties along the Corridor.
^ Continue evaluating the development process to enhance customer service efficiency.
^ Evaluate viability of preparing a residential study addressing marketability and market
demands for "empty nester" residential units.
^ Develop code enforcement brochures and door hangers to provide information to
residents and businesses about common code violations. These brochures and door
hangers will be distributed among the homeowner's associations and will be available on
the web site.
• Staff will review existing documents furnished to homebuilders, contractors and citizens
to inform them of local building requirements. Active participation among user groups
will be encouraged. Upon the review of these documents, staff will complete updates
based on recent changes to applicable building codes and to address concerns often
raised during the building construction process.
^ Review best practices for enhanced enforcement of sign code regulations with continued
enforcement of the sign ordinance. In addition, staff will review possible amendments
and enhancements to the sign code, in order to provide more effective commercial
advertising and to better coordinate commercial advertising with special events.
^ Identify and inventory public spaces suitable for landscaping and art display and develop
a corresponding development plan incorporating financial costs for operation and
maintenance and grant opportunities.
^ Identify special events promoters that can enhance and broaden the regional awareness
of the community.
^ Evaluate viability of connection with the Cotton Belt Commuter Rail and various
community-environmental issues associated.
FISCAL INTEGRITY
Preliminary Work Initiatives for FY 2008
Ensure fiscal integrity and stewardship of the City's financial planning.
Success defined: To bring the financial picture into balance by identifying expenses and
revenues that sustain city growth and support service levels, while maintaining strong fiscal
accountability and financial stewardship.
^ Continue development of a report on the operating features and cost for acquisition of a
comprehensive financial software package with a focus for staff efficiency. The report
will identify cost, funding opportunities and scheduling.
^ Update of the annual five-year financial plan identifying anticipated revenues and
corresponding expenses.
^ Manage City franchise services by:
o Continuing work with the goal of finalizing a model electric franchise ordinance
ensuring payments for use of public properties-easements.
o Participation with regional and state group's opposition to announced rate increases
for natural gas.
o Continuing participating with regional member city coalitions exploring long-term
electric service contracts for internal city electric needs.
PUBLIC WORKS
Preliminary Work Initiatives for FY 2008
Enhance the maintenance and reconstruction of City roads and streets.
Success defined: To have an infrastructure system properly maintained and funded,
provide effective management, meet citizen's service demands and expectations with
special attention toward enhancement of the maintenance and reconstruction of streets.
^ Continue work in the development of a multi-year CIP for streets, thoroughfares and
intersections. In conjunction with this work, identify viable funding alternatives/sources
and coordinate Council worksessions and public meetings.
^ Coordinate with Tarrant County scheduling, engineering and constructing of County
bond projects along with the implementation of design/construction on the following
projects:
o Church Street (SH26 west to Pleasant Run)
o Glade at Heritage Intersection (Heritage west to Martin Parkway)
o Pleasant Run turn lane (partnership with GCISD)
o Bogart Road (engineering design)
^ Enhance the annual Street Maintenance Program through an emphasis on higher quality
and extended service life of existing municipal infrastructure along with an adjustment in
the annual budget to $900,000.
^ Continue research and development of a plan to provide a community wide WiFi
networking.
^ Water Conservation will remain an annual concern and efforts will be expanded to
include public education, enforcement of existing ordinances and implementation of
various water conservation measures to preserve the adequacy of water supply to
residents by:
o Continuing to educate citizens on the need for water conservation through
advertisement (media and city sources).
o Completing the construction of the five million gallon ground storage tank
o Updating the Water Conservation Policy with attention to education, replacement
of public plantings with drought tolerant plants, identify possible arboretum
demonstration location(s), and enforcement program.
o Developing a conservation plan for City parks and school sites to reduce irrigation
watering.
o Funding a botanical demonstration garden at McPherson Park utilizing Utility
Fund funding for citizen education on use of drought resistant plantings.
o Organize a coalition of area Northeast Tarrant County cities to address water
conservation issues.
HUMAN RESOURCES
Preliminary Work Initiatives for FY 2008
Effectively utilize and promote Colleyville's paid and volunteer human resources.
Success defined: Effectively utilize and promote Colleyville's paid and volunteer human
resources.
^ Prepare a job inventory for positions that are suitable for volunteer workers that includes
a promotional program utilizing media, city outlets and community groups.
