HomeMy WebLinkAboutCity Council-Minutes-1/12/2017 City of Colleyville Page 1
City of Colleyville
City Council Visioning
Workshop
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Friday, January 13, 2017
8:00 a.m. to 5:00 p.m.
The Marq
Southlake
Mayor Richard Newton called the Colleyville City Council worksession to order on
January 13, 2017 at 8:30 a.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, Executive Director of Economic
Development and Communications Mark Wood, Public Works Director Jeremy Hutt,
Strategic Services Manager Adrienne Lothery, and City Secretary Amy Shelley
2. PRESENTATION AND DISCUSSION
2a Colleyville City Council Visioning Workshop
Mayor Newton welcomed everyone to the workshop and explained the purpose of
the day.
David Eisenlohr facilitated the workshop and assisted the City Council with
establishing a vision.
Vision: Describes the future/aspirational state of an organization in terms of its
desired “future state” and what will be achieved if the organization is successful.
Picture Stories:
Team 1: (Councilmember Nakamura, Jeremy Hutt, and Amy Shelley)
Rural vision while attempting to be progressive (innovative); working in tandem
(together) Council, staff, community/citizens; gears that make it function, but
there are things that happen in the background – reliable like clockwork.
Team 2: (Mayor Newton, Councilmembers Short and Coplen, Mark Wood)
Peaceful, tranquil, oasis, rural; custom tailored to what our citizens want and not
what others do (unique), classic not trendy, stands the test of time (durable);
great place to raise a family, educational component, working together; leveraging
the older to mentor the young, multi-generational, desire to be together, family
oriented, love one another.
City Council Minutes January 13, 2017
City of Colleyville Page 2
Team 3: (Jennifer Fadden, Mayor Pro Tem Putnam, Chris Fuller)
Perpetual motion of community and government (working together) and ensuring
it can work consistently and productively; reinforce the family theme, family
oriented, all moving in the same direction, families first as we prioritize our
agendas, directional alignment; place where you can find space; neighborhoods
and parks are relaxed; opportunity for personal tranquility.
Team 4: (Councilmembers Taylor and Lindamood, Adrienne Lothery, and Mike
Holder)
Individual thoughts and priorities can move in the same direction; different people
collectively coming together; having deep roots financially and being prepared for
the future to weather the storm; strong foundation with bench strength; different
objects working together for centuries; can withstand the test of time; well-oiled
machine.
What is Colleyville’s mission?
Focuses on the present and defines the fundamental purpose of an organization,
describing why it exists, who it serves and what it does.
The group was provided 10 mission statements. Number 9 was the clear winner,
and it is the current mission statement. The group narrowed the mission
statement to Mission 9 and 10. Mr. Eisenlohr explained he would create a mission
statement that captured both. Mayor Newton stated the mission statement needs
to be concise.
What is a value?
Values are what is esteemed or prized; values capture the enduring ideals shared
by the organization; values guide the behavior of the individual in the
organization, both elected and appointed; values explain what “ought to be”, the
acceptable, expected behavioral norms.
What are Colleyville’s values?
Colleyville’s values currently include: integrity, service and innovation
City Council’s top four values included:
Integrity
• Ethical
• Trustworthy
Communication
• Listening
• Teamwork
Transparency
Excellence
• Results
• Accountability
• Professionalism
• Stewardship
• Commitment
City Council Minutes January 13, 2017
City of Colleyville Page 3
The group discussed a Strengths, Weaknesses, Opportunities, and Threats
(SWOT) matrix. Below includes the most important elements.
Strengths
• Safe community
• Well-educated & involved citizens
• Very good schools
• Strategic location
• Lean organization
• Committed & responsive City
staff/strong dept. heads
• Unique physical character
• Community pride
• Many new people in leadership roles
• Cohesive/diverse/team-oriented staff
• Excellent public facilities
• Financial stability/low debt
Opportunities
• Implement the financial roadmap
• Update the Land Development Code
• Complete high profile capital projects
(SH26, Glade Road)
• Accelerate road re-development projects
• Public space in the Village (land acquisition
opportunity)
• Active effort to build Council/staff trust
• Re-locate SH26 power lines
• Development of new community leaders
• Fill critical vacancies
• Align service expectations & resources
• Leverage emerging technology
• Plan for future parks and public facilities
(senior center land, public works, old fire
station, Colleyville Center etc.)
