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City Council-Agenda Packets-8/19/2008
~, ., ~1 ,,., ,_ City of Colleyville Agenda City Council City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 vrww.colleyvil le.com Tuesday, August 19, 2008 CITY COUNCIL CHAMBERS PRE COUNCIL MEETING EXECUTIVE SESSION 5:30 P.M. EXECUTIVE CONFERENCE ROOM THIRD FLOOR PC-1 Commuter Rail Study Update PC-2 Discussion of City Manager Search Process PC-3 Presentation of the Monthly Financial Report -July 2008 PC-4 Discussion of setting a date for a joint worksession with the Planning and Zoning Commission to allow Beeler Guest Owens Architects (BGO) to present final recommendations regarding the State Highway 26 Redevelopment Study PC-5 Discussion of the August 19, 2008 regular agenda items 1. EXECUTIVE SESSION - In accordance with Texas Government Code Chapter 551, Subchapter D Sec. 551.071 - Legal -Consultation with Attorney on Legal Issues Raised by Public Hearing or Action Items on the Agenda Sec. 551.071 - Legal - Discussion of pending litigation - Village Monticello Partners, Ltd. v. City of Colleyville Sec. 551.071 -Legal -Discussion of potential litigation -Barbara Turner v. City of Colleyville Sec. 551.071 -Legal -Discussion of pending litigation -Raul Rodriguez v. City of Colleyville (Bill Hudgins) Sec. 551.072 -Property -Deliberate the purchase, lease, exchange or value of real property Sec. 551.074 - Personnel -Deliberate the appointment, employment and duties of the City Manager City of Colleyville Page 1 Printed on 8/15/2008 City Council Agenda August 19, 2008 Sec. 551.087 - Economic Development - Discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate, stay or expand within the City RESUME REGULAR MEETING 7:30 P.M. COUNCIL CHAMBERS INVOCATION: Deacon Rick Griego, Good Shepherd Catholic Community PLEDGE OF ALLEGIANCE: City Attorney Matthew Boyle 2. EXECUTIVE SESSION: CONSIDER AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS DISCUSSED IN EXECUTIVE SESSION - Resolution R-08-2997 3. CORRESPONDENCE, REPORTS OF MEETINGS ATTENDED BY THE COUNCIL AND CITY OFFICIALS AND ANNOUNCEMENTS, PROCLAMATIONS OR PRESENTATIONS 4. CONSENT: READING AND PUBLIC HEARING -Resolution R-08-2998 4a Approval of the minutes of the regular City Council meeting of August 5, 2008 4b Approval of the minutes of the City Council Worksession of July 31, 2008 4c Approval of a contract with Millican Well Service, for the removal of six (6) City of Colleyville owned water wells and all on-site structures and buildings, in the amount of $130,000.00, and authorize the City Manager to execute same and any associated change orders, in an amount not to exceed $25,000 4d Approval of a historical marker for the Dunn/Tirk Log Barn 4e Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA City of Colleyville Page 2 Printed on 8/15/2008 City Council Agenda August 19, 2008 6. REPORTS: Library Board Minutes -June 9, 2008 Zoning Board of Adjustment Minutes -June 10, 2008 Colleyville Trails and Sidewalks Committee Minutes -July 1, 2008 Library Board Worksession Minutes -July 9, 2008 Planning and Zoning Commission Minutes -July 14, 2008 7. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR THE MEETING OF AUGUST 19, 2008 -Reading and Public Hearing -Resolution R-08-2999 8. ADJOURNMENT: I hereby certify the above agenda was posted on the bulletin boards at City Hall on Friday, August 15, 2008, by 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 3 Printed on 8/15/2008 ~ 11\' ~, ~~ ~ City of Colleyville 100 Main Street '~J Colleyville, Texas 76034 ~~~~~~~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: File Type: Pre Council Version: 1 Agenda Date: 08/19/2008 Requester: Office of the City Agenda No.: PC-1 Secretary File Name: Commuter Rail Study Update Attachments: Commuter Rail Presentation.pdf History of Legislative File Status: Pre Council Controlling Body: City Council Final Action: Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title Commuter Rail Study Update Explanation Earlier this spring, City Council appointed a 17 member committee to study the feasibility of a commuter rail facility located in Colleyville, as well as the impact of commuter train operation on the City. The Commuter Rail Committee has been meeting since May 2008 to research, analyze and gather public input on the feasibility of this plan. Committee Chair John Gooding will present an update regarding the committee's work and will seek further direction from Council. The committee will provide a final project report in December. City of Colleyville Page 1 Printed on 8/14/2008 PROJECT DEFINED Resolution: 1. Promote the active involvement of general citizenry 2. Review possible commuter rail facility locations 3. Evaluate the environmental impact study completed by The T 4. Evaluate the need for sound walls, quiet zones, quad gating and other enhancements 5. Recommend possible funding options for a commuter rail facility Study further defined by: 1. The assumption that rail service will happen ' from southwest of Fort Worth to DFW `~ ~4 2. Impact on the City without a Station Stop ,~ _ ', ~ l ~~ 3. Impact with a Station Stop Commuter Rail Committee John Gooding, Chair Fred Mills, Co Chair Urmesh Shah, Co Chair Subcommittees y' Station Impact Public Information Safety and Security Fred Mills, Chair Urmesh Shah, Chair John Leeper, Chair "` Clif Davis James Day Roger Nelson ~~ John Paul Burnett Kristen O'Regan Pau! Vigiletti Bartley Butler Keafh Hance Traffic Finance David Grimes, Chair Michael Muhm, Chair Joyce Hammill John Gooding Linda Baker Rich Hendler Rich Hendler r WORK COMPLETED..... / Meeting with City Council / Established Workplan and Subcommittees / Committee met with The T / (4) Public Meetings Began / Visited Centre Port THE Station / Hyrail Trip down the Corridor April 22, 2008 May 09, 2008 May 19, 2008 June 19, 2008 June 28, 2008 July 15, 2008 WORK STILL LEFT TO DO..... ^ Review Environmental Impact Study Date Uncertain* ^ Research Completed On-Going ^ Project Analysis November 2008 ^ Final Report December 2008 'Still waiting for The T to release the EIS for public review, anticipa~te,;d sometime mid-October. Y},s„u~ sJ ... ~~. ~~_4 r" Highlights of Findings to Date Traffic Subcommittee Update David Grimes, Chair Joyce Hammill Linda Baker Rich Hendler Steve Chutchian, Staff Liaison ^ Dallas/Fort Worth Population in 25 years will increase from 6 million to 9 million ^ Traffic on SH26 is estimated to be 59,000 vehicles per day by 2025 In 2004, NCTCOG reports 30,000 vehicles per day ^ 45 seconds - with or without a train station Highlights of Findings to Date Station Impact Subcommittee _,~.._- ' ~ •-~ ~~ a Fred Mills, Chair ~ `"~ ^ Paul Vigiletti ~ 4 ' d John Paul Burnett -` ~'• Clif Davis :~1~~:~- ~b.~ may. - ,~_ ., i ' _ Keath Hance ~ !• ' ;~~ Ron Ruthven, Staff Liaison } John McCain is the only viable location ^ 5,976 people live within one mile radius of the proposed site ^ 1,445 households within Colleyville, 556 outside the City ^ Within % mile there are 101 households all in Colleyville ^ The next closest station is Grapevine, limited or no parking ^ There is 13.2 acre parcel at John McCain. This will support a station platform, 304 parking spaces and commercial development Highlights of Findings to Date Safety and Security Subcommittee i ~~ John Leeper, Chair f~ _ - Roger Nelson Doug Cooper, Staff Liaison Y `~ t;' ~ ~ ~~ . 1 aj~ y _.. "Yl • The commuter trains will operate on 3.8 miles of track through our City ^ Train Operations weekday in 2030 is projected to be 58 trains in 17 hours ^ Train speed is determined by the Code of Federal r, . '- ~ y, M Regulations class of track, 60 - 79 MPH in most areas ~ ~ !;~ • Train vs. Public Safety ,,, ^ Public Concern for Criminal Activity ; ~,_ :. Highlights of Findings to Date -- Finance Subcommittee Michael Muhm, Chair ~ John Gooding ~ :--~' =~° - d Rich Hendler - ~: Terry Leake, Staff Liaison ~i "...r«4,imcsfi~ ^ 3/8 of one cent sales tax is estimated to be $970,000 in 2009 ^ Funding Options may include the following: ^ Potential Property tax increase • Sates Tax from potential commercial development • Ad Valorem from unproved property • Collapse of TIF in 2020 • 2020 Potential CEDC Available • Legislative Action by the State • Possible Regional funding through increased vehicle Reg. fees • Negotiate with the T ^ Cutting City services should not be considered as a funding option Highlights of Findings to Date Public Information Subcommittee C~ >~ ~`•f~r c i, y=~o ,fir •," ~`Z, ~ y~h Urmesh Shah, Chair Bart Butler James Day Kristen O'Regan Mona Gandy, Staff Liaison ^ Organized four public input meetings; approximately 200 citizens attended • Initial input from citizens are overwhelmingly negative ^ Main Concerns: total cost, limited ridership, noise, traffic, crime and property value impact .'~ @ ?~ `"~ `-, °?~r City of Collevville a... e ~ _ , s ~ ~ i.... / ~ r s~ '° A _ ' ~~~ ,m .' u #R s w.~ r~` ,. ._. ~ c~asvnvueH ao .~. ... 14s~ ~ s i , ~~ _ '~~`~ ^ Less than 2% of Colleyville households have provided input ^ 50% are from the area immediately adjacent to the proposed station site Moving Forward ~: ,~ Next Steps: _ - Reach a Larger Sample of the Population ;~ ~ ~ - -Survey (mail and retail locations) - HOA Meetings +~: ~~~ - - Civic Groups Further Understand Future Transportation Issues r Public Awareness Campaign encompassing: ' - Future regional mobility issues ~ :~` _ - Facts regarding proposed commuter train operations - - Mitigation +~-~.= _ - Benefits ~,~- -- . ~ - Analyze Environmental Impact Study Proposed Action Steps..... :• Economic impact study -covering both commercial and residential • Make safety a number one priority • Consider consequences of establishing quiet zones •:• Emergency First Responder Planning and Training r,. ~ • Other Funding Options? ~- COMMENTS 5'~?tc 1~tfr~rr~~; tr? nrc~r'J7rttc'~r~:r; t"<'CJ'JIl/tl7t'i?~ ~' /7'[llJlt;7ir August 19, 2008 Honorable Mayor David Kelly And Members of the City Council City of Colleyville Dear Mayor Kelly: Thank you for the opportunity to meet with the Council regarding the City of Colleyville's search for a new City Manager. My understanding is that you expect us to provide a 15 minute overview of the "good, the bad and the ugly" from our experience in City Manager searches. I address these items in reverse order. The Ugly. Ugly searches embarrass and do political damage to the council, or career damage to candidates. Ugly happens when 1) you end up with a candidate who doesn't thrive; 2) a candidate with a questionable background is selected and not discovered; 3) you end up with a finalist list generally considered weak; or 4} your top choice becomes public and the deal falls apart because negotiations got drug out too Tong and then none of your other finalists want to be second choice. None of the various ugly search situations that have been recently reported in various Texas newspapers has involved SGR. We are very fortunate to have never had an ugly situation occur with one of our searches. The Bad. Bad searches are elongated, difficult and painful due to poor process management. Bad happens when 1) the recruiter doesn't truly understand dynamics and desires of the Mayor and Council leading to a finalist list that is not a good match; 2} the recruiter does not really understand internal organizational and staffing issues leading to candidates who bail out late in the process due to surprises; 3} Finalist negotiations fall apart because the recruiter has not communicated mutual expectations clearly from the beginning; 4) the process becomes long and drawn out, creating organizational anxiety in both organizations; and 5) ma}or political changes occur in the city mid search. It~,r~ ~;t~~~t~~i ,~ '-1i'.lC '~;t '~iil' ~ r,~,' liti'r~4+.'4 ' l ~, . r ~'; i,~ ~ , " r SGR has had two "bad" searches... both involving the same city. In both cases, we were conducting a department head search when the city fired the City Manager in the middle of the search, making the entire process highly complicated. Fortunately, those are the only two "bad" searches we have had. The Good. Good searches are ones which move quickly; provide a highly qualified pool of finalists for the Mayor and Council to select the "best fit° from among; provide a pool of candidates well matched to your organizations needs instead of simply falling back on a stable of regulars; provide a well informed pool of finalists who know exactly what they are getting into, and are both drawn to your unique dynamics and well equipped tv serve your needs. And finally, a good search process comes promptly to a successful conclusion with a unified city council. Good searches are a product of several key factors: 1) Total engagement by the recruiter. For the best search experience, your search should be handled entirely by the primary recruiter from beginning to end. No secretaries, interns or assistants should be interacting with you or with any of the candidates or conducting reference checks. This includes prescreening interviews, development of questions, reference checks, all candidate interaction, etc. 2) Adequate time devoted by the recruiter. A recruiter who is truly personally engaged in every aspect of the search as described in item 1 can effectively manage approximately 5 searches at any given time. More than that and quality will suffer, or primary interactions must be delegated to secretaries, etc. The industry average for recruiters is to manage 14-12 searches per recruiter at any given time. This is why most recruiters delegate even critical interactive tasks to secretaries, assistants and interns. 3) In depth understanding by the recruiter. For the best search experience, your recruiter should devote considerable time and energy to truly understanding the dynamics and desires of the Mayor and Council, the community, and organizational strengths, weaknesses and culture. As a minimum, the recruiter should conduct a one on one interview with each city council member and every senior staff member. The recruiter should also intimately understand the role and responsibility of the city manager, including emotional dynamics that may affect the search. 4) Trust by candidates. A recruiter who has actually functioned as a city manager will have a heightened sensitivity to issues that prospective candidates will be interested in and cautious about, and as a result will do a better job of building trust by candidates that they are getting the "real scoop" from someone who knows what their probable questions and concerns will be. Avery high level of trust is particularly critical to engaging candidates who are extremely successful, and are not looking for a job, but are receptive if they trust the recruiter. A low level of trust in the recruiter will not prevent a large field of candidates, but it will directly affect the quality of the candidates. 