^ Develop a plan identifying department needs (personnel, equipment, programs,
technology) focusing on service efficiencies that work in conjunction with the core
competencies, establishing the City of Colleyville as a leader and innovator of municipal
government services in the region.
^ Purchase and implement the Laserfiche Audit Trail software and bring Human Resource
Department on-line to Laserfiche.
^ Continue to expand on the workforce development plan through:
o Performance Evaluation Taskforce -Process began May 2007, the team will
continue their work through 2008 with a pilot program beginning Spring 2008
and final implementation January 2009.
o Complete the interview guides with training and implementation by November
2007.
o Enhance position advertising that focuses on core competencies.
o Feasibility and establishment of an Intranet for employees; will increase
communication and provide ease of access to HR related documents
necessary for changes.
o Colleyville College Succession plan will roll out to all employees October 2007
and will include enhanced training to all participants.
o Evaluate and improve the exit interview process.
COMMUNITY INVOLVEMENT
Preliminary Work Initiatives for FY 2008
Expand community relations of the Mayor and City Council with citizens and Boards,
Commissions and Committees.
Success defined: To have a progressive city that values citizen involvement,
communication and strong community organization relationships.
^ Research, develop and present an Interview Guide for board, committee and
commission interview process and new Application for Appointment form, which provides
specific information regarding the interests, talents and education of applicants.
^ Upon approval by Council, coordinate the process for amending the city's boards,
commissions and committees' terms to expire in September and December and revise
the Council Rules of Procedure to incorporate the new process.
^ Present recommendations to City Council for city meetings and events to inform citizens
and encourage citizen interest and participation in city government and community
activities.
^ Prepare a job inventory for positions that are suitable for volunteer workers that includes
a promotional program utilizing media, city outlets and community groups.
^ Promote public documents section of the city website and conduct training class for
citizens.
^ Enhance the quality of the City's cable broadcast, within the present technical
constraints, to strengthen the medium into a more effective communications tool for the
City.
^ Develop a streamlined methodology for interdepartmental communications about issues,
projects and events that should be communicated to the Colleyville community.
^ Host an annual HOA Involvement Workshop to explore means to enhance
communication with neighborhood groups and provide education for neighborhood
enhancement.
^ Conduct a Council vision planning session (Imagine Colleyville) identifying attainable
attributes for City services, characteristics, demographics, income, etc. for the build-out
of the community, with a focus to become a premier City at the regional, state and
national level.
LEISURE SERVICES
Preliminary Work Initiatives for FY 2008
Develop, expand and promote leisure activity opportunities for the citizens.
Success defined: Develop, expand, and promote leisure activity opportunities for the
citizens.
^ Develop a financial plan to establish secure and dependable funding to build the
Library's materials collections
^ Develop a plan to reorganize the Library's existing space, two levels, to utilize 100% of
available space to provide better support for the Library's programs for children and
adults.
^ Develop and enhance programs for children and adults that will establish the Library as
the community's cultural center.
^ Prepare a financial plan providing for the implementation of the 2007 Master Plan
Update report.
^ Coordinate design of McPherson Park future phases.
^ Coordinate development of Senior Center Open Space Master Plan.
^ Coordinate development of Comprehensive Parks, Recreation and Open Space Master
Plan.
^ Coordinate design and construction of Central Contract Irrigation System for parks,
medians, right-of-way, City buildings, etc.
PUBLIC SAFETY
Preliminary Work Initiatives for FY 2008
Continue Colleyville being a safe and secure community.
Success defined: To provide efficient and user-friendly services that maintain the City as a
safe, secure, clean and attractive community for family and business.
^ Completion of two fire stations for more efficient coverage and enhanced service levels
to citizens regarding Fire/EMS emergencies.
^ Re-grading of Colleyville's Public Protection Classification as provided by the ISO
(Insurance Services Office) culminating in a positive ranking increase.
^ Citizens Fire Academy continuation and potential development into a Citizens Corps
group for additional resources.
^ Conduct a complete policy revision/overhaul to raise the police department to
contemporary operating standards.
^ Implement and continue the traffic enforcement motorcycle program.
^ Improve the level of 911 emergency services to citizens through medical dispatch
training for telecommunicators.
^ Develop a study, utilizing identified best practice cities, identify effective code
enforcement measures to avoid adverse impact to property values.
DRAFT
Develop aMulti-Year CIP for Sidewalks and Trails.
1) Update Associated Master Plan as necessary
2) Categorize segments between, Public Safety Necessity, Recreational and Leisure
Public Benefit, and or Commercial Public Benefit. (Note: Some segments may possess
a combination of these attributes.)
