HomeMy WebLinkAboutCity Council-Minutes-1/29/2013 �== ` City of Colleyville City Hall
COLLEYVILLE City Council Worksession 100 Main Street
Agenda Colleyville,Texas 76034
817. 503.1000
r f x N www.colleyville.com
Tuesday, January 29, 2013 Executive Conference Room
6:00 p.m. Third Floor, City Hall
1. CALL TO ORDER
2. EXECUTIVE SESSION - In accordance with Texas Government Code
Chapter 551, Subchapter D
Section 551.071 - Legal - Advice from City Attorney regarding drainage
Section 551.087 - Economic Development - Discuss or deliberate regarding
commercial or financial information that the City has received from business
prospects that the City seeks to have locate, stay, or expand in the City and
with which the City is conducting economic development negotiations
3. PRESENTATION AND DISCUSSION
3a Discussion of the City of Colleyville infrastructure
4. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday, January
25, 2013, by 5:00 p.m.
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Amy elley
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
City Hall
COLLEYVILLE City Council 100 Main Street
Colleyville, Texas 76034
9∎If 4 Minutes 817. 503.1000
r I. X N. www.colleyville.com
Tuesday, January 29, 2013 Executive Conference Room
Mayor David Kelly called the worksession of the Colleyville City Council to order on
January 29, 2013, at 6:06 p.m.
ROLL CALL: Mayor David Kelly, Mayor Pro Tern Torn Hart and Councilmembers Carol
Wollin, Stan Hall, Michael Muhm, Jody Short, and Mike Taylor were present. City
Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer Terry
Leake, Economic Development Director Marty Wieder, Public Works Director Bob
Lowry, City Engineer Jeremy Hutt, Project Engineer Dale Crown, Assistant to the
Public Works Director Beth Wimpy, Field Operations Supervisor Robert Lynch, Field
Operations Supervisor Jonathan Escamilla, Field Operations Supervisor Steven
Wester, Utility Support Supervisor Don Baker, Field Operations Manager Ken Tywater,
Community Development Director Ron Ruthven, City Attorney Matthew Boyle, and
City Secretary Amy Shelley were also present.
Mayor Kelly recessed the worksession at 6:07 p.m.
2. EXECUTIVE SESSION - In accordance with Texas Government Code
Chapter 551, Subchapter D
Section 551.071 - Legal - Advice from City Attorney regarding drainage
Section 551.087 - Economic Development - Discuss or deliberate regarding
commercial or financial information that the City has received from business
prospects that the City seeks to have locate, stay, or expand in the City and with
which the City is conducting economic development negotiations
Mayor Kelly explained the Executive Session had been called in accordance with the
Texas Government Code, Chapter 551, Subchapter D, Section 551.071, Legal,
Section 551.087, Economic Development. He further explained there would be no
decisions made or action taken during this time. The meeting was recessed at 6:07
p.m. and reconvened at 6:35 p.m.
Mayor Kelly reconvened the worksession at 6:37 p.m.
3. PRESENTATION AND DISCUSSION
3a Discussion of the City of Colleyville infrastructure
Public Works Director Bob Lowry discussed the City of Colleyville infrastructure.
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City Council Minutes January 29, 2013
Councilmember Muhm questioned staff regarding the definition of an unimproved
road. Director Lowry explained unimproved roads are the type that were not
designed nor constructed to carry today's type traffic in terms of volume and weight;
such as county roads with no curb and gutter.
Councilmember Muhm questioned staff regarding if Glade Road and Cheek-Sparger
Road are considered unimproved? Director Lowry explained yes, as well as Bransford
Road, Bedford Road, John McCain Road, McDonwell School Road, and Pleasant Run
Road.
Councilmember Short stated there are neighborhood streets that are considered
unimproved as well. Director Lowry concurred.
Councilmember Wollin stated some of the neighborhood streets are not up to current
standards. Director Lowry concurred and further stated some developer-built
infrastructure was not properly inspected.
