HomeMy WebLinkAboutCity Council-Minutes-5/31/2012j%`~ ~~ City of Colleyville ~;ty Ha„
CC~LLEY`TILLE City Council Worksession 100 Main Street
~~~~~~~~~ Agenda Colleyville, Texas 76034
817. 503.1000
r F ~` ''' www.colleyville.com
Thursday, May 31, 2012 City Council Chambers
6:00 p.m.
1. CALL TO ORDER
2. PRESENTATION AND DISCUSSION
2a Update on the financial status of the Tax Increment Financing District
2b Final citizen survey results
2c Strategic plan discussion
2d Update of the General Fund and Debt Service Fund Financial Forecast (FY
2013 - 2019)
2e Review of Fire Department Staffing Plan (FY 2013 - 2015)
2f Police Department Priorities and Future Strategies
2g Presentation and Discussion of a Proposal to Regionalize Animal Control
Services
2h Update on the street condition assessment and analysis of the results
2i Review and discussion of the 2012 Compensation Survey
3. AD70URNMENT
I hereby certify this agenda was posted on City Hall bulletin boards May 25, 2012, by 5: 00
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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 p/an to attend this public meeting and have a disability that requires special
accommodations, p/ease advise the City Secretary at /east 48 hours in advance at
817.503.1133, and reasonab/e accommodations will be made to assist you.
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City of Colleyville City Hall
City Council Worksession 100 Main Street
Colleyville, Texas 76034
Agenda 817. 503.1000
www.colleyville.com
Friday, June 1, 2012 City Council Chambers
9:00 a.m.
IT WILL BE DETERMINED AT THE CONCLUSION OF THE MEETING ON
THURSDAY, MAY 31, 2012, IF THIS MEETING WILL BE NECESSARY.
1.
2.
3.
CALL TO ORDER
PRESENTATION AND DISCUSSION
2a Update on the financial status of the Tax Increment Financing District
2b Final citizen survey results
2c Strategic plan discussion
2d Update of the General Fund and Debt Service Fund Financial Forecast (FY
2013 - 2019)
2e Review of Fire Department Staffing Plan (FY 2013 - 2015)
2f Police Department Priorities and Future Strategies
2g Presentation and Discussion of a Proposal to Regionalize Animal Control
Services
2h Update on the street condition assessment and analysis of the results
2i Review and discussion of the 2012 Compensation Survey
AD70URNMENT
I hereby certify this agenda was posted on City Hall bulletin boards May 25, 2012, by
5: 00 p. m.
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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.
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City Council Agenda June 1, 2012
If you p/an 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 City Hall
C~ty C~unC~~ 100 Main Street
Colleyville, Texas
Worksession 76034
817. 503.1000
M i n utes www.colleyville.com
Thursday, May 31, 2012, 6:00 p.m. Executive Conference Room
The City Council Worksession of the Colleyville City Council was called to order by
Mayor David Kelly on May 31, 2012, at 6:11 p.m.
Mayor Kelly expressed appreciation to staff for attending the worksession.
Roll Call: Mayor David Kelly, Mayor Pro Tem Tom Hart, and Councilmembers Carol
Wollin, Michael Muhm, Stan Hall, Jody Short, and Mike Taylor were present. City
Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer Terry
Leake, Strategic Services Manager Eric Ellwanger, Communications and Marketing
Director Mona Gandy, Finance Manager Karen Hines, Public Works Director Bob
Lowry, Information Services Manager Chris Pena, Colleyville Center Manager Lin
Przybyl, Library and Parks and Recreation Director Mary Rodne, Community
Development Director Ron Ruthven, Fire Chief Russell Shelley, Economic
Development Director Marty Wieder, Police Chief Michael Holder, Police Lieutenant
Rodney Cunningham, Human Resources Director Michelle Reyes, City Engineer
]eremy Hutt and City Secretary Cynthia Singleton were also present.
2. PRESENTATION AND DISCUSSION
2a Update on the financial status of the Tax Increment Financing District
This item will be presented during the June 5, 2012 Pre Council meeting.
2b Final citizen survey results
Mr. Ray Turco, of Raymond Turco & Associates spoke regarding the preliminary
results of the citizen survey and the final results, which included 46 additional
responses and corrected coding of the online survey responses for questions 21
through 27, related to customer service, and answered questions of the City Council.
