HomeMy WebLinkAbout01/29/2013 - Special Agenda Packet - City CouncilTable of Contents
Agenda 2
Retreat Item No. 5 - Budget Service Level Impact – Parks &
Recreation
Coversheet Parks & Recreation 4
Coversheet Code Enforcement 5
1 - Budget Service Level Impact Summary 1-13 6
Retreat Item No. 6 - Delivery of Public Infrastructure to
Development Areas
Coversheet Revised 10
Retreat Item No. 7 - Council Strategic Plan Update
Coversheet 11
Retreat Item No. 8 - Lick Creek Park Nature Center
Coversheet 12
Retreat Item No. 9 - Conference Center
Coversheet 13
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CITY OF COllEGE STATION
Home ofTexas A&M University"Mayor Council members
Nancy Berry Blanche Brick
Mayor Pro Tem Jess Fields
Karl Mooney John Nichols
Interim City Manager Julie Schultz
Frank Simpson J ames Benham
Amended Agenda
College Station City Council Retreat
Tuesday, January 29, 2013, 8:00 a.m.
MTF Assembly Room -1603 Graham Road
College Station, Texas
I. Call meeting to order.
2. Presentation and overview of the Retreat Agenda.
3. Executive Session will be held in the MTF Assembly Room.
Competitive Matters {Gov't Code Section 551.086}: possible action: The City Council may deliberate,
vote, or take final action on a competitive matter in closed session. A "Competitive Matter" as that term is
defined in Tex. Gov't Code Section 552.133, is a utility-related matter that is related to the City of
College Station's Electric Utility Competitive Activity, including commercial information, which if
disclosed would give advantage to competitors or prospective competitors. The following is a general
representation of the subject(s) to be considered as a competitive matter.
a. Power Supply
4. Take action, if any, on Executive Session.
5. Presentation, possible action and discussion on the Parks and Recreation and Code Enforcement service
level impacts due to the budget reductions of the past few years.
6. Presentation, possible action, and discussion regarding the planning, financing, and construction of public
infrastructure to development areas within and adjacent to the City of College Station.
7. Presentation, possible action, and discussion regarding the 2013 update of the City Council's Strategic
Plan.
8. Presentation, possible action, and discussion regarding the development of the Lick Creek Park Nature
Center.
9. Presentation, possible action, and discussion on options for the future of the Conference Center facility
and operations.
10. Presentation, recap and discussion regarding next steps.
Page 12
City Council Amended Retreat
Tuesday, January 29,2013
11. Adjourn.
Notice is hereby given that an Amended Retreat of the City Council of the City of College Station, Texas
will be held on the 29th day of January, 2013 at 8:00 a.m. respectively in the MTF Assembly Room -1603
Graham Road, College Station, Texas. The following subjects will be discussed, to wit: See Agenda
Posted this 25th day of January, 2013 at 5:00 pm
c~1Y1~
I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the City of
College Station, Texas, is a true and correct copy of said Notice and that I posted a true and correct copy of
said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station, Texas, and the City'S
website, www.cstx.gov. The Agenda and Notice are readily accessible to the general public at all times.
Said Notice and Agenda were posted on January 25,2013 at 5:00 pm and remained so posted continuously
for at least 72 hours proceeding the scheduled time of said meeting.
This public notice was removed from the official board at the College Station City Hall on the following
date and time: by ____________
Dated this __day 2013.
CITY OF COLLEGE STATION, TEXAS By_____________
Subscribed and sworn to before me on this the of ,2013.
=-:-:--:-=-:-:-:---:----:-----:-:--:-_Notary Public -Brazos County, Texas My commission expires: ____
This building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive service must be
made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Agendas may be
viewed on www.cstx.gov. Council meetings are broadcast live on Cable Access Channel 19.
January 29, 2013
Retreat Agenda Item No. 5
Budget Service Level Impact – Parks & Recreation
To: Frank Simpson, Interim City Manager
From: David Schmitz, Director, Parks and Recreation
Agenda Caption: Presentation, possible action and discussion on the parks and recreation
service level impacts due to the budget reductions of the past few years.
Relationship to Strategic Goals: (Select all that apply)
1. Core Services and Infrastructure
2. Neighborhood Integrity
3. Diverse Growing Economy
Recommendation(s): None
Summary: Over the past several years, the Parks and Recreation Department has
undergone major operation and organizational changes. These changes have been due, in
large part, to the economic downturn that affected municipalities nationwide. College
station was not immune to this funding challenge. The significant changes in operations
and delivery of services allowed for reductions in staff and maintenance costs without a
noticeable impact on services delivered.