5) Trust of Recruiter by the Mayor and Council and organization. To truly find the right match, you need a recruiter who you trust enough to be honest with, and who you trust is going to be honest back with you. Understanding and Communication are the most essential elements to a successful search. I have attached several documents designed to go a bit deeper into the items addressed above. The first item is an Executive Summary of the process. It should take us about two weeks to conduct all interviews, and develop and get approval on a profile. Once you approve the profile/brochure, we will hit the streets and will have about 80% of all qualified candidates in hand within about 30 days. We will be ready to do the first City Council briefing on candidates within 60 days. We can typically be ready to interview within 90 days of profile approval. The second item is a listing of our recent City Manager searches. The third item provides a sampling of unsolicited comments received by both clients and candidates. The fourth item is a cost of services discussion and guarantee. The fifth item is a profile summary of our recent city manager searches. We have highlighted candidates who have appeared as a finalist in one of our searches more than once to demonstrate that each search we do is truly custom and unique to that client and we do not fall back on a stable of regulars. Generally referencing the size of the city we were doing the recruitment for, and the basic profile information on the finalists also provides some clear insight into how strong the field of finalists are in each search. Thank you for the opportunity to be considered. Respectfu y submitt , Ron Holifield Executive Summary of Work Plan Components PHASE ONE: ORGANIZATIONAL INQUIRY AND ANALYSIS INDIVIDUAL INTERVIEWS WITH THE MAYOR. EACH CITY COUNCIL MEMBER, AND ALL SENIOR STAFF MEMBERS These interviews identify individual issues that may affect the dynamics of the search, as welt as develop a composite understanding of what you are looking for. MEETING WITH MAYOR AND COUNCIL TO REPORT ON RESULTS OF INTERVIEW PROCESS This meeting reports on themes or trends identified in the interviews, and on any disconnects in perceptions or expectations, and any other relevant dynamics. This meeting utilizes two different proprietary instruments to help define and articulate what you are looking for in a new City Manager. PHASE TWO: ADVERTISING AND RECRUITMENT DEVELOPMENT OF PROFILE Once the internal analysis is complete, a draft position opportunity description will be prepared far your review and revision. ADVERTISING Once the profile is approved, SGR will formalize it in a professional quality electronic brochure, and begin advertising in professional publications. DEVELOPMENT AND D-STRIBUTION OF AN OPPORTUNITY DESCRIPTION BROCHURE SGR develops a high quality recruitment brochure designed for electronic distribution. SGR will typically send about 500 one at a time personal emails to key opinion leaders and potential prospects across the nation. PHONE CONTACTS SGR may have the largest private data base of city officials in the nation, with several thousand contacts on file. Ron Holifield will personally "work the phones" with approximately 100 key city management opinion leaders nationally. PARTICIPATION IN PROFESSIONAL EVENTS SGR regularly participates in a variety of professional conferences and events, often as a speaker, to network with other municipal management professionals. RESPONDING TO INQUIRIES Outstanding prospects often will not submit a resume' until they have done considerable homework on their own about the position. It is essential that the recruiter personally answer questions with fast, accurate and complete information, in a very warm and personal manner. These interactions encompass email, phone and face to face. ONGOING COMMUNICATION WITH CANDIDATES SGR communicates with alt candidates on a frequent and ongoing basis to ensure they stay enthusiastic about the opportunity, and that they are dealt with in an honest and respectful manner. This ongoing communication typically consists of 1-3 personal phone calls per candidate, 4-6 personal email exchanges, a weekly distribution of relevant news articles to the candidates, and 4-6 formal updates on the process by the time the conclusion is reached. PHASE THREE: SCREENING AND REVIEW MANAGEMENT OF RESUME'S This involves togging in, and promptly acknowledging resumes, appropriate follow up and identifying high, medium and low probability candidates at this triage stage. SCREEN RESUME'S As contrasted with the initial triage process outlined above, which focuses on qualifications, this step is the more detailed evaluation of the high probability candidates. PERSONAL INTERACTION WITH TOP CANDIDATES SGR will meet face to face with selected candidates for preliminary level interviews to explore issues and gain deeper insight prior to formal interviews with the City. ASSESSMENT OF BEHAVIORAL CHARACTERISTICS SGR wi{I ask semifinalist candidates to complete the Assessment of Behavioral Characteristics instrument at this stage which evaluates personal operating style. PHASE FOUR: INTERVIEWS AND EVALUATION MEETING WITH MAYOR AND COUNCIL SGR will brief the Mayor and Council on the 15-20 top candidates. This includes summary information on the process, the candidate pool, and any trends or issues, as well as briefing on each candidate and their credentials. SGR will help the Mayor and Council narrow the list to approximately 4-8 finalists who will be invited to interview. CONDUCTING WRITTEN EXERCISES SGR will conduct a written exercise designed to provide insight into candidate thought processes and communication styles based on the MayoNCouncil identified priorities. MANAGEMENT PROFILER INSTRUMENT At this stage, SGR will ask the 4-8 finalists to complete the instrument to provide a psychometric analysis of their management and leadership style and strengths. CONDUCT INTERVIEWS This process can be as simple, or as complex as the City desires. SGR will prepare sample questions for each candidate, and will participate throughout the process. PHASE FIVE: CLOSING THE DEAL NEGOTIATE TERMS AND CONDITIONS OF EMPLOYMENT SGR can provide comparative data for selected cities, appropriate employment agreement language, etc. SGR will assist in determining and defining any special needs or concerns that the hoped for choice may have, but that could be a complicating factor. SGR will assist in finding solutions to those issues and are experienced and prepared to assist you in crafting creative win-win solutions to negotiation log jams. ANNOUNCEMENT Until you have "sealed the deal°, you need to be cautious about avoiding the embarrassment of a premature announcement that does not work out. SGR will assist with this coordination and with drafting the announcements. TRANSITION SGR will brief the City on those transition issues which you need to address in some form, and provide recommendations. 2 Recent City Managed ACM Searches Conducted by SGR Include: City Manager, City of Argyle City Manager, City of Commerce City Manager, City of Copper Canyon City Manager, City of Denton City Manager, City of Gainesville City Manager, City of Greenville City Manager, City of Hewitt City Manager, City of Keller City Manager, City of Lancaster City Manager, City of Prosper City Manager, City of Westlake Acting City Manager, City of Lancaster Acting City Manager, City of Prosper Interim City Manager, City of Italy Assistant City Manager, City of Fomey Assistant City Manager, City of Terrell Assistant City Manager, City of Lancaster Assistant City Manager, City of Weatherford The executive searches mentioned below were conducted, assisted or coordinated by one or more of SGR's key players white serving with another consulting firm or in a public service capacity and not while with SGR. City Manager, City of Desoto City Manager, City of Farmersville City Manager, City of Sundown Deputy City Manager, City of Garland Assistant City Manager, City of Garland Assistant City Manager, City of Desoto Assistant City Manager, City of Denton Assistant to the City Manager, City of Denton SGR has also recently provided departmental executive search assistance to Grapevine, Plano, Arlington, Weatherford, Keller, Forney, Cedar Hill, Tomball, and others. 3 Unsolicited Email Comments The following unsolicited comments have been received by clients and candidates. We have not provided their names to avoid the suggestion of an endorsement, but it will give you a flavor of why we consistently draw a stronger pool of candidates than any of our competitors. thank you for your a-mails updating me on status as they are a nice change of pace from the usual practices of headhunters. 9 am not exaggerating in the least when 9 say that my experience with virtually every single government executive search firm has been abysmal; with the exception of you. 9 know that your attention to applicants most likely reflects your attention to the client as well and 9 predict you will realize much success based on that. thank you so much for you continued updates and your professionalism it is truly refreshing. thank you for the continual attentiveness to ensuring my questions, concerns, and simple curiosities of the overall process and timelines were completely satisfied. 9 want to thank you for all your good work- sourcing the candidates, screeninglinterviewing them and providing insight. 9n fact 9 admire how you apprehend the inner nature of things. LJou've provided valuable, articulate counsel during the whole process. 9've enjoyed working with you. thanks for calling me- how refreshing! thank you very much for your personal touch on this. you go a step beyond what other consultants typically provide, and 9 appreciate it. 9'll look forward to hearing from you again. first let me start by saying thank CJou for running such a superb executive search for the City of Keller. tJour services helped attract such high qualified candidates for the position 9 can only imagine what the City Council would have done without your services. 9n the end, the City Council had some tough choices. 9 hope you don't hold it against me, but ~J am not going to submit on this search. 9f XXX firm were doing the search, 9 would apply, but 9 know with you handling the search the field will be much stronger than 9 think 9 will be able to compete against. }vom what 9 have experienced going through other search processes, the one you are administering has been the most organized, responsive, and coordinated process that 9 have participated in. ~chis speaks volume far ,you and your commitment to administering a quality job search process. 4 Cost of Services Discussion SGR will conduct your search for $19,500 inclusive of all core services and expenses, with no limit on the number of hours required to deliver you exceptional results. Unlike other search firms, we do not limit the number of hours devoted to your search, and there are no hourly or daily "add on billings" for extra time devoted to your search beyond some minimal amount. These "add on billings" by other firms often surprise clients by increasing the professional fee by 20-35% beyond what is quoted in their original proposal. The only expenses not included in this fixed fee (to be billed on a reimbursement basis) will be 1) Professional production of a high quality electronic brochure ($300 per page for production costs -typically 4 pages). In the event that the City produces an electronic brochure in house, this cost can be avoided. 2) Out of town travel requested by the city for your convenience (we don't anticipate such will be needed, but will do so if requested). 3) Ad placement in appropriate professional publications (ICMA, TCMA, Texas City Manager Magazine). 4) Costs for conducting criminal, sex offender, civil and credit background checks ($300 per candidate check, recommended only on the 3-4 candidates actually interviewed). Cost can be avoided if the city chooses to conduct this in house. 5) Cost of Management Profiler and Assessment of Behavioral Characteristics psychometric analysis instruments. There is an additional cost of $100 per candidate tested for utilization of each of these instruments. We typically only conduct the ABC assessment on the semi finalists, and the Management Profiler on the finalists. 6) Mileage expense reimbursement at the current IRS rate for travel undertaken for the benefit of the city, including meetings at the city detailed in this proposal. 7) Report reproduction costs at 11 cents per page plus binding costs for reports presented to the city, typically comprised of the Candidate Briefing Book containing all of the resumes, background information, etc on each candidate. Timetable The entire process should typically be completed within 90 days of gaining approval on a profile. You should anticipate a 30 day delay between the time a candidate accepts your offer, and the day he or she starts work. Guarantee SGR guarantees that you will be satisfied with the results of our search process, or we will repeat the entire process at no additional cost to the City until you find a candidate you desire. Additionally, if you select a candidate who resigns or is released within 18 months of their hire date, SGR will repeat the process at no cost to the City. We also guarantee we will not solicit a candidate we bring to you for another job for at least five years. Project Manager Ron Holifield will serve as the Project Manager for your search, and will personally handle all details. No aspect of the search will be passed off to interns, secretaries, or associates. Mr. Holifield is immediately accessible at all times throughout this process, and can be reached by cell phone at 214-676-1691 or at home at 682-237-7275. His email address is f?cn_~r~G~v~rnm}~nt~?esc~.rrre.c~n-:. _ __ 5 Finalist Candidate Profiles for Recent CM Searches Hewitt, population 11,000 ACM, Metroplex area City of 25-30k CM, Houston area city of 5-10k CM, Austin area city of 5-10k former CM, DFW area city of 10-15k CM, Michigan city of 10-15k Commerce, population 14,000 CM, East Texas city of 5-10k CM, East Texas city of 5-10k Former CM, East Texas city of 25-30k CM, Michigan city of 10-15k Westlake, population 800 Former CM, West Texas city of 100k plus Former CM, West Texas city of 100k plus Former ACM, DF~N area city of 100k plus ACM, Kansas city of 100k plus CM, Houston area city of 15-20k ACM, DFW area city of 100k plus Keller, population 38,000 Former ACM, DFW area city of 100k plus CM, Wyoming city of 40-45k CM, Central Texas city of 35-40k ACM, Houston area city of 100k plus ACM, DFW area city of 100k plus DCM, Florida city of 50-55k former CM, Colorado city of 75-80k Gainesville, population 14,000 ACM, Central Texas city 10-15k DCM, North Texas City of 10-15k CM, East Texas City of 5-10k Former CM, Houston area city of 15-20k Former ACM, DFW area city of 100k plus ACM, Houston area city of 100k plus ACM, Oklahoma City of 70-75k Greenville, population 27,000 CM, Houston area city of 35-40k CM, Central Texas city of 30-35k ACM, DFW area city of 25-30k ACM, Houston area city of 100k plus Former ACM, DFW area city of 100k plus Rowlett, population 54,000 over 50 total candidates to date -zero who have been previous finalists Hudson Oaks, population 3,000 over 50 total candidates to date -zero who have been previous finalists ~i./ ~J..i~ V *~ r""'~ ~ ~ ~ a ~ O • ~ "'" ~ N ~ ,v c~ ~ a ~ ~ ~ ~ Q ~ ~A ,,~„~, r'' • .