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HomeMy WebLinkAboutCity Council-Minutes-8/13/2013 City of Colleyville City Council Worksession Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, August 13, 2013 6:00 p.m. Executive Conference Room Third Floor, City Hall 1. CALL TO ORDER 2. PRESENTATION AND DISCUSSION 2a Presentation and discussion of the proposed Fiscal Year 2014 (FY 2014) budget 2b Presentation of the 2013 certified tax roll 3. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, August 9, 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 Page 1 City of Colleyville City Council Worksession Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, August 13, 2013 6:00 p.m. Executive Conference Room Third Floor, City Hall Mayor David Kelly called the Colleyville City Council Worksession to order on August 13, 2013, at 6:05 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, Police Chief Mike Holder, Captain Robert Hinton, Interim Fire Chief Clif Nelson, Economic Development Director Marty Wieder, Parks and Recreation and Library Director Mary Rodne, Human Resources Director Michelle Reyes, Colleyville Center Manager Leslie Hill, Public Works Director Bob Lowry, 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 discussion of the proposed Fiscal Year 2014 (FY 2014) budget City Manager Jennifer Fadden presented the proposed Fiscal Year 2014 budget. Councilmember Hall questioned staff regarding the $2.4 million stated and the funding for the capital improvement plan of $27 million dollars. City Manager Jennifer Fadden stated the $2.4 million dollars is what is necessary to reconstruct the City’s unimproved roads annually, over the next 25 years, in addition to the funds required for the regular maintenance of those roads. Mayor Kelly stated there is a balancing act to be done with maintenance and reconstruction. Councilmember Mogged questioned staff regarding if the 43½ miles of unimproved roads are mostly major thoroughfares and heavily traveled roadways? City Manager Jennifer Fadden replied yes, the majority of the major thoroughfares are unimproved roads. She explained that there are a few improved roadways such as Hall-Johnson, Bogart, and Church Street. She added all of the other main roads are considered unimproved and originally used as a County road. City of Colleyville Page 1 City Council Minutes August 13, 2013 Councilmember Mogged questioned staff regarding if the residential areas tend to be in better shape than the major thoroughfares. City Manager Jennifer Fadden replied yes. Mayor Kelly added some of the older residential streets are in poor shape. Councilmember Hall questioned staff regarding if the employee compensation recommendation of $415,000 was allocated in the budget? City Manager Jennifer Fadden replied yes and that amount was divided between market adjustments and performance based merit increases. Councilmember Hart questioned staff regarding the network fiber for the City, are there savings with this in the future such as with citywide WIFI? City Manager Jennifer Fadden stated this will allow the City to get off of a currently leased network. She added that as the band width increases, the cost increases as well. She stated it is the better way to go for the long term, and the project would be done in phases, rather than all at once, so that the funding is not needed all at one time. Mayor Pro Tem Taylor questioned staff regarding what is currently in the buildings. Information Systems Manager Chris Pena replied currently we lease the fiber from Time Warner. Mayor Pro Tem Taylor questioned staff regarding the network within the building. Manager Pena replied we have fiber in almost every building, but specifically the City owns the fiber connecting the Library, City Hall, Parks Annex, and separately, the Justice Center and Colleyville Center. He added fiber comes into all of the other buildings through a service provider. Mayor Pro Tem Taylor questioned staff regarding what is bought with the $400,000? Manager Pena replied it will allow for the purchase of connecting the four major areas, Public Works, Police, Central Fire, and City Hall. Mayor Pro Tem Taylor questioned staff regarding what is the return on investment. Manager Pena stated approximately 12 years. Mayor Pro Tem Taylor questioned staff regarding if some of the funding is listed as a constant dollar. City Manager Jennifer Fadden yes, it is for a constant level of funding. Mayor Pro Tem Taylor questioned staff regarding if it will really be 12 years, given the cost of inflation, were those items considered? Manager Pena replied yes, but cannot forecast those items, especially since more and more space is needed. City of Colleyville Page 2 City Council Minutes August 13, 2013 Mayor Pro Tem Taylor questioned staff regarding if a single point to point was looked at for each budget year. Manager Pena stated it is currently broken out into three phases; however, the entire cost was given this evening. Councilmember Hart stated if the thought is to continue this citywide, it makes sense to own it citywide. Mayor Kelly concurred and stated the payback would also need to be beneficial. Councilmember Short questioned staff regarding if other partners, such as the school district, have been sought after with projects such as the fiber. Manager Pena stated he had in the past, but he has not done so recently; previously the school district was not interested. Mayor Pro Tem Taylor stated we make quite a commitment with technology, and we do not want to find out later, that the soft dollar affects us. He stated if the calculations are done in the beginning, the payback period drops way down. Mayor Pro Tem Taylor questioned staff regarding if the calculations have truly been considered, and that the City is really going to be saving that money. Manager Pena stated the cost is more relevant when the technology is taken away rather than when added, but that he will consider it in the future. Mayor Kelly stated great strides have been made with technology. Councilmember Hart concurred, especially in budget