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Home My WebLink About04/10/2014 - Workshop Agenda Packet - City CouncilCouncil Workshop College Station, TX Meeting Agenda 1101 Texas Ave College Station, TX 77840 City Hall Council Chambers 4:30 PM Thursday, April 10, 2014 1. Call meeting to order. 2. Executive Session will be held in the Administrative Conference Room. Consultation with Attorney {Gov’t Code Section 551.071}; possible action. The City Council may seek advice from its attorney regarding a pending or contemplated litigation subject or settlement offer or attorney-client privileged information. Litigation is an ongoing process and questions may arise as to a litigation tactic or settlement offer, which needs to be discussed with the City Council. Upon occasion the City Council may need information from its attorney as to the status of a pending or contemplated litigation subject or settlement offer or attorney-client privileged information. After executive session discussion, any final action or vote taken will be in public. The following subject(s) may be discussed: Litigation a. College Station v. Star Insurance Co., Civil Action No. 4:11 CV 02023 b. Patricia Kahlden, individ. and as rep. of the Estate of Lillie May Williams Bayless v. Laura Sue Streigler, City of College Station and James Steven Elkins, No. 11 003172 CV 272, in the 272nd District Court of Brazos County, Tx. c. Cause No. 13 002978 CV 361, Deluxe Burger Bar of College Station, Inc. D/B/A Café Eccell v. Asset Plus Realty Corporation, City of College Station, Texas and the Research Valley Partnership, Inc., In the 361st Judicial District Court, Brazos County, Texas Legal Advice a. Legal advice related to the College Station power supply contract Competitive Matters {Gov't Code Section 551.086); possible action: The City Council may deliberate, vote, or take final action on a competitive matter as that term is defined in Gov't Code Section 552.133 in closed session. The following is a general representation of the subject matter to be considered: a. College Station Power Supply Contract Page 1 College Station, TX Printed on 4/4/2014 April 10, 2014 Council Workshop Meeting Agenda Economic Incentive Negotiations {Gov’t Code Section 551.087}; possible action The City Council may deliberate on commercial or financial information that the City Council has received from a business prospect that the City Council seeks to have locate, stay or expand in or near the city with which the City Council in conducting economic development negotiations may deliberate on an offer of financial or other incentives for a business prospect. After executive session discussion, any final action or vote taken will be in public. The following subject(s) may be discussed: a. Economic incentives for a proposed development located generally near the intersection of University Drive and College Avenue. b. Economic incentives for a proposed development located generally near the intersection of Gateway Boulevard and Lakeway Drive in the Business Center at College Station. c. Economic incentives for a proposed development located at or near University Drive and Tarrow/East Tarrow Streets in College Station. 3. Take action, if any, on Executive Session. 6:00 P.M. 4. Presentation, possible action and discussion on items listed on the consent agenda. Presentation, possible action, and discussion, and a joint meeting of the Planning and Zoning Commission and the City Council regarding the 2014 Planning & Zoning Commission Plan of Work. 14-341 5. P&Z Plan of Work.pdf Attachments: Presentation, possible action, and discussion regarding recommended changes to the rental registration program and related code enforcement efforts. 14-342 6. Recommended Changes.docx Summary of Focus Group Comments.docx Attachments: Page 2 College Station, TX Printed on 4/4/2014 7. Council Calendar April 14 Citizens University Graduation in Council Chambers, 7:00 p.m. April 15 Interim President Dr. Mark Hussey - TAMU State of Affairs Discussion, 9:30 a.m. April 15 Transportation & Mobility Committee Meeting at Room 203 Conference Room A - Municipal Court, 3:30 p.m. April 16 BVSWMA Board Meeting at CS Municipal Court Building - 300 Krenek Tap Road, 11:00 p.m. April 16 RVP Board Meeting at RVP, 3:00 p.m. April 17 P & Z Workshop/Regular Meeting in Council Chambers, 6:00 p.m. (Liaison, John Nichols) April 18 CITY OFFICES CLOSED - GOOD FRIDAY April 21 Brazos County Muster at MSC Bethancourt Ballroom, 6:00 p.m. April 23 Audit Committee Meeting in City Hall Administrative Conference Room, 3:30 p.m. April 24 Executive Session/Workshop/Regular