Councilmember Taylor questioned staff regarding if the pipes are being bored all over
the City. Director Lowry replied yes. He stated gas pipelines go further below the
surface, more than a fiber optic line.
Councilmember Wollin questioned staff regarding the depth of lines. Director Lowry
replied anywhere between two and six feet.
Councilmember Hall questioned staff regarding the City Hall building. Director Lowry
stated the roof on City Hall was not installed properly.
Councilmember Wollin questioned staff if anything can be recouped for the expenses
from the construction of the buildings. Director Lowry replied no, it's been too long.
Councilmember Short questioned staff regarding if the Opticoms are working on the
gates. Director Lowry replied mostly, but some locations do not include Opticom
systems.
Councilmember Muhm questioned staff regarding the difference between storm pipe
and a sewer line. Director Lowry explained a storm pipe is rainwater and a sewer
pipe is what goes down the toilet. City Manager Jennifer Fadden explained often
times storm pipes are referred to as storm sewers.
Mayor Kelly questioned staff regarding the cost for a new public works facility.
Director Lowry replied $4-5 million dollars to accommodate parks and public works.
Councilmember Muhm questioned staff regarding what Southlake has in place.
Director Lowry stated not knowing what Southlake has in place.
City Council Minutes January 29, 2013
Councilmember Taylor stated he thought, about two budgets back, there had been a
proposal made for a new facility. City Manager Jennifer Fadden explained the study
was well beyond what the City needs. Director Lowry concurred.
Councilmember Taylor questioned staff regarding who designed the facility. City
Manager Jennifer Fadden stated the previous parks and public works directors.
Mayor Kelly questioned staff regarding how much Euless' facility cost. Director Lowry
replied about $10 million dollars.
Mayor Pro Tem Hart questioned staff regarding the location for a new facility.
Director Lowry replied options exist for the relocation of the facility, but an analysis
has not been done.
Mayor Pro Tern Hart questioned staff regarding the current public works facility
acreage. City Manager Jennifer Fadden replied approximately six acres.
Director Lowry explained the lawn business located to the rear of the facility accesses
their business through City property.
Councilmember Muhm questioned staff regarding the process for cleaning sewer
lines. Director Lowry explained the process for cleaning those lines.
Councilmember Muhm questioned staff regarding if the available cash in the general
fund brings down the reserve fund by that amount each year. Assistant City
Manager/Chief Financial Officer Terry Leake replied correct.
Councilmember Muhm questioned staff regarding if the Tax Increment Finance
District (TIF) funds generate $1 million dollars every year. Director Lowry replied yes
and currently there is a TIF balance.
Councilmember Taylor explained the impact fees will decrease as the City approaches
build-out. Director Lowry stated redevelopment will continue even with build-out.
Mayor Kelly explained the time to do this is now with the current funding in place.
Councilmember Taylor questioned staff regarding why the inspections did not take
place. Mayor Kelly stated these items have come to light with the staff we currently
have in place.
Councilmember Muhm stated he always heard that inspections do not take place in
Colleyville. Mayor Kelly explained there are different levels of inspection.
Councilmember Muhm questioned staff regarding the cost for inspections. Director
Lowry replied approximately $90,000, per inspector, with salary and benefits.
City Council Minutes January 29, 2013
Councilmember Muhm questioned staff regarding if the impact fees are at current
levels. Assistant City Manager/Chief Financial Officer Terry Leake explained the
current service levels.
Discussion occurred regarding the Colleyville Economic Development Corporation
(CEDC) funding. Director Lowry explained the presentation is more for a discussion
to show debt does not need to be issued.
Councilmember Muhm questioned staff regarding the availability of the funds from
different funding sources. Director Lowry replied correct, there may be several
funding sources, for several projects, to maximize the sources.
Councilmember Muhm questioned staff regarding the amount being spent toward
infrastructure projects. Director Lowry replied the purpose of the Capital
Improvements Plan (CIP) is to include all projects in one complete document to
support the various City comprehensive plans.