years ahead. Mayor Pro Tem Taylor questioned if any of the CIP projects were sacrificed because of the compensation plan. City Manager Jennifer Fadden stated with the original projections for the fiscal year 2014 budget, $600,000 was set aside for compensation, not knowing exactly what the cost would be. She stated as the budget was built, there was a place holder for those compensation adjustments and given that only $415,000 was going to be used, staff was then able to go back to the list of the other unfunded projects, and add things back in. She stated there is $500,000 recommended for a one time funding toward street maintenance for fiscal year 2014, as well as the additional compensation program implementation costs identified for fiscal years 2015-2016, of limiting the adjustment to not more than 10 percent. She added that staff has not allocated every dime of available net revenue in the budget to recurring costs. She added that there will be the ability to program those future expenditures in future years. Mayor Pro Tem Taylor questioned staff regarding what is the net reduction in the capital improvements program to cover the salary of the new position? City Manager Jennifer Fadden stated each project has three percent of that project, allocated for the expenditure cost to cover those inspections and fees related to such, and covered in the bottom line of the CIP. City of Colleyville Page 3 City Council Minutes August 13, 2013 Mayor Pro Tem Taylor questioned staff regarding if a qualified person will be hired for this position. City Manager Jennifer Fadden replied staff will not hire an unqualified person for this position and given the proposed budget, there will be three inspectors. Public Works Director Bob Lowry added not one inspector is qualified to do all types of inspections. Mayor Pro Tem Taylor questioned staff regarding how the $1 million in fund balance is paid back. City Manager Jennifer Fadden stated the financial forecast illustrates that draw down stops in 2018. She stated staff is comfortable with the $8 million fund balance to remain at the AAA bond rating. Mayor Pro Tem Taylor questioned staff regarding what supplies the fund balance and why is it so high? City Manager Jennifer Fadden replied the fund balance is an accumulation each year of either revenue coming in from over budget or from expenditures that come in below budget. She added that in recent years, staff has moved those remaining balances into the capital projects fund for future CIP projects. Mayor Pro Tem Taylor stated we have a fund balance that we are comfortable with to allow us for the unexpected and to further fund capital equipment and for streets. Councilmember Hall stated the current projections show this can be maintained through 2018. City Manager Jennifer Fadden replied yes. Councilmember Hart stated the bond rating has increased. Mayor Pro Tem Taylor questioned staff regarding if the utility fund transfers of eight percent is technically raising the cost of service delivery to the citizens. City Manager Jennifer Fadden stated the utility fund transfer is set forth by ordinance of eight percent and four percent is dedicated to the indirect costs incurred by the general fund for services that support utility services, such as human resources, information technology, and fleet maintenance. She added the other four percent is considered a franchise fee to cover those costs incurred by the utility fund for obtaining right-of-way or for infrastructure provided in that right-of-way. Councilmember Mogged questioned staff regarding the Texas Municipal Retirement Services (TMRS) fund, is the City at full funding? City Manager Jennifer Fadden replied the City is at full funding and has no long term unfunded pension liability. Councilmember Wollin questioned staff regarding when the eight additional personnel will be brought on board. City Manager Jennifer Fadden explained the three firefighters are estimated to come on board shortly after October 1st, and the police personnel would begin April 1st. She added the other positions are City of Colleyville Page 4 City Council Minutes August 13, 2013 budgeted for a full year, unlikely they will be in their place by October 1, but recruitment will begin shortly thereafter. Councilmember Wollin questioned staff regarding what is the difference between the development coordinator and plans examiner position. City Manager Jennifer Fadden explained the development coordinator will work with all development projects from economic development through zoning, platting, and the legislative process, until that business is open. She added that the plans examiner is a technical role in the organization and will be used to understand the building code and land development code so that those plans will meet those requirements of those codes. She stated currently the building official reviews all of those plans and when he is out of the office, those plans are not reviewed, and therefore those performance measures have decreased because of that. Councilmember Short questioned staff regarding if a private contractor is expected to take care of the traffic signals and school zone flashers. City Manager Jennifer Fadden stated yes. Councilmember Short questioned staff regarding if a neighboring city has been contacted about partnering with that contract. Director Lowry replied staff has contacted Grapevine; however they are not excited about taking care of those signals, especially since their staffing levels are not robust in this area. Councilmember Wollin questioned staff regarding if the Colleyville Center site master plan will be incorporated into the overall comprehensive plan. City Manager Jennifer Fadden replied yes. Councilmember Wollin stated she wished the microphones in Colleyville Center worked consistently. Colleyville Center Manager Hill added that staff is aware of the situation and is currently working to address the issue. She stated it may be a channel, operator, or frequency issue. Mayor Kelly recessed the worksession at 7:19 p.m. Mayor Kelly reconvened the worksession