Meeting at 4:00, 6:00 & 7:00 p.m. April 10, 2014 Council Workshop Meeting Agenda 8. Presentation, possible action, and discussion on future agenda items and review of standing list of Council generated agenda items: A Council Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting. 9. Discussion, review and possible action regarding the following meetings: Animal Shelter Board, Arts Council of Brazos Valley, Arts Council Sub committee, Audit Committee, Bicycle, Pedestrian, and Greenways Advisory Board, Bio Corridor Board of Adjustments, Blinn College Brazos Valley Advisory Committee, Brazos County Health Dept., Brazos Valley Council of Governments, Bryan/College Station Chamber of Commerce, Budget and Finance Committee, BVSWMA, BVWACS, Compensation and Benefits Committee, Convention & Visitors Bureau, Design Review Board, Economic Development Committee, Gigabit Broadband Initiative, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Relief Funding Review Committee, Landmark Commission, Library Board, Metropolitan Planning Organization, Parks and Recreation Board, Planning and Zoning Commission, Research Valley Partnership, Research Valley Technology Council, Regional Transportation Committee for Council of Governments, Transportation and Mobility Committee, TAMU Student Senate, Texas Municipal League, Twin City Endowment, Youth Advisory Council, Zoning Board of Adjustments, (Notice of Agendas posted on City Hall bulletin board). 10. Adjourn The City Council may adjourn into Executive Session to consider any item listed on this agenda if a matter is raised that is appropriate for Executive Session discussion. An announcement will be made of the basis for the Executive Session discussion. Page 3 College Station, TX Printed on 4/4/2014 1101 Texas Ave College Station, TX 77840College Station, TX Legislation Details (With Text) File #: Version:114-341 Name:2014 Planning & Zoning Commission Plan of Work Status:Type:Presentation Agenda Ready File created:In control:3/23/2014 Council Workshop On agenda:Final action:4/10/2014 Title:Presentation, possible action, and discussion, and a joint meeting of the Planning and Zoning Commission and the City Council regarding the 2014 Planning & Zoning Commission Plan of Work. Sponsors: Indexes: Code sections: Attachments:P&Z Plan of Work.pdf Action ByDate Action ResultVer. Presentation, possible action, and discussion, and a joint meeting of the Planning and Zoning Commission and the City Council regarding the 2014 Planning & Zoning Commission Plan of Work. Relationship to Strategic Goals: (Select all that apply) ··Good Governance ··Core Services and Infrastructure ··Neighborhood Integrity ··Diverse Growing Economy ··Improving Mobility Recommendation(s):Staff recommends endorsement of the items contained within the 2014 P&Z Plan of Work. Summary:The Planning and Zoning Commission’s adopted Rules and Procedures state that the Planning and Zoning Commission may adopt a Plan of Work.The Plan of Work should consider future tasks for a prescribed period and be updated and revised annually. Upon presentation of a draft Plan of Work by the Commission in a joint meeting with the City Council and the Planning and Zoning Commission,the Commission may adopt the Plan by majority vote of the members present. The Planning and Zoning Commission met in February for a mini-retreat scheduled in part to begin developing its 2014 Plan of Work.The Planning and Zoning Commission is seeking input from the Council on the Plan of Work and concurrence with the same. Budget & Financial Summary: N/A Attachments:1.Draft 2014 P&Z Plan of Work College Station, TX Printed on 4/4/2014Page 1 of 2 powered by Legistar™ File #:14-341,Version:1 College Station, TX Printed on 4/4/2014Page 2 of 2 powered by Legistar™ 1101 Texas Ave College Station, TX 77840College Station, TX Legislation Details (With Text) File #: Version:114-342 Name:Recommended Changes to the Rental Registration Program Status:Type:Presentation Agenda Ready File created:In control:3/23/2014 Council Workshop On agenda:Final action:4/10/2014 Title:Presentation, possible action, and discussion regarding recommended changes to the rental registration program and related code enforcement efforts. Sponsors: Indexes: Code sections: Attachments:Recommended Changes.pdf Summary of Focus Group Comments.pdf Action ByDate Action ResultVer. Presentation,possible action,and discussion regarding recommended changes to the rental registration program and related code enforcement efforts. Relationship to Strategic Goals: (Select all that apply) ··Good Governance ··Neighborhood Integrity Recommendation(s):Staff