3) Prioritize segments within principal category
4) Identify viable funding alternatives and sources for segments. In addition to the
traditional methods of developer funding and grants, expand consideration where
priorities warrant, to include other municipal sources (general fund, debt issuance etc.)
5) Develop a time phased action plan.
Comment: This initiative appears to fit the Public Safety, Leisure Services, and
Economic Development categories.
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TO: Mayor and City Council
FROM: Bill Lindley, City Manager
SUBJECT: Council Rules of Procedure
DATE: June 8, 2007
Similar to last year, you are scheduled an opportunity to review possible modifications to the
Council Rules of Procedure. While certainly the guiding point for any City Council is State
law and City Charter requirements, a well structured Rules of Procedure can bring greater
clarity for the orderly disposition of Council business. Over the years, Colleyville has been
fortunate to see its Rules of Procedure evolve into now a classic guide that provides for a
smooth, orderly, and fairly conducted meeting format by the Council. However good it may
be, it is important to pause and allow each new Council to contemplate possible
modifications to meet the business philosophy of that body.
RESOLUTION R-06-2721
A RESOLUTION AMENDING AND REPLACING RESOLUTION R-05-2599,
ADOPTING RULES OF PROCEDURE FOR COUNCIL MEETINGS PURSUANT TO
THE AUTHORITY GRANTED IN SECTION 3.096 OF THE CITY CHARTER AND
ESTABLISHING AN EFFECTIVE DATE
WHEREAS, the City Charter of the City of Colleyville authorizes the City Council to
determine its own rules and order of business; and
WHEREAS, the City Council has been elected by the Public to represent all the
citizens on their behalf; and
WHEREAS, orderly Council meetings providing reasonable Council and citizen input;
foster good government and honor the democratic process; and
WHEREAS, unlimited discussion and input can project a perspective inconsistent with
the majority will and beyond the right of the minority regarding matters of
public policy.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
SECTION I.
FINDINGS
1.1 THAT all matters stated hereinabove are found to be true and correct and
are incorporated herein by reference as if copied in their entirety.
PRIOR RESOLUTIONS
1.2 THAT by the passage of this Resolution, Resolution R-05-2599, is hereby
amended in its entirety and as provided for herein.
AUTHORITY
1.3 THAT Section 3.096 of the Charter of the City of Colleyville provides that
"the Council shall determine its own rules and order of business...".
Further, Section 2.01 of such Charter provides that the "City Council shall
have the powers, functions, rights, privileges and immunities of every
name and nature, that are now or hereafter may be granted to a Home
Rule City by the Constitution and State law, together with all implied
Resolution R-06-2721
Page 2 of 2
powers necessary to carry into execution all such powers granted". In
order to provide the framework for the execution of these powers and
authority, the Rules of Procedure set forth in the attached Exhibit "A" are
hereby adopted, which exhibit is incorporated herein by reference, and
shall be in effect upon their adoption by the City Council and until such
times as they are amended or new rules adopted in the manner provided
for by these rules.
SECTION II.
REPEAL
2.1 THAT this Resolution repeals previous Rules of Procedure and becomes
effective after the meeting adopting Resolution R-06-2721.
APPROVED BY A VOTE OF ~ AYES, NAYS AND C~
ABSTENTIONS, THIS THE .5" DAY OF 2006.
ATTEST: CITY OF COLLEYVILLE
MC David Kelly ~
Cynthia Singleton, TRMC,
City Secretary Mayor
CITY OF COLLEYVILLE
CITY COUNCIL
RULES OF PROCEDURES
SECTION I.
AUTHORITY
1.1 Section 3.096 of the Charter of the City of Colleyville provides that "the Council
shall determine its own rules and order of business...". Further, Section 2.01 of such
Charter provides that the "City Council shall have the powers, functions, rights, privileges
and immunities of every name and nature, that are now or hereafter may be granted to a
Home Rule City by the Constitution and State law, together with all implied powers
necessary to carry into execution all such powers granted". In order to provide the
framework for the execution of these powers and authority, the following set of rules shall
be in effect upon their adoption by the City Council and until such times as they are
amended or new rules adopted in the manner provided for by these rules.
SECTION II.
GENERAL RULES
2.1 Meetings to be Public. All meetings of the City Council shall be open to the
public, with the exception of Executive Session.
