HomeMy WebLinkAboutCity Council-Minutes-6/13/2017 City of Colleyville Page 1
City of Colleyville
City Council
Worksession Agenda
City Hall
100 Main Street
Colleyville, Texas 76034
817.503.1000
www.colleyville.com
Tuesday, June 13, 2017
6:00 p.m.
Executive Conference Room
Third Floor City Hall
1.CALL TO ORDER
2.PRESENTATION AND DISCUSSION
2a Presentation and discussion of the annual budget
3.ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Thursday,
June 8, 2017 by 5:00 p.m.
Amy Shelley, TRMC
City Secretary
A quorum of any Colleyville board, commission, or committee may be
present at this meeting.
Any matter on this agenda may, at the discretion of the governing body, be
opened for public comment and discussion.
If you plan to attend this public meeting and have a disability that requires
special accommodations, please advise the City Secretary at least 48 hours in
advance at 817.503.1133, and reasonable accommodations will be made to assist
you.
City of Colleyville Page 1
City of Colleyville
City Council Worksession
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Tuesday, June 13, 2017
Mayor Richard Newton called the Colleyville City Council Worksession to order on
Tuesday, June 13, 2017, at 6:03 p.m.
ROLL CALL: Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood, and
Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen
and Mike Taylor.
Acting City Manager/Director of Public Safety Mike Holder, Interim Assistant City
Manager and Executive Director of Economic Development and Communications
Mark Wood, Fire Chief Brian Riley, Assistant Police Chief Robert Hinton, Chief
Financial Officer Shereen Gendy, Human Resources Director Rachel Huitt, Public
Works Director Jeremy Hutt, City Engineer Cheryl Taylor, Community Development
Director Ben Bryner, Recreation and Library Director Mary Rodne, Recreation/City
Events Manager Lisa Escobedo, Colleyville Center Manager Leslie Hill, Accounting
Manager Karen Hines, SH26 Coordinator James Hubbard, Strategic Services
Manager Adrienne Lothery, Information Systems Manager Chris Pena, and
Assistant City Secretary Christine Loven.
2. PRESENTATION AND DISCUSSION
2a Presentation and discussion of the annual budget
Strategic Services Manager Adrienne Lothery presented the overview of the fiscal
2018 preliminary operating annual budget and department directors presented line
item reviews. Both answered questions of the City Council.
Mayor Pro Tem Lindamood asked staff if City Manager Jerry Ducay had seen the
proposed budget. Manager Lothery replied City Manager Ducay has received all
agenda packets.
Councilmember Coplen asked staff what happens to unspent funds. Manager
Lothery replied the revenue funds, above the expenditures, are usually moved to
the capital fund. She further explained unspent contingency funds are used for a
one time expenditure in the current year.
Councilmember Coplen asked staff where the hotel occupancy tax (HOT) is
reflected. Manager Lothery replied the HOT is a separate fund and not reflected in
the operating budget.
Manager Lothery provided preliminary figures for property appraisals, tax
collection, and tax rate.
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City of Colleyville Page 2
Manager Lothery presented the City Council budget.
Councilmember Dodson asked staff if all of the items in the Council Expenses
category are used, noting he is asking if Council generally attends the items listed
such as TML meetings, the Education Foundation, and ICSC. Manager Lothery
replied the history is not all Councilmembers attend all events, but the budget
proposed is based on historical usage.
Councilmember Nakamura asked staff if each department budget is increased by
line item or by a total. Manager Lothery replied by line item, and explained the
software does not allow a side-by-side comparison from year to year, that is why
the line items reflect the changes. Mayor Newton added this is why the
presentation is organized and presented by the chart of accounts.
In reviewing the City Manager’s Office (CMO) budget, Manager Lothery noted the
SH26 Coordinator position was moved from the Capital Projects Fund to the
operating budget.
Councilmember Dodson asked staff if IT is shown under contractual or in a specific
area. Manager Lothery replied for the most part, IT related items are shown in the
IT budget, however, there are some IT/technology expenses in other budgets.
Councilmember Coplen asked staff if there is a projected increased in insurance
and accrued leave pay. Director Huitt replied there is not a huge increase
projected, however, the committee will be reviewing the consultant’s
recommendations next week to bring before the City Council in July.
There was a brief discussion regarding benefits. Director Huitt and Mayor Newton
noted there will be further discussion and review of the benefits, outside of the
budget worksession.