The Parks and Recreation Department is made up of several Divisions covering a variety of
facilities and programs. Generally, they are broken down into:
• Administration
• Recreation: Kids Klub, Athletics, Aquatics, Special Events, X-Tra Recreation
Programs, Senior Programs
• Special Facilities: Ringer Library, Conference Center, Lincoln Recreation Center,
Southwood Community Center
• Park Operations: Park Planning, East District, West District, and South District
• Forestry, Urban Landscaping, and Cemeteries
Through a forward thinking Council and staff leadership willing to make difficult decisions,
the City and the Parks and Recreation Department has positioned itself for a very successful
future. The organization has been streamlined and qualified personnel have been situated
in those areas that will experience the highest demands and growth. Additional
neighborhood park properties will be added to the grounds maintenance contract as they
come on-line. New and renovated athletic facilities such as the artificial turf fields at
Veterans Park will be marketed and programmed to accommodate an increase in local
league play as well as new and/or expanded tournament play with an emphasis on Athletic
Tourism. The new festival site at Wolf Pen Creek is already being looked at for expansion of
current special events. The future Lick Creek Nature Center promises to be the focal point
for many new outdoor education programs. Expansions of the Lincoln Recreation Center
and the Ringer Library are also planned in the next few years to meet increased service
demands.
Budget & Financial Summary: None
Attachments:
1. Parks and Recreation Budget Service Level Impact Summary
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January 29, 2013
Retreat Agenda Item No. 5
Budget Reductions and Service Implications – Code Enforcement
To: Frank Simpson, Interim City Manager
From: Bob Cowell, AICP, CNU-A, Executive Director - Planning & Development Services
Agenda Caption: Presentation, possible action, and discussion regarding recent budget
reductions and their implications of Code Enforcement Services.
Recommendation: N/A
Summary: At a recent Council workshop, the Council requested that staff present an
overview of the budget reductions related to Code Enforcement activities and any
implications that the cuts may have had on the delivery of services. Staff will present an
overview of past code enforcement service delivery, budget reductions in code enforcement,
and the current service delivery model for Council consideration and discussion.
While staff acknowledges the service delivery model for Code Enforcement has changed in
response to the budget reductions, it is believed that these changes were both necessary
and did not diminish the delivery of necessary code enforcement services.
Budget & Financial Summary: N/A
Attachments: N/A
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CITY OF COLLEGE STATION PARKS AND RECREATION
BUDGET SERVICE LEVEL IMPACT SUMMARY – JANUARY 2013
Over the past several years, the Parks and Recreation Department has undergone major operation and
organizational changes. These changes have been due, in large part, to the economic downturn that
affected municipalities nationwide. College station was not immune to this funding challenge. Through
a forward thinking Council and staff leadership willing to make difficult decisions, the City and the Parks
and Recreation Department has positioned itself for a very successful future.
The Parks and Recreation Department is made up of several Divisions covering a variety of facilities and
programs. Generally, they are broken down into:
• Administration
• Recreation: Kids Klub, Athletics, Aquatics, Special Events, X-Tra Recreation Programs, Senior
Programs
• Special Facilities: Ringer Library, Conference Center, Lincoln Recreation Center, Southwood
Community Center
• Park Operations: Park Planning, East District, West District, and South District
• Forestry, Urban Landscaping, and Cemeteries
MAJOR DEPARTMENT OPERATIONAL CHANGES
With the advent of the economic downturn in 2009, the Council directed the Parks and Recreation
Department to change the way it handled its budget by creating a Recreation Fund. This fund was to
allow the Department to focus on the “true” costs of offering and implementing recreation programs.
The fund was put into effect partially in FY10 and fully with the FY11 budget.
RECREATION FUND
Simultaneous to implementing the Recreation Fund, the City Council directed staff to develop new park
models that were less expensive to develop and maintain. This was accomplished as part of an update
to the Parks and Recreation Master Plan. This “new model” was adopted and has become the standard
that is used for planning and building parks and is tied directly to the Parkland Dedication Ordinance.
