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HomeMy WebLinkAboutCity Council-Agenda Packets-5/29/2008City of Colleyville City Hall ' ~ 100 Main Street .~k ~n_ ~. Colleyville, Texas 76034 Agenda 817. 503.1000 vvww. co I l e yv i l l e. co m City Council Worksession Thursday, May 29, 2008 6:00 PM Executive Conference Room, Third Floor 1. Call to Order 2. Presentation and Discussion 2a Presentation and Discussion of Preliminary Fiscal Year 2009 (FY 2009) Budget 2b Discussion of Fiscal Year 2008 (FY 2008) Budget Priorities 2c Review and Discussion of the City Council Rules of Procedure 2d Review of the Fiscal Year 2008 (FY 2008) Work Initiatives and Discussion of the Fiscal Year 2009 (FY 2009) Work Initiatives 3. Adjournment I hereby certify the above agenda was posted on the bulletin boards at City Hall on Friday, May 23, 2008, by 5:00 p.m. this Sing eton, 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 5/23/2008 ~~~~ - City of Colleyville ~..~ , ~' ~~~~ - Agenda ~,...,_ City Council Worksession City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Friday, May 30, 2008 1:30 PM Executive Conference Room, Third Floor 1. Call to Order 2. Presentation and Discussion 2a Presentation and Discussion of Preliminary Fiscal Year 2009 (FY 2009) Budget 2b Discussion of Fiscal Year 2009 (FY 2009) Budget Priorities 2c Review and Discussion of the City Council Rules of Procedure 2d Review of the Fiscal Year 2008 (FY 2008) Work Initiatives and Discussion of the Fiscal Year 2009 (FY 2009) Work Initiatives 3. Adjournment I hereby certify the above agenda was posted on the bulletin boards at City Hall on Friday, May 23, 2008, at 5:00 p.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 5/23/2008 fi{t}' of Tc XaB '~eeueEeaa'~~e~gk~ozlsooda~~xee~itioaae ~eah~e eolfcyacYle ca a awde+E ut~y witk atleKtcac to Geeng a« e~tele~rt and atbraetu~e raelykCo~rliood-mrieeted eokacurity ae«aitiae to ou~c ~riatau~, zeaouatea, aKa' uaideKta. TO: Mayor and City Council FROM: Bill Lindley, City Manager SUBJECT: 2009 Planning Session DATE: May 23, 2008 Staff is looking forward to the discussion and direction you wilt be providing on Thursday, May 29t" and Friday, May 30t" as part of the 2009 planning worksession. Your active and candid participation will be a large part of the success of the worksession and more importantly how we go about building the 2009 Budget. Sharing in a group format 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 we keep comments brief with the goal of leading to group consensus so we can complete the various discussions. In preparing for the two half day sessions, it is important to appreciate you are only being asked to provide a broad and general scan of important budget considerations staff needs to take in. Amore thorough and detailed budget review and discussion will occur later this summer when we actually conduct the budget worksession focused specifically on the upcoming fiscal year. Staff objectives for the worksession include: • Review of the approved budget calendar, • Providing an opportunity for the Council to review its Rules of Procedure • Incorporating a discussion opportunity with department managers of budget enhancements for 2009 • Identifying items to be addressed as part of the 2009 Council work initiatives In support of City Council discussions for next week, we have included several pieces of information with this packet. Included is a summary listing for each of the departmental service program enhancements, a summary of anticipated compensation-benefits funding requirements; suggested modifications for the Rules of Procedure; and a copy of the current Work Plan. Quick Highlights for the 2009 Budget At this early stage in the budget process, we are projecting an overall growth of revenue by approximately $450,000. The overall property valuation for 2009 is projected to be $3,566,030,989 with the TIF component comprising approximately $246,851,229. The estimated average home value is projected by the TAD to grow $22,821 compared to the current year, this growth is in part, due to an average 6% increase in the current year home value. We are not projecting any increase in the current property tax rate. Annual sales tax collections continue to show positive growth over the prior year. For 2009, we are projecting a 3% growth for year-to-date recognizing in part the effects of the regional economy. 