Councilmember Muhm questioned staff regarding if there could be higher bridges
built in the low water crossing areas. Director Lowry replied yes, but at a very high
cost. He stated currently, low water crossing gates should close at the sound of an
alarm.
Councilmember Muhm questioned staff regarding if the project located at Colleyville
Boulevard and John McCain was considered a capital improvement project? City
Engineer Jeremy Hutt replied yes.
Councilmember Short questioned staff regarding how many total miles has been
completed in the last 20 years. Director Lowry replied, not sure at this time, but he
could get back with him.
Councilmember Taylor stated Glade Road is in bad condition.
Councilmember Muhm questioned staff regarding the cost for the streets left to
improve. Director Lowry replied approximately $6 million dollars, depending on what
is done.
Councilmember Hall stated these streets were chosen as part of the previous CIP
program with no real scientific process.
Councilmember Taylor stated there are several streets that need to be done by the
County contract. He stated most of these do not carry the traffic.
Mayor Kelly stated the County does not want to do neighborhood streets.
Director Lowry stated the standard in which the streets are being built is part of the
problem. He further explained the process. Mayor Kelly stated the price difference
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City Council Minutes January 29, 2013
from the past created the issues; the funding was not in place to fix the problems
correctly.
Councilmember Hall questioned staff regarding if the $5.6 million dollars a year will
put the City in a bind or impact other projects? City Manager Jennifer Fadden
explained the $5.6 million dollars has been identified for the entire infrastructure
program with $2.45 million dollars allocated for street funds. She further explained it
can fluctuate based on the budget for that particular project.
Councilmember Taylor questioned staff regarding if the Glade Road project can be
done like the Hall-Johnson Road project. City Manager Jennifer Fadden explained that
being an option but that the discussions, so far, have not been to issue any debt or
commercial paper. She stated if the City Council would like to look at alternatives to
cash, then staff can research those options. She stated staff needs direction on what
City Council wants to accomplish.
Councilmember Muhm stated eight or ten years is a long time to wait for the Glade
Road project, to be able to have the cash funds in place for it. He added if financed
over a short period of time, the cost of the interest is a lot less, rates are great, and
the cost to construct will be today's prices versus the future prices.
Mayor Kelly stated these will need further discussion, especially since there are only
parts of Glade Road where the bottle-necking occurs.
Councilmember Taylor explained the improvements at the intersection of Bluebonnet
Road and Riverwalk Drive are the important issues, in tandem, currently on Glade
Road.
Councilmember Hall stated the major roads should be done, with the exception of
Glade Road.
Councilmember Taylor questioned staff regarding the "fast-track". Director Lowry
explained the terminology, and stated they have no control over the timeframe.
Mayor Kelly questioned staff regarding if the hydrants are in the older neighborhoods
versus the new neighborhoods. Director Lowry replied somewhat.
Councilmember Muhm questioned staff regarding the timeframe for the completion of
cleaning out a bar ditch. Director Lowry replied approximately a week.
Councilmember Muhm questioned staff regarding the standard. Director Lowry replied
there are City standards in place for the construction of the thoroughfare roads. He
further explained the standards using the exhibits in the room.
City Council Minutes January 29, 2013
Councilmember Taylor stated he sees the need to improve the streets to curb and
gutter throughout the TIF area. He stated as you get further away from this area, he
sees the ribbon curb as acceptable.
Councilmember Taylor questioned staff about the timeframe for the duration of the
project once it is started. Director Lowry replied approximately six to nine months,
depending on the contractor for the Pleasant Run Road project.
Councilmember Muhm questioned staff regarding the design time. City Engineer
Jeremy Hutt replied approximately three months.
Mayor Kelly questioned staff regarding if the street would be three lanes. Director
Lowry stated he did not feel the need for three lanes; however, he suggested leaving
the design element to the contractor.
Discussion occurred regarding the roundabout with the truck traffic for the gas well
site.
Mayor Kelly recessed the worksession at 8:05 p.m.
Mayor Kelly reconvened the worksession at 8:10 p.m.