2.2 City Council. For purposes of these rules, the collective membership of the
Mayor and City Councilmembers shall be known as the City Council. Individually, each
shall be referred to as Mayor or Councilmember.
2.3 Quorum. Four (4) voting members of the City Council shall constitute a quorum.
2.4 Minutes of Meetings. An account of all proceedings of the City Council shall be
kept by the City Secretary and shall be entered in a book constituting the official record of
the City Council. The Official City Council Minutes are action minutes and provide the
action taken by the City Council and a summary of subjects discussed.
Rules of Procedure
Page 2 of 12
2.5 Questions to Contain One Subject. All questions submitted for a vote shall contain
only one subject. If two or more points are involved, any Councilmember may require a
division, if the question reasonably admits of a division. Division shall be required only on
the affirmative vote of three (3) Councilmembers. If no division is so requested and
approved, or the questions do not reasonably admit of a division, the question shall be
submitted as originally framed.
2.6 City Manager. The City Manager shall attend all City Council meetings unless
expressly excused. He may make recommendations to the City Council and take part in
all discussions of the City Council, but shall have no vote.
2.7 City Attorney. The City Attorney shall attend all regular meetings of the City
Council unless expressly excused and, shall upon request, give an opinion, either written
or oral, on questions of law during the meeting. The City Attorney shall act as the City
Council's Parliamentarian. The City Attorney shall give an opinion, either written or oral,
on questions of law to the City Manager or his designated representative, during the
course of daily affairs of the City. He may make recommendations to the City Council and
take part in ali discussions of the City Council, but shall have no vote.
The City Attorney shall confer and discuss with a Councilmember or the Mayor regarding
a question of law pertaining to the affairs of the City. In such event, the City Attorney shall
advise the City Manager of the question posed and information provided. The City
Manager shall forward the information to the full City Council as soon as reasonably
practical.
2.8 City Secretary. The City Secretary shall attend all meetings of the City Council
unless expressly excused, and shall keep the official minutes and perform such other
duties as may be requested by the City Council.
2.9 Emalovees. Any employee of the City, when requested by the City Manager,
shall attend any meeting of the City Council and, if requested to do so by the City
Manager, such employee may present information relating to matters before the City
Council. The City Manager will determine the staff spokesperson for providing
information, for a particular agenda item, at the City Council meeting.
2.10 Rules of Order. Roberts Rules of Order Revised shall govern the proceedings
of the City Council in all cases unless they are in conflict with these rules. A copy of the
Robert's Rules of Order is available in the City Secretary's office.
Rules of Procedure
Page 3 of 12
2.11 Suspension of Rules. Any provisions of these rules not governed by State taw,
the City Charter, or City Code may be temporarily suspended by a majority vote of all
Councilmembers present and eligible to vote.
2.12 Executive Session. All matters discussed in Executive Session, as authorized
by the Texas Open Meetings Act, may be deemed confidential and by law, participants
authorized to attend Executive Sessions are not required to make public disclosure
concerning the matters discussed in Executive Session. It shall be the policy of the City
Council, that the Mayor, individual Councilmembers, the City Manager, City Attorney, City
Secretary and others who are authorized to attend Executive Sessions shall not make
selective disclosure of confidential matters, where the disclosure of the information has
not been released to the general public and/or where such disclosure provides an unfair
advantage to the recipient or would be detrimental to the City and its citizens. For the
opening and closing of an Executive Session, the Mayor shall do such at the location as
noted on the official agenda notice posted in compliance with the Texas Open Meetings
Act. For purposes of regular agenda meeting postings, the opening and closing of an
Executive Session shall be done in the Executive Conference Room of City Hall.
SECTION III.
TYPES OF MEETINGS
3.1 Regular Meetings. The City Council shall meet in the City Hall on the first and
third Tuesday of each month at 6:45 p.m. unless otherwise officially established by the
City Council. The City Council shall take a vote at 12:00 a.m. on whether or not to
continue a meeting for additional time if further items are on the agenda and have not
been considered. The call for and conduct of all meetings of the City Council, both
regular and special as provided in Section 3.2 hereof, shall be in accordance with State
law.
