HomeMy WebLinkAboutCity Council-Minutes-7/23/2013City of Colleyville Page 1
City of Colleyville
City Council Worksession
Agenda
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Tuesday, July 23, 2013
6:00 p.m.
Executive Conference Room
Third Floor, City Hall
1. CALL TO ORDER
2. PRESENTATION AND DISCUSSION
2a Presentation and update on fees and charges
2b Presentation and discussion of the classification and compensation study
3. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday, July 19, 2013,
by 5:00 p.m.
Amy Shelley
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 Council Worksession
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Tuesday, July 23, 2013 Executive Conference Room
Third Floor – City Hall
Mayor David Kelly called the City Council Worksession of the Colleyville City
Council to order on July 23, 2013, at 6:02 p.m.
ROLL CALL: Mayor David Kelly, Mayor Pro Tem Mike Taylor and Councilmembers
Carol Wollin, Chuck Mogged, Stan Hall, Jody Short, and Tom Hart.
City Manager Jennifer Fadden, Assistant City Manager and Chief Financial Officer
Terry Leake, Captain Robert Hinton, Interim Fire Chief Clif Nelson, Human
Resources Director Michelle Reyes, Colleyville Center Manager Leslie Hill, City
Engineer Jeremy Hutt, Finance Manager Karen Hines, Community Development
Director Ron Ruthven, Communications and Marketing Director Mona Gandy,
Strategic Services Manager Adrienne Lothery, Information Systems Manager Chris
Pena, and City Secretary Amy Shelley.
2. PRESENTATION AND DISCUSSION
2a Presentation and update on fees and charges
Strategic Services Manager Adrienne Lothery presented an update on fees and
charges assessed by the City of Colleyville.
Councilmember Hall questioned staff regarding what is impervious area. City
Engineer Jeremy Hutt replied the impervious area is the area in which drainage
run-off occurs from the property, and currently there is a flat fee assessed
regardless of the size of the lot or the area the property owner has. He explained
this will allow a new philosophy to be used regarding the assessment of this fee.
Councilmember Wollin questioned staff regarding equipment replacement.
Manager Lothery replied currently equipment replacement is placed in the budget
as allowed, rather than as needed.
Councilmember Hall questioned staff regarding who requests the map and large
document prints. City Engineer Hutt replied citizens, developers, and design
engineers.
Councilmember Short questioned staff regarding the CD fee rather than emailing
those documents. City Engineer Hutt replied this fee is to address those persons
who actually come into the office and request documents. He stated the
documents may be placed on a CD and then given to the person for the $25 fee.
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He added most maps are too large to email. Manager Lothery stated this fee is to
recover time spent by staff for providing those documents.
Councilmember Mogged stated the fee is quite an increase, given the citizen will
then have to go somewhere to have those documents printed and have to pay for
those prints.
Councilmember Hart questioned staff regarding if they will actually have to print
those documents. Councilmember Mogged stated some will want to have those
documents printed.
Mayor Pro Tem Taylor stated if a citizen desires to have the information given to
them on a CD, then they chose to pay for the information, otherwise, they can
receive it for free through an email. He stated there is a cost for being able to
provide that information to them.
Councilmember Short questioned staff regarding if the size of the print determines
whether or not it can be emailed. City Engineer Hutt replied yes since the
resolution can be affected if the end user cannot receive a high resolution
document.
Mayor Kelly explained a map document can be printed by staff, however, the true
cost of the map or document must be charged in order to recover the cost of the
document.
Mayor Pro Tem Taylor stated there are only so many full time staff members to
provide ancillary things such as the printing of these documents.
Councilmember Hall stated the costs must be recovered, however, he stated $25
may not be the correct fee.
Councilmember Short questioned staff regarding if the fees follow the fees
associated with open records requests? City Secretary Amy Shelley explained
these documents may be requested through an open records request and charged
as such by the established fees set forth by the Texas State Library and Archives
Commission (TSLAC), but that the proposed fee of $25 is an additional fee.