~' *-~ ,,~, Q.~ ~' . ,r..~ U W W ---~ ~ C7 rr ~~ ac `.J ~W~ ~U ~"'~ w ~ ~~ ~~a~ ~~ a _c w ~ ~' ~q ~~ ~ ~ ~' O U b() .~ G J i .~ 3 3 3 _~ ~ ~ ~ s .~ ° ~ ~ ~ ~ ~ ~ ~ ti ~ ~. • c~C `~' Q '~ Q c a ~,-~, c ~, a"i 4 i; Z G U V W X W 0 Q Li. 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O U G 3 0 w V< U O U C~ T4J M U O 0 U L RS 3 s F- 0 0 N O V O ~ .~ ~ ~ R ^~ ~ ~ 0 '~ ~ ~ > ~ W ~ ~ -~ _= a ~I ~ t ~:" ~< ~~, ~` ~ City of Colleyville 100 Main Street ~w~j Colleyville, Texas 76034 ~~~~~~~ Agenda Briefing 817.503.1000 uvww.colleyville.com File Number: File Type: Pre Council Status: Pre Council Version: 1 Requester: Office of the City Manager Agenda Date: 08/19/2008 Agenda No.: PC-2 File Name: Discussion of City Manager Search Process Attachments: History of Legislative File Controlling Body: City Council Final Action: Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title Discussion of City Manager Search Process Explanation This item is provided as an opportunity for continued City Council discussion concerning the development of requirements and the selection process for a City Manager. At the August 5, 2008 Pre Council meeting, staff was directed to schedule Mr. Charles Rohre, Waters-Oldani Executive Recruitment and Mr. Ron Holifield, Strategic Government Resources, Inc. to meet with the City Council in a worksession format. The Mayor will reconvene the Pre Council meeting in the executive conference room following the conclusion of the regular August 19, 2008 City Council meeting for the purpose of meeting with the consultants. The purpose of the discussion is to allow an opportunity of the City Council to gain insight and input from two leading executive search firms into developing an effective selection process. City of Colleyville Page 1 Printed on 8/13/2008 x.411' ~rl ~ -~ ~ City of Colleyville ~~~~~" Agenda Briefing File Number: File Type: Pre Council Version: 1 Agenda Date: 08/19/2008 Requester: Finance Department Agenda No.: PC-3 File Name: Presentation of the Monthly Financial Report -July 2008 Attachments: July 2008 Monthly Financial Report.pdf History of Legislative File City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 vvww. co 1 1 eyv i l l e. co m Status: Pre Council Controlling Body: City Council Final Action: Version: Date: Acting Body: Action Text: 08/19/2008 City Council Title Presentation of the Monthly Financial Report -July 2008 Explanation The percentage of current year taxes collected is slightly ahead of July 2007 and is reaching 99% of the tax roll. Sales tax revenue received in July was down $35,879 / 17.8% compared to the amount received in July 2007. In July 2007, there was an audit payment of $14,068 included in the monthly sales tax revenue received from the State Comptroller's Office. By excluding the audit payment from the comparison, sales tax was down $21,811 / 11.6% for the month of July 2008. Six residential building permits were issued in July, as compared to nine issued in July 2007. Municipal Court revenues continue to be up as compared to Fiscal Year 2007. The average amount expended by the departments at the end of July 2008 is 76.9%. Utility Fund Water usage increased as compared to the amount sold through July 2007 due to recent dry conditions. The average amount expended by the Utility Fund at the end of July 2008 is 79.7%. City of Colleyville Page 1 Printed on 8/13/2008 MONTHLY FINANCIAL REPORT -JULY 2008 GENERAL FUND FY 2008 REVENUE SOURCE BUDGET Current Taxes $8,860,357 Delinquent Taxes 50,000 Penalty & Interest 55,000 TOTAL AD VALOREM TAXES $8,965,357 TXU Electric Tri-County Electric TXU Gas Southwestern Bell Verizon/Others Refuse/Recycling Cable TV TOTAL FRANCHISE TAXES Sales Tax Mixed Beverage Tax TOTAL SALES TAX Building Plumbing Mechanical Electrical City License Building Plan Review Fee New Business Animal Sign Permit Fence Permit Fire Permits TOTAL LICENSES & PERMITS Fines Alarms Permit Fees Library Fines TOTAL FINES $910, 000 104,000 280,000 114,000 59, 500 115,000 165, 000 $1,747,500 $2,452,394 100, 000 $2,552,394 $917, 929 124,994 57,108 97,703 56,802 167,332 3, 079 2, 000 7,015 7,359 15,000 $1,456,321 $725,000 38, 000 26,100 $789,100 RECEIVED AS OF 7/31 /2008 $8,825,259 52,358 57, 834 $8,935,451 $869,180 110, 560 338, 969 94, 961 41,363 105,153 180, 600 $1,740,786 $1,543,897 82,532 $1,626,429 $610,928 68,595 '' 49, 771 59,143 60, 322 119, 707 1, 840 898 7, 000 5,005 9, 950 $993,159 $851,963 45,875 23,714 $921,552 PROJECTED AS OF 7/31 /2008 $8,740,74: 46,50 49,OOi $8,836,24 $910,000 104, 000 280,000 85,500 44, 625 91, 042 165, 000 $1,680,167 $1,533,449 100, 000 $1, 633, 449 $764,941 104,162 47,590 81,419 47, 335 139,443 2, 566 1,667 5, 846 6,133 12,500 $1,213,601 $604,167 36, 500 21,750 $662,417 RECEIVED AS OF 7/31 /2007 $7,983,513 48, 986 51,881 $8, 084, 380 $933,754 102,109 279, 061 89, 356 34, 255 91,059 132, 367 $1,661,961 $1,513,435 89,132 $1,602,567 $601, 539 66, 889 49, 356 56, 073 56, 392 133, 783 2,256 1, 389 7,055 5,975 13,600 $994, 307 $655,956 42,325 24, 299 $722, 580 PERCENT CHANGE 10.54% 6.88% 11.47% 10.5310. -6.92% 8.28% 21.47% 6.27% 20.75% 15.48% 36.44% 4':74% 2.01 -7.40% 1:49% 1.56% 2.55% 0.84% 5.48% 6.97% -10.52% -18.44% -35.35% -0.78% -16.23% -26.84% -0.12% 29.88% 8.39% -2.41 27.54%° MONTHLY FINANCIAL REPORT -JULY 2008 REVENUE SOURCE FY 2008 Re-zoning Plat Fee/Site Plan Board of Adjustment Sale of Material Weed Mowing Animal Impoundment Ambulance Recreation Program Non-Resident Fee Parks Field Use Charge Engineering & Inspection Chgs & Reimbursements Colleyville Center Rental Library Building Rental Lot Drainage Insp Fee TOTAL CHARGES FOR SERVICE DARE Officer Reimb TOTAL INTERGOVERNMENTAL Sale of Surplus Property Interest Income Miscellaneous Use of Available Cash Celebrate Colleyville Revenue Antenna Lease TOTAL MISCELLANEOUS Transfer from Utility Fd TOTAL TRANSFERS BUDGET $12,500 21,000 2,000 2, 500 6,000 3,200 242,000 148, 524 24, 500 16,450 80, 000 2,000 214,000 75 31,225 $805,974 ~ $85,516 $85,516 $17,000 382,500 55,000 180,290 0 63,475 $698,265 $716,934 $716,934 RECEIVED AS OF 7131 /2008 $8,494 20,160 1,125 1, 958 6,948 3,814 208, 571 186,080 24,170 18,720 164,706 3,825 223,238 0 17,475 $889,284 $85, 516 $85,516 $0 313, 753 82,205 0 0 67,639 $463, 597 PROJECTEp AS OF 7/31 /2008 $10,41 17, 50 1,66 2, 08 5, 00 2,66 201,66 143, 00 24, 50 16,45 66,66 1,66 178,33 6 26, 02 $697,70 $85,516 $85,516 $0 315,000 51,000 0 0 63,300 $429, 300 RECEIVED AS OF 7/31 /2007 $17,665 22,415 3,125 2, 869 2, 380 4, 788 228,188 100, 911 24,445 16,424 121,986 7,061 182,098 0 14,875 $749,230 $81,443 $81,443 $0 345, 700 69,038 0 650 68,761 ~I $484,149 PERCENT CHANGE. -51.92% -10.06% -64.00% -31.75% 191.93% -20.34% -8.60% 84.40% -1.12% 13.98% 35.02% -45.83% 22.59% 0.00% 17.48% 18.69% 5.00% 0:00% 0.00% -9.24% 19.07% 0.00% -100.00% -1.63% -4.24% $0 $0 $0 0.00% $0 $0 $0 0.00% TOTAL GENERAL FUND REVENUES $17,817,361 $15,655,774 $15,238,391 $14,380,617 8.87% MONTHLY FINANCIAL REPORT -JULY 2008 TOTAL PERCENT FY 2008 THROUGH THROUGH INCREASE INCREASE BUDGET 7/31/2008 7/31/2007 (DECREASE) (DECREASE) OF CURRENT TAX ROLL COLLECTED 99.0% 98.67% 98.66% 0.01% 0.01% RESIDENTIAL BLDG PERMITS 245 117 97 20 20.62% COMMERCIAL BLDG PERMITS 10 21 24 (3) -12.50% PLUMBING/MECHANICAL PERMITS 900 1,267 1,239 28 2.26% ELECTRICAL PERMITS 400 432 427 5 1.17% CITATIONS ISSUED 9,700 13,955 10,139 3,816 37.64% CITATIONS APPEALED 270 501 632 (131) -20.73% GENERAL FUND EXPENSES EXPENDED YEAR-TO-DATE % EXPENDED FY 2008 THROUGH PROJECTED 83.33% OF THE BUDGET BUDGET 7/31/2008 EXPENDITURES YEAR COMPLETED REMAINING City Council and Secretary $577,897 $413,492 $413,641 71.6% $164,405 City Manager 604,923 516,414 520,335 85.4% 88,509 Finance 469,129 399,265 402,418 85.1% 69,864 Legal 106,823 98,260 80,117 92.0% 8,563 Engineering 551,249 463,638 458,991 84.1% 87,611 Economic Development 161,924 114,291 115,097 70.6% 47,633 Building Inspection 412,404 338,333 338,001 82.0% 74,071 Community Development 282,071 203,653 208,369 72.2% 78,418 Fire 3,512,912 3,052,933 3,049,914 86.9% 459,979 Police 4,049,272 3,390,435 3,389,817 83.7% 658,837 Parks 1,511,351 1,094,488 1,095,509 72.4% 416,863 Recreation 326,958 299,565 289,142 91.6% 27,393 Streets & Drainage 1,974,850 1,306,100 1,313,661 66.1% 668,750 Library 677,620 514,073 511,149 75.9% 163,547 Communications 212,221 194,564 186,562 91.7% 17,657 Colleyville Center 480,283 283,800 300,839 59.1% 196,483 Human Resources 234,419 174,985 176,533 74.6% 59,434 Municipal Court 241,121 201,544 200,450 83.6% 39,577 Fleet Maintenance 195,202 158,264 159,651 81.1% 36,938 Building Services 256,950 147,594 160,061 57.4% 109,356 Information Services 370,522 263,047 264,258 71.0% 107,475 Capital Equipment Reserve 135,000 49,662 49,662 36.8% 85,338 Transfer to Art Fund 15,000 15,000 15,000 100.0% 0 Performance Pay 454,630 0 0 0.0% 454,630 TOTAL EXPENSES $17,814,731 $13,693,400 $13,699,177 76.9% $4,121,331 MONTHLY FINANCIAL REPORT -JULY 2008 UTILITY FUND RECEIVED PROJECTED RECEIVED FY 2008 AS OF AS OF AS OF PERCENT REVENUE SOURCE BUDGET 7/31/2008 7/31/2008 7/31/2007 CHANGE Water Sales $7,232,910 $5,545,908 $5,250,000 $4,613,735 20.20% Sewer Sales 2,188,056 1,936,895 1,823,380 1,731,138 11.89% Sewer Installation 22,900 19,690 19,083 13,100 50.31% Water Installation 48,000 36,550 40,000 31,220 17.07% Sewer Tie-on Charges 5,000 4,862 4,167 17,875 -72.80% Engineering Charges 35,000 68,468 29,167 60,700 12.80% Penalties 158,342 139,056 131,952 126,704 9.75% Miscellaneous 13,000 12,727 10,833 28,336 -55.09% TOTAL OPERATING INCOME $9,703,208 $7,764,156 $7,308,582 $6,622,808 17.23od Interest Income $245,000 $306,040 $215,000 $408,286 -25.04% Use of Available Cash 337,000 0 0 0 0.00% TOTAL NON-OPERATING INCOM€ $582,000 $306,040 $215,000 $408,286 -25.04% TOTAL INCOME $10,285,208 I $8,070,196 I $7,523,582 I $7,031,094 I 14.78% TOTAL PERCENT THROUGH THROUGH INCREASE INCREASE 7/31/2008 7/31/2007 (DECREASE) (DECREASE) GALLONS OF WATER SOLD 1,680,469,600 1,369,131,300 311,338,300 22.74% NUMBER OF WATER CUSTOMERS 8,802 8,637 165 1.91% UTILITY FUND EXPENSES Administration Billing Operations Debt Service Merit Adjustment Transfer to Art Fund Transfer to General Fund TOTAL EXPENSES EXPENDED YEAR-TO-DATE % EXPENDED FY 2008 THROUGH PROJECTED 83.33% OF THE BUDGET BUDGET 7/31/2008 EXPENSES YEAR COMPLETED REMAINING $208,211 $169,370 $169,434 81.3% $38,841 590,033 335,485 334,087 56.9% 254,548 7,511,273 6,595,588 6,620,358 87.8% 915,685 972,260 922,478 922,478 94.9% 49,782 77,217 0 0 0.0% 77,217 15,000 15,000. 0 0.0% 0 716,395 0 0 0.0% 716,395 $10,090,389 $8,037,921 $8,046,357 79.7% $2;052,468. :,i n_ ~~~ '- ~- City Hall ~ City of Colleyville 100 Main Street ~j Colleyville, Texas 76034 '`~\~~~ Agenda Briefing 817.503.1000 vrww.col leyvi l le. com File Number: File Type: Pre Council Status: Pre Council Version: 1 Requester: Community Development Department Agenda Date: 08/19/2008 Agenda No.: PC-4 Controlling Body: City Council Final Action: File Name: Discussion of setting a date for a joint worksession with the Planning and Zoning Commission to allow Beeler Guest Owens Architects (BGO) to present final recommendations regarding the State Highway 26 Redevelopment Study Attachments: History of Legislative File Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title Discussion of setting a date fora joint worksession with the Planning and Zoning Commission to allow Beeler Guest Owens Architects (BGO) to present final recommendations regarding the State Highway 26 Redevelopment Study Explanation On May 6, 2008, the City entered into an agreement with Beeler Guest Owens Architects (BGO), for a redevelopment study of the SH26 corridor between Hall Johnson Road and Little Bear Creek. Under the terms of the agreement, BGO will make a presentation of final recommendations to the City Council and the Planning and Zoning Commission. This item seeks to establish a date for a joint City Council and Planning and Zoning Commission worksession to allow BGO to present their final recommendations and seek Council direction. Staff recommends City Council and the Planning and Zoning Commission consider a September date. City of Colleyville Page 1 Printed on 8/13/2008 ,~` City Hall ~)~-- 1~„gig, City of Colleyville 100 Main Street ,,~~ ~~~tJ Colleyville, Texas 76034 ~~-~~~~ Agenda Briefing 817.503.1000 vrww.colleyville. com File Number: File Type: Pre Council Version: 1 Agenda Date: 08/19/2008 Requester: Office of the City Agenda No.: PC-5 Secretary File Name: Discussion of the August 19, 2008 regular agenda items Attachments: History of Legislative File Status: Pre Council Controlling Body: City Council Final Action: Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title Discussion of the August 19, 2008 regular agenda items City of Colleyville Page 1 Printed on 8/11/2008 ~% City Hall ~,. City of Colleyville 100 Main Street ~~~~~~ ~~ Colleyville, Texas 76034 f.,.,. Agenda Briefing 817.503.1000 www.colleyville.com File Number: File Type: Executive Session Status: Executive Session Version: 1 Requester: Office of the City Secretary Agenda Date: 08/19/2008 Agenda No.: 1 File Name: Executive Session -Legal -August 19, 2008 Attachments: History of Legislative File Controlling Body: City Council Final Action: Version: Date: Acting Body: Action Text: 08/19/2008 City Council Title Sec. 551.071 -Legal -Consultation with Attorney on Legal Issues Raised by Public Hearing or Action Items on the Agenda Sec. 551.071 -Legal -Discussion of pending litigation -Village Monticello Partners, Ltd. v. City of Colleyville Sec. 551.071 -Legal -Discussion of potential litigation -Barbara Turner v. City of Colleyville Sec. 551.071 -Legal -Discussion of pending litigation -Raul Rodriguez v. City of Colleyville (Bill Hudgins) Sec. 551.072 -Property -Deliberate the purchase, lease, exchange or value of real property Sec. 551.074 -Personnel -Deliberate the appointment, employment and duties of the City Manager Sec. 551.087 -Economic Development -Discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate, stay or expand within the City City of Colleyville Page 1 Printed on 8/11/2008 RESOLUTION R-08-2997 A RESOLUTION APPROVING COUNCIL ACTION REGARDING EXECUTIVE SESSION ITEMS AT THE REGULAR CITY COUNCIL MEETING OF AUGUST 19, 2008 WHEREAS, following discussion in Executive Session, and in full accordance with the requirements of the Open Meetings Act, the City Council determines that the following action is in the best interests of the health, safety and welfare of the public. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the following actions of the City Council are hereby adopted and approved: a. THAT AND IT IS SO RESOLVED. APPROVED BY A VOTE OF ON THIS THE DAY OF ATTEST: Cynthia Singleton, TRMC, CMC City Secretary AYES, NAYS AND ABSTENTIONS 2008. CITY OF COLLEYVILLE David Kelly Mayor cam:„~~t -.M --~-, City Hall ~~~ ~ City of Colleyville 100 Main Street Colleyville, Texas 76034 ~~~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: Version: 1 Agenda Date: 08/19/2008 Requester: Office of the City Agenda No.: 3 File Type: Presentation or Proclamation Secretary File Name: Presentations and Proclamations -August 19, 2008 Attachments: History of Legislative File Status: Presentations or Proclamations Controlling Body: City Council Final Action: Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title City of Colleyville Page 1 Printed on 8/11/2008 RESOLUTION R-08-2998 A RESOLUTION APPROVING COUNCIL ACTION UNDER CONSENT ITEMS AT THE REGULAR COUNCIL MEETING OF AUGUST 19, 2008 WHEREAS, Council has taken action on certain items on the agenda under Consent Items. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the agenda decisions approved by Council action under Consent Items as follows are hereby adopted: a. Approval of the minutes of the regular City Council meeting of August 5, 2008 b. Approval of the minutes of the City Council Worksession of July 31, 2008 c. Approval of a contract with Millican Well Service, for the removal of six (6) City of Colleyville owned water wells and all on-site structures and buildings, in the amount of $130,000.00, and authorize the City Manager to execute same and any associated change orders, in an amount not to exceed $25,000 d. Approval of a historical marker for the Dunn/Tirk Log Barn e. Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 AND IT IS SO RESOLVED. APPROVED BY A VOTE OF AYES, NAYS AND ABSTENTIONS ON THIS THE DAY OF 2008. ATTEST: Cynthia Singleton, TRMC, CMC City Secretary CITY OF COLLEYVILLE David Kelly Mayor --`'"'~`~ City of Colleyville `~~~~ City Council Minutes -Draft ,s~~.,_ City Council City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, August 5, 2008 CITY COUNCIL CHAMBERS PC-1 PC-2 The Pre Council meeting of the Colleyville City Council was called to order by Mayor David Kelly on August 5, 2008, at 5:39 p.m. ROLL CALL: Councilmembers Carol Wollin, Stan Hall, Tom Hart and Mike Taylor were present. Mayor David Kelly, City Manager Bill Lindley, Assistant City Manager Kelly Cooper, Police Chief Tommy Ingram, Police Lieutenant Rodney Cunningham, Fire Chief Mike Johnston, Public Works Director Steve Chutchian, Human Resources Manager Elise Welborn, Community Development Coordinator Ron Ruthven, Building Official Bill Elliott, Planner Justin Bass, Management Assistant Christine Loven, City Attorney Michael Kailas and City Secretary Cynthia Singleton were also present. Mayor Pro Tem Jon Ayers and Councilmember Tony Licata were absent. Discussion of possible amendments to Chapter 3.1, Oil and Gas Well Drilling and Production of the Land Development Code Community Development Coordinator Ron Ruthven provided an overview of the proposed amendments to Chapter 3.1, Oil and Gas Well Drilling and Production of the Land Development Code. Discussion ensued regarding restrictions imposed by homeowner associations or developers, maximum noise level, road repair agreements and remediation fees, potential well water contamination, fencing or screening and the process for obtaining a Special Use Permit for oil and gas well drilling. City Council requested staff develop an oil and gas well drilling general information page on the City's web site. Discussion of the IESI proposed rate adjustments Assistant City Manager Kelly Cooper provided information regarding the IESI proposed rate adjustment and the contract stipulations regarding rate adjustments. City of Colleyville Page 1 Printed on 8/14/2008 City Council City Council Minutes -Draft August 5, 2008 Mr. Bob Kneis, Area Market Manager, IESI, outlined the proposed rate increase request related to the Consumer Price Index (CPI) and average fuel price change and spoke regarding the contract's 90 day notification clause for a rate increase. There was general discussion regarding the 90 day notification clause for a rate increase, timeline for implementation of a rate increase and citizen notification of a rate increase. City Attorney Michael Kallas stated the City can establish a timeline for a rate increase. The City Council determined that a future agenda item would provide for consideration of a rate increase with a 90 day notification period. PC-3 Discussion of an amendment to the Colleyville Code of Ordinances Chapter 42, Section 42-31(b) Ordinance 0-08-1677 regarding "Prohibition" (e.g. maximum height of weed, grass or uncultivated plants), Case G-08-028 City Manager Bill Lindley stated the City Council recently amended the City regulation for the height of uncultivated grasses from a maximum of twelve inches to eight inches. Mr. Lindley further stated the application of the ordinance adversely impacts property owners of large tracts of property and staff is recommending that undeveloped and/or accepted subdivisions with residential building activity be allowed to keep grasses to a maximum height of twelve inches. Discussion ensued regarding grass height requirements for neighborhoods that are 80% developed. City Council determined a future agenda item will be considered regarding grass height on large tracts of property and/or in subdivisions less than 75% to 80% developed. PC-4 Discussion of City Manager Search Process City Manager Bill Lindley provided information regarding the process and timeline for the recruitment and selection of a City Manager and recommended utilizing an executive search firm. There was general discussion regarding the selection of an executive search firm. The City Council determined the August 19, 2008, Pre Council agenda will provide for the discussion of the City Manager search process. City of Colleyville Page 2 Printed on 8/14/2008 City Council City Council Minutes -Draft August 5, 2008 PC-5 Discussion of the August 5, 2008 City Council regular agenda items There was no discussion of this item. The regular meeting of the Colleyville City Council was called to order by Mayor Kelly on August 5, 2008, at 6:48 p.m. ROLL CALL: Councilmembers Carol Wollin, Stan Hall, Tom Hart and Mike Taylor were present. Mayor David Kelly, City Manager Bill Lindley, Assistant City Manager Kelly Cooper, Police Chief Tommy Ingram, Police Lieutenant Rodney Cunningham, Fire Chief Mike Johnston, Public Works Director Steve Chutchian, Human Resources Manager Elise Welborn, Community Development Coordinator Ron Ruthven, Planner Justin Bass, Management Assistant Christine Loven, City Attorney Michael Kallas and City Secretary Cynthia Singleton were also present. Mayor Pro Tem Jon Ayers and Councilmember Tony Licata were absent. 1. EXECUTIVE SESSION - In accordance with Texas Government Code Chapter 551, Subchapter D Sec. 551.071 - Legal -Consultation with Attorney on Legal Issues Raised by Public Hearing or Action Items on the Agenda Sec. 551.071 - Legal - Discussion of pending litigation - Village Monticello Partners, Ltd. v. City of Colleyville Sec. 551.071 -Legal -Discussion of potential litigation -Barbara Turner v. City of Colleyville Sec. 551.071 -Legal -Discussion of pending litigation -Raul Rodriguez v. City of Colleyville (Bill Hudgins) Sec. 551.072 -Property -Deliberate the purchase, lease, exchange or value of real property Sec. 551.074 -Personnel -Deliberate the appointment, employment and duties of the City Manager Sec. 551.087 - Economic Development - Discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate, stay or expand within the City City of Colleyville Page 3 Printed on 8/14/2008 City Council City Council Minutes -Draft August 5, 2008 Mayor Kelly explained that the Executive Session had been called in accordance with the Texas Government Code Chapter 551, Subchapter D, Section 551.071, Legal, Section 551.072, Property, Section 551.74, Personnel, and Section 551.087, Economic Development. He further explained that there would be no decisions made or action taken during this time. The meeting was recessed at 6:49 p.m. and reconvened at 7:35 p.m. INVOCATION: Pastor Carter Foster, Covenant Church PLEDGE OF ALLEGIANCE: Boy Scout Troop 905 2. EXECUTIVE SESSION: CONSIDER AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS DISCUSSED IN EXECUTIVE SESSION - Resolution R-08-2993 This resolution was not needed. 3. CORRESPONDENCE, REPORTS OF MEETINGS ATTENDED BY THE COUNCIL AND CITY OFFICIALS AND ANNOUNCEMENTS, PROCLAMATIONS OR PRESENTATIONS Mayor Kelly expressed appreciation to the members of Troop 905 for leading the Pledge of Allegiance. Councilmember Carol Wollin invited citizens to the Colleyville Public Library, August 9, 2008, 10:00 a.m. to 2:00 p.m. to attend a worksession regarding the spatial reconfiguration of the library. Councilmember Wollin invited citizens to the Summer Reading Program Grand Finale celebration, August 7, 2008, 6:30 p.m. to 8:30 p.m., which will include train rides, bounce houses, children's crafts and Radio Disney. Councilmember Wollin commended the library staff for the development of the children, teenager and adult library summer programs and reported record breaking numbers in attendance and circulation. Mayor Kelly congratulated City Manager Bill Lindley for being named Town Administrator of Highland Park and expressed appreciation for his service to the City. City of Colleyville Page 4 Printed on 8/14/2008 City Council City Council Minutes -Draft August 5, 2008 Councilmember Taylor announced in May 2008, the Charter provisions were complete and expressed appreciation to the citizens and Charter Review Committee Chairman Jim Moore and committee members Richard Newton, Linda Bond, Ed Baker, Frank Whitmire, Brad Rice, Steve Magee and Louis Miller, for their work on the committee. Mayor Kelly presented a Proclamation to Bill Elliott, Building Official; Sammie Bolling and Joycienne Williams, Permit Clerks; Gary Jenkins and Bill LeGrand, Building Inspectors and Ky Roby, Code Enforcement Officer, in recognition of achieving the Insurance Services Office 2 Rating. Mr. Elliott expressed appreciation for the support of the City Council and City Manager Bill Lindley. 4. CONSENT: READING AND PUBLIC HEARING -Resolution R-08-2994 4a Approval of the minutes of the regular City Council meeting of July 15, 2008 4b Approval of the 2009 Annual Work Plan 4c Approval of a preliminary plat for Somerset Manor Addition located at 1200 Murphy Road and 8600 to 8612 Precinct Line Road, Case P-08-024 4d Approval of bid award for health insurance to United Healthcare 4e Approval and adoption of the 2008 certified tax roll Mayor Kelly read Resolution R-08-2994 in its entirety. Mayor Kelly opened the public hearing. There was no one present wishing to speak concerning this item and Mayor Kelly closed the public hearing. Councilmember Taylor moved to approve Resolution R-08-2994. Councilmember Hall seconded the motion. The motion carried by the following vote: Aye: 5 -David Kelly, Carol Wollin, Stan Hall, Tom Hart, Mike Taylor Absent: 2 -Tony Licata, Jon Ayers Cify of Colleyville Page 5 Printed on 8/14/2008 City Council City Council Minutes -Draft August 5, 2008 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There was no one present wishing to speak concerning this item. 6. REPORTS: Parks and Recreation Advisory Board Minutes -May 5, 2008 Planning and Zoning Commission Minutes -June 9, 2008 Colleyville Trails and Sidewalks Committee Minutes -June 10, 2008 Senior Center Advisory Committee Minutes -June 19, 2008 There was no discussion of this item. 7. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR THE MEETING OF AUGUST 5, 2008 - Reading and Public Hearing -Resolution R-08-2995 This resolution was not needed. 8. ADJOURNMENT: There being no further business before the City Council, Councilmember Hall moved to adjourn. Councilmember Wollin seconded the motion. The motion carried by the following vote: Aye: 5 -David Kelly, Carol Wollin, Stan Hall, Tom Hart, Mike Taylor Absent: 2 -Tony Licata, Jon Ayers Mayor Kelly adjourned the meeting at 7:48 p.m. APPROVED BY A VOTE OF AYES, ABSTENTIONS ON THIS THE DAY OF Minutes taken and prepared by: Cynthia Singleton, TRMC, CMC City Secretary NAYS AND 2008. City of Colleyville Page 6 Printed on 8/14/2008 .- ;~~ . City of Colleyville ~~~~~'~~' City Council Minutes -Draft ~zx.,~ City Council Worksession City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Thursday, July 31, 2008 6:00 PM Executive Conference Room, 3rd Floor The Worksession of the Colleyville City Council was called to order by Mayor David Kelly on July 31, 2008, at 6:14 p.m. ROLL CALL: Councilmembers Carol Wollin, Tony Licata, Stan Hall, Tom Hart and Mike Taylor were present. Mayor David Kelly, City Manager Bill Lindley, Assistant City Manager Kelly Cooper, Finance Director Terry Leake, Police Chief Tommy Ingram, Police Lieutenant Doug Cooper, Fire Chief Mike Johnston, Battalion Chief Russell Shelley, Public Works Director Steve Chutchian, City Engineer Chad Bartee, Finance Director Terry Leake, Interim Economic Development Director Mike Johnston, Community Development Coordinator Ron Ruthven, Library Director Mary Rodne, Human Resources Manager Elise Welborn, Administrative Assistant Marilyn Gilbert, Management Assistant Christine Loven, Accountant Karen Hines, Communications Manager Mona Gandy, Parks and Recreation Director Monica Walsh, Network Administrator Paul dePingre, and City Secretary Cynthia Singleton were also present. Mayor Pro Tem Jon Ayers was absent. 