HomeMy WebLinkAbout03/21/2012 City Council
March 31, 2012 WS/Retreat
MINUTES OF WORK SESSION RETREAT OF
COUNCIL HELD ON MARCH 21, 2012
The Work Session Retreat of the City Council of the City of The Colony, Texas, was called to order
at 8:37 a.m. on the 31 st day of March 2012, at The Tribute, Champions Room, 1000 Lebanon Road,
The Colony, Texas, with the following roll call:
Joe McCour y Mayor Present
Allen Harris Councilmember Absent
Richard Boyer Mayor Pro-Tem Present
Jeff Connelly Councihmmber Present
David Terre Councihmmber Present
Perry Schrag Councilmember Present
Joel Marks Councilmember Present (left at 2 p.m.)
City management and department directors were also present with the exception of Assistant City
Manager Tod Maurina and Human Resources director Margaret Burkett (P&R Director Pam Nelson
arrived at 11:30 a.m.)
And with six council members present a quorum was established and the following items were
addressed:
1. Call to Order
2. City Council to meet with city staff to discuss goals and objectives, current and fixture
financial status, departmental needs, and procedural items to include the following:
• Budget- revenues, expenses, debt service- ACM Tim Miller reviewed cost and
revenue projections for the various funds over the next few years. He added that city's
debt payments are high for the next two years and then will begin to come down. There
was brief discussion about the benefit to the city of the Nebraska Furniture Mart but that
won't be realized until after 2015. City Manager Troy Powell told the council that there
were no special event grant applications submitted during the time frame established so
the submission window will now be April- May. Also he added that the city may fund
some minor repairs and paint for the cluster mailboxes. Finance Director David Cranford
provided a February year-to-date budget and spending analysis. It was noted that in the
report "unfavorable" numbers in specific departments could be the result of seasonal
expenditures and not due to overspending.
• Budget- cost allocation, amendment process- Tim explained the cost allocation
process that was used in the current budget and the effect it has on departmental budgets.
• Capital Projects- including streets, sidewalks, alleyways, wastewater plant,
water wells- Engineer Gordon Scruggs reviewed the needed sheet, alley and
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sidewalk repairs and the costs associated. There was discussion as to whether the waste
collection companies are being held liable for the sidewalk damage that is occurring as a
result of the trucks cutting corners, and that perhaps should be included in future
contracts. Gordon will prepare an updated listing of streets in need of repair and
replacement according to staff's recommended order of priority. Gordon also reviewed
information regarding a wastewater treatment plant expansion that will be needed, a
Pruitt Drive water line replacement that is already budgeted, and he indicated there will
be a roadway impact fee update in the near future. Troy Powell also mentioned that the
water well on Wynnwood Peninsula is not very deep, and that the city needs to continue
to protect and expand its water resources. He also stated there would be no discussion at
this meeting of the city hall and library needs for future growth.
• Future Growth and Needs for:
1) Parks Department- Parks Director Pam Nelson presented a
departmental overview including personnel and divisions, facilities, current
budget, operations and programs funded by the Community Development
Corporation, as well as other projects currently underway. She reviewed the
current and future needs for all areas under her supervision.
2) Fire Department- Fire Chief Scott Thompson discussed what will
affect the department and its response times in the next few years, including
population, aging buildings, and expanding development. He asked the
council to let him know what response times are acceptable to them and that
will drive how they plan for growth. Chief Thompson informed the council
of the number of times the city received mutual aid from neighboring cities.
He added that even though call volume continues to increase, the addition of
Battalion Chiefs has been extremely valuable in improving resource and
personnel allocations. He reviewed equipment that needs to be replaced and
staff that should be added in order to maintain the current level of service. In
addition, Chief Thompson reminded the council that the city has a
commitment for fire stations south of S.H. 121 and to the north on
Wynnwood Peninsula, and that stations 1 and 2 are in need of renovations.
Councilmember Connelly mentioned that in order to pay for the needs of the
police and fire departments, perhaps the city should consider the possibility
of reallocating part of the Type A and Type B sales tax currently being
collected. (It was noted however that there would have to be an election on
the matter for citizens to vote on it.) Mayor McCourry said he feels the
current five minute response time should remain the goal.
3) Police Department- Police Chief Joe Clark reviewed the
department's immediate capital needs to include vehicle replacements, 800
MHz radio upgrade, patrol digital video cameras, Phases 2 & 3 of the facility
expansion, which includes Municipal Court, Courtroom, Training room,
Records, Communications and Criminal Investigations areas, and the Animal
Shelter. He also discussed personnel needs to include the immediate future
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and forward for five years.
• Texas Municipal League- city participation- Troy told the council that
participating in the TML cost the city about $4,000 per year and in his opinion that cost
is worthwhile for the purpose of legislative updates and lobbying on behalf of the cities.
Councilmember Boyer indicated he was interested in the cost for the TML insurance that
covers the city for liability matters, which is different.
• City Council Meeting Days- The city's local newspaper has begun publishing on
Wednesdays, which makes it difficult to get Tuesday night council meeting news into the
paper in a timely manner. Since the council previously met on Mondays the subject was
opened for discussion. Several council members indicated they prefer Tuesdays and
Troy was asked to meet with the editor of the paper to see what the possibility is of
changing the publication day back to Thursday.
• City Council Retreats- Troy asked the council how often they would like to have a
retreat. Most council indicated not more than once or twice a year. He also noted that
the city council update procedures are changing.
• City Council Comments, Direction and Goals-
Marks- maintain current service level and programs, have contracts professionally
drafted, consider an ordinance on gas drilling.
Schrag- reduce tax rate, continue street replace/repair program, address issues at Hidden
Cove Park, and address issues with The Colony being located in the Lewisville school
district.
Bow (5 year goals) address financing for public safety improvements, reduce debt
load, pay capital projects with cash and only incur debt for long term projects, determine
whether the Texas Municipal Retirement System and employee health insurance costs
are sustainable, double the amount of grants being applied for, address water and
wastewater capacity, have a street replacement priority list, continue with economic
development projects that will make The Colony a "destination" city, apply for "patriotic
city" status, aesthetics and revitalization of older neighborhoods and shopping centers,
reduce tax rate by four cents, establish a "sister city" relationship, expand the role of the
CVB in regard to helping solicit new businesses, and address the school district
concerns.
Connelly- branding, sister city, overlay districts, destination city, zero debt, would like a
review of the various boards and their purposes, need to consider designing a new city
hall, reinvestment of historical (older) parts of town.
Terre- (provided a handout) recruit and development the best city employees,
beautification plan for city neighborhoods and enhancing quality of life, continue a
conservative approach to managing the city's revenues and expenditures, accelerate
replacement and repair for streets, alleys, and sidewalks, and continue focus on crime
rate reduction and providing outstanding fire protection.
McCourry- 1st priority: lower debt, address pay rates for city employees, repair streets;
2" d priority: fire stations, water sources and wastewater treatment plant upgrades, review
fees, lakefront property uses, managed competition, parks, and the Eastvale Parks
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Department building that needs to be eliminated. Also included- the Blockbuster
building, urban renewal, revisit the South Colony/Paige Rd. comprehensive plan, and the
school district concerns.
Troy told the council that he will prepare an action plan for the next retreat. He also said that the
Nebraska Furniture Mart will be leasing the Blockbuster building from the city. They will remodel
and furnish it. Lease terms are being negotiated.
And with no further business to discuss the meeting was adjourned at 2:45 p.m.
APPROVED:
J /e McCour , Mayor
City of The Colony
ATTEST:
Christie Wilson, TRMC
City Secretary
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