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 project. This enables the City Council to fully maximize sales tax growth projected for the upcoming year toward service enhancements. The significant portion of Thursday evening is devoted to discussing the 2009 requests for new service programs. The requesting departments are allocated ten minutes to summarize the key highlights of programs, allowing five minutes for Q & A. The focus of our discussion is only to provide a summary orientation as we are continuing our internal assessment of needs for the various proposals. In support of the third year of our merit incentive program, the 2009 Budget will allocate an 8% merit incentive, with a goal to be funding a sustainable 12% merit by 2012. Funding an 8% rate ($510,000) for 2009 allows a merit salary adjustment between 2% to 10%. Each 1 % of the merit programs costs the General Fund approximately $63,750. The funding commitments are inclusive of both salary and benefits. The importance of continuing the five year compensation plan is best evidenced with 99% of all employees with five years of service at 90% of market or above with an impressive 65% of all employees with five years of service at 100% of market. This clearly depicts salaries are moving and competing in the market place showing we are within our compensation plan laid out three years ago to grow employees with five years or more of service to 110% of market. Similar to our work for public safety personnel this year, we are continuing the testing of market salaries for an additional market adjustment for the various bands of salaries. A probable supplemental funding commitment (similar to this year) of a level of magnitude of $150,000 may be anticipated for several of our other departments to meet market conditions. For broad planning assumptions, staff is using approximately $205,000 in the General Fund for employee health insurance programming. An actual amount will be obtained prior to the Council budget worksession scheduled later this summer. In addition to insurance adjustments, the 2009 Budget includes approximately $100,000 of the first year of our implementing TMRS adjustments. Fuel costs are continuing to have a demonstrative impact to funding service needs. We are currently using $4.00 per gallon for unleaded fuel as part of our preliminary budget work with discussions in establishing a fuel contingency account for an additional $1.00 per gallon. Purchase of hybrid and greater fuel efficient vehicles will take on even greater attention as we attempt to manage our fuel program. An important component in preparing a budget is identifying cost effective means to reducing delivery costs. As noted earlier, we are continuing our internal assessment of base budget expenditures for this year, attempting to identify cost saving initiatives. We anticipate completing this year's budget with a $250,000 net difference between revenues to expenditures. I appreciate the time you are providing to make Colleyville a better place for our citizens. 2009 Planning Session Thursday, Mav 29, 2008 6:00 Call meeting to order 6:05 Discussion of worksession goals - • Review budget calendar • Provide direction for major 2009 program enhancements and review of revenue forecast • Confirm Council Rules of Procedure • Identification of Council Work Plan initiatives for 2009 6:10 Preliminary overview of 2009 revenue/expense projections 6:30 Departmental presentations for 2009 6:45 Human Resource -Elise Welborn 7:00 Building Services -Lin Przybyl 7:15 Library -Mary Rodne 7:30 Information Services -Paul dePingre 7:45 Code Inspection -Bill Elliott 8:00 Public Works -Steve Chutchian, P.E. 8:15 Fire -Russell Shelly 8:30 Parks and Recreation -Monica Sue Walsh 8:45 Police -Tommy Ingram 9:00 Adjournment Friday, Mav 30, 2008 1:30 Call meeting to order 1:35 Review 2009 Budget Calendar 1:45 Review and discuss Council Rules of Procedure 2:15 Identification of initiatives for the 2009 Council Work Plan 3:00 Review and direction for the 2009 Budget 4:30 Q & A for 2009 Council Work Plan and Budget 5:00 Adjournment 2009 Compensation-benefits Funding Requirements Compensation Summary Sheet General Fund Utility Fund Drainage Fund Complete Merit FY08 128,000.00 35,000.00 4,500.00 8% Merit FY09 510,000.00 62,500.00 14,000.00 Insurance Adjustment 205,000.00 50,000.00 10,500.00 TMRS Adjustment 100,000.00 22,000.00 4,000.00 2009 Departmental Service Program Enhancements FY09 GENERAL FUND BAF REQUESTS REQUESTED ....DEPARTMENT REQUEST AMOUNT PERSONNEL Building Services Building Maintenance Tech I $41,068 Colleyville Center Building Attendant $39,468 Fire Firefighter/Paramedic $66,592 Fire Firefighter/Paramedic $66,592 Fire Firefighter/Paramedic $66,592 Fire Upgrade Firefighter to Driver - 9 positions $45,000 Library Part Time Circ/Tech Assistant- 8 Addtional Hours $8,181 Library Part Time Circ/Tech Assistant- 8 Addtional Hours $8,181 Police Administrative Clerk position $33,144 Police New Police Officer Position $70,448 Street Equipment Operator $40,288 SUBTOTAL $485,554 PRQGRAMS OR ENHANCEMENTS Information Services Increase for Internet speed for Internet based software $22,368 Information Services Barracuda filters (spam spyware) $9,500 Information