Councilmember Short stated he would like to ensure the City’s fees are in line with
TSLAC. City Manager Jennifer Fadden explained staff will make sure the proposed
fees are in line before adopting them in an ordinance.
Mayor Pro Tem Taylor questioned staff regarding the maps being requested by
citizens, are they able to zoom in and see other items. City Engineer Hutt replied
the information is available online and we are working toward having this
information readily available on the website.
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Councilmember Hart questioned staff regarding how many requests are made for
these items. City Engineer Hutt replied there are roughly two or three requests a
month.
Councilmember Hart stated most will be handled by email. He stated he was not
sure that the $25 fee is correct.
Mayor Kelly stated this is something very specialized, above and beyond email.
Manager Lothery stated it is simply to recover the cost.
Councilmember Hart questioned staff regarding if the sanitary sewer inspection is
simply a camera being inserted into the pipe. City Engineer Hutt replied yes.
Councilmember Hart questioned staff regarding if this is a one-time inspection.
City Engineer Hutt replied this inspection will be completed at the time of final
inspection.
Councilmember Hart questioned staff regarding if the inspector would be bonded.
Manager Lothery replied yes, the City would simply be the pass through service.
Councilmember Wollin questioned if the line is blocked, will the contractor be
responsible? City Engineer Hutt replied yes.
Councilmember Wollin questioned staff regarding if there would then be another
fee assessed? City Engineer Hutt replied the details of such have not been
outlined, but that the idea would be that the resident would not be able to occupy
the home until the inspection passes.
Councilmember Wollin stated this would be a good assurance for the homeowner
buying the home.
Mayor Pro Tem Taylor questioned staff regarding the need for this service. City
Engineer Hutt replied this will ensure the sanitary sewer is connected and working
properly, it only guarantees that the sewer is working properly on the day the
inspection is completed.
Mayor Kelly stated there could be documentation given to the City which shows
the inspection passed.
Mayor Pro Tem Taylor stated not being in favor of such if the City is going to be
responsible for such. Community Development Director Ron Ruthven stated there
are several inspections done by third parties in which documentation is provided
and which states the inspection passed.
Councilmember Hart questioned staff regarding if the inspection is optional rather
than required. City Engineer Hutt replied the inspection would be required.
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Mayor Kelly questioned staff regarding if the homeowner will be allowed to move
in without this inspection completed. City Manager Jennifer Fadden replied the
inspection must be complete and approved before the homeowner will be allowed
to move into the home.
Mayor Pro Tem Taylor stated the communication efforts need to be so that the
developers know exactly what is expected of them.
Mayor Kelly stated it is important for everything to be clear. Councilmember Hart
concurred.
Mayor Pro Tem Taylor questioned staff for clarification on the inspection fee and
deposit. Manager Lothery clarified the inspection fee and deposit.
Mayor Kelly stated currently there is not a security deposit required and
sometimes the developer will not show up for the inspection, therefore this
security deposit will help to cover the cost of staff being available for the
inspection.
Councilmember Hart questioned staff regarding how often this will happen. City
Engineer Hutt replied most of the time no-shows will occur when there is bad
weather and the developer/contractor fails to notify the City they will not be there.
Councilmember Hart questioned staff regarding how will they be credited toward
their bill? City Engineer Hutt explained there will be one final bill at the end of the
project and at that time, there could be a credit made to the final bill.
Mayor Pro Tem Taylor stated a credit could be made at the final bill even if there is
a no-show. City Engineer Hutt explained only if there were not any no-shows. He
added they will forfeit the security deposit fee if there is a no-show.
Councilmember Hart questioned staff regarding how often there are instances such
as these. City Engineer Hutt replied these no-shows happen quite often.
Councilmember Hart questioned staff regarding if this happens frequently. City
Engineer Hutt replied yes, again this is to recover those staff overtime fees.