Mayor Pro Tem Lindamood asked staff if there have been salary savings. Manager
Lothery replied there are typically savings due to vacant positions. These
anticipated savings are accounted for in all department budgets in the General
Fund, so not to budget more for personnel than necessary.
Councilmember Dodson asked staff if longevity pay is programmed for all
employees. Manager Lothery replied longevity is based on years of service and is
programmed based on the same. Councilmember Dodson stated it is unusual to
pay longevity in business.
Community Development Director Ben Bryner gave an overview of the building
inspection budget.
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Councilmember Coplen asked staff if the inspections overlap with the fire
department. Director Bryner stated while the fire department performs different
types of inspections, there is daily coordination.
Mayor Pro Tem Lindamood asked staff what the $5,000 expenditure in the
Community Development budget covers. Director Bryner stated the funds are set
aside for two or three plan reviews.
Interim Assistant City Manager and Executive Director of Economic Development
and Communications Mark Wood presented the economic development budget
overview.
Mayor Pro Tem Lindamood asked staff what the DFW Regional Chamber is.
Executive Director Wood replied it is comprised of Economic Development Director
who meet quarterly and they plan/attend recruiting trips and have an opportunity
to highlight their communities to potential clients.
Mayor Pro Tem Lindamood asked what is ColleyvilleEd. Executive Director Wood
stated it is a direct web link to the economic development department.
Councilmember Dodson stated he is aware the CloseBuy program is changing and
asked why the hosting fee is staying the same. Executive Director Wood replied
we are keeping the name, but some of the components will change.
Mayor Newton asked staff how many website hosts are used by the City.
Councilmember Taylor asked why there is no central hosting site and stated we
need to focus. Councilmember Dodson said all of these items should be under IT.
Manager Lothery noted several years ago the City did publish a branding
standards manual and for the most part all the departments adhere to the policy.
Chief Holder added the budget line item description is misleading as there is one
URL, but several names.
Interim Assistant City Manager and Executive Director of Economic Development
and Communications Mark Wood presented the overview of the City Secretary’s
Office budget.
Mayor Newton asked where the off-site records facility is located. Assistant City
Secretary Christine Loven replied Dallas.
Mayor Newton recessed the worksession at 7:24 p.m. and reconvened at 7:32
p.m.
Chief Financial Officer Shereen Gendy presented the finance budget.
Councilmember Wheat asked staff if we really pay TAD for appraisals and how the
rate is determined.
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City of Colleyville Page 4
CFO Gendy replied the fee is the net taxable times the number of cities served by
TAD and is proportional to households and tax levy.
Mayor Newton stated he would like a copy of the TAD funding structure.
Councilmember Wheat asked Mayor Newton why we pay GCISD $27,500 for tax
collection. Mayor Newton responded this is by choice, as we contract with GCISD
to collect the tax and generate the required reports.
Councilmember Wheat asked staff if there would be more modules when the
MUNIS software is enhanced. CFO Gendy replied the enhanced modules will be
active in the current fiscal year and the money allocated for this line item is for the
trainer’s time and travel to educate staff on the use of the modules.
Manager Lothery reviewed the legal budget and there were no questions.
Recreation and Library Director Mary Rodne presented the library budget.
Councilmember Coplen asked staff if most of the budget if funded through the
voluntary donation fund. Director Rodne stated yes and donations are steady for
the most part, but there are times when donations are off.
Councilmember Wheat asked staff if patrons have to pay for a replacement library
card. Director Rodne replied yes.
Mayor Pro Tem Lindamood asked staff if new equipment is replacing personnel.
Director Rodne replied the line item is the maintenance of equipment, and
personnel is not being effected.
Public Works Director Jeremy Hutt presented the engineering budget.
Councilmember Dodson asked staff if there is any comparison to other cities
regarding fee recovery and charges. Director Hutt replied a comparison was
completed two years ago, and Colleyville is at the higher end of the scale.
Councilmember Nakamura asked staff how we determine the need to spray for
mosquitos. Director Hutt stated we have an Integrated Mosquito Management
program which is followed, and was updated and approved by City Council last
year.
Councilmember Wheat asked staff how citizen concerns and needs were tracked.
Director Hutt replied citizens call, use the web portal and staff utilizes Street Save
and VueWorks software for tracking and work orders.
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City of Colleyville Page 5
Councilmember Dodson asked staff if mosquito spraying services are bid regularly.
Director Hutt replied we have current contracts and routinely compare services
and costs.
Fire Chief Brian Riley presented the fire department’s budget and highlighted the
department’s desire to move forward with the process of earning Best Practices
certification.