Strategic Services Manager Eric Ellwanger stated in an effort to ensure budget
decisions and resource allocations are linked directly to community priorities, staff is
using the 2012 Citizen Survey as a tool to aid in determining the priorities. Mr.
Ellwanger reviewed citizen responses related to quality of life, issues facing the City,
service areas, economic development, and public safety and answered questions of
the City Council.
Council Worksession Minutes Mav 31, 2012
Discussion ensued regarding the survey results as compared to the 2010 Citizen
Survey results, recreational programs and activities, and Senior Center usage.
2c Strategic Plan discussion
Strategic Services Manager Eric Ellwanger stated after almost three years of progress
toward the Strategic Plan, staff is recommending modifications to the specific
objectives that are linked to each of the strategic points. In an effort to keep the
objectives outcome based and less tactical in nature, staff is suggesting several
additional objectives and recommending slight changes in wording on others.
Additionally, staff is recommending deletion of a few objectives that have either been
accomplished or have been determined to be a lower priority than warrants inclusion
in the plan. The goal is to ensure the Strategic Plan is a document that clearly
establishes the vision and priorities of the community. Tactical initiatives that seek to
move the City in the direction of that vision are outlined at the program level in
departmental business plans.
Strategic Services Manager Ellwanger reviewed the proposed the changes and
answered questions of the City Council.
Discussion ensued regarding language related to the state of City revenues; the City's
identity, definition of a destination, and core service delivery.
City Council requested staff review and modify the strategic points related to the
discussion.
City Manager Jennifer Fadden stated the City's Master Pl~n will be updated in Fiscal
Year 2013 and citizen input will be obtained at several public meetings. The citizen
input will be incorporated into the strategic points for City Council consideration.
City Council will provide feedback related to the proposed Strategic Plan to the city
manager, as appropriate.
2d Update of the General Fund and Debt Service Fund Financial Forecast (FY 2013
- 2019)
Assistant City Manager and Chief Financial Officer Terry Leake provided an update of
the General Fund and Debt Service Fund Financial Forecast for Fiscal Years 2013
through 2019 and revenue categories of ad valorem tax, franchise tax, sales tax
receipts, fines, licenses and permits, charges for service, and interest income.
Discussion ensued regarding the structure and impact of the over 65 tax exemption.
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City Council Worksession Minutes May 31, 2012
City Council requested staff provide additional information regarding the regulations
of the over 65 tax exemption, the impact to the City, and the average of the over 65
tax exemption of surrounding cities.
2e Review of Fire Department Staffing Plan (FY 2013 - 2015)
Fire Chief Russell Shelley reviewed the Fire Department Fiscal Year 2013 - 2015
staffing plan, which was revised to include changes to the rank structure and new
positions, all within a sustainable implementation schedule. The completion of the
plan will provide for three person staffing on all fire apparatus by October 2014,
Battalion Chiefs on each shift, and engineers to operate each fire apparatus. The
annual cumulative cost of implementation of the fire staffing plan for Fiscal Years
2013 through 2015 is estimated at $560,854. Total cost of implementation over the
four-year period of 2012 through 2015 is $640,976. Funding for the plan is expected
to be available in within existing revenue sources based on current financial
projections. Chief Shelley further stated future considerations beyond Fiscal Year
2015 are the addition of one firefighter per shift and the addition of a second staffed
ambulance to meet the long term demands for ambulance service in Colleyville.
Beyond these two long term conditions, staffing in the fire department will be
sufficient in the forseeable future.
Discussion ensued regarding firefighter work schedules and overtime costs.
Mayor Kelly recessed the worksession at 7:49 p.m. and reconvened at 7:59 p.m.
2f Police Department Priorities and Future Strategies
Police Chief Holder stated an analysis of the Police Department's critical areas
including current staffing levels, staff development, policy and procedures,
technology, and equipment led to a strategic initiative for Fiscal Year 2013. Chief
Holder reviewed the staffing levels and department goals and stated the Police
Department recently applied to and was accepted into the Texas Police Chief's
Association Foundation `~Recognition Program", which ensures the department
policies and procedures meet or exceed recognized best practices and the
department will work toward national accreditation through the Commission on
Accreditation for Law Enforcement Agencies (CALEA).