2. Presentation and Discussion of Preliminary FY2009 Budget City Manager Bill Lindley provided an overview of the meeting format and schedule. Finance Director Terry Leake reviewed the purpose of the budget presentation, the budget preparation process and the budget calendar. City Council determined the public meeting to vote on the intent to set the tax rate will be held Tuesday, August 12, 2008 at 8:30 a.m. and the Public Hearing on the tax rate will be held Tuesday, August 26, 2008 at 7:00 p.m. Assistant City Manager Kelly Cooper presented the goals and objectives of the City Council and reported the Commuter Rail Committee will provide an update on August 19, 2008 and deliver the final report in December 2008. City of Colleyville Page 1 Printed on 8/14/2008 City Council Worksession City Council Minutes -Draft July 31, 2008 Human Resources Manager Elise Welborn provided information regarding the implementation of the third year of the Workforce Development Sustainability Plan, benefits program and plans for effectively utilizing and promoting Colleyville's paid and volunteer resources. Finance Director Terry Leake presented information regarding the City's financial plan, preservation of natural resources and the General Fund revenues and expenses. Assistant City Manager Kelly Cooper reviewed the Agency Service Agreements and introduced a new request from Vision North Texas, an organization studying regional issues. Finance Director Terry Leake reviewed the funding sources, the proposed Fiscal Year 2009 Property Tax Rate, Trinity River Authority water rates and provided a senior property tax freeze and exemption update. Mayor Kelly recessed the meeting at 7:04 p.m. and reconvened at 7:14 p.m. There was general discussion regarding the Agency Requests and Mayor Kelly stated the City will request a bid for services be provided from the Colleyville Area Chamber of Commerce. Mayor Kelly stated he is serving on the GRACE Board of Directors and will not participate in the determination of funding for the organization. It was determined, in response to the requests, the GRACE and MHMR funding would be increased and the Vision North Texas organization would be funded. There was general discussion regarding the computer network operation, percentage of increase in departmental budgets, the employee compensation plan and benefits, City entrance monuments, the SH26 economic development study and the retail marketing program. City Council requested compensation information for department heads, funding for an additional part-time Library staff member and funding for the Public Works building renovations. Mayor Kelly expressed appreciation to staff for development of the budget. City of Colleyville Page 2 Printed on 8/14/2008 City Council Worksession City Council Minutes -Draft July 31, 2008 City Manager Bill Lindley expressed appreciation to the City Council for their vision and leadership and to staff and Budget Team members Kelly Cooper, Terry Leake, Elise Welborn and Karen Hines. 3. Discussion of Fiscal Year 2009 Budget Priorities This item was included in the discussion of the proposed FY2009 budget. 4. Review of the Fiscal Year 2008 Work Initiatives and Discussion of the Fiscal Year 2009 Work Initiatives There was no discussion of this item. 5. EXECUTIVE SESSION - In accordance with Texas Government Code Chapter 551, Subchapter D Sec. 551.074 -Personnel -Deliberate the appointment, employment and duties of the City Manager Mayor Kelly explained that the Executive Session had been called in accordance with the Texas Government Code Chapter 551, Subchapter D, Section 551.74, Personnel. He further explained that there would be no decisions made or action taken during this time. The meeting was recessed at 8:25 p.m. and reconvened at 9:05 p.m. 6. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR THE MEETING OF JULY 31, 2008 - Reading and Public Hearing -Resolution R-08-2992 Mayor Kelly read Resolution R-08-2992 in its entirety. Mayor Kelly opened the public hearing. Councilmember Taylor moved to approve Resolution R-08-2992. Councilmember Hart seconded the motion. The motion carried by the following vote: Aye: 6 -David Kelly, Carol Wollin, Mike Taylor Absent: 1 -Jon Ayers Tony Licata, Stan Hall, Tom Hart, City of Colleyville Page 3 Printed on 8/14/2008 City Council Worksession City Council Minutes -Draft Tony Licata, Stan Hall, Tom Hart, 7. ADJOURNMENT There being no further business before the City Council, Councilmember Hall moved to adjourn. Councilmember Taylor seconded the motion. The motion carried by the following vote: Aye: 6 -David Kelly, Carol Wollin, Mike Taylor Absent: 1 -Jon Ayers Mayor Kelly adjourned the meeting at 9:07 p.m. APPROVED BY A VOTE OF AYES, ABSTENTIONS ON THIS THE DAY OF Minutes taken and prepared by: Cynthia Singleton, TRMC, CMC City Secretary July 31, 2008 NAYS AND 2008. City of Colleyville Page 4 Printed on 8/14/2008 ,_~~~ City Hall ~ ~ N'; ~ City of Colleyville 100 Main Street Colleyville, Texas 76034 ~~~~~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: Version: 1 Requester: Public Works Department File Type: Resolution Agenda Date: 08/19/2008 Agenda No.: 4c Final Action: File Name: Approval of a contract with Millican Well Service, for the removal of six City owned water wells, in the amount of $130,000.00, and authorize the City Manager to execute same and any associated change orders, in an amount not to exceed $25,000 Attachments: Water Well Abandonment and Decommissioning Bid Tab History of Legislative File Version: Date: Acting Body: Action Text: 08/19/2008 City Council Title Approval of a contract with Millican Well Service, for the removal of six (6) City of Colleyville owned water wells and all on-site structures and buildings, in the amount of $130,000.00, and authorize the City Manager to execute same and any associated change orders, in an amount not to exceed $25,000 Explanation Reading and Public Hearing The City of Colleyville currently owns six (6) potable water wells that were constructed in the 1950's and were taken out of service in May 2003 due to limited water production from the wells and high calcium scaling, which increased maintenance and pumping costs. The State's regulatory agency, Texas Commission on Environmental Quality (TCEQ) has issued a mandate to the City requiring the upgrade or removal of all six well facilities. As the wells have been out of service for five years, it would be cost and production prohibitive to rehabilitate the wells, and staff has moved forward with the recommendation of removal. The address of the wells are: Murphy Well Curtis Well Colleyville Terrace Well L.D. Lockett Well Glade Well Hall-Johnson Well 1209 Murphy Road 6608 Curtis Road 508 Colleyville Terrace L.D. Lockett at Regan Park 1206 Nueces Court 1601 Hall-Johnson Road Three (3) bids were received by the Public Works Department on August 7, 2008, for the removal of the six (6) potable water wells. The bids also provided for the removal of a steel Status: Consent Agenda Controlling Body: City Council City of Colleyville Page 1 Printed on 8/14/2008 Agenda Briefing Continued ground storage tank, a steel pump house structure and six (6) block or wood frame out buildings on the sites. Millican Well Service was the low bidder with a bid of $130,000.00. Millican Well Service has satisfactorily completed projects in Colleyville in the past and works well with staff. Staff recommends approval of their bid. Financial Impact It has been determined that funds are available in the FY2008 Utility Department budget, account 002-61-6625. Recommendation Approval City of Colleyville Page 2 Printed on 8/14/2008 BID TAB Owner: City of Colleyville Project: Water Well Abandonment and Decommissioning Bid Date: August 7, 2008 No. Bidder Bid Amount 1 Millican Well Service $130,000.00 2 Weisin er Water Well $179,243.00 3 Crescent $221,000.00 ~ ~~~ ~ City of Colleyville city Hal' r--- 100 Main Street Colleyville, Texas 7G~34 ~~`~~~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: Version: 1 Requester: Communications Department File Type: Resolution Agenda Date: 08/19/2008 Agenda No.: 4d File Name: Approval of a historical marker for the Dunn/Tirk Log Barn Final Action: Attachments: Suggested Copy for Log Barn Marker.pdf Log Barn Marker Application.pdf History of Legislative File Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title Approval of a historical marker for the Dunn/Tirk Log Barn Explanation Reading and Public Hearing The Historical Preservation Committee (HPC) requests approval of a historical marker for the Dunn/Tirk Log Barn under the historical marker program instituted by the City in September 2000. HPC committee member Charles Hewitt submitted the application, which was approved by the committee in June 2008. The Dunn/Tirk Log Barn was restored by the City and relocated to McPherson Park on McDonwell School Road in 2007. It is one of the last log structures remaining in the Tarrant County area. Suggested copy for the proposed historical marker is attached. If approved, this will be the first historical presented in 2008 and will cost approximately $1,692.00. Financial Impact It has been determined that funding is available in the FY 2008 budget. Recommendation Approval Status: Consent Agenda Controlling Body: City Council City of Colleyville Page 1 Printed on 8/14/2008 Suggested Copy for Log Barn Marker Word Count: 236 Dunn/Tirk Log Barn One of the last log structures in the area, the log barn is a rare example of 19th-century Tarrant County architecture. This double-crib barn uses adog-run plan, consisting of two log cribs separated by an open, roofed runway for wagons. Hay was unloaded directly from the wagons into the cribs. The logs in this type of structure typically touched only at the corners; adobe "chinking" was used to fill the gaps for weatherproofing. The barn was originally located on property bordered by John McCain and Pleasant Run roads. Its construction has been attributed to pioneer settler William M. Dunn, who farmed the property from 1875 until 1890. The property was acquired by Anton and Frances Gadja Tirk in 1925; they relocated the barn within the property boundaries. The Tirk family used the barn for hay storage to support their dairy operations. Roy and Lydia Tirk Alholm lived on the property from 1964 to 2004. The crib to the right is characterized by irregular logs and saddle notches at the corners; while the crib on the left features planked logs, joined at the corners by skillfully hewn dovetail notches. The different construction methods between the two cribs may be the result of its relocation and renovation. The barn was fully restored to ensure its preservation and moved to its current location in 2007. Log Barn Marker Application COLLEYVILLE HISTORICAL PRESERVATION COMMITTEE HISTORIC LANDMARK DESIGNATION FORM 1. Name Dunn/Tirk Log Bam Historic Land survey And/or common block/lot tract size 2. Location McPherson Park, 240 McDonwell School Road, Colleyville, TX 76034 Location/ Neighborhood 3. Current Zoning - N/A 4. Classification N/A Category Ownership Status Accessible __ district X Public _ occupied _ yes; restricted _ building(s) i private X unoccupied X yes; unrestricted X structure -work in progress ~ no site Public Acquisition in progress being considered Present Use agriculture commercial government industrial _ residence religious X education _ transportation entertainment military _ museum X park scientific other 5. Ownership _ Current owner: City of Colle ille Phone: 817-503-1000 Address: 100 Main Street Cit : Colleyville State: TX Zip• 76034 6. Form Preparation _ Name and Title: Charlie Hewitt, Vice Chair Organization• Hist Pres Comm Contact: Charlie Hewitt Phone: 817-891-1305 7. Historic Ownershi Original owner: William M. Dunn and Anton "Ton Tirk families Significant later owner(s): City of Colle e 8. Construction dates Original: circa 1880 Alterations/additions: additional crib added circa 1925 9. Architect/Builder Original construction: Attributed to William M. Dunn Alterations/additions: Attributed to Anton "Tony" Tirk 10. Physical Description Describe present and original (if known) physical appearance; include style(s) of architecture current condition and relationship to surrounding fabric (structures, objects, etc.). Elaborate on pertinent materials used and style(s) of architectural detailing, embellishments and site details. This-double crib barn uses a dog run plan, consisting of two log cribs separated by an open, roofed runway for wagons. Feed could be unloaded directly from a wagon parked in the runway. One of the cribs is chazacterized by irregular logs and saddle notches at the corners. Logs used for the construction of outbuildings were often left in the round, sometimes with the bark intact. Many of the logs used to construct the other crib were planked with an axe and adze, presenting a flattened surface. These logs are joined at the corners by skillfully hewn dovetail notches. The logs on this type of structure usually only touched at the corners. Plaster or adobe chinking was sometimes used to fill the gaps between the logs although this type of weatherproofing was not typical of outbuildings. The difference in construction methodology suggests that the two sections of the barn were built at different times and that it was originally constructed as a single crib structure. 