MASTER PLAN
Another major change at this time was expanding the scope of the grounds maintenance contracts for
parks, urban landscaping, and city building grounds. A decision was made to consolidate the grounds
maintenance contracts being overseen by both Parks and Recreation and Public Works, and then the
contracts would be managed by the Public Works Department. A majority of the neighborhood parks
were added to the contract while the larger community parks and athletic facilities remained in-house
for better control and flexibility of maintenance due to the variety of schedules and uses. The Forestry
Division was modified similarly in that we have an in-house crew with a certified arborist on staff as well
as a contract with a tree care business to use as needed.
GROUNDS MAINTENANCE CONTRACT
Along with the decision to move oversight of the grounds maintenance contracts to Public Works, Parks
and Recreation Projects were shifted to and managed by the Capital Projects Department. Parks and
Recreation continues to complete smaller projects and develop concept and landscaping plans.
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2
In FY12, following the recommendations of an internal audit of the Aquatics Division, the Department
shifted its Aquatic operations substantially. The public swimming and swimming lesson programs were
combined under one Supervisor and a change was made to the use of the American Red Cross as the
training for the lifeguard and instructor staff. A transition began to move the Aquatics Division to more
of a seasonal model, with less use of the CSISD Natatorium. The CSISD had begun to charge the City for
the use of the facility and the Parks and Recreation programs there were high cost with low attendance
(winter water aerobics). These significant changes in operations and delivery of services allowed for
reductions in staff and maintenance costs without a noticeable impact on services delivered.
AQUATICS AUDIT
While preparing the budgets over the last three years, the Department sought ways to further decrease
its operating budget while having the least impact to service delivery. Several Divisions were combined
on the Recreation side of the Department allowing for a flattening of the organization hierarchy.
BUDGET
Parks & Recreation Department Budget Totals FY08 – FY13
EXPENSES FY08 Actual FY09 Actual FY10 Actual FY11 Actual FY12 Actual FY13 Budget
Exp. GF $ 8,881,958 $ 9,217,437 $ 8,760,312 $ 4,974,885 $ 4,329,855 $ 4,880,815
Exp. RF NA NA NA $ 3,874,223 $ 3,648,691 $ 3,720,841
Exp. Library $ 993,102 $ 1,119,768 $ 1,079,973 $ 1,061,581 $ 1,072,552 $ 1,013,116
Exp. HOT $ 428,696 $ 506,468 $ 431,490 $ 319,256 $ 96,352 $ 559,773
Exp. Total $10,303,756 $10,843,673 $10,271,775 $10,229,945 $ 9,147,450 $10,174,545
REVENUES FY08 Actual FY09 Actual FY10 Actual FY11 Actual FY12 Actual FY13 Budget
Revenue $ 1,202,962 $ 1,263,470 $ 1,414,199 $ 1,547,990 $ 1,317,705 $ 1,280,936
Balance ($9,100,794) ($9,580,203) ($8,857,576) ($8,681,955) ($7,829,745) ($8,893,609)
Parks & Recreation Department Budgeted Staff Positions FY08 – FY13
FY08 FY09 FY10 FY11 FY12 FY13
Full Time 84 86 86 77 70 65
Part Time .5 .5 .5 .5 .5 .5
Seasonal FTE 46.5 46.5 46.5 46.5 46.5 46
Total 131 133 133 124 117 111.5
During this time period of budget reductions, the Parks and Recreation Department continued to grow
with several new and renovated parks and facilities. Cemeteries saw the addition of the 56.5 acre
Memorial Cemetery and Aggie Field of Honor. Several vacant park properties were developed and those
parks in need of major renovations were addressed. An emphasis was placed on including operations
and maintenance costs in all projects as they were planned and constructed.
Parks & Recreation Department Parks and Acreage Statistics
PARKS FY08 FY09 FY10 FY11 FY12 FY13
Developed 42 43 43 43 43 48
Undeveloped 9 8 9 9 9 6
Park Acreage - Developed 1192.24 1,198.10 1,198.10 1,198.10 1,198.10 1,245.07
Park Acreage - Undeveloped 113.36 118.01 129.81 129.81 129.81 99.04
Total Parks
Total Acreage
51
1,305.60
51
1,316.11
52
1,327.91
52
1,327.91
52
1,327.91
54
1,344.11
*Does not include Cemeteries(2 @ 75 acres) or Conference Center
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As part of the FY13 budget, the department is beginning, once again, to look at expanding its recreation
program offerings. A citizen’s survey is currently underway to identify those programs that the public is
interested in the City providing or helping to facilitate. The results of the survey will be integrated into
the Parks and Recreation Department in a delivery method that will offer quality programs and facilities
in an efficient and effective manner.