3.2 Special Meetings. Special meetings may be called by the Mayor, any three (3)
Councilmembers or the City Manager. The call for a special meeting shall be
documented and filed with the City Secretary in written form, except that announcement
of a special meeting, during any regular meeting at which all Councilmembers are
present, shall be sufficient notice of such special meeting. The call far a special meeting
shall specify the day and the hour of the special meeting, shall list the subject or subjects
to be considered and a Public Notice shall be posted at least 72 hours before the meeting
is scheduled to begin. In accordance with State law, the notice to the public of an
emergency meeting must be posted at least two hours before the meeting is scheduled to
begin. An emergency meeting exists only if immediate action is required of a
governmental body because of an "imminent threat to public health and safety" or a
"reasonably unforeseeable situation".
Rules of Procedure
Page 4 of 12
3.3 Recessed Meetings. Any meeting of the City Council may be recessed to a
later time provided that no recess shall be for a longer period than until the next regularly
scheduled City Council meeting.
3.4 Worksession Meetings. Worksession meetings may be called by the Mayor,
any three (3) Councilmembers or the City Manager for the purpose of discussing in depth,
investigating or exploring matters of interest to the City, without formal action being taken
thereon by the City Council. The time, place, and purpose of such worksession meeting
shall be stated in a notice complying with the Texas Open Meetings Act. Such
worksession meetings may be held in any appropriate location outside the City Hall upon
concurrence by any three (3) Councilmembers or as determined by the City Manager.
Such worksession meetings may include, but shall not be limited to, meetings with
neighboring governmental bodies or agencies, meetings with one of the City's appointed
boards, commissions or committees, meeting with civic organizations or a meeting for
Councilmembers to research, evaluate, explore, investigate or discuss any matter of
interest or possible action affecting the City, subject to compliance with the provisions of
the Texas Open Meetings Act.
The City Council may establish regular worksession meetings immediately prior to regular
Tuesday meetings. In conjunction with the regularly scheduled City Council meeting, a
Pre City Council worksession shall be held at 5:30 p.m. unless otherwise officially
established by the City Council. The agenda for the Pre City Council worksession shall
include, among other items: routine reports, issues that the City Manager seeks direction
or clarification on and additionally items scheduled for the agenda of the regular agenda
for that evening.
No official action shall be taken of any worksession meeting, unless a regular or special
meeting is called as provided for in these Rules.
SECTION IV.
CONDUCT OF MEETINGS
4.1 Presiding Officer. The Mayor, if present, shall preside at all meetings of the City
Council. In the absence of the Mayor, the Mayor Pro Tem shall preside. In the absence
of both Mayor and Mayor Pro Tem, the City Council shall elect a Councilmember to
preside.
4.2 Call to Order. The meetings of the City Council shall be called to order by the
Mayor, or in his absence, by the Mayor Pro Tem. In the absence of both Mayor and
Mayor Pro Tem, the meeting shall be called to order by the City Secretary.
Rules of Procedure
Page 5 of 12
4.3 Preservation of Order. The Mayor shall preserve order and decorum, prevent
clash of personalities or the impugning of Councilmembers' motives to occur and confine
Councilmembers in debate to the question under discussion.
4.4 Points of Order. The Mayor shall determine all points of order, subject to the
right of any Councilmember to appeal to the City Council. If any appeal is taken, the
question shall be "Shall the decision of the Mayor be sustained?"
4.5 Questions to be Stated. The Mayor shall state all questions submitted for a vote
and announce the result.
4.6 Substitution for Mayor. The Mayor may call the Mayor Pro Tem, or in his
absence, any other Councilmember to take his place in the chair, such substitutions not to
continue beyond adjournment.
4.7 Amendment to the Minutes. Amendments to the Minutes are made by a motion
during the item to consider approval of the minutes. The Minutes are action minutes and
provide the action taken by City Council and a summary of subjects discussed. If a
Councilmember desires that certain information be included in the minutes, the
Councilmember shall state prior to the information, "For the record". If it is a lengthy
statement, a written copy shall be provided to the City Secretary.
SECTION V.
AGENDA
5.1 Preparation of Agenda.
A. The order of business of each meeting sha{I be as contained in the City
Council agenda prepared by the City Manager. The agenda shall be a listing
by topic of subjects to be considered by the City Council, and, in the case of
regular meetings, shall be delivered to the City Council not less than 72 hours
preceding the Tuesday evening meeting to which it pertains.
B. Any member of the City Council desiring to present a subject for City
Council consideration shall advise in writing to the City Manager of the fact not
later than 4:30 p.m. on Wednesday preceding regular City Council meetings.
Subject matter will be accompanied by a summary regarding the purpose for the
inclusion of this subject on the agenda.