Mayor Kelly stated the PUD amendment fee is changing from $250 to $450 since
an amendment takes up just as much staff time as does a regular PUD request.
Manager Lothery concurred.
Mayor Pro Tem Taylor questioned staff regarding if a 15 acre PUD request takes
more time than a three acre PUD request. Director Ruthven replied yes.
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Mayor Pro Tem Taylor questioned staff regarding why the need for the additional
$5 fee. Director Ruthven stated it makes no difference to cost recovery, but it is
consistent with the surrounding cities.
Mayor Pro Tem Taylor questioned staff regarding if the surrounding cities are
charging the plus $5 per acre as well. Director Ruthven replied yes.
Councilmember Hart questioned staff regarding the City averages, how up to date
are those averages with surrounding cities? Manager Lothery explained the survey
was done during the production of this agenda briefing.
Councilmember Short questioned staff regarding if the Zoning Board and Sign
Board variance fees keep people from applying for a variance. Director Ruthven
replied no.
Councilmember Short questioned staff regarding if the fee should be more in order
to discourage those applications. Mayor Kelly replied no, they should be able to
apply for those, but staff time should be recovered.
Mayor Pro Tem Taylor questioned staff for clarification if the fee is increasing from
$125 to $175. Director Ruthven replied yes.
Councilmember Mogged questioned staff regarding if the swimming pool plan
review fee is charged by the surrounding cities. Director Ruthven replied no,
those fees are not charged by our surrounding cities.
Councilmember Mogged questioned staff regarding if those fees are included with
the review of the residential plan review. Director Ruthven replied no.
Mayor Kelly questioned staff regarding if there are other opportunities to be able
to package and charge for other items at the Colleyville Center. Colleyville Center
Manager Leslie Hill replied she is going to be looking at other items in which to
package, but that will be coming at a later time.
Councilmember Wollin questioned staff regarding how many chairs are available to
rent. Manager Hill replied there are 150 chairs.
Councilmember Wollin questioned staff regarding if there is enough space at the
Balustrada to accommodate those chairs. Manager Hill replied yes.
Councilmember Wollin questioned staff regarding where the chairs are currently
being stored. Manager Hill replied they are currently being stored in the storage
spaces to the north and south side of the building.
Councilmember Wollin questioned staff regarding if the chairs look like the picture
in the presentation. Manager Hill replied yes.
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Councilmember Wollin questioned staff regarding if the chairs can be covered.
Manager Hill replied yes.
Councilmember Short questioned staff regarding the occupancy level for events.
Manager Hill replied a reception will seat up to 300, but stadium seating will
accommodate up to 500.
Councilmember Wollin questioned staff regarding if this will be for the weekend
rental only. Manager Hill replied yes.
Mayor Kelly questioned staff regarding the percentage of non-profit rentals versus
profit bookings. Manager Hill replied 10 percent is non-profit.
Mayor Pro Tem Taylor questioned staff regarding the need for the non-residential
rate versus the resident fee. Manager Hill explained the larger events are non-
residential and require more costs for staff time for the event.
Councilmember Mogged questioned staff regarding cost recovery rate is at 70
percent, however, this will help to cover those costs even more? Manger Hill
concurred.
Councilmember Hart questioned staff regarding if this will have a negative impact
on bookings. Manager Hill replied no.
Mayor Kelly stated the value of the facility rental is unbelievable.
Councilmember Short questioned staff regarding if the demographics for attracting
young adults is a bad thing? Manager Hill replied it depends on how much alcohol
is served.
Councilmember Hart questioned staff regarding if the neighbors are affected.
Manager Hill explained the facility is monitored for noise and for the serving of the
alcohol.
Councilmember Hart questioned staff regarding the serving of alcohol. City
Manager Jennifer Fadden explained staff is not responsible for the serving of the
alcohol, the caterer is responsible for the serving of such beverages, and must be
TABC certified. Manager Hill stated two officers are to be present at that time.