Weaknesses
• Road infrastructure
• Heavy “pass through” traffic
• Inadequate financial staffing
• Commercial/economic development
strategy
• Lack of trust between Council & staff
• SH26 rehab – 3 year duration
• Lack of a functional multipurpose
community center
• Lack of a cohesive communication
strategy
• Political strife/division
• Loss on institutional knowledge
• Lean organization
Threats
• State & Federal Legislature & unfunded
mandates (local control)
• Future economic downturn
• Increasing frozen valuations
• TexRail
• Neighborhood redevelopment pressure to
increase densities
• Staff turnover
• Social media (unmanaged)
• Competition from other cities (legislative
changes/open meetings)
City Council Minutes January 13, 2017
City of Colleyville Page 4
The group discussed the Gap Analysis. Below includes the most important
elements.
Community Development:
Today
• (1) Update the
comp plan
• (2) Update the LDC
• (3) Update SOP’s
related to CD
activities
• (4) Update the ED
plan
• (5) Provide training
to staff
• (6) Provide LEAN
events for all
above
Gap
• Time
• Resources
• Priorities
• P3 opportunities
• Recruitment of
proper personnel
Future
• (1&2) Developed
community that
reflects community
values & Council
priorities
• (1-4) Dynamic &
successful
commercial centers
• (3-6) Ensure
awareness of best
practices & available
technology
• (1-6) Unique public
places
• (1-6) Stable & safe
neighborhoods
Challenges
• Time
• Staff bandwidth
Public Infrastructure:
Today
• Non-residential
PCI 50-55
• Residential PCI
70-80
• Utilities - CIP
• Storm Drainage –
creeks,
tributaries,
drainage issues &
development
Gap
• Funding &
priorities
• Continual funding
• Solutions &
funding
• Council to
establish what the
future benchmark
is
Future
• PCI 80-90
• PCI 80-90
• Updated &
maintained
• Erosion & silting
mitigation
Challenges
• Money
• Staffing
City Council Minutes January 13, 2017
City of Colleyville Page 5
Transparency & Inclusion:
Today
• Willing, engaged
citizenry
• Losing institutional
knowledge
• Limited public
access to financial
data and limited
finance staffing
• Several
communication
tools (website,
social media,
newsletter, E-news,
etc.)
• Decision
making/policy
processes
misalignment
Gap
• Citizen academy
• OpenGov
• Finding add’l staff
• Communication strategy
• Trust in factual
information (not
political)
• Process/procedure/policy
101 worksessions
Future
• Pipeline of
community leaders,
institutional
knowledge preserved
• Open 24/7, mobile
access to financial
data
• Full utilization of
financial system
(MUNIS), capacity for
better reporting
• Cohesive
communication – the
City is THE
clearinghouse for
factual information
• Council direction on
policies/procedures;
consistency
alignment with
expectations
Challenges
• Time
• Staff
bandwidth
• Funding
additional
staff
Community Identity:
Today
• Semi-rural character
• Confused/random
commercial
• Fast casual dining
• Horse & plane
• Red, White, & Sousa
• Senior Center/Colleyville
Center
Gap
• LDC updates
• Strategy to
identify, target,
incentivize, and
develop these
businesses
• Branding exercise
• Review & update
events
Future
• Protect & preserve the
semi-rural character
• Small corporate
HQ/campus with
supporting retail &
restaurant
• Non-chain, one-of-a-
kind dining
• Food to alcohol ratio
• 4th of July parade
• Community
festival/concerts
• Update Old Tyme BBQ
• New park development
• Colleyville Center for
senior programs
• Public/private
partnerships
Challenges
• Occupancy
tax use
City Council Minutes January 13, 2017
City of Colleyville Page 6
Core Services:
Today
• Public Safety
• Infrastructure
• Parks & Rec
• G&A
Gap
• Competitive
environment
• Money, priorities,
capacity
• Master plan in
process
• Money,
competitive
environment
Future
• Personnel
technology
• Sustainable
strategies and
funding mechanism
• Renewable
• Reduce reliance on
regional partners
• New parks
• Additional personnel
in strategic areas
• Master Trails &
Sidewalks Plan
Challenges
Effective Governance:
Today
• Lack of clarity –
line between
policy &
administration
• Absence of trust
• Uncertainty/job
security
• Perception of
closed
government
• Lack of clear
vision/direction
• Not understating
staff workload
Gap
• Define ground
rules for
Council/staff
relations
• Ground rules for
staff assisting
committees
• Periodic training
on governance
for staff/council
& bcc
Future
• Clear roles &
responsibilities
• Mutual trust & respect
• Clear vision/direction
• Openness &
transparency
• Expectation of staff to
provide professional
recommendations/opinio
n (non-political)
Challenges
Policy Governance:
Mr. Eisenlohr provided the following relative to policy governance. He stated
“Board” is “Council”:
• A Board governs on behalf of those not seated at the table.