Rules of Procedure
Page 6 of 12
C. Items Omitted from Agenda. Any item not appearing on the agenda shall
not be taken up for discussion as a matter of City Council business during a
regular meeting unless it is of an emergency nature and comes to the City's
attention too late to appear on the agenda. Such special, urgent or emergency
issues shalt be posted in compliance with the Texas Open Meeting's Act and
the City Charter and may be added as a supplemental item to the regular
agenda.
The regular agenda items shall be considered in the following order:
1. Pre Council - 5:30 p.m. -Executive Conference Room
2. Executive Session - 5:30 p.m. -Executive Conference Room
3. Call to Order - 7:30 p.m. -Council Chambers
4. Invocation
5. Pledge of Allegiance
6. Resolution or Ordinance taking action on Executive Session
items
7. Correspondence, Miscellaneous Reports of meetings attended by
Council and City Officials and Announcements, Proclamations
and Presentations
8. Consent Items
9. Public Hearings
10. Citizen Comments/Presentations regarding items not on the
agenda
11. Staff Reports
12. Reports of Advisory Boards, Commissions and Committees (to
include monthly status reports on all project/development
committees currently operating, in writing)
13. Resolution Approving City Council Action not otherwise approved
14. Adjournment
D. The general order of a Public Hearing shall be:
a. Staff presentation -five minutes
b. Open Public Hearing
c. Applicant introductory presentation -five minutes
d. Citizen comments - five minutes each (Large groups
supporting the same position may be asked to select a
representative to speak for the group)
e. Applicant presentation -ten minutes
f. Close Public Hearing
g. City Council discussion and vote
h. In the alternative, the item may be continued to a future
meeting of the City Council:
Rules of Procedure
Page 7 of 12
1. If the City Council wishes to consider additional public
testimony, the public hearing shall be reopened and the
public hearing and item shall be continued to a date
certain.
2. If the Public Hearing is not open and continued to a date
certain, the City Council may only conduct an additional
public hearing upon publication of notice in accordance
with Chapter 211 of the Local Government Code.
E. The City Manager shall provide the City Council with a written analysis of
and recommendation of items to be acted on by the City Council at its meetings.
These communications shall be generally referred to as agenda packets. The
agenda packets for all regular meetings shall be delivered to the City Council by
the Friday preceding the Tuesday regular meeting to which it pertains, unless an
emergency condition makes it necessary to deliver the communication on a
subsequent day.
F. The City Secretary shall post notices of all City Council meetings in order to
afford compliance with the Texas Open Meetings Act.
5.2 Consent Agenda. 1n preparing the agenda, the City Manager shall give
consideration to the number and degree of complexity of items to be considered by the
City Council for the purpose of conserving the City Council's time in meetings. Items
which are anticipated to be routine and require little or no discussion by the City Council
shall be listed under the agenda category styled "Consent Items': Prior to taking up the
Consent Agenda, the Mayor shall determine if there are any items thereon which should
be removed from the Consent Agenda for discussion. Any Councilmember may, upon
request, remove any item from the Consent Agenda for discussion and separate action.
Thereafter, all remaining Consent Agenda items may be acted upon by a single motion
approving the Consent Agenda. Items removed from the Consent Agenda shall be
considered on the ending Resolution, which is for action not otherwise approved.
5.3 Oral Presentations by City Manaaer. Matters requiring the City Council's
attention or action which may have developed since the deadline for delivery of the
agenda packets may, upon approval of the City Council, and after satisfying the
requirements of the Texas Open Meetings Act, be presented orally by the City Manager,
or his designated staff.
5.4 Citizen Participation at Meetings.
A. Presentation by citizens must be confined to the agenda item being considered
and any questions will be directed to the Mayor. Citizens wishing to speak shall 6e
Rules of Procedure
Page 8 of 12
allowed to speak, provided prior to the consideration of the item, said person completes
and delivers to the City Secretary a Speaker's Card providing name, address and topic.
A person who has not completed the Speaker's Card prior to discussion of the item on
the agenda shall not be allowed to speak. Presentation by citizens shall be limited to a
time period of not more than five (5) minutes with two (2) additional minutes to conclude,
at the option of the Mayor or the consent of the City Council, for each speaker. Any time
spent by the City Council will not be counted against the citizen's time allotment. No
person shall speak more than the time limits provided herein on any subject. That
privilege shall not be accorded unless there is an exception supported by a majority of
those eligible to vote. The Mayor shall not be obligated to recognize a speaker for a
second comment on a subject until all others have spoken and there is unused time
available.