Services Office 2003 to Office 2007 upgrade $12,000 Police Uniform Cleaning Service $7,800 Human Resources MuRF Pre-employment &Talent 360 Surveys $5,000 Human Resources Laserfiche Autofile $5,360 SUBTOTAL $62,028 EQUIPMENTICAPITAL Building Inspection Handheld PDA computers/phones printers $22,008 Building Inspection Paperless plan review software $138,000 Engineering Wide Format Scanner $12,000 Fire Replacement of A/C System at Station 3 $22,000 Fire Radio replacement program $18,000 Information Services Engineering Computers $5,000 Information Services Laptop Replacement $5,000 Information Services New a-mail server $7,600 Information Services Storage Area Network Server $15,500 Information Services GIS server $9,500 Parks New playground equipment for Kidsville area $400,000 Parks New roof for L.D. Lockett house $6,000 Parks Replace chain link fence at Pleasant Run Soccer complex $26,000 Parks Solar powered Compactor Litter containers $39,000 Parks Toro Grounds Sweeper $25,100 Parks Rainwater Harvesting System for the Parks Admn Office $15,000 Parks Rainwater Harvesting System for the LD Lockett House $15,000 Parks Parking Lot Striping $6,000 Parks Kimzey Park Tree Planting Project $10,000 Parks City Park Entry Planting Bed Renovations $35,500 Parks Park Signage $150,000 Parks Cold Storage Structure for Park Maintenance Center $12,500 Parks Signage/Landscaping for Cottonbelt Trail $350,000 Police Two radar controlled traffic safety portable signs $8,800 Recreation Senior Center roof replacement $26,000 Recreation LD Lockett House Improvements $27,000 Recreation Senior Center carpet replacement $16,000 SUBTOTAL $1,422,508 TOTAL $1,970,090 FY09 UTILITY FUND BAF REQUESTS REQUESTED DEPARTMENT REQUEST ' `AMC?UNT PERSONNEL Utility Operations Meter Reader $34,159 SUBTOTAL $34,159 PROGRAMS OR ENHANCEMENTS SUBTOTAL $0 EQUIPMEWTTCAPITAL Utility Operations Overland Trail Lift Station rehab $75,790 Utility Operations Exterior door and fire escape $38,226 Utility Operations Building Repairs $77,000 SUBTOTAL $191,016 TOTAL $225,175 FY09 DRAINAGE UTILITY FUND BAF REQUESTS REQUESTED DEPARTMENT REQUEST `` AMOUNT PERSONNEL Drainage Equipment Operator $40,288 SUBTOTAL $40,288 PROGRAMS OR ENHANCEMENTS SUBTOTAL $0 EQUIPMENT/CAPITAL Drainage Vermeer Brush Chipper $27,369 SUBTOTAL $27,369 TOTAL $67,657 FY 2009 Budget Calendar FY 2009 Budget Calendar Tuesday, March 11 City Council review of the FY 2009 Budget Schedule (5:30 p.m.) Thursday, March 14 Budget kickoff meeting with Department Heads and key staff (3:30 p.m.) Thursday, March 28 Personnel Reclassification Requests and New Personnel BAFs (8:00 a.m.) due to Human Resources Tuesday, April 1 City Council reviews Proposed FY2009 Budget Schedule (5:30 p.m.) Tuesday, April 15 City Council visioning book discussion - "Good to Great" (5:30 p.m.) Wednesday, April 30 Base Budgets due to the CMO. Detail sheets and vehicle and (8:00 a.m.) equipment replacement requests due to Finance Director Friday, May 2 Budget Team preliminary review of Department submissions (8:30 a.m.) of the Proposed Base Budget Saturday, May 3 City Council and Executive Team planning visioning worksession (9:00 a.m.) at an offsite facility (TBD) Monday, May 5 Human Resources distributes updated salary and benefits costs for New Personnel BAFs Wednesday, May 7 Base Budget Presentations to Budget Committee by respective Friday, May 9 departmental staff Saturday, May 10 City Council Election (7:00 a.m. - 7:00 p.m.) Wednesday, May 14 BAFs and Agency Requests and Goals, Objectives and Service (8:00 a.m.) Delivery Measures due to the CMO Thursday, May 15 Tarrant Appraisal District releases preliminary appraisal information Thursday, May 15 Executive Team development of preliminary 2009 Work Plan (8:30 a.m.) Friday, May 16 Finance Director completes preliminary revenue estimates Wednesday, May 21 City Council canvassing of 2008 election (6:00 p.m.) Thursday, May 29 City Council 2009 Budget Worksession and Work Initiatives (6:00 p.m.) Friday, May 30 (1:30 p.m.) Monday, June 9 BAF ranking workshop orientation Thursday, June 12 Thursday, June 16 Thursday, June 19 Friday, June 20 Monday, July 7 (5:00 p.m.) Thursday, July 10 (8:00 a.m.) Monday, July 21 Friday, July 25 Tuesday, July 29 (5:00 p.m.) Thursday, July 31 (6:00 p.m.) Friday, August 1 (Noon) BAF ranking workshop Budget Committee's preliminary budget due to City Manager City Manager and Budget Committee review preliminary budget Departments receive City Manager decisions Budget Appeals Due to City Manager by Departments Departments receive City Manager Budget Appeal decisions Finance Director receives TAD Certified Tax Roll Proposed FY 2009 Budget Distributed to City Council City Council Budget Worksession Tuesday, August 12 City Council Consideration of a Vote of Intent to Adjust the Tax (8:30 a.m.) Rate - as