Mayor Pro Tem Taylor questioned the wear and tear from allowing food from
outside vendors, what is the difference and is the use rougher than cooking food
on site? Manager Hill explained the more use of the facility creates the more wear
and tear on the kitchen and flooring.
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Councilmember Short questioned staff regarding if a deposit is required. Manager
Hill replied the client is charged the deposit, not the caterer, and the deposit is
kept for any damages that occur.
Mayor Kelly questioned staff regarding if additional screening needs to be installed
around the west side of the balustrade to block out cars and such? City Manager
Jennifer Fadden stated staff recommends the Colleyville Center Master Plan be
completed before staff makes any recommendations to the grounds.
Councilmember Wollin questioned staff regarding when the plan will be completed.
City Manager Jennifer Fadden explained it will be in the next fiscal year, through
the CEDC budget.
Mayor Kelly recessed the meeting at 6:59 p.m.
Mayor Kelly reconvened the meeting at 7:07 p.m.
2b Presentation and discussion of the classification and compensation
study
Human Resources Director Michelle Reyes presented and discussed the
classification and compensation study.
Councilmember Mogged questioned staff regarding in terms of total City
compensation cost, what is the total cost? Director Reyes replied $11-12 million,
with benefits, $14 million, roughly.
Councilmember Mogged questioned staff regarding if all of those costs have not
changed since 2009. Director Reyes replied yes.
Councilmember Wollin stated the public versus private sector data is not
comparable. She stated she preferred to only look at the public sector data.
Mayor Kelly stated municipalities have pension benefits, which private companies
do not have.
Councilmember Wollin stated 10 percent of private industries offer a defined
pension benefit plan to their employees only, which is a big difference.
Councilmember Hall stated defined pension benefit plans went somewhat away in
the 80’s, however, the City offers a great benefit plan. City Manager Jennifer
Fadden explained the City has a 2-1 match, which is about seven percent of
payroll, with the structure of our plan.
Councilmember Hall concurred with Councilmember Wollin in that the public and
private sector data is not comparable.
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Mayor Pro Tem Taylor stated City Council has to be sensitive to public perception
and that the average person on the street does not have a pension plan. He
added that the working environment has an impact on this.
Mayor Kelly stated there are two parts to this system, the new hire
competitiveness, and being able to keep them.
Mayor Pro Tem Taylor stated the market gets tempered. Mayor Kelly stated there
was and still is a problem in the police department, since the neighboring cities
offer more.
Councilmember Mogged stated the comparison can be made with the public and
private sector as long as the numbers are comparable; in other words, do not
“cherry” pick items to skew the numbers.
Councilmember Wollin stated there are more risks in the private sector regarding
their pension programs.
Councilmember Wollin stated the City’s pension plan can be carried over to
another city. City Manager Jennifer Fadden stated it can be carried over as long
as the city is a TMRS participating city.
Councilmember Hart questioned staff regarding if social security is paid. City
Manager Jennifer Fadden replied yes.
Councilmember Hart stated at the end of the day, there is social security and a
pension plan. City Manager Jennifer Fadden replied, in theory.
Councilmember Hart stated the cost of living has gone up and everybody is being
pinched, if retirement is funded, fine, but what they have to live on Sunday
through Saturday is different and we need to pay them a livable wage.
Mayor Kelly stated the City is working with an out-of-date pay scale.
Councilmember Wollin added being shocked at some of the minimum in the pay
scale; some are just above the poverty level.
Councilmember Short questioned staff regarding the maximum of market for
public safety. Director Reyes replied that basically the maximum would represent
the middle of market. City Manager Jennifer Fadden stated that ideally you would
have high performing employees who will achieve the maximum but in reality it is
a bell curve.
Mayor Pro Tem Taylor questioned staff regarding if midpoint is not 50th percentile.
City Manager Jennifer Fadden replied not for sworn employees. She added that
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the market data for sworn employees is only compared to sworn employees in the
public sector, not the private sector.