at 7:30 p.m. Councilmember Wollin questioned staff regarding if agency requests are funded as in previous years. City Manager Jennifer Fadden replied yes and further explained the funding process for each agency. Councilmember Hall questioned staff regarding the City’s current status with the Colleyville Chamber. City Manager Jennifer Fadden replied the City will continue with the in-kind support through a waiver of the Colleyville Center fees of about $5,000. City of Colleyville Page 5 City Council Minutes August 13, 2013 Councilmember Wollin questioned staff regarding if the agencies send the City reports. City Manager Jennifer Fadden replied the agencies are required to provide an annual report. Mayor Pro Tem Taylor questioned staff regarding the process used to get to the compensation structure. City Manager Jennifer Fadden replied future increases, regarding salaries, will either be based on market changes or performance based merit; increases will not be given based on time and grade. Councilmember Wollin questioned staff regarding the percentage used throughout the range spread. City Manager Jennifer Fadden stated there is currently a 35 percent spread for the current pay ranges; however, the proposed new ranges will vary with a greater spread at higher level classifications. Human Resources Director Michelle Reyes added the range is typically a funnel shape due to job complexity/greater learning curve; therefore the higher level classifications have a greater width than lower level classifications. Mayor Kelly questioned staff regarding if the candidates for recruitment are more competitive with this spread. City Manager Jennifer Fadden concurred. City Manager Jennifer Fadden stated the pay structure, with the comparative market of public versus private, does impact those with a higher level within the organization, however, it significantly impacts the lower and entry level type positions. Councilmember Wollin stated she is still struggling with the private and public comparative mix for the study. Mayor Kelly stated the employee pool is very lean, and the quality recruit may come from the private sector. Director Lowry added Public Works is definitely competing with the private sector to fill any vacancy. Councilmember Mogged questioned staff regarding if an entry level position is not limited to bringing them in at the minimum. City Manager Jennifer Fadden replied correct. She added candidates can be brought in up to the midpoint in the range but anything above midpoint has to be approved by her. Mayor Kelly stated he wants to be able to offer a competitive salary to get a good, qualified person. Councilmember Short questioned staff regarding if the private sector data is necessarily dictating that the City is paying higher in the range. City Manager Jennifer Fadden stated the private sector data is weighted, depending on the amount of data collected in the study. Director Reyes added the median number of the public and private data collected is used to determine market value, not the average value of the 45 benchmarked jobs. City of Colleyville Page 6 City Council Minutes August 13, 2013 Mayor Pro Tem Taylor questioned staff regarding the number of employees who are at or above the midpoint. City Manager Jennifer Fadden replied approximately 50. Mayor Pro Tem Taylor questioned staff regarding the TMRS benefit. City Manager Jennifer Fadden explained the process at which an employee is paid when retiring from Colleyville and how the City is at 100 percent funded. Mayor Kelly explained that this will be a multi-year commitment since this will create some compression. Councilmember Wollin stated the merit will help with that compression. Councilmember Wollin questioned staff regarding how the new system will be evaluated and that it is accomplishing the goals of the study. City Manager Jennifer Fadden stated there may not be a definitive answer within the first year of using this system. She added she has discussed with Director Reyes about a more robust analysis as to the reasons for why employees leave the organization. Director Reyes stated there are multiple ways to see if the system is working such as feedback from the department directors and supervisors regarding the ease of the system. She stated additional turnover could be an indicator with the use of the exit survey. Councilmember Wollin questioned staff regarding the exit interview and is it objective. Director Reyes stated human resources currently sets up the exit interview by providing an optional survey to provide feedback regarding working conditions or why they are leaving, and where they are going. Councilmember Wollin questioned staff regarding if the survey is confidential. Director Reyes replied yes. Councilmember Wollin questioned staff regarding the timing of the market adjustments. City Manager Jennifer Fadden replied the market adjustments will be made with the first full pay period in October and the any performance based merit would be applied in the first pay period in April of 2014. Councilmember Wollin questioned staff regarding the employee anniversary date versus yearly. City Manager Jennifer Fadden explained the feedback has consistently been that a once a year review is much more preferred than an anniversary date. Mayor Pro Tem Taylor questioned staff regarding if the handouts would be emailed to City Council. City Manager Jennifer Fadden replied yes. City of Colleyville Page 7 City Council Minutes August 13, 2013 City Manager Jennifer Fadden stated the proposed budget will be on the September 3, 2013 agenda for a first reading and on the September 17, 2013 agenda for a second reading. 2b Presentation of the 2013 certified tax roll Assistant City Manager and Chief Financial Officer Terry Leake presented the 2013 certified tax roll. 3. ADJOURNMENT There being no further business before the City Council, Mayor Kelly adjourned the meeting at 8:19 p.m. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 3RD DAY OF SEPTEMBER 2013. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary City of Colleyville Page 8