Chief Holder stated the department is experiencing compression issues within the
salary structure, which is a factor in the department's inability to retain officers past
the six year time period and reviewed the challenges to recruiting and retaining
quality employees.
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City Council Worksession Minutes May 31, 2012
Discussion ensued regarding the status of the surrounding city's Police Department's
staffing levels and salary structure and concerns regarding a compensation step plan
design.
Discussion continued regarding a compensation plan and retention strategies.
Human Resources Director Michelle Reyes provided information regarding the basis
for and structure of a 14 step compensation plan.
The topic will be placed on a future Pre Council agenda for additional discussion.
2g Presentation and Discussion of a Proposal to Regionalize Animal Control Services
Police Chief Holder stated, currently, there is one full-time animal control officer and
shelter services are contracted with the City of Hurst. The City of Hurst announced
plans to significantly increase the shelter service fees, and with the renovation of the
current animal shelter or construction of a new facility, will expect Colleyville to fund
over $100,000 in capital expenditures for the project.
Chief Holder further stated the City of Keller proposed the regionalization of animal
control services based on the model used by Colleyville, Keller, Southlake and
Westlake for public safety communication and jail services. Regionalization appears
to be the future direction for small and medium size agencies as a means to reduce
redundancy and improve service and staffing levels. It was determined that
Southlake would be a suitable partner in the regionalization. The City of Keller is
expanding the animal shelter and regionalization with Keller and Southlake would
offer all three cities additional hours of service and room for expansion. The costs
under the regionalization model will be based on workload percentages and
Colleyville's cost percentages would be 24 percent for calls for service and 10 percent
for impoundments. The first year savings under the regional short-term model would
be approximately $10,625. Long-term costs will increase slightly to offset the capital
cost of the expanded facility. The regionalization provides for expanded service
hours. The animal control vehicles will have a regional brand logo.
Discussion ensued regarding the cost savings and enhanced service level.
2h Update on the street condition assessment and analysis of the results
Public Works Director Bob Lowery stated in February 2012, a street condition
assessment was conducted by Applied Research Associates (ARA), a national
engineering firm that specializes in pavement management. A pavement condition
index rating (PCI) was assigned to every public street segment in the City. The PCI
is only an evaluation of the surface condition of the pavement, and does not take into
account factors such as pavement thickness, street width, shoulder width, and
City Council V1,~orksession Minutes May 31, 2012
drainage conditions such as bar ditches. Mr. Lowry further stated, in order to
develop a long range maintenance and reconstruction program based on severity of
need, it was necessary to use the PCI in conjunction with the other street
characteristics (pavement thickness, street width, etc.) to develop an overall street
condition index (OCI) and answered questions of the City Council.
Public Works Director Lowry stated a sound infrastructure management program has
two components - ongoing maintenance to extend the useful life of what is in place
now, and reconstruction to optimize future investment. The city engineer has
calculated the OCI for every public street segment in Colleyville and analyzed the
overall condition of the City's street system. Mr. Lowry spoke regarding the overall
condition of the street network, and stated the streets are in good condition, but are
deteriorating at a faster rate than being maintained or reconstructed, and arterials
and collectors are the greatest need.
Discussion ensued regarding the cost of reconstruction, a long range plan for street
maintenance and funding options.
Mr. Lowry stated the long range plan for street maintenance and reconstruction may
be available in 90 days and reviewed the policy questions.
Councilmember Muhm requested illustrations of street conditions.
City Manager Jennifer Fadden asked City Council if a draw down of available cash is
an acceptable funding option for street maintenance. Ms. Fadden further stated
rating agencies look closely at the reasons for a draw down of the fund balance, and
capital expenses are an acceptable use of those funds.
City Manager Fadden stated staff will recommend a General Fund draw down amount
for street maintenance and repair during the budget worksession.
2i Review and discussion of the 2012 Compensation Survey
This item will be presented during the June 5, 2012 Pre Council meeting.
3. AD]OURNMENT
There being no further business before the City Council, Mayor Kelly adjourned the
meeting at 10:21 p.m.
APPROVED BY A VOTE OF AYES, NAYS, AND C~
ABSTENTIONS ON THIS THE DAY OF 012.
City Council Worksession Minutes May 31, 2012
M i n utes ~ker~/a n d~repa re
hia Singleton, TRMC, CM
ity Secretary
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