B. Following a request by a Councilmember, the Mayor may request that the City
Council suspend the rules to allow citizens to speak after the public hearing has been
closed.
C. To maintain decorum, the Mayor shall recognize persons who have completed
speaker cards indicating a desire to address the City Council.
D. As a general rule, citizens may not participate in discussions of the City Council
except when recognized by the Mayor and during citizen presentations, public hearings
and as otherwise provided for in these Rules.
E. Citizens may speak on items not on the agenda under the item "Citizen
Comments/Presentations Regarding Items Not On The Agenda". The presentation time
period is as listed herein Section 5.4A.
SECTION VI.
DECORUM AND DEBATE
6.1 When a measure is presented for consideration to the City Council, the Mayor
shall recognize the appropriate Councilmember to present the case, as needed. When
two or more Councilmembers wish to speak, the presiding officer shall name the
Councilmember who is to speak first. No member of the City Council shall interrupt
another while speaking except to make a point of order or to make a point of personal
privilege. No Councilmember shall speak more than five (5) minutes on any amendment
to the question except as further provided in this section.
6.2 No Councilmember shall speak more than the time limits provided herein on any
subject or amendment, and such Councilmember may use his/her time in any
combination, in separate speech or comments totaling the number of minutes permitted.
Rules of Procedure
Page 9 of 12
The Mayor shall not be obligated to recognize any Councilmember for a second comment
on the subject or amendment until every Councilmember wishing to speak has been
allowed a first comment. Councilmembers shall also have the right to yield a portion of
time to another Councilmember.
6.3 Any Councilmember deciding to speak more than ten (10) minutes on any
question or more than five (5) minutes on any amendment to the questions shall be
accorded the privilege unless there is an objection supported by a majority of those
eligible to vote of the City Council.
6.4 Questions to the City Council with request for an immediate answer from
speakers, except the applicants and persons representing applicants on platting or zoning
cases, shall be prohibited.
A Councilmember's questions to speakers should be to specific individuals and the Mayor
should explain to those individuals beforehand that they may come to the podium and
answer if they choose to; but, they cannot offer additional unsolicited input or engage in
question and answer sessions with Councilmembers.
6.5 Any Councilmember desiring to speak shall be recognized by the Mayor, and
shall confine his remarks to the subject under discussion or to be discussed. No
Councilmember shall be allowed to speak more than once on any one subject until every
Councilmember wishing to speak shall have spoken.
6.6 No Councilmember shall be permitted to indulge in personalities, use language
personally offensive, impugn motives of Councilmembers, charge deliberate
misrepresentation, or use language tending to hold a member of the City Council, the
public or City staff up to contempt.
6.7 The Mayor shall not permit unrecognized speaker's comments or allow a member
of the audience to indulge in personalities, use language tending to hold the City Council,
the public or City staff up to contempt.
6.8 If a Councilmember is speaking or otherwise transgressing the rules of the City
Council, the Mayor shall or any Councilmember may call him/her to order in which case
he/she shall immediately be quiet unless permitted to explain. The City Council shall, if
appealed to, decide the case without debate. If the decision is in favor of the
Councilmember called to order, he/she shall be at liberty to proceed, but not otherwise,
and if the case occurs, he/she shall be liable to censure or such punishment as the City
Council deems proper, consistent with City Ordinances, Resolutions and Charter.
Rules of Procedure
Page 10 of 12
6.9 Any individual of the public who shall disrupt the City Council proceedings or
disregard the Mayor shall first be warned of such offense and be requested that they
refrain from disrupting the proceedings and/or disregarding the instructions of the Mayor.
Any individual of the public failing to honor the first warning of the Mayor for order, shall
receive a second and final warning prior to expulsion and/or citation for disturbing a public
meeting pursuant to State law.
When the Mayor fails to maintain order and decorum, the Councilmembers may compel
the Mayor to enforce this provision following due parliamentary procedure, which affirms
such compulsion by a majority vote of the City Council.
SECTION VII.
PROCEDURES FOR CITY COUNCIL APPOINTMENTS
The following procedures are for making appointments to boards, committees and
commissions established by ordinance or resolution. Appointments to ad hoc committees
and task forces established by resolution should not necessarily be bound by the same
procedures, but may be done in a manner appropriate to the situation as deemed proper
by the City Council. The City Council shall set the quorum for a committee. The City
Council shall vote whether the committee selection will be handled by the rules of
procedures or by slate.