11. Historical Significance Describe the historical significance of the property, include descriptive material, footnotes, and a bibliography. The log barn is a rare surviving example of 19~ Century rural Tarrant County architecture. The barn was originally located on property bordered by John McCain and Pleasant Run Roads. While the identity of the builder and precise date of construction are not documented, the barn has been attributed to pioneer settler William M. Dunn who farmed the property from 1875 until 1890. William M. Dunn (d. December 27, 1890) and Fannie Caroline Dunn (d. March 15, 1911) moved to Tarrant County in 1865 and settled on the property in 1875-75. Mrs. Dunn sold the property in 1893. The Dunns are buried in White Chapel Cemetery in Southlake, Texas. John C. Gabbert (1863-1927) and Annie D. Gabbert (1871-1929) purchased the property in 1913. The property was subsequently sold to Anton "Tony" Tirk and Frances Gadja Tirk in 1925. The Tirks relocated the barn within the property boundaries in 1925. The different construction methods between the two cribs may be the result of this relocation and renovation. The Tirk family used the barn for hay storage to support dairy operations on the property. Roy Alholm and Lydia Tirk Alholm lived on the property from 1964 to 2004. Bibliography Personal interview with Lydia Tirk Alholm. Tarrant County Historic Resources Survey, Selected Tarrant County Communities, Historic Preservation Council for Tarrant County, TX, 1990, p. 64. Abstract of Land Titles, Tarrant County, Texas 1850 Census of Tarrant County Texas 1860 Census of Tarrant County Texas 1870 Census of Tarrant County Texas 1880 Census of Tarrant County Texas 12. Attachments District or site map _ Site Plan X Photos (historic 8v current) 13. Suggested wording for plaque marker Must be approved by the Colleyville City Council) Designation Merit A. Character, interest or value as part of the development, heritage or cultural characteristics of the City of Colleyville, State of Texas, of the United States B. Location of the site as a significant historical event. C. Identification with a person or persons who significantly contributed to the culture and development of the city. D. Exemplification of the cultural, economic, social or historical heritage of the city. E. Portrayal of the environment of a group of people in an era of history characterized by a distinctive architectural style. X F. Embodiment of distinguishing characteristics of an architectural type or specimen. G. Identification as the work of an architect or master builder whose individual work has influenced the development of the city. H. Embodiment of elements of architectural design, detail, materials or craftsmanship which represent a significant architectural innovation. I. Relationship to other distinctive buildings, sites, or areas which are eligible for preservation according to a plan based on historic, cultural or arcMtectural motif. J. Unique location of singular physical characteristics representing an established and familiar visual feature of a neighborhood, community or _ the city. K. Archaeological value in that it has produced or can be expected to produce data affecting theories or prehistoric value. L. Value as an aspect of community sentiment or public pride. Recommendation V1C~ C':~~,~ ~~~ ~,. nn~ '` F=ulL ~ U<< Chair, Colleyville Historical Preservation Committee Attachment Photo 2. Crib with irregular logs and saddle notches at the corners. This is a fairly crude assembly technique and could represent an earlier construction than the other crib. Photo 1. Restored Dunn/Tick Log Barn in McPherson Park, Colleyville, TX. ,.;~, r, -~~ ~=- City Hall ~ ~ City of Colleyville 100 Main Street Colleyville, Texas 76034 1~`~°~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: File Type: Resolution Status: Consent Agenda Version: 1 Requester: Office of the City Manager Agenda Date: 08/19/2008 Agenda No.: 4e Controlling Body: City Council Final Action: File Name: Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 Attachments: Correspondence from IESI TX Corporation Dated July 22, 2008.pdf Rate Sheet Exhibit "A". pdf History of Legislative File Version: Date: Acting Body: Action Text: 08/19/2008 City Council Title Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 Explanation Reading and Public Hearing On May 15, 2007, the City Council adopted Ordinance 0-07-1618, amending and replacing the franchise for the collection and disposal of garbage, trash and recycling materials. The ordinance granted the franchise to IESI Corporation for five years, the contract beginning September 1, 2007, terminating August 31, 2012, with an option to renew for an additional five year period, terminating August 31, 2017, subject to the limitations, terms and conditions of the contract. At the August 5, 2008 Pre Council Meeting, IESI representatives met with the City Council to discuss a written rate increase proposal which was forwarded to the City Manager on July 22, 2008. The proposal consists of two components: the Consumer Price Index (CPI) (DFW less energy) at 2.79% and the average fuel price change at 3.62%. Combined, the CPI and fuel total an adjustment of 6.41 %, which equals a $0.64 residential rate adjustment. Staff reviewed the rate adjustments for CPI and fuel and found them to be in accordance with the contract. If approved, the rates shown in the attached Rate Sheet -Exhibit "A" will become effective November 1, 2008. Staff is preparing public information regarding the adjustment, which will be posted on the City's website and cable channel, published on utility bills and through the Colleyville Communicator. City of Colleyville Page 1 Printed on 8/14/2008 Agenda Briefing Continued Financial Impact It has been determined that the monthly billing rate to residents will be adjusted from $10.05 to $10.69 per month effective November 1, 2008. Recommendation Approval City of Colleyville Page 2 Printed on 8/14/2008 ,:in' .,~ City Hall r _~ `` ~ City of Colleyville 100 Main Street Colleyville, Texas 76034 r,.;:;~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: Version: 1 Requester: Office of the City Manager File Type: Resolution Agenda Date: 08/19/2008 Agenda No.: 4e Status: Consent Agenda Controlling Body: City Council Final Action: File Name: Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 Attachments: Correspondence from IESI TX Corporation Dated July 22, 2008.pdf Rate Sheet Exhibit "A".pdf History of Legislative File Version: Date: Acting Body: Action Text: 08/19/2008 City Council Title Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 Explanation Reading and Public Hearing On May 15, 2007, the City Council adopted Ordinance 0-07-1618, amending and replacing the franchise for the collection and disposal of garbage, trash and recycling materials. The ordinance granted the franchise to IESI Corporation for five years, the contract beginning September 1, 2007, terminating August 31, 2012, with an option to renew for an additional five year period, terminating August 31, 2017, subject to the limitations, terms and conditions of the contract. At the August 5, 2008 Pre Council Meeting, IESI representatives met with the City Council to discuss a written rate increase proposal which was forwarded to the City Manager on July 22, 2008. The proposal consists of two components: the Consumer Price Index (CPI) (DFW less energy) at 2.79% and the average fuel price change at 3.62%. Combined, the CPI and fuel total an adjustment of 6.41 %, which equals a $0.64 residential rate adjustment. Staff reviewed the rate adjustments for CPI and fuel and found them to be in accordance with the contract. If approved, the rates shown in the attached Rate Sheet -Exhibit "A" will become effective November 1, 2008. Staff is preparing public information regarding the adjustment, which will be posted on the City's website and cable channel, published on utility bills and through the Colleyville Communicator. Financial Impact City of Colleyville Page 1 Printed on 8/14/2008 Agenda Briefing Continued It has been determined that the monthly billing rate to residents will be adjusted from $10.05 to $10.69 per month effective November 1, 2008. Recommendation Approval City of Colleyville Page 2 Printed on 8/14/2008 a.. ,, ~ .~ City of Colleyville City Hall 100 Main Street Colleyville, Texas 76034 '~`~~~~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: File Type: Resolution Status: Consent Agenda Version: 1 Requester: Office of the City Manager Agenda Date: 08/19/2008 Agenda No.: 4e Controlling Body: City Council Final Action: File Name: Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 Attachments: Correspondence from IESI TX Corporation Dated July 22, 2008.pdf Rate Sheet Exhibit "A".pdf History of Legislative File Version: Date: Acting Body: Action Text: 08/19/2008 City Council Title Approval of the IESI Corporation CPI and fuel rate adjustment of $0.64, establishing the effective date of the rate adjustment to be November 1, 2008 through August 31, 2009 Explanation Reading and Public Hearing On May 15, 2007, the City Council adopted Ordinance 0-07-1618, amending and replacing the franchise for the collection and disposal of garbage, trash and recycling materials. The ordinance granted the franchise to IESI Corporation for five years, the contract beginning September 1, 2007, terminating August 31, 2012, with an option to renew for an additional five year period, terminating August 31, 2017, subject to the limitations, terms and conditions of the contract. At the August 5, 2008 Pre Council Meeting, IESI representatives met with the City Council to discuss a written rate increase proposal which was forwarded to the City Manager on July 22, 2008. The proposal consists of two components: the Consumer Price Index (CPI) (DFW less energy) at 2.79% and the average fuel price change at 3.62%. Combined, the CPI and fuel total an adjustment of 6.41 %, which equals a $0.64 residential rate adjustment. Staff reviewed the rate adjustments for CPI and fuel and found them to be in accordance with the contract. If approved, the rates shown in the attached Rate Sheet -Exhibit "A" will become effective November 1, 2008. Staff is preparing public information regarding the adjustment, which will be posted on the City's website and cable channel, published on utility bills and through the Colleyville Communicator. City of Colleyville Page 1 Printed on 8/14/2008 Agenda Briefing Continued It has been determined that the monthly billing rate to residents will be adjusted from $10.05 to $10.69 per month effective November 1, 2008. Recommendation Approval City of Colleyville Page 2 Printed on 8/14/2008 IESI TX Corporation July 22, 2008 Mr. Bill Lindley City of Colleyville 100 Main Street Colleyville, Texas 76034 Re: Garbage Collection Rates Dear Mr. Lindley: On behalf of IESI, we would like to present our 2008 rate increase request for your review. Our current contract has two components consisting of the Consumer Price Index and the average fuel price change. The annual adjustment for CPI (DFW less energy) is 2.79%. In May of 2007 the CPI index was 191.203 and rose to 197.333 in May 2008. This is an increase of 3.21 % which multiplied by 87.00% (per contract) equals and annual adjustment rate of 2.79%. The second component is the average change in diesel published by the department of energy. Fuel prices have increased for the prior twelve months from an average of $2.55 per gallon in 2007 to an average price of $3.26 per gallon in May 2008. This is 27.88% change in the average fuel price and results in 3.62% increase in the fuel component. (27.88% multiplied by 13% = 3.62%) These components result in a 2008 rate increase request totaling 6.41%. The monthly residential rate will increase from $10.05 per month to $10.69 per month. In addition, all commercial and industrial rates will increase 6.41%. Attached are documents relating to our request. The rate increase is scheduled to be effective September ls`, 2008 dependent on council approval. Please do not hesitate to call me if you have any questions or need information at 817-547-9001. We appreciate your business and strive to provide excellent trash and recycling service to Colleyville. Sincerely, Paul Hansen District Manager 4001 Old Denton Rd, Fort Worth, Texas 76117 (817) 547-9001 Solid Waste & Recycling Rate Increase CPI-U Component May, 2007 191.20 May, 2008 197.33 Increase 3.21 Multiplier 87.00% CPI-U Component 2.79% Fuel Component May, 2007 $2.55 May, 2008 $3.26 Increase 27.88% Multiplier 13.00% Fuel Component 3.62% Total Increase 6.41 Current Rate Per Home $10.05 Proposed Rate Per Home $10.69 Increase Per Home $0.64 RATE SHEET -EXHIBIT 'A" IESI TX CORPORATION - I 4001 Old Denton Rd, Haltom City, Texas 76117 Contact: Bob Kneis; District Manager ~_ '~ Phone: (817) 222-2221 City of COLLEY' RATE SHEET RESIDENTIAL CURBISE COLLECTION: $10.69 CURBSIDE RECYCLING: COMMERCIAL HAND COLLECT: $21.12 VILLE Effective: per month per month (NON-MANDATORY) 1X per week (includes 96 gallon cart) 2X per week (includes 96 gallon cart) COMMERCIAL RATE SCHEDULE CONTAINER Lifts Per Week SIZE 53.20 84.06 113.85 145.78 174.51 205.37 26.60 67.03 109.59 155.35 198.98 244.74 288.37 31.92 80.87 134.07 188.34 239.42 293.69 346.89 37.24 123.43 178.76 248.99 320.29 391.58 462.88 42.56 ~ 139.39 227.71 317.10 405.42 493.74 584.19 47.88 FRONT LOAD COMPACTOR RATES* INeaotiablel 198.44 396.87 595.31 793.74 992.18 1,190.61 62.67 250.67 501.31 751.96 1,002.61 1,253.28 1,503.93 73.12 Monthly Front Load Compactor Rental: 6 yd- $163.20 8 yd- $189.30 Containers w/ Casters $ 9.04 per month Containers w/ Locks or Gates $ 8.35 per month CONTAINER COMPACTORS ROLL OFF RATES SIZE • ~ - • ~ ~ 313.90 Negotiable 159.61 $26.60per ton 79.50 ~ 313.90 Negotiable 159.61 $26.60per ton 79.50 313.90 Negotiable 159.61 $26.60per ton 79.50 ~ 313.90 Negotiable 159.61 $26.60per ton 79.50 313.90 Negotiable 159.61 $26.60per ton 79.50 Franchise and Billin Fees: Residential: 7.0% Commercial: 7.5% * All rates are inclusive of all franchise and billing fees CONTAINER ROLL OFF OPEN TOP RATES SPEAKER CARD C`~° Date: I will speak In Support of this item. ~' I will speak In Opposition to this item. I do not wish to speak, but please record my c~l~- Agenda Item Numbe ~ ~ ~~ OrdinancelResoluti Name: ,~ >f ~ , Address: _~ j U © ~ ~ t Gt ~ ~ ~ O Cy ^ Support ^ Opposition on Number: City: ~ tJ State: 1 ~( ._ Zip Code: -]_ 6 0 ? Telephone Number: ~ 17 Zg (~ 3 ~ ~ Representing: organization self 1 understand 1 am limited to speaking for eve minutes. For business not listed the agenda as a Public Hearing, City Council will not respond in accordance with the x .s pen Meeting Law, Chapter 551 of the Texas Local Government Code. Signed: This information is a Public Record. SPEAKER CARD Date: /g~o ~ 1 will speak In Support of this item. I will speak in Opposition to this item. I do not wish to speak, but please record my: ^ Support ^ Opposition ~~M Agenda Item Number: S~°M OrdinancelResolution Number: Name: ~~~y ~~~~~ Address: ~ 2 j ~ ~~b ~/(~ ~~ City: C'~ LC rye' f/~ LC L State: ~~ Zip Code: ~ ~~ Telephone Number: ~ ~ ~~~~~' ~~~ Representing: organization elf 1 understand 1 am limited to speaking for eve minutes. For business not listed on the agenda as a Public Hearing, City Council will not respond in accordance with the T as eeting Law, ^ pter~`/ of the Texas Local Government Code. Signed: /,j ~ information is a Public Record. Date: ~ r SPEAKER CARD /~I will speak in Support of this item. ~ ~~~ ~ U ~ ~) v I will speak in Opposition to this item. C. d M ~ ~ 1. ~' I do not wish to speak, but please record my: ^ Support ^ Opposition Agenda Item Number: P ~ ' ~ OrdinancelResolution Number: Name: ~ ~ ~ 1 ~ ~ Pr~~ Address: 7 ~ ~ ~~ ~~ S ~ ~ ~' City: ~~ ~ fit.-IU 1 ~~- ~ State: ~x Telephone Number: ~ (7 ' ~~ ~i ~ ~ Representing: Zip Code: ~~~ ~ 7 5~~~ organizationlself 1 understand 1 am limited to speaking for pve minutes. For business not listed on the agenda as a Public Hearing, City Council will not respond in accordance with the Texas Open Meeting Law, Chapter 551 of the Texas Local Government Code. Signed: This information is a Public Record. SPEAKER CARD Date: L~F~` ~1 ~ ~. I will speak In Support of this item. ~, ~~ I will speak In Opposition to this item. I do not wish to speak, but please record my: ^ Support ^ Opposition Agenda Item Number: f ~ ' ~ OrdinancelResolution Number: Name: ~~' ~--~C~ ~=1~ ~ ~..1~ f(f Address: 7 ~ ~ ~r ~ /~ZM d C~t'C_., ~ ~Z ~ City: ~~-t-~'f ~/ ~-~--~ State: ~ ~ Zip Code: 76 ~,~~~ Telephone Number: ~l7- ~~~ ~ (~~ ~~- Representing: S ~ L-1~ organization/self I understand 1 am limited to speaking for eve minutes. For business not listed on the agenda as a Public Hearing, City Council will not respond in accordance with the Texa pen Meeting Law, Chapter 551 of the Texas Local Government Code. Signed: ~ ~ ~~ _ This information is a Public Record. I SPEAKER CARD Date: ~ { ~' ~ _~ I will speals~~rp}~aet of this item. I will speak In Opposition to this item. I do not wish to speak, but please record my: ^ Support Agenda Item Number: OrdinancelResolution Number: Name: ~ ~J Address: I V ~ ! ~ ~ ,~ City: State: ~~ Telephone Number: ^ Opposition _ Zip Code: Representing: orga ' tion/self 1 understand 1 am limited to speaking for five minutes. For business not listed on the agenda as a Public Hearing, City Council will not respond in accordance ith t Texas O~~~Meeting Law, Ch~ptsr~51 of the Texas Local Government Code. Signed: ~ A n, / . ,-..