Councilmember Nakamura asked staff what is Best Practices. Chief Riley
explained it is a process of reviewing all budgets, procedures, and practices and
having them reviewed and measured. Chief Holder added it is basically an
accreditation program through the Texas Fire Chiefs State program.
Councilmember Wheat asked staff how often the flags are replaced. Chief Riley
replied anytime they are in need of replacement. He added the department also
receives flags for proper disposal.
Councilmember Wheat asked staff what the life span of an AED battery is. Chief
Riley responded approximately five years.
Mayor Newton asked staff who has medical control over the department. Chief
Riley replied the City contracted with a new medical director in this fiscal year,
who not only has the medical control, but provides continuing education.
Councilmember Coplen asked if the City shares the medical director. Chief Riley
responded other departments also contract with him, and he operates out of
Baylor-Grapevine.
Councilmember Dodson asked staff why an ambulance and fire truck are sent at
the same time. Chief Riley responded it takes too much time to roll a second unit
if needed.
Councilmember Nakamura asked how billing works for a citizen. Chief Riley
responded the hospital will obtain insurance information and bill the resident for
the ambulance services. Currently, there is no balance billing, so if a resident
does not have insurance, the City writes off the balance, however, the area cities
do balance bill everyone, so if they transport for Colleyville, a bill is sent.
Mayor Newton asked staff what the $11,000 for NEFDA was for. Chief Riley stated
it is for a transfer to the capital account for the purchase of equipment. Mayor
Newton asked what NEFDA does. Chief Holder replied NEFDA is the Northeast Fire
Department Association which is a consortium of 14 area agencies which can
respond to specialty needs, such as a hazardous materials spill.
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City of Colleyville Page 6
Councilmember Wheat asked staff if we have a fund when a fire truck needs to be
replaced. Manager Lothery replied yes, this is planned for in the Debt Service
Fund.
Mayor Newton asked staff what the physical requirements for a firefighter were.
Chief Riley stated firefighters and paramedics aged 50 and under undergo a
physical every two years and those aged 50 and over, every year.
Assistant Police Chief Robert Hinton presented the police department budget, first
noting the animal control department services are not in a three year true up,
however, the communications and jail operations are in a true up year.
Councilmember Coplen asked staff if the age of our community is a factor in the
low crime rate. Chief Hinton replied he believed the low crime rate was
attributable to having an engaged community.
Mayor Newton asked staff if Keller is running efficiently. Chief Hinton replied yes.
Councilmember Taylor asked staff if the Metroport Teen Court budget is included
here. Chief Hinton replied, no, Teen Court is in the CCCPD budget.
Chief Mike Holder presented the Parks budget.
Councilmember Dodson asked staff if the irrigation personnel is shared across
parks Citywide. Chief Holder replied yes.
Mayor Pro Tem Lindamood asked staff what the term length of the maintenance
contracts were. Chief Holder replied he believes up to five, one year renewals, but
was not sure.
Councilmember Coplen asked staff if the maintenance includes the Pleasant Run
Soccer Fields, or just the park area. Chief Holder replied he was not sure.
Councilmember Wheat asked staff how much of the $373,000 in General Fund
revenue was generated by the Parks. Manager Lothery replied the 2016 figures
are $21,500 from field use only, and $43,800 from non-resident field use, which
includes tournaments. Recreation/City Events Manager Escobedo noted additional
revenues are included in the recreation revenues as well.
Public Works Director Jeremy Hutt presented the street maintenance budget.
Councilmember Dodson stated the traffic light maintenance figures seemed high.
Director Hutt replied the figures include all maintenance, including emergencies.
Councilmember Wheat asked staff what quiet zone maintenance is. Director Hutt
replied the monthly maintenance performed on the supplemental safety features.
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City of Colleyville Page 7
Councilmember Nakamura asked staff what is a quiet zone. Director Hutt
responded when a quiet zone is designated, the trains do not have to blow their
horns.
Councilmember Coplen asked staff, if we did not pay for the quiet zone, would the
$51,000 expenditure go away. Director Hutt replied correct.
Councilmember Wheat asked staff how the street signs were tracked. Director
Hutt replied also through the VueWorks software.
Recreation/City Events Manager Lisa Escobedo presented the recreation budget.
Mayor Newton asked staff why is there an increase to the personnel cost.
Manager Escobedo replied they are seeking to establish a labor pool of part time
employees to work events, and stated the revenue will cover this increase in
personnel.