FUTURE
Parks and Recreation Program Service Level Adjustments FY08 – FY13
Recreation Program Service Level Adjustment
FY08 No program changes None
FY09 No program changes None
FY10 Adult Kickball Added program (Summer season)
Adult Volleyball Reduced by one season (from 4 to 3)
Aquatics Reduced pool hours (closed one day/week at all pools)
Senior Programs Expanded Senior Programming at the Southwood Community Center
FY11 Adult Kickball Added two more seasons (Fall & Spring)
Adult Flag Football Eliminated program
Aquatics Reduced Water Aerobics/Laps hours offered (Winter session)
FY12 Adult Kickball Reduced by one season (from 3 to 2)
Adult Volleyball Reduced by one season (from 3 to 2)
Girls Softball Transferred management to BVGSA (took role of facilitator)
Pop Warner Football Added program (took role of facilitator)
Home School Football Added program (took role of facilitator)
FY13 Adult Kickball Added back one season (from 2 to 3)
Adult Volleyball Added back one season (from 2 to 3)
Aquatics Eliminated Water Aerobics/Laps Winter session (Spring/Summer only)
Golf Expanded program offerings
Tennis Expanded program offerings
Track & Field Added Summer program
Looking toward the future, the Parks and Recreation Department is positioned for the anticipated
explosive growth citywide. The City leaders, city staff, and the citizens themselves continue to hold the
Parks and Recreation Department as one of its more important services. In FY13 alone, there are more
than $15.8 million in capital projects related to Parks and Recreation.
Parks and Recreation Department Major Projects – FY13
Project Date Budget Funding Source
Central Park Concession/Restroom FY13 $ 930,000 GOB ‘08
East District Maintenance Shop FY13 $ 1,497,922 GOB ‘08
Lick Creek Nature Center FY13-FY14 $ 2,495,000 GOB ‘08
Lincoln Center Additions FY13-FY14 $ 4,285,000 GOB ‘08
Veterans Park Artificial Turf Fields FY13 $ 3,785,000 HOT Funds
Wolf Pen Creek Festival Site FY13 $ 1,000,000 TIF Funds
Other Projects FY13 $ 1,851,585 Miscellaneous
TOTAL $15,844,507
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In June 2012, it was discovered, through an inspection of the facility, that the Conference Center
building was not safe for occupation and was subsequently closed indefinitely. The patrons who had
rentals and events scheduled there were relocated to other City facilities (Green Room, Southwood
Community Center, Lincoln Center) or assisted with other locations within the community. The three
full time staff persons were relocated to the Parks and Recreation central office.
It should be noted that this past year, 2012, the Department went through a thorough analysis by the
NRPA Commission for Accreditation of Park and Recreation Agencies (CAPRA) for reaccreditation. Every
five years, agencies must go through the process again to be reaccredited. College Station passed again
this year and retains the CAPRA “seal of approval” until 2017. This is a testament to the outstanding
quality and professionalism of the College Station Parks and Recreation staff.
The organization has been streamlined and qualified personnel have been situated in those areas that
will experience the highest demands and growth. Additional neighborhood park properties will be
added to the grounds maintenance contract as they come on-line. New and renovated athletic facilities
such as the artificial turf fields at Veterans Park will be marketed and programmed to accommodate an
increase in local league play as well as new and/or expanded tournament play with an emphasis on
Athletic Tourism. The new festival site at Wolf Pen Creek is already being looked at for expansion of
current special events. Several new events will be held at the site such as the upcoming “Graffiti Run”
and the College Station Fajita Cook-off. The future Lick Creek Nature Center promises to be the focal
point for many new outdoor education programs. Expansions of the Lincoln Recreation Center and the
Ringer Library are also planned in the next few years to meet increased service demands.
In conclusion, the College Station Parks and Recreation Department is doing well. The department has
qualified staff, resources, and continued support of the city’s leaders and citizens. The Department is
poised and ready for an exciting and dynamic future.