~,. ~- //l1 This information is a Public Record. 1\ ~~, _ ~~ City Hall ~ City of Colleyville 100 Main Street Colleyville, Texas 76034 ~~~~~~~~ Agenda Briefing 817.503.1000 www.colleyville.com File Number: File Type: Report Status: Reports Version: 1 Agenda Date: 08/19/2008 Controlling Body: City Council Requester: Office of the City Agenda No.: 6 Final Action: Secretary File Name: Reports -August 19, 2008 Attachments: Library Board Minutes -June 9, 2008 Zoning Board of Adjustment Minutes -June 10, 2008 Colleyville Trails and Sidewalks Committee Minutes -July 1, 2008 Library Board Worksession Minutes -July 9, 2Q08 Planning and Zoning Commission Minutes -July 14, 2008 History of Legislative File Version: Date: Acting Body: Action Text: 1 08/19/2008 City Council Title Library Board Minutes -June 9, 2008 Zoning Board of Adjustment Minutes -June 10, 2008 Colleyville Trails and Sidewalks Committee Minutes -July 1, 2008 Library Board Worksession Minutes -July 9, 2008 Planning and Zoning Commission Minutes -July 14, 2008 City of Colleyville Page 1 Printed on 8/13/2008 COLLEYVILLE PUBLIC LIBRARY BOARD MINUTES June 9, 2008 CALL TO ORDER -Chair Pat Jones called the meeting of the Colleyville Public Library Board to order at 7:00 p.m. ROLL CALL -Members present: Pat Jones, Karen Birkes, Susan Potter, Richard Roxburgh, Mary Alice Rippe and Nancy Bowen Members absent: Steve Isbell Alternates present: Thad Bolline Alternates absent: Jerome Davis Ex-Officio Members present: Ginny Tigue and Nancy Coplen Ex-Officio Members absent: Mayor David Kelly, Steve Banta, Ret Stansberger and Dr. Larry Darlage Council Liaison Absent: Tony Licata Staff present: Mary Rodne II. Approval of April 14, 2008 Minutes and May 12, 2008 Minutes - A motion was made by Mary Alice Rippe and seconded by Karen Birkes to approve the April 14, 2008 minutes and the May 12, 2008 minutes. Motion approved unanimously. III. LIBRARIAN'S REPORT a. Monthly Statistics Library Director Rodne distributed Colleyville Public Library Usage Statistics, for review and discussion. In May, patrons had checked out a total of 14,993 items, 85 Colleyville residents registered for library cards, library patron visits totaled 6,865, attendance for programs totaled 284 and volunteer hours totaled 215.25 hours. Rodne noted that the total circulation of library materials this year was 3% higher than the total circulation of library materials last year at this time. b. Donations Director Rodne reported on the donations the Library received in April and May. In April, the donations included: $250 from the Colleyville Garden Club for the purchase of gardening books and magazines. In May, the Library received a total of $9,425 in donations. The donations included: $2,725 from the Friends of the Library for a shared purchase, with the Library Foundation, of a CD/DVD DiscCheck Compact Robotic Inspector; $150 from Steve, Jane, Whitney and Lane Garman for the purchase of books to honor the memory of Harriett Coker, Effie Katheliade McWilliams, and Martelle Bristow; $50 from Ann Maddux for the purchase of a CD book; $500 from an anonymous donor for the Library's Adopt-A-Magazine program; and $6,000.00 from a Colleyville Woman's Club 2007-2008 Circle of Hope Grant for the purchase of books on CD. c. Programs Director Mary Rodne presented an overview of the Library's Summer Reading Program, Read! Explore! Go Wild! scheduled to start on June 16, 2008, and noted that the staff had been very busy preparing for the seven- week program. Rodne reported that during the month of May, Youth Services staff had visited area schools to promote the program, and that additionally, classes from Bransford and Colleyville Elementary Schools had walked over to the Library for tours and presentations on the Summer Reading Program. It was noted that the visits had been very well received, and that the children were very excited about the activities planned for the summer. Rodne added that the Opening Ceremony was going to be held on June 16, 2008, from 10:30 a.m. - 12:30 p.m., and invited everyone to attend. Director Rodne also announced that the response to the reading program had been outstanding, and that registrations had exceeded last year at this time. Rodne also reported that Library staff had attended the annual National Charity League volunteer sign-up event to promote summer volunteer opportunities at the Library, and that the number of National Charity League members signing up to volunteer at the Library during the summer was greater than last year. Rodne added that response to the VolunTeens program was also greater than previous years. IV. NORTH TEXAS REGIONAL LIBRARY SYSTEM ASSEMBLY MEETING REPORT -APRIL 24, 2008 Nancy Bowen reported that she and Library Director Mary Rodne had attended a North Texas Regional Library System Assembly meeting on April 24, 2008, at the Lewisville Public Library. Bowen presented an overview of the meeting and noted the key agenda items. Director Rodne announced that the Colleyville Public Library had hosted two North Texas Regional Library System workshops in May which included: Green Libraries for Dummies and Book Protection and Repair. V. COLLEYVILLE PUBLIC LIBRARY SPACE REORGANIZATION PLAN DEVELOPMENT UPDATE Director Rodne presented an update on the Library Space Reorganization project activities highlighted in an informational memorandum prepared by Sam McBain Mulford, Principal Strategist, of Ideation • Collaborative. Discussion ensued. Consensus of the Board was that the kick-off to the project in May had been very productive, and that great progress had been made on the study in a short period of time. It was also noted that response to the online Community Survey was impressive. Rodne added that Sam McBain would be returning the week of July 7, 2008, to facilitate another series of Library space planning workshops, and invited everyone to attend the `Envisioning the Experience' activity scheduled on July 9, 2008, from 11:00 a.m. - 5:00 p.m. Rodne noted that this would be a six (6) hour interactive Stakeholder and Staff Workshop focused on discussing the input from the community; exploring service model innovations; and identifying the future experiences to be had in the library. VI. REVIEW AND DISCUSSION OF THE CITY OF COLLEYVILLE FY 2009 BUDGET SCHEDULE Library Director Mary Rodne presented an overview of the proposed City of Colleyville 2009 Budget Calendar. VII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT President Mary Alice Rippe reported that the Friends of the Library would be holding an Annual Meeting on June 24, 2008, at 7:00 p.m. in the upper level of the library. Rippe noted that an election of officers would be held at the Annual Meeting and that a new president would be elected. Rippe also confirmed that the Friends were sponsoring a Scholastic Book Fair during the Summer Reading Program the week of June 22 -June 28, 2008, and presented Book Fair details. Rippe added that Scholastic was also providing costume characters, which included favorite children's book characters, Geronimo Stilton and Clifford the Big Red Dog. It was noted that the characters were scheduled to appear at the Opening Day Safari Celebration on June 16, 2008 and other programs throughout the week. Rippe concluded that the Friends would be providing refreshments at the Opening Day Celebration. VIII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT Ginny Tigue, Foundation Liaison to the Library Board, reported that the Foundation Board was funding the Library Space Reorganization project, which was being facilitated by Sam McBain Mulford of Ideation • Collaborative. Tigue added that the Foundation was also working on their 2008 annual fundraisers, the mailer, the Race to Read Fun Run scheduled on November 8, 2008 and a Danny Wright Concert. IX. NEXT MEETING DATE Chair Pat Jones noted that the next Library Board meeting was scheduled on August 11, 2008. X. SUGGESTED ITEMS FOR FUTURE MEETINGS None XI. CITIZEN COMMENTS None XII. ADJOURN: A motion was made by Nancy Bowen and seconded by Karen Birkes to adjourn the meeting. Motion approved. The meeting of the Colleyville Public Library Board was adjourned at 8:00 p.m. ~=~~'~ City of Colleyville ', ~ Minutes -Final s;., Zoning Board of Adjustment City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, June 10, 2008 7:00 PM City Council Chambers 1. CALL TO ORDER The Zoning Board of Adjustments meeting of the City of Colleyville was called to order by Chairman McNosky on June 10, 2008 at 7:05 p.m. 2. ROLL CALL Present: Board members Skip Reynolds, Rich Munson, Dee McNosky and Jim Gotcher (Alternate 2) Absent: Board members Lisa Kenney, Ed Moore and Kevin Sams (Alternate 1) Staff Present: Ron Ruthven, Justin Bass and Intern, Sarah Coplen 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF MINUTES Board member Reynolds moved to approve the April 29, 2008 meeting minutes as written. Board member Munson seconded. The motion carried by the following vote: Aye: 4 -Reynolds, Munson, McNosky, Jim Gotcher, Alt. 2 Absent: 3 -Kenney, Moore, Sams, Alt. 1 5. AGENDA ITEMS 5a Case A-08-005- Request for a variance from the regulations of the Colleyville Land Development Code regarding fence height requirements in the front yard setback on Lot 1 R, Block 1 of the Wines Addition located at 201 West L.D. Lockett Road Justin Bass presented the case and briefed the Board members. Chairman McNosky opened the public hearing at 7:06 p.m. Carol Montgomery, 201 W. L.D. Lockett Road, applicant, came forward to present the case and brief the Board members. Board member Reynolds questioned Mrs. Montgomery regarding why City of Colleyville Page 1 Printed on 8/13/2008 Zoning Board of Adjustment Minutes -Final June 10, 2008 does the fence have to be 42 inches tall as opposed to 30 inches tall? Mrs. Montgomery replied she was told by the permitting department that she would be allowed to build a 2 1/2 foot fence. Justin Bass stated Mrs. Montgomery was told 30 inches. Chairman McNosky questioned staff regarding if there are two variances being applied for, one, the placement of the fence and two, the height of the fence? Justin Bass replied just the height. Chairman McNosky stated she understood that Mrs. Montgomery would like to have something taller so that it could be visible for SUVs and taller vehicles. Justin Bass concurred. Board member Reynolds questioned staff regarding how is it that the neighbors are building fences that are similar situated? Justin Bass replied many of the lots are within a subdivision that would allow for the perimeter fencing. Ron Ruthven stated the one lot subdivisions have a provision in the Land Development Code that allows the perimeter fencing. He also reminded the Board of a fence variance that was recently approved down the street from this request. Mrs. Montgomery had pictures of it to show the Board. Board member Reynolds questioned staff regarding if that fence is on the same build line? Chairman McNosky replied it is on the property line. Board member Gotcher questioned staff regarding if the picture presented is the fence that received the variance approval? Ron Ruthven replied no, that lot is a one lot subdivision that is allowed to have the taller fencing. He stated the one that the Board approved is on a different location on LD Lockett Road and was approved for Mr. Labreque at six feet. Board member Reynolds questioned staff regarding if the fence is built as requested, will there be any visibility issues? Ron Ruthven replied Mrs. Montgomery was made aware of the 25 foot visibility triangle requirement and has agreed to the requirement. Board member Reynolds questioned Mrs. Montgomery regarding what will the fence look like once it is constructed? Mrs. Montgomery presented pictures that represent what the fence will look like. Board member Reynolds questioned Mrs. Montgomery regarding if they built the house or did they purchase the house already built? Mrs. Montgomery replied they built the house. Board member Reynolds questioned Mrs. Montgomery regarding if they City of Colleyville Page 2 Printed on 8H3/2008 Zoning Board of Adjustment Minutes -Final June 10, 2008 purchased the lot with the current configuration? Mrs. Montgomery replied no, about a year after the purchase of the lot, they purchased a little more which gave the lot the current configuration. Board member Reynolds questioned Mrs. Montgomery regarding what is the hardship? Chairman McNosky offered a suggestion that based on the lots in the area, they assumed that they would be able to build a fence similar to the ones in the area. Board member Reynolds questioned Mrs. Montgomery regarding what is the hardship? Mrs. Montgomery replied because the lot is on the curved street, the traffic is a major issue. She stated the lots in the area have placed fences around the properties because the traffic is dangerous. Chairman McNosky stated there is a tree that would be compromised as well. Mrs. Montgomery concurred. Board member Reynolds questioned staff regarding if there would be any way possible for this lot to be rezoned or reclassified as a subdivision? Ron Ruthven replied the lot is currently platted in a two lot subdivision. He stated this lot is not adjacent to unplatted property that she would be able to bring into her property. Board member Reynolds questioned staff regarding if anyone has complained about this proposal? Ron Ruthven replied no. Board member Reynolds stated staff recommended denial, however, will this create any hardship within the community if the request were approved? Ron Ruthven replied no, as long as the fence meets the code regarding the visibility requirement. Board member Munson questioned staff regarding where would the 25 foot visibility triangle come into place with this lot? Ron Ruthven replied at the corner of Bettinger and LD Lockett Road. Board member Munson questioned Mrs. Montgomery regarding the entrance to the driveway? Mrs. Montgomery replied they do not wish to put a gate on the driveway. Board member Munson questioned Mrs. Montgomery regarding if the visual barrier will protect the property from the traffic? Mrs. Montgomery replied yes. Chairman McNosky questioned staff regarding if there is a curve traffic sign at this location? Ron Ruthven replied not knowing, but that he could check. Board member Munson replied as well as