needed Tuesday, August 26 City Council Consider Approval of the FY 2009 CEDC Budget (6:30 p.m.) Tuesday, August 26 City Council Public Hearing on Tax Rate (7:00 p.m.) Tuesday, September 2 First Reading and Public Hearing for the FY 2009 Budget (7:30 p.m.) Tuesday, September 16 Second Reading, Public Hearing and Consider Adoption of the (7:30 p.m.) FY 2009 Budget Possible Modifications for the Rules of Procedure 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. Proposed Rules of Procedure May 2008 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. The City Manager 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 designated representative, during the course of daily affairs of the City. The City Attorney may make recommendations to the City Council and take part in all 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 Employees. 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 Suspension of Rules. Any provisions of these rules not governed by State law, the City Charter, or City Code may be temporarily suspended by a majority vote of all Councilmembers present and eligible to vote. Proposed Rules of Procedure May 2008 Rules of Procedure Page 3 of 12 2.11 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 5:30 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 for 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". 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. Proposed Rules of Procedure May 2008 Rules of Procedure Page 4 of 12 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 additional items scheduled for the agenda of the regular agenda for that evening. No official action shall be taken at 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 the Mayor's 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. 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. Proposed Rules of Procedure May 2008 Rules of Procedure Page 5 of 12 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 Mavor. The Mayor may call the Mayor Pro Tem, or in the Mayor Pro Tem's absence, any other Councilmember to take the Mayor's 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. 4 8 Written Correspondence. A citizen's request in the reading of a statement into the public record as part of a City Council agenda item is at the sole discretion of the governing body The City Council is not obligated to provide for a reading of correspondence into the public record on behalf of an absent individual as part of a City Council public hearing. The City Council may elect to provide for a reading of the correspondence, make reference indicating the general position of the correspondence or pass over the correspondence. SECTION V. AGENDA 5.1 Preparation of Agenda. A. The order of business of each meeting shall 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 consideration shall advise 4:30 p.m. on Wednesday will be accompanied by a subject on the agenda. Council desiring to present a subject for City Council in writing to the City Manager of the fact not later than preceding regular City Council meetings. Subject matter summary regarding the purpose for the inclusion of this Proposed Rules of Procedure May 2008 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 shall 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: 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. Proposed Rules of Procedure May 2008 Rules of Procedure Page 7 of 12 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. In 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 Manager. 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 designated staff. 5.4 Citizen Participation at Meetings. A. Presentations 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 be 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) Proposed Rules of Procedure May 2008 Rules of Procedure Page 8 of 12 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. 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. Proposed Rules of Procedure May 2008 Rules of Procedure Page 9 of 12 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 from speakers to the City Council with request for an immediate answer, 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 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. Proposed Rules of Procedure May ?008 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. 