recommends Council provide direction to staff regarding proposed changes to the rental registration program and related code enforcement efforts. Summary:This workshop presentation will outline a series of recommendations regarding proposed changes to the rental registration program and related code enforcement efforts. At the City Council’s retreat in January, Council discussed this issue and directed staff to hold a series of focus group meetings to get feedback from various stakeholders. Specifically, staff was directed to meet with a group of neighborhood representatives, rental property owners, and rental property managers. These focus group meetings were held during the month of February. Staff considered direction received at past City Council meetings, information from the recent rental registration survey, and feedback from the focus group meetings when developing the attached list of recommended changes. Budget & Financial Summary: N/A Attachments: 1.List of recommended changes 2.Summary of comments from focus group meetings College Station, TX Printed on 4/4/2014Page 1 of 2 powered by Legistar™ File #:14-342,Version:1 College Station, TX Printed on 4/4/2014Page 2 of 2 powered by Legistar™ Rental Registration Program / Neighborhood Integrity / More than four Unrelated April 2014 Background Rental Registration Ordinance  December 2008 - The City Council adopted an ordinance requiring the registration of all single- family and duplex rental properties.  October 2013 - Council provided feedback to staff regarding possible changes to the rental registration ordinance.  December 2013 - Council directed staff to conduct a survey regarding the rental registration program  January 2014 - Staff presented the results of the rental registration survey to the City Council and received direction from the Council regarding possible changes to the rental registration ordinance. Council directed staff to hold a series of “focus group” meetings to solicit feedback regarding possible changes to the rental registration ordinance.  February 2014 - Staff held a series of focus group meetings (one with neighborhood representatives, one with rental property managers, and one with rental property owners) Implemented Changes 1. Added the following note to the rental registration form and the rental registration webpage, “NOTE: The City of College Station does not allow more than four (4) unrelated persons in a single-family dwelling. (City of College Station Code of Ordinances, Chapter 12: UDO; Article 11: Definitions – Family).” 2. Started notifying property management companies of violations in addition to the rental property owner. Recommended Changes Based on direction from City Council, the results from the recent rental registration survey, and feedback from the focus group meetings, staff recommends that the City Council consider the following changes to the rental registration program and related code enforcement efforts: Amend the existing Rental Registration Ordinance to… 1. Include an administrative process / civil enforcement component to the rental registration ordinance. This change would provide Code Enforcement staff with the option of assessing a fine for violations of the rental registration ordinance. However, the owner / property manager would still be afforded due process. The proposed process could work as follows: o Notice of violation and citation sent to the owner (regular and certified mail) o Right to administrative hearing o Right to appeal (could be hearing before the municipal judge) o Fine established by City Council as part of the adopting ordinance o Could also establish higher fines for repeat offenders 2. Change the rental registration ordinance to require a notarized affidavit from the property owner/manager as part of the registration process. The affidavit would acknowledge that the unit is currently not being rented (and will not be rented) to more than four unrelated individuals. The affidavit could also state that the property owner / manager has made each tenant aware of the “no more than four unrelated” provision. As an option, the city could require a signed affidavit from each tenant acknowledge that the unit is not occupied (and will not be occupied) by more than four unrelated individuals. 