Councilmember Hall stated not knowing why sworn employees are treated
differently than non-sworn employees. Director Reyes stated there is not as much
as a spread in the pay ranges versus the non-sworn employee. She stated they
can move through the range more quickly than a non-sworn employee.
Mayor Pro Tem Taylor stated the City pays for those training fees for sworn
employees.
Councilmember Mogged questioned staff regarding if an adjustment would be
made for inflation or the unemployment rate. Director Reyes replied yes, if the
factors existed for such. She added the market and performance based merit
increases are the two items to be used for budgeting purposes.
Mayor Pro Tem Taylor questioned staff regarding if the employee would be moved
in the range, even if it meant there would be a 70 percent increase in that
particular position? Director Reyes explained there are no positions with a 70
percent increase; however, if the City Council chose the option, then yes, the
employee would receive a 70 percent increase.
Mayor Kelly questioned staff regarding if it is possible that someone can make
more than the maximum. Director Reyes explained midpoint of market, not
midpoint of the range, and no one will be over the maximum.
Councilmember Mogged questioned if the general fund cost includes base salary
plus benefits. Director Reyes replied salary plus benefits.
Mayor Pro Tem Taylor questioned staff regarding if the fire chief’s position is
included. Director Reyes replied yes, the survey did not indicate actual salary to
actual salary since the position is vacant.
Mayor Kelly questioned staff if 6.5 percent would be built into every year for
budgeting purposes. Director Reyes stated the 4.5 percent would be built into
payroll moving forward.
Mayor Pro Tem Taylor questioned staff regarding if 4.5 would be added to the base
along with the 2 percent. City Manager Jennifer Fadden replied the 2 percent of
payroll would be built into the budget for any necessary market adjustments.
Mayor Kelly questioned staff regarding why some employees would not see an
increase? Director Reyes stated those employees who would not see an increase
are currently being paid at or above the job rate and would therefore not see an
increase through the market adjustments.
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Councilmember Mogged stated one con would be that the opportunity is being
forsaken to use performance as the measure since the employee will go
immediately to the midpoint regardless of their performance.
Mayor Kelly stated they are not moving to midpoint, just the same ratio, relative
to the midpoint.
Councilmember Mogged questioned staff regarding if the assumption is being
made that performance is being met. City Manager Jennifer Fadden explained
most employees are being paid below the midpoint, other than the police
department.
Mayor Kelly explained a comparison may be that in 2006 to present day, those
employees have not moved. City Manager Jennifer Fadden added those
employees have stayed outside the market for that position for over the last seven
years.
Councilmember Mogged questioned staff regarding the total cost to everything for
the implementation of Alternative 2. Director Reyes stated a little under $1 million
including all funds.
Mayor Pro Tem Taylor questioned staff regarding what are the other funds. City
Manager Jennifer Fadden replied the utility fund, the drainage fund, the Colleyville
Economic Development Corporation (CEDC), and the Colleyville Crime Control and
Prevention District (CCCPD).
Mayor Pro Tem Taylor questioned staff regarding if the $662,304 figure includes
everything. City Manager Jennifer Fadden explained this is the total cost of the
recommended implementation plan across all of the funds in which employees are
paid.
Mayor Pro Tem Taylor questioned staff regarding if there are any other hidden
costs. City Manager Jennifer Fadden replied no, adjustments to base salaries and
the comparative costs to benefits.
Mayor Pro Tem Taylor stated there are inconsistencies within this presentation
regarding dollar amounts.
Councilmember Mogged questioned staff regarding if the options include either a
6.5 percent or a 4.5 percent increase in payroll for Fiscal Year 2014? Director
Reyes replied the 6.5 percent increase is the average amount received for those
employees identified to be below the new market rate. This amount represents
approximately 4.5 percent of payroll.
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Councilmember Hall questioned staff regarding the amount to bring the employees
to the minimum? Director Reyes replied the cost would be $300,000.
Councilmember Mogged recapped the options.