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 Upon review of the Applications for Appointment, City Council will determine if interviews shall be conducted. If Council desires, interviews will be conducted prior to a City Council meeting, which may be subject to the Texas Open Meetings Act or be conducted in Executive Session. If no applications are received or fewer applications than open positions, the City Council may fill positions from the floor or reauest the City Secretary to advertise the open position(s), Sesreta~. In the event of a vacancy other than an expiring term, the City Council may fill the position by a majority vote of the City Council without advertising. The appointee shall serve the unexpired term. Proposed Rules of Procedure May 2008 Rules of Procedure Page 11 of 12 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. The Mayor shall open the floor for nominations and if there are no nominations, the Mayor will call on each Councilmember for a nomination. 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. 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 coordinate a donation, in honor of the official, in the amount of $75.00, to the Colleyville Public Library or to a Colleyville City Park, in consideration of the family's preference, and a Proclamation honoring the official and declaring the donation will be presented to the family of the deceased. 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. Proposed Rules of Procedure May 2008 Rules of Procedure Page 12 of 12 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 family. 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. Proposed Rules of Procedure May 2008 rcx$S Timeless NeighborhoodsJExceptional People zoos ANNUAL WORK PLAN Colleyville is a model city with attention to being an efficient and attractive neighborhood-oriented community sensitive to our history, resources and residents. GOAL ONE Foster a commitment to community reinvestment Objective One: Make Colleyville more prosperous through economic development efforts. Success defined: To make Colleyville more prosperous with a focus on promoting the City as a place for unique and boutique retailers and offering the City as a destination place. Tasks - ^ Continue to evaluate the redevelopment potential of commercial properties located along State Highway 26 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. ^ Promote the enhancement of cultural and arts by: creating an internally funded Arts Fund; preparation of a multi-year plan identifying public spaces suitable for landscaping and art display; and seek opportunities to partner with local and regional arts advocacy groups. ^ Identify special events promoters that can enhance and broaden the regional awareness of the community with special focus to the 2011 Super Bowl. ^ Evaluate viability of connection with the Cotton Belt Commuter Rail and various community-environmental issues associated. ^ Continue research and development of a plan to provide a community wide Wi-Fi networking. ^ Research and develop a plan to initiate a branding campaign for the City and how to implement consistently throughout the organization and community (i.e. entry markers, facility signage, etc.). Objective Two: Enhance the maintenance and reconstruction of city infrastructure. Success defined: To have a public works infrastructure system properly maintained and funded providing effective management meeting citizens service demands and expectations with special attention towards enhancement of the maintenance and reconstruction of streets. Tasks - ^ Continue work in the development of a multi-year CIP for trails and sidewalks, streets, and intersections. In conjunction with this work, identify viable funding alternatives/sources and coordinate Council work sessions and public meetings. ^ Pursue grant opportunities available by the North Central Texas Council of Governments for a planning study to evaluate "best practices" for trafhc management initiatives with a focus to traffic calming techniques. ^ Discuss with Tarrant County scheduling, engineering and constructing of additional intersection projects for possible future County funding. ^ The annual Street Maintenance Program enhanced through an emphasis on higher quality and extended service life of existing municipal infrastructure along with an adjustment in the annual budget to $1,000,000 funded by growth in general revenues and an increase in the Utility Fund franchise fee. ^ Continue construction of various CIP projects: / Drainage • Enhance community education materials about the dangers of flooding and promotion of Flood Appreciation Month • Provide installation signage "Turn Around -Don't Drown" at various roadway low water crossings • Install SCADA based "flood" warning sign system along Little Bear Creek at - o Jackson Road o Oak Knoll Road (2) o Martin Parkway / City Trails and Sidewalks • Tinker Road from Emerald Drive to Pleasant Run • Glade Road at Behren's Court • Glade Road at Stafford • Glade Road at Riverwalk Drive • Pleasant Run Road / City streets • Church Street • Glade at Heritage Intersection • Pleasant Run turn lane Bogart Road Reconstruction of certain streets in the Tara and Saddlebrook subdivisions / County bond projects • John McCain at Pleasant