3. Change the existing language in the rental registration ordinance from “Names and contact information of all persons listed on the current lease shall be retained by the local contact person and shall be presented to the Administrator upon request” to, “All current leases and contact information for all tenants shall be presented to the Administrator upon request.” Recommended Actions not requiring an ordinance amendment… 1. Increase the number of Code Enforcement personnel as part of the FY 2015 budget. The Code Enforcement Division’s budget was reduced following the economic downturn in 2008 and 2009. Since that time, Code Enforcement has largely been operating in a reactionary mode. Increasing the number of Code Enforcement officers would enable the City to be proactive. 2. Process “more than four unrelated” violations as a UDO (zoning) violation o A zoning violation would be punishable by a fine of up to $2,000, subject to the discretion of the Municipal Judge 3. Enhanced education / communication – Work to strengthen and improve existing partnerships with TAMU (Aggie Up, Noise Abatement, Walk and Talks, Off-Campus Housing Fair, Living Among Aggies, etc.). City staff could also provide “be a good neighbor” information to brokers, rental property managers, and rental property owners. Additionally, “be a good neighbor” information could be mailed to each address registered as rental property on an annual basis. Summary of Comments from Focus Group Meetings Meeting with Neighborhood Representatives Meeting Date: 21 February 2014 Five representatives attended the meeting Comments:  Require names of tenants with rental registration  Do not “weaken” ordinance – keep $15 registration / renewal fee  Include administrative fine / penalty  They asked about the “party patrol”. They thought this was a great program and wanted to see it continue. (I followed-up with Chief Capps on this one. He said the party patrol is typically activated during the fall due to football season)  Suggested the city require a copy of the lease as part of the registration process  Develop two sets of “rules” – one for owner-occupied homes and another for rental property  Define responsibilities for brokers and property managers  Move to a rental permit or license system  Be proactive with code enforcement (increase code enforcement budget / personnel)  The HOAs and NAs cannot do it all - the City needs to be sensitive to this. Meeting with Rental Property Managers Meeting Date: 25 February 2014 Three representatives attended the meeting Comments:  Questioned the value of the Rental Registration program and noted that it has not benefited property management companies. Asked for evidence that program is effective.  Stated they also have an interest in neighborhood integrity. It preserves property value and that is good for everyone.  Requested that the City send violation notices to property managers when owners are notified (this process actually started a few weeks ago)  Asked about apartments – why aren’t they required to be registered?  Expressed frustration with rental registration renewal process because a personal identification number is needed for each property (Note: this issue will be resolved with the new permitting software)  Suggested using media spots (WTAW, Clear Channel, etc.) to educate public about the rental registration program, code enforcement’s role, and no more than four unrelated rule Summary of Comments – Pg. 2 Meeting with Rental Property Owners Meeting Date: 28 February 2014 Five representatives attended the meeting Comments:  Need to increase code enforcement (budget / personnel)  Questioned the effectiveness of Rental Registration program  No need to require names of tenants as part of the registration process. This is not helpful because of the constant tenant turnover (it would be hard for the City to keep this information up to date).  Have property owner / property management company sign affidavit as part of the registration process stating that they are aware of definition of family (no more than four unrelated). Could also require property owner / property management company to sign affidavit acknowledging that they made the tenants aware of definition of family or provide signed document from each tenant.  Require landlords / property management companies to provide ”no more than four unrelated” information to tenants (confirm as part of the registration process)  Provide a definition of “resident”  Consider a fine or administrative penalty for violations  Increase fines (higher fines for more violations)  More education with specific outreach to the students. Maximize existing opportunities through TAMU (off-campus housing fair, etc.). Mail “be a good neighbor” information to each address registered as rental property.  Allow property owners 30 days to correct violation (in cases of more than four unrelated)  Property owners were okay with $15 registration fee (even for renewals)