Discussion occurred regarding the design, cost, right-of-way, and timeframe for the
construction for the Glade Road project. Director Lowry stated upon completion of
the design, the project then becomes "shovel ready". He stated it could take a
couple of years.
Councilmember Taylor stated the bigger concern is getting buy-in from the citizens
and prioritizing the project.
Councilmember Short stated he would like to see the Bluebonnet Drive project as a
high priority. Director Lowry stated the delay will start on that end with acquiring the
right-of-way. He stated the project will move quickly on the east end. He stated this
project will take awhile to accomplish.
Mayor Kelly explained the bottle-neck areas need to be addressed first.
Councilmember Hall stated there is a possible development at Glade Road and
Bluebonnet Drive, which may complicate that area.
Mayor Pro Tern Hart stated his vision of Glade Road is somewhat similar to what it
looks like today, but with some improvements.
Councilmember Hall stated it is time for Glade Road to be improved and it seems the
citizens are ready for it.
City Council Minutes January 29, 2013
Councilmember Wollin stated being concerned about safety at Bedford Road.
Councilmember Taylor stated some of these concerns can be addressed with the
improvements.
Discussion occurred regarding curb and gutter versus ribbon curb for Pleasant Run
Road.
The Mayor and City Councilmembers stated being in favor of the maintenance with
rehabilitation of Frontier Court, Central Drive, Kenshire Drive, Windview Estates, and
the trail.
Councilmember Short stated not being in favor of making a decision based on the
information given, without the cost numbers. Director Lowry stated he would provide
the cost numbers for standard curbs versus ribbon curb.
Councilmember Wollin concurred with going with a consultant for the Glade Road
project.
Councilmember Short questioned staff regarding if they are happy with the work
done by Transystems. Director Lowry replied yes, so far.
Councilmember Muhm questioned staff regarding if the PDF version of the report can
be sent. Director Lowry replied yes.
Councilmember Taylor questioned staff regarding the value of the contract for Glade
Road. Director Lowry replied the entire project has a design cost of approximately
$1-1.2 million dollars. Mayor Kelly concurred with the need for a good product.
Councilmember Muhm questioned staff regarding if either firms have done work in
the immediate area. Director Lowry replied yes and we would like someone whose
plate is not totally full.
Mayor Kelly questioned staff regarding if Transystems did the initial study. Director
Lowry replied yes.
Councilmember Taylor questioned staff regarding if they did the Glade Road and Pool
Road roundabout. Director Lowry replied no.
Councilmember Muhm questioned staff regarding who did that project. City Manager
Jennifer Fadden replied Baird, Hampton and Brown.
Mayor Kelly stated Transystem is very familiar since they did the study.
Councilmember Muhm explained there could be cost savings since they did the study.
Director Lowry concurred.
City Council Minutes January 29, 2013
Councilmember Taylor stated he wants this project fast-tracked since it will involve
community support and will require their buy-in. Director Lowry replied he would like
to listen during the first meeting to get the concerns of the citizens first.
Councilmember Taylor stated it's important for the citizens to see the product.
Councilmember Hall stated there will be some outspoken persons, but as long as they
can be identified early, the buy-in will be easier. Director Lowry replied he has not
been involved in a construction project where there were no complaints.
Discussion occurred regarding the pavement condition index report and the streets
contained in the report.
Councilmember Muhm stated not being in favor of the Bettinger reconstruction over
Lavaca Trail. Director Lowry stated the only reason Bettinger is included in the report
is because it was done in the previous year's assessment. He further explained if
staff were able to give a recommendation, they would prefer Lavaca Trail over
Bettinger. Councilmembers Wollin and Taylor concurred.
Councilmember Hall stated having concerns with Lavaca Trail, especially since
construction, in that area, may pick up. Director Lowry explained construction would
probably occur in the year 2015.
Councilmember Taylor questioned staff regarding what is more harmful to the street,
garbage trucks or concrete trucks. Director Lowry replied the garbage trucks, since
they are there twice a week. He further explained if the streets are built to the
required standard, they are able to handle the load.