• The Board speaks with one voice or not at all. (Mayor Pro Tem Putnam
disagreed. Mayor Newton stated the action results from the vote; it does not
mean a unanimous vote.)
• Board decisions are predominately policy decisions, in four main categories:
o “Ends” – what needs does the organization exist to meet?
o “Executive Limitations” – the boundaries of the staff’s authority for
the “means” of achieving the desired “ends.”
City Council Minutes January 13, 2017
City of Colleyville Page 7
o “Board-Staff Linkage”- the manner of delegation of authority and
how the Board will evaluate executive and organizational performance.
o “Governance Process” the Board’s philosophy, accountability and
specific definitions of its own job.
• The Board formulates policy by determining the broadest values before
progressing to the narrowest ones.
• The Board defines and delegates, rather than reacting and ratifying. (Mayor
Pro Tem Putnam suggested educating ahead of time.)
• Ends determination is the pivotal duty of governance. (staff focus is then on
“means”)
• The Board controls staff by limiting rather than prescribing.
• The Board explicitly defines its own products and processes.
• The Board forms a linkage with management that is empowering and safe.
• Performance is monitored rigorously, but only against policy criteria.
(SOURCE: “Basic Principles of Policy Governance,” condensed from “Carver Guide Series
on Effective Board Governance,” Dr. John Carver.)
What are we prepared to do next?
Mr. Eisenlohr plans to turn the future and gap statements into actionable items,
with a values and mission statement for City Council to review.
Mayor Newton views this as a high level vision and that we are checking and
prioritizing our work to be consistent with what has been stated as where we want
to go.
Mayor Pro Tem Putnam asked Mayor Newton if this information would also be used
during the budget process. Mayor Newton agreed.
Mayor Newton said he would like to look at the objectives annually. Mr. Eisenlohr
agreed and stated the City Council should insist on that, with a report on the
results.
Mr. Eisenlohr stated City Council’s action would be to adopt this information and
start working the list.
City Council Minutes January 13, 2017
City of Colleyville Page 8
Mayor Newton closed the day with expressing his appreciation, and stated we have
accomplished what has been set out to do. He asked the group if this had been a
worthwhile exercise. City Councilmembers agreed.
Councilmember Short stated proof will come in the actions taken.
Councilmember Taylor stated it has been worth it, and things have come out that
were not known. He said more moments like this should take place to bond with
the employees and we owe it to the citizens, who elect us, to work as a team and
try to make it better.
Mayor Pro Tem Putnam stated he appreciated hearing the issues and concerns
from staff and that he would prefer to get issues on the table sooner rather than
later.
Jeremy Hutt stated it is good to understand the vision of the City Council as one
body.
Chris Fuller stated he appreciated staff’s input and that we can carry forward the
information we have seen today.
Mike Holder stated it is good to spend time in an informal setting like this has
been.
Adrienne Lothery stated it was good to create this opportunity.
Mark Wood stated it is good to get everybody in the same room to be open and
honest, and to build personal relationships.
3. ADJOURNMENT
There being no further business before the City Council, Mayor Newton adjourned
the workshop at 4:40 p.m.
APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
7TH DAY OF MARCH 2017.
Minutes taken and prepared by:
Amy Shelley, TRMC
City Secretary