7.1 Announce the position(s) to be filled. In the announcement, define the duties of
the position(s), define the term of the position and request that applications be formally
submitted to the City Council by a specific deadline. The deadline should be at least one
month prior to the appointment date of the position to be filled. This announcement
should be made at least 30 days prior to the deadline for submission of applications and
should be placed in the local newspaper, posted at City Hall, on the website and placed in
the Colleyville Communicator (if timely).
7.2 At the first City Council meeting after the deadline for application submission,
invite the candidates for interviews with the City Council, which may be subject to the
Texas Open Meetings Act or be conducted in Executive Session, including applicants for
the Planning and Zoning Commission, Zoning Board of Adjustment, Parks and
Recreation Advisory Board, Colleyville Economic Development Corporation and the
Colleyville Tax Increment Financing District Board of Directors. If no applications are
received or fewer applications than open positions, the position(s) are re-advertised
automatically by the City Secretary.
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7.3 The candidates will be selected to fill the open positions no later than the second
City Council meeting after the deadline for application submission, in the following
manner:
A. If more than one position is to be filled, consider the appointment for each
position individually in the order selected by the Mayor, as follows:
B. For the first position, the Mayor shall request a verbal nomination from each
Councilmember and then make one verbal nomination. A maximum of one
nomination may be made by each Councilmember or the Mayor.
C. Councilmembers or the Mayor may decline to make a nomination if previous
nominations are acceptable.
D. After each Councilmember has had an opportunity to make a nomination or
defer to make a nomination, the Mayor will take a vote on the slate of nominees by
asking each Councilmember to state the name of the nominee that the
Councilmember votes to appoint to the position under consideration.
E. The nominee receiving the majority of the votes is declared the winner and will
be appointed to fill the vacant position. In the event of a tie, the nominees involved
in the tie are considered the new slate of nominees and the vote is taken again in
the same manner. In the event of the second tie, the Mayor will cast the deciding
vote.
F. Return to Step B and repeat the process for the next position to be filled until all
positions are filled.
SECTION VIII.
MEMORIALS
The following procedures are for honoring deceased current or former City elected
officials, deceased sitting board, commission or committee members, Colleyville
Firefighters or Police Officers who die while in service with the City and other firefighters
or police officers employed by other cities.
8.1 Recognition of the death of a current or former City elected official. When the
City is notified of the death of a current or former elected official, the Office of the City
Manager will arrange for a flower arrangement to be delivered to the location of the
funeral services. A card, noting the arrangement is from the City of Colleyville will be
included with the arrangement. The cost of the arrangement is not to exceed $75.00.
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When the deceased is a sitting Mayor or Councilmember, the elected official's dais seat
will be draped in black ribbon for not more than one week prior to the date of the
funeral. In addition, the member's photograph, when available, will be placed with an
"In Memoriam" wreath at the front entrance of Colleyville City Hall for a period for up to
one week prior to the date of the funeral.
When the deceased is a former or current Mayor with a permanent photograph located
in the Council Chambers, a permanent black ribbon banner will be added to the
photograph frame of the deceased Mayor.
At the request of the family of a deceased sitting Councilmember or past or present
Mayor, a police and/or fire honor guard will attend immediately prior to the service, if
services are held locally.
If services are held locally, and the service is requested by the family of a sitting
Councilmember or past or present Mayor, the police department will provide a police
escort through and within the City.
At no time, will City equipment be used for the transport of a casket or in a funeral
procession for elected or appointed officials.
8.2 Recognition of the death of a sitting board, commission or committee member.
When the City is notified of the death of a sitting board, commission or committee
member, the Office of the City Manager will forward a sympathy card to the spouse. If
the deceased was sitting on a board or commission, which regularly meets in the
Council Chambers, a dais seat will be draped in black ribbon for not more than one
week prior to the date of the funeral.
8.3 Recognition by lowering of the United States Flag. The City is not at liberty to
proclaim the Flag of the United States be flown at half-staff in recognition of a City
official. Per the United States Code, only the President of the United States or the State
Governor can order the flag lowered to half-staff.
Consistent with federal code, the City shall lower the Flag of the United States in honor
of a Colleyville Firefighter or Police Officer who dies while in service with the City. The
Colleyville City Manager, consistent with federal code, may lower the Flag of the United
States for other firefighters or police officers employed by other cities.