Councilmember Taylor stated part of this study needs to include the element of
landscaping with trees, especially since Colleyville is a tree city.
Councilmember Hall stated the retaining wall on Bedford Road is deteriorating.
Director Lowry replied and stated it will be replaced with something masonry.
Councilmember Taylor questioned staff regarding who put the ribbons on the trees.
City Engineer Jeremy Hutt replied a contractor flagged the trees during a
demonstration on a wall product.
Mayor Kelly questioned staff regarding continuing the sidewalk to Cheek-Sparger on
the Tara side.
Director Lowry questioned City Council regarding if Lavaca Trail is the priority over
Bettinger and Waller. All members concurred, and further discussed the location of
Waller.
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City Council Minutes January 29, 2013
Councilmember Taylor stated the 2008 report needs to be re-evaluated. Mayor Kelly
stated some streets are deteriorating more and need to be reconsidered.
Councilmember Muhm questioned staff regarding the cost of reconstruction. Director
Lowry replied between $430 - $450 dollars per linear foot.
Director Lowry explained the process moving forward as part of the budget process.
City Manager Jennifer Fadden questioned Mayor and Councilmembers, for clarification
purposes, if the direction moving forward is to prioritize Bettinger and Waller, and
any other streets from the 2008 program, in future years as they rise to a level of
priority? Mayor Kelly concurred, and further explained there may be times when the
service quality of the road elevates it to a higher priority.
Councilmember Taylor stated not being in favor of the lower priority streets moving
ahead of the heavier traveled roads.
Councilmember Hall stated the 2008 program is a useful tool for evaluating the future
programs.
Councilmember Taylor stated the technology is available today to evaluate the roads,
which is something that was not present to do the past assessments.
Mayor Kelly explained based on the assessments; there are only a few streets to be
completed. City Engineer Jeremy Hutt explained the data is very raw.
Councilmember Taylor stated the data needs to be relative to each other. City
Engineer Jeremy Hutt replied any number under ten is bad, with a greater
deterioration.
Councilmember Taylor stated the TIF district update will enable the City to
accomplish much more for a longer time.
Councilmember Hall questioned staff regarding the other capital projects. City
Manager Jennifer Fadden replied they will all be part of the five year capital
improvement plan.
Councilmember Hall questioned staff regarding if those items need to be prioritized.
City Manager Jennifer Fadden explained those projects will be plugged in to be
completed as necessary. She further explained there are still assessments to be
completed for infrastructure needs.
Councilmember Taylor stated it is important to keep the maintenance up on the
buildings.
City Council Minutes January 29, 2013
Councilmember Taylor stated someone dropped the ball during inspections. City
Manager Jennifer Fadden explained staff is very professional at managing your City.
She further explained staff will work, as resources allow, correcting those past
mistakes.
Councilmember Muhm questioned staff regarding if there are sufficient people
currently in place, prior to spending the $5-6 million dollars, to properly complete the
work. City Manager Jennifer Fadden replied no.
Councilmember Muhm questioned staff regarding the inspection side of the
processes. Director Lowry explained the inspection process throughout the City,
starting with the Fire Marshal, the Building Official, and Public Works.
Councilmember Muhm questioned staff regarding if the City requires a City Engineer
to inspect every project. Director Lowry replied the City could not afford to do it nor
do we require it. He further explained the inspection process.
Discussion occurred regarding the inspection process for several different projects
and those involved in that process.
Councilmember Muhm stated he wants to ensure, in moving forward with inspections,
the inspections meet the building codes. He further stated we should have people in
place who are qualified to do the job.
Mayor Pro Tern Hart stated the budget will have to increase.
Mayor Kelly stated since development has increased, staff will need to be increased.
Councilmember Hall stated he was very impressed by the State of the City.
Director Lowry explained to City Council how much he enjoys working for Colleyville.
4. ADJOURNMENT
Mayor Kelly adjourned the City Council meeting at 9:27 p.m.
APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 19TH
DAY OF FEBRUARY 2013.
Minutes taken and prepared by:
Am IV elley d
City Secretary