Mayor Kelly stated if the recommendation is taken, most employees will receive a
merit increase. Director Reyes replied it would be a market adjustment, with a
4.5 percent average increase.
Councilmember Mogged questioned staff regarding what is the impact of taking a
maximum percentage per year increase rather, than trying to do it all at one time.
Director Reyes explained that is one approach. City Manager Jennifer Fadden
stated not having those figures since that is not what staff put together for this
evening’s presentation. She stated staff does not recommend his suggestion.
Mayor Kelly stated in the past, City Council has had to step up on some items,
however, is that something that can be absorbed in future budgets.
Mayor Pro Tem Taylor stated he could not make a decision based on what was
sent to City Council before this meeting.
Mayor Kelly questioned Mayor Pro Tem Taylor regarding what detail is needed.
Mayor Pro Tem Taylor stated wanting the same type of detail given, such as what
was done for the police compression.
Councilmember Hall stated the limit could be made so that no one made more
than a 10 percent increase.
Mayor Kelly questioned City Council regarding if the philosophy is good? Mayor
Pro Tem Taylor replied yes.
Mayor Kelly stated the next proponent of this study, is the implementation of such.
Mayor Pro Tem Taylor stated there needs to be some sort of structure so that it
can be defensible for the future.
Councilmember Short stated the study indicates some employees are being paid
below the market minimum and we know that the job market is tighter, since it
takes longer to hire someone.
Councilmember Hart stated being good with the philosophy.
Mayor Kelly stated charts and graphs showing the salaries will help in the making
of a decision.
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Mayor Pro Tem Taylor stated wanting to be able to see the numbers and
questioned why the fire department was not charted like the police department.
Mayor Kelly replied the fire department is not suffering compression as was the
police department.
Councilmember Hall stated all Council members seem to concur that the
philosophy is acceptable but the question is how to implement it. He stated he
likes the $600,000, but wants a maximum percentage set to move everyone into
the pay scale. He added those that are capped at the 10 percent can then catch
up in future years.
Councilmember Mogged stated worst case scenario all will catch up within three
years.
Councilmember Hall stated he would like to see a chart that includes a minimum,
midpoint, and maximum for each of the 30 positions. Discussion occurred
regarding how the information will be presented for the next worksession.
Mayor Pro Tem Taylor stated there is another issue with using a two percent figure
moving forward each year. He stated he would like to know where everyone
stands right now.
City Manager Jennifer Fadden questioned City Council regarding if they are looking
for the percentage increase for each employee. Mayor Pro Tem Taylor stated that
would be helpful. Councilmember Mogged stated it has already been stated that
some employees will receive up to a 26 percent increase. City Manager Jennifer
Fadden explained that those were the benchmarked positions.
Mayor Pro Tem Taylor stated there needs to be more justification other than the
consultant said we need to give them a raise. He added the employee surveys
indicate they are happy.
Councilmember Hart stated we need more information, and he would like to
review the numbers.
Mayor Kelly stated City Council asked the City Manager to bring forward an
implementation strategy and therefore that is what has been presented tonight.
Councilmember Hall concurred and stated the information needs to be presented
on a chart so that the ranges can be seen.
Mayor Pro Tem Taylor stated he has to be able to defend something.
Councilmember Short stated there may be several years of implementation
needed.
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Councilmember Short stated they did not want to do the minimal nor the
maximum.
Councilmember Mogged agreed with the need of a chart.
Mayor Kelly questioned staff regarding what is the cap, a maximum 10 percent
increase? Councilmembers Hall and Wollin stated they would like to see the chart.
Mayor Pro Tem Taylor stated not sure if they will have an answer since he needed
more information.
Councilmembers decided they would like to meet to discuss this again on Tuesday,
July 30th at 6:00 p.m.
3. ADJOURNMENT
There being no further business before the City Council, Mayor Kelly adjourned the
worksession at 8:47 p.m.
APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
20TH DAY OF AUGUST 2013.
Minutes taken and prepared by:
Amy Shelley
City Secretary
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