a driveway sign. City of Colleyville Page 3 Printed on 8/13/2008 Zoning Board of Adjustment Minutes -Final June 10, 2008 Board member Gotcher replied as well as traffic reflectors on the roadway down the middle line. Mrs. Montgomery replied there is not a middle line. Board member Munson questioned Mrs. Montgomery regarding what is the topo like in the back yard? Mrs. Montgomery replied fairly flat with about 55 trees. There being no one wishing to speak, the public hearing was closed at 7:28 p.m. Board member Reynolds moved to approve case A-08-005 with the understanding that the applicant will observe the 25 foot visibility triangle requirement as well as there be no gate on the driveway entrance. He stated the gate will cause a different safety hazard. He stated the questions and comments regarding the placement of a potential gate would need to be referred to staff. Board member Munson seconded. The motion carried by the following vote: Aye: 4 -Reynolds, Munson, McNosky, Jim Gotcher, Alt. 2 Absent: 3 -Kenney, Moore, Sams, Alt. 1 5b Case A-08-006 - Request for a variance from the regulations of the Colleyville Land Development Code regarding rear and side setback requirements on Lot 6, Block 4 of the Saddlebrook Addition located at 4309 Brookhollow Drive Justin Bass presented the case and briefed the Board members Board member Reynolds questioned staff regarding if the structure were to be constructed without the breezeway, would the applicant be required to come before the Board? Justin Bass replied no, however, they would be required to receive a Special Use Permit from the Planning and Zoning Commission as well as City Council. Board member Reynolds questioned staff regarding what would the applicant have to show to the Planning and Zoning Commission as justification for the need of the structure? Ron Ruthven replied there are no hardship requirements when presenting the case. He stated the applicant would be requested to justify why they are in request of the large building. The request would be presented to the Planning and Zoning Commission as well as City Council. Board member Reynolds questioned staff regarding if there have been any requests made, similar, in the last 24 months for the Planning and Zoning Commission regarding residential property? Ron Ruthven replied yes, 3 at least, 2 within the last six months, that were approved by City City of Colleyville Page 4 Printed on 8/13/2008 Zoning Board of Adjustment Minutes -Final June 10, 2008 Council. Board member Reynolds questioned staff regarding what were the conditions on which the request was approved by City Council? Ron Ruthven replied the conditions that are considered are whether or not the structure affects the surrounding neighbors and that there be no living quarters within the structure. Board member Reynolds questioned staff with regards to this request, would it meet or violate that criteria? Ron Ruthven replied as an addition to the home, it would be considered as part of the home, but not as a separate residence. As a detached structure, it could not be taller than the main structure and it can not be a separate residence. Chairman McNosky stated this request is an attached structure with setback encroachments. Chairman McNosky opened the public hearing at 7:37 p.m Brad Rogers, 4309 Brookhollow Drive, applicant, came forward to present the case and brief the Board members. Board member Reynolds questioned Mr. Rogers regarding how long has he lived there? Mr. Rogers replied 10 years. Board member Reynolds questioned Mr. Rogers regarding what will be behind the breezeway? Mr. Rogers replied there is a three car garage with a workshop on the end of it. Board member Reynolds questioned Mr. Rogers regarding what materials will the structure be constructed? Mr. Rogers replied brick, just like the home. Board member Reynolds replied that structure will improve the tax base of the community. Chairman McNosky replied this will not affect the neighbors and that the character of the house will remain in tack. Board member Reynolds stated the shape of the lot is the hardship. There being no one wishing to speak, the public hearing was closed at 7:49 p.m. Board member Reynolds moved to approve case A-08-006. Board member Gotcher seconded. City of Colleyville Page 5 Printed on 8/13/2008 Zoning Board of Adjustment Minutes -Final June 10, 2008 The motion carried by the following vote: Aye: 4 -Reynolds, Munson, McNosky, Jim Gotcher, Alt. 2 Absent: 3 -Kenney, Moore, Sams, Alt. 1 6. REPORTS AND COMMENTS None 7. ADJOURNMENT The meeting adjourned at 7:50 p.m. I hereby certify the above agenda was posted on the bulletin boards at City Hall on Thursday, June 5, 2008 by 5:00 p.m. The meeting minutes were approved on August 12, 2008. City of Colleyville Page 6 Printed on 8/13/2008 ~„YO, COLLEYVILLE TRAILS AND SIDEWALKS COMMITTEE `~ WORKSESSION MINUTES -July 1, 2008 Texab CALL TO ORDER The meeting was called to order at 4:04 p.m. ROLL CALL Present: David Klenzendorf, Gail Manion, Odilon Alvarado, Jack Olsen, Tony Licata Staff Present: Jeremy Hutt APPROVAL OF MINUTES David Klenzendorf moved to approve the minutes from the June 10, 2008 meeting, as written. The vote to approve the minutes was unanimous. WORKSESSION AGENDA ITEMS 1. Discussion of a Proposed Amendment to the Colleyville Pathways Plan to include a Sidewalk Master Plan Jeremy Hutt opened the meeting with a couple of items requested at the last worksession. First was an updated sidewalk escrow list which was provided by the Finance Department, and second was the bid tab and line item break down for the 2008 Sidewalk Improvement Project. This will help Committee members to understand the funds available and the cost break down of current projects. Gail Manion requested that staff check into the estate homes along Bransford Road, they were not listed on the escrow list; Jeremy Hutt agreed to look into this. Odilon Alvarado asked what the escrowed money could be use for and Jeremy Hutt gave a brief explanation. David Klenzendorf questioned if the 2008 Sidewalk Improvement Bids came in at the expected cost; Jeremy Hutt stated that overall the final cost was as expected. Jeremy Hutt brought an updated sidewalk map with the Committee's recommendations from the last worksession. Tony Licata was unable to attend the last worksession; he had questions concerning the options agreed to at the last worksession. Jeremy Hutt gave a quick review of the options. Tony Licata stated that in his opinion it was a two step process. The most important question for the Committee to ask is number one..."What do we want the City to look like from a Trails and Sidewalk perspective when it's done"? Number two "When funds are being escrowed, how do we want to make this happen"? The discussion continued on issues to consider while making their recommendations. In addition, the Committee would like to hold a public meeting once the plan is complete. The Committee went to work on color coding the updated map. Colleyville Trails and Sidewalks Committee Worksession Minutes -July 1, 2008 Tony Licata bought to the Committee's attention an option used at the City of Keller for areas that may be redeveloped. He stated that in the City of Keller, when an area is being redeveloped the developer has to contribute to a general sidewalk fund, even if sidewalks are not required. This may be an option that the Committee may want to look into; noting that it would require a policy change to set up a fund dedicated to sidewalks, but not necessarily tied to a specific property. Jeremy Hutt agreed to look into a general sidewalk fund and how it would work. Discussion and color coding continued, with the understanding that some of the areas being reviewed may need to be revisited. Jeremy Hutt informed the Committee that in addition to sidewalk recommendations, they could also recommend a sidewalk be upgraded to a trail. Jeremy Hutt agreed to update the map and emailed it to the Committee members so they could see the gaps and look at those areas before the next worksession. STAFF REPORTS The committee agreed to have another worksession to continue working on the Sidewalk Master Plan. The worksession will be set for Tuesday, July 29, 2008 at 4:00 p.m. ADJOURNMENT The meeting adjourned at 5:58 p.m. Respectfully Submitted, Kathy E. Moore Administrative Assistant Approved on: July 29, 2008 Colleyville Trails and Sidewalks Committee Worksession Minutes -July 1, 2008 COLLEYVILLE PUBLIC LIBRARY BOARD WORKSESSION MINUTES JULY 9, 2008 I. CALL TO ORDER -The meeting of the Colleyville Public Library Board Worksession was called to order at 11:30 a.m. ROLL CALL -Members present: Pat Jones and Mary Alice Rippe. No quorum present. II. `ENVISIONING THE EXPERIENCE' INTERACTIVE STAKEHOLD AND STAFF WORKSESSION Sam McBane Mulford, Principal Strategist, of the company Ideation • Collaborative, presented an overview of the Colleyville Public Library Spatial Reorganization project, and highlighted information gathered to date. Mulford then facilitated group discussions to identify the activities, as well as the look and feel, of the Colleyville Public Library in the future; defining its services, collections, programs, spaces, identity and value in the community. Mulford concluded the Worksession with a summary of participant input and a timeline for the completion of the project. III. ADJOURN: The meeting of the Colleyville Public Library Board Worksession was adjourned at 5:00 p.m. "':_~ City of Colleyville 1000 Mltain Street t~ Colleyville, Texas 76034 Minutes -Final 817.503.1000 '~ ~~~ www.colleyville.com Planning and Zoning Commission Monday, July 14, 2008 6:15 PM City Council Chambers 6:15 P.M.- PRE-COMMISSION WORKSHOP EXECUTIVE CONFERENCE ROOM, THIRD FLOOR LEGAL BRIEFING BY CITY ATTORNEY REGARDING PLANNING, ZONING, PLATTING, AND LAND USE REVIEW OF REGULAR AGENDA ITEMS DISCUSSION OF PREVIOUS MEETING MINUTES 7:00 P.M. -REGULAR MEETING 1. CALL TO ORDER The Planning and Zoning Commission meeting of the City of Colleyville was called to order by Chairman Byerly on July 14, 2008 at 7:00 p.m. 2. ROLL CALL Present: Commissioners Larry Knox, Dave Dudziak, Scott Redfearn, Michael Clardy, David Phelps, Denis Duffy, Jeff Byerly Staff Present: Ron Ruthven, Justin Bass, Mike Johnston and Jeremy Hutt 3. INVOCATION The invocation was given by Commissioner Phelps. 4. PLEDGE OF ALLEGIANCE 5. APPROVAL OF MINUTES Commissioner Knox moved to approve the June 9, 2008 meeting minutes as written. Commissioner Dudziak seconded. The motion carried by the following vote: Aye: 7 -Knox, Dudziak, Redfearn, Clardy, Phelps, Duffy, Byerly 6. CITIZEN COMMENTS REGARDING ITEMS NOT ON THE AGENDA None City of Colleyville Page 1 Printed on 8/12/2008 Planning and Zoning Commission Minutes -Final July 14, 2008 7. REGULAR AGENDA ITEMS 7a Approval of a minor plat for Lot 5, Block 3 of the Oak Knoll North Addition on .46 acres out of the Hall Medlin Survey located at 7208 Jo Will Street, Case P-08-021 Justin Bass presented the case and briefed the Commissioners. Commissioner Redfearn moved to approve case P-08-02. Commissioner Duffy seconded. The motion carried by the following vote: Aye: 7 -Knox, Dudziak, Redfearn, Clardy, Phelps, Duffy, Byerly 7b Approval of a preliminary plat for Somerset Manor Addition located at 1200 Murphy Road and 8600 to 8612 Precinct Line Road, Case P-08-024 Justin Bass presented the case and briefed the Commissioners. Commissioner Dudziak questioned staff regarding public use area number 4, what does the arrow pointing to the half moon court indicate? Justin Bass replied they are denoting that the streets within the subdivision are their own HOA lot and that the HOA has to maintain the streets. Commissioner Dudziak questioned staff if they are calling that an open space area? Justin Bass replied no, they are calling it a lot. Commissioner Duffy stated the applicant must agree and know that the HOA agreement must be presented to City Council prior to the final plat being accepted by the Planning and Zoning Commission. Adam Buczek, the applicant, came forward and stated that he acknowledged that the HOA agreements must be submitted before the final plat is accepted by the Planning and Zoning Commission. Commissioner Dudziak questioned staff regarding response number 13 on the Applicant's Response to the Development Review Committee Memo, do the streets count toward the open space calculations? Justin Bass replied that he had contacted the developer and that the streets did not count toward the open space calculations. Commissioner Dudziak questioned staff regarding if all of the open space acerages had been accounted for? Justin Bass replied that the open space areas include the public use areas 1, 2 and 3 and that Lot 4 is dennoted as a lot and will be maintained by the HOA and has not been counted toward the open space. Commissioner Dudziak questioned staff regarding if the lot has to be changed? He stated City of Colleyville Page 2 Printed on 8/12/2008 Planning and Zoning Commission Minutes -Final July 14, 2008 according to the calculations, the open space is short by 2.9 acres on the 20.59% requirement. Justin Bass replied the corrections can be made on the plat for clarity purposes. Discussion occured between staff and the Commissioners regarding the clarity of Lot 4 and the arrow that has been placed on the plat submittal. Commissioner Duffy concurred and stated the final plat submittal will need to be cleaned. Commissioner Clardy questioned staff regarding if the portion outside of the gate would be maintained by the City or the HOA? Justin Bass replied it would be maintained by the HOA. Commissioner Duffy moved to approve case P-08-024. Commissioner Phelps seconded. The motion carried by the following vote: Aye: 7 -Knox, Dudziak, Redfearn, Clardy, Phelps, Duffy, Byerly 8. 9 10. STAFF COMMENTS, REPORTS AND DISCUSSION ITEMS None COMMISSIONERS' COMMENTS AND REPORTS None ADJOURNMENT The meeting adjourned at 7:20 p.m. I hereby certify the above agenda was posted on the bulletin boards at City Hall on Friday, July 11, 2008 by 5:00 p.m. Amy Shelley, Planning and Zoning Assistant The meeting minutes were approved on August 11, 2008. City of Colleyville Page 3 Printed on 8/12/2008 RESOLUTION R-08-2999 A RESOLUTION APPROVING COUNCIL ACTION UNDER BUSINESS AT THE REGULAR COUNCIL MEETING OF AUGUST 19, 2008 WHEREAS, Council has taken action on certain items on the agenda under Business. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the agenda decisions approved by Council action under Business this date and not otherwise adopted by Ordinance and/or separate Resolution as follows are hereby adopted: a. THAT AND IT IS SO RESOLVED. APPROVED BY A VOTE OF ON THIS THE DAY OF ATTEST: Cynthia Singleton, TRMC, CMC City Secretary AYES, NAYS AND ABSTENTIONS 2008. CITY OF COLLEYVILLE David Kelly Mayor