Interim Assistant City Manager and Executive Director of Economic Development
Mark Wood presented the communications budget. There were no questions as
several items were discussed earlier.
Colleyville Center Manager Leslie Hill presented the Colleyville Center budget.
Councilmember Wheat asked staff where the Center revenue is. Manager Lothery
replied the revenue is reflected in the General Fund and was $210,000 last year.
Human Resources Director Rachel Huitt presented the human resources budget.
Mayor Newton asked staff what is paid through contractual services. Director Huitt
replied $5,000 is to continue the compensation market and adjustments study
annually, and funding for Target Solutions training software, which was moved
from the organizational development budget, to make it easier to track.
Chief Financial Officer Shereen Gendy presented the finance budget.
Mayor Pro Tem Lindamood asked staff what drove the increase in contractual
services. CFO Gendy replied the increase is for the MUNIS training for enhanced
modules and new employees.
Public Works Director Jeremy Hutt presented the fleet services budget.
Mayor Pro Tem Lindamood asked staff if fuel and oil is purchased in bulk. Manager
Lothery replied yes, fuel is purchased through a contract for all City vehicles.
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City of Colleyville Page 8
Councilmember Dodson asked staff what GPS monitoring is. Director Hutt replied
it is an accountability tool which allows real time monitoring of where our vehicles
are and how they are being driven.
Mayor Newton called a recess at 10:35 p.m. and reconvened at 10:43 p.m.
Public Works Director Jeremy Hutt presented the facility services budget.
Councilmember Dodson asked staff about the light bulb disposal. Director Hutt
replied fluorescent bulbs must be disposed of through a company as they are
treated as household hazardous waste.
Information Systems Manager Chris Pena presented the information systems and
GIS budgets.
Mayor Newton asked staff why there was a large decrease in the supplies line
item. Manager Pena replied funds were moved to a new line item and is used to
store and monitor the funds used for annual large item equipment replacement.
Strategic Services Manager Lothery presented the information for the
compensation adjustments, capital equipment reserves, and non-departmental
accounts, and the General Fund revenue projections.
Mayor Newton stated overall there is a three and one-half percent compensation
increase, and he would like to see a complete distribution report. Councilmember
Dodson stated he would like to see the performance ratings for all employees
because it is important to verify for equity.
Public Works Director and Manager Lothery provided the review of the Utility, Debt
Service, and Drainage funds.
Mayor Newton asked staff if the City paying for water is the $197,000 amount.
Manager Lothery replied yes, the FY18 General Fund budget includes funding to
pay for the City’s use of water.
Mayor Newton asked staff why an additional $165,000 is requested for concrete
repair. Director Hutt replied the funding is being requested in order to perform
additional work in the next fiscal year.
Mayor Newton asked staff why a purchasing agent position is being requested.
Chief Financial Officer Gendy replied the City is currently decentralized and
administrative staff spends a great deal of time working on bid requests and
researching purchases. A purchasing agent who is trained and familiar with
purchasing rules and regulation will increase efficiency and limit the City’s liability.
Public Works Director Jeremy Hutt presented the utility operations budget.
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City of Colleyville Page 9
Councilmember Coplen asked staff if the DART agreements are the original
agreements. Director Hutt replied yes.
Mayor Newton stated the personnel cost went up 21 percent and asked staff why.
Manager Lothery replied the increase came from the split funding with GIS
personnel and a field technician becoming fully funded.
At 11:56 p.m. Mayor Newton asked the City Council if they wish to continue the
worksession. All agreed.
Councilmember Taylor asked staff if the fire station doors were provided for in the
Debt Service Fund. Manager Lothery replied the fire station doors are not funded
through the Debt Service Fund, however, some General Fund money was set aside
for this purpose in a previous fiscal year.
Councilmember Taylor asked staff how citizens are notified of the street sweeper
schedule and suggested working with the HOAs. Director Hutt replied they would
look into working with the HOAs. Mayor Pro Tem Lindamood suggested allowing
advertising on the sweeper truck.
Mayor Newton asked staff about the cost of the clean sweep event. Manager
Lothery replied the clean sweep event costs include the quarterly invoices for
household hazardous waste.
Mayor Newton thanked the City Council for staying for the worksession.
3. ADJOURNMENT
There being no further business before the City Council, Mayor Newton adjourned
the worksession at 12:31 a.m.
APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
11TH DAY OF JULY 2017.
Minutes taken and prepared by:
Christine Loven
Assistant City Secretary