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January 29, 2013
Retreat Agenda Item No. 6
Delivery of Public Infrastructure to Development Areas
To: Frank Simpson, Interim City Manager
From: Bob Cowell, AICP, CNU-A, Executive Director - Planning & Development Services
Agenda Caption: Presentation, possible action, and discussion regarding the planning,
financing, and construction of public infrastructure to development areas within and
adjacent to the City of College Station.
Recommendation: N/A
Summary: At a recent Council workshop, the Council requested that staff present an
overview of how the City plans for, finances, and constructs public infrastructure to serve
development areas. Staff will present to Council an overview of how development has
occurred in the City in the recent past, how infrastructure has been planned, financed, and
constructed for that growth and what has or is changing that may affect the same for the
future delivery of infrastructure. Further, staff will provide an overview of what
infrastructure needs exist to accommodate the next 20 years of development within the
City. Finally, staff will present how the City is planning for the required infrastructure and
the financing tools that are used and proposed to finance the delivery of this infrastructure.
Staff will provide some policy recommendations related to the financing of the required
infrastructure and will be looking for some direction from Council on these
recommendations.
Budget & Financial Summary: Dependent upon Council direction
Attachments: N/A
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January 29, 2013
Retreat Agenda Item No. 7
Council Strategic Plan Update
To: Frank Simpson, Interim City Manager
From: Bob Cowell, AICP, CNU-A, Executive Director - Planning & Development Services
Agenda Caption: Presentation, possible action, and discussion regarding the 2013 update
of the City Council’s Strategic Plan.
Recommendation: N/A
Summary: For several years, the Council has developed and relied upon an annual
Strategic Plan to aid them and the staff in the development of their annual budget and
guide their major initiatives for the upcoming year. Staff assists the Council in the
development of the strategic plan at their annual retreat. In 2011, Council adjusted the
Plan development process so that this effort occurred in January to better align with the
City’s budget development process and election cycle.
Budget & Financial Summary: N/A
Attachments:
1. Current Council Strategic Plan (2012 Update Version)
2. Current Strategic Plan Performance Measures Overview
3. Citizen Survey Results (2012)
4. Strategic Plan Development Workbook
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January 29, 2013
City Council Strategic Planning Retreat Item No. 8
Lick Creek Park Nature Center
To: Frank Simpson, Interim City Manager
From: Chuck Gilman, P.E., PMP, Public Works Director
Agenda Caption: Presentation, possible action, and discussion regarding the
development of the Lick Creek Park Nature Center.
Relationship to Strategic Goals: Core Services and Infrastructure
Recommendation(s): Staff recommends proceeding with Alternative 1.
Summary: The Lick Creek Park Nature Center was included as a project in the 2008 bond
authorization. The scope of the project is to design and construct an informational education
center at Lick Creek Park. In June 2011 staff engaged a design team and a committee
appointed by the City Council to begin developing design concepts and programming for the
proposed facility.
On September 13, 2012, staff delivered a presentation to the City Council that summarized
three different design alternatives, and the committee recommendation. The Council requested
that staff further develop the graphics and design concepts to show more detail in the
renderings of the facilities and site plan, and provide an overview of programs that are being
considered at the new facility. Additionally, the Council noted that convertible meeting space,
restrooms, and indoor and outdoor educational opportunities remain a high priority.
Staff will present two different alternatives for Council consideration. Both alternatives address
the comments provided by Council at the September 13th
meeting; however, the floor plan and
site layout are different for each alternative.
Budget & Financial Summary: Funds for this project are budgeted in the Parks Capital
Improvement Project Fund in the amount of $2,495,000. Funds in the amount of $77,408
have been expended or committed to date, leaving a balance of $2,417,592 for the design
and construction of this project.
Attachments: None
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January 29, 2013
Retreat Agenda Item No. 9
Conference Center
To: Frank Simpson, Interim City Manager
From: David Schmitz, Director, Parks and Recreation
Relationship to Strategic Goal: Financially Sustainable City; Providing Core Services and
Infrastructure; Neighborhood Integrity; Diverse Growing Economy
Agenda Caption: Presentation, possible action, and discussion on options for the future of
the Conference Center facility and operations.
Recommendation(s): Staff is seeking direction from the City Council.
Summary: The presentation will consist of a brief history of the facility, an overview of
current operations, and several options for the future of the Conference Center facility and
operations.
Budget & Financial Summary: Depending on direction from the Council, there are
several different budget scenarios. Currently, Conference Center operation funds are
included in the FY13 proposed budget in the amount of $358,327.
Attachments: None
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