Run • Jackson at Cheek Sparger • Cheek Sparger at Martin Parkway / Utility • SH26 utility relocation • Regan grown water storage tank • Hurst 16" transmission line • Closing of various ground water wells GOAL TWO Enhance communications and outreach with citizens Objective One: Expand community relations of elected and appointed City officials and employees with citizens Success defined: To have a progressive city that values citizen involvement/communication and strong community organization relationships. Tasks - ^ 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, including utilizing board/commission/committee member as "ambassadors" for the city. ^ Evaluate opportunities and associated costs to enhance the city cable and website broadcast to strengthen the mediums into a more effective communications tool for the city. In addition with this work, evaluate enhancement of audio recording of public meetings for city cable broadcast. ^ Develop a streamlined methodology for interdepartmental communications about issues, projects and events that should be communicated to the citizens. ^ Host an annual HOA Involvement Workshop to explore means to enhance communication with neighborhood groups and provide education for neighborhood enhancement. ^ Conduct a preliminary Council vision planning session (Imagine Colleyville) identifying attainable attributes for city services, characteristics, demographics, income, etc. for the build-out of the community at build out with a focus to premier cities regionally, state-wide and nationally. GOAL THREE Continue organizational development with a focus to -Being the Best Objective One: Effectively utilize and promote Co/leyville's paid and volunteer human resources Success defined: Employees consistently demonstrating the core through effective hiring and retention programs along with an inviting and involved role for citizen participation in the delivery of customer service. Tasks - ^ Continue third year implementation of the Workforce Development Sustainability Plan: / Continue Compensation Market Analysis with incremental steps taken to reach 110% of market by 2015. / Performance Evaluation Taskforce -Evaluate, research and study best practices of public and private entities to increase effectiveness of the performance evaluation process while also implementing the core competencies as a major part of the overall pay for performance initiative. / Complete the interview guides with training and implementation by November 2007. / Enhance position advertising that focuses on core competencies. / Develop an Intranet for employees to increase communication and provide ease of access to HR related documents. / Expand the Colleyville College Succession plan to all employees. / Evaluate and improve the exit interview process to identify areas for the enhancement of employee relations. / Develop a retirement planning seminar to assist employees financial planning opportunities ^ Develop a tiered media training program for employees and public officials focusing on communicating the branding message. ^ Enhance the employee recognition program with a focus to growing the awareness in the employee commitment being a high performance organization. ^ Evaluate "best practices" for both public and private employers for consideration in structuring acafeteria-style benefits program to include wellness-based initiatives as well as other benefit options to enhance the overall benefits program. ^ Research and develop 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. ^ Research and develop a Colleyville Citizen Corps utilizing the resources of the Citizen Police and Fire Academies as a means to provide and promote volunteer services during emergencies and other significant public safety events. GOAL FOUR Continue focus to delivering superior services and demanding res u Its Objective One: Develop, expand and promote leisure activity opportunities for the citizens. Success defined: Delivery of efficient and broad based opportunities in support of the needs of the general public. Tasks - ^ Develop a plan to reorganize the Library to utilize 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 literary cultural center while seeking community partnering programs with local and regional literary and cultural groups. ^ Prepare a financial plan providing for the implementation of the 2007 Library Master Plan Update report. ^ Coordinate design of McPherson Park future phases with attention developing the park as a demonstration botanical garden feature low water tolerant plantings. ^ Coordinate development of Senior Center Open Space Master Plan. ^ Coordinate development of the update for the Comprehensive Parks, Recreation and Open Space Master Plan. ^ Prepare a study, with cost identification, for the implementation of a citywide construction of centralized irrigation system for public facilities. ^ Conduct a Senior Center acoustic study. ^ Conduct a visioning-redevelopment study for the viability of expansion, renovation and future use of Colleyville Center. ^ Prepare a study identifying the viability and location of developing a centrally located public plaza facility gathering for special events and other community activities. Objective Two: Continue Co/leyville 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. Tasks - ^ Completion of two fire stations for more efficient coverage and enhanced service levels to citizens regarding Fire/EMS emergencies. ^ Initiate the process to begin evaluation of Colleyville's Public Protection Classification as provided by the ISO (Insurance Services Office) culminating in a positive ranking increase. ^ Forming of a Citizen Emergency Response Team drawn from citizen completion of both the Police and Fire citizen academies. ^ Initiate the process to begin a review for possible modifications of the Police Department Standard Operating Policy (SOP). ^ Implement the traffic enforcement motorcycle program. ^ Improve the level of 911 emergency services to citizens through medical dispatch training for telecommunicators. ^ Review best practices for interactive working partnerships with HOA's, community groups, business associations, and the general public towards an effective "eyes and ears" program promoting education, awareness and compliancy with property management codes. Additionally evaluate ways to enhance enforcement of sign code regulations with continued enforcement of the sign ordinance. ^ Continue implementation of the 2002 Utility Homeland Security study. GOAL FIVE Sustain a reputation for excellence Objective One: 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. Tasks - ^ Continue development of a sustainable budget by expanding the computer replacement program with a focus towards software upgrades by providing funding in the FY2008 budget for the acquisition of software for: / a comprehensive financial software package with a focus for staff efficiency / Web based interactive building permit software / Upgrading the Fire Department reporting software ^ Update of the annual five-year financial plan identifying anticipated revenues and corresponding expenses. ^ Manage city franchise services: / Implement first year of renewed refuse service contract with attention to using abroad-based public information campaign. / Continue work with the goal of finalizing a model electric franchise ordinance ensuring payments for use of public properties-easements. / Participate with regional and state group's opposition to rate increase proposals for electric and natural gas. / Continue participation with regional city member coalitions exploring long- term electric service contracts for internal city electric needs with a focus for alternative fuel delivery continuing a commitment to "Green" initiatives. Objective Two: Enhance the promotion and preservation of natural resources. Success defined: To work toward the promotion of Colleyville's natural resources. Tasks - ^ Evaluate best practices for consideration in adopting a "Green" initiative focusing on: / Building Codes / Reduction of yard waste through education and collection initiatives / Enhancement of community recycling programs / Alternative fuels such as solar power and hybrid vehicles ^ Continue community based programs including: / Neighborwoods tree planting grant opportunities / Household Hazardous drop-off center in partnership with Ft. Worth / Annual "Crude Curser" collection program / Semi-annual community clean up / Model Neighborhood Program / Partnership with Keep Colleyville Beautiful / Police department collection of used cell phones for redistribution to senior citizens ^ Continue water conservation to include public education, enforcement of existing ordinances, and implementation of various water conservation measures to preserve the adequacy of water supply to residents: / Continue to educate citizens on the need for water conservation through advertisement (media and city sources). / Update 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. / Develop a conservation plan for public facilities to reduce demand of potable water irrigation. / Prepare a study, with cost identification, for the implementation of a citywide construction of centralized irrigation system for public facilities. / Fund a botanical demonstration garden at McPherson Park utilizing Utility Fund funding for citizen education on use of water tolerant plantings. / Organize a coalition of area Northeast Tarrant County cities to address water conservation issues. / Evaluate viability of replacing gasoline-diesel powered vehicles with hybrid engines along with identifying possible grant funding.