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HomeMy WebLinkAbout01/25/2018 - Workshop Minutes - City Council MINUTES OF THE CITY COUNCIL WORKSHOP CITY OF COLLEGE STATION JANUARY 25, 2018 STATE OF TEXAS § COUNTY OF BRAZOS § Present: Karl Mooney, Mayor Council: Bob Brick Jerome Rektorik Linda Harvell Barry Moore John Nichols James Benham City Staff: Kelly Templin, City Manager Chuck Gilman, Deputy City Manager Carla Robinson, City Attorney Lisa McCracken, Records Management Administrator Yvette Dela Torre, Deputy Local Registrar 1. Call to Order and Announce a Quorum is Present With a quorum present, the Workshop of the College Station City Council was called to order by Mayor Mooney at 4:04 p.m. on Thursday, January 25, 2018 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77840. 2. Executive Session In accordance with the Texas Government Code §551.071-Consultation with Attorney, and §551.074-Personnel, the College Station City Council convened into Executive Session at 4:07 p.m. on Thursday, January 25, 2018 in order to continue discussing matters pertaining to: A. Consultation with Attorney to seek advice regarding pending or contemplated litigation;to wit: • Kathryn A. Stever-Harper as Executrix for the Estate of John Wesley Harper v. City of College Station and Judy Meeks; No. 15,977-PC in the County Court No. 1, Brazos County, Texas; and • McCrory Investments II, LLC d/b/a Southwest Stor Mor v. City of College Station; Cause No. 17-000914-CV-361; In the 361st District Court, Brazos County, Texas WKSHP012518 Minutes Page 1 • City of College Station v. Gerry Saum, Individually, and as Independent Executrix of the Estate of Susan M. Wood, Deceased; Cause No. 17-002742-CV-361; In the 361st District Court, Brazos County, Texas B. Deliberation on the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer; to wit: • Council Self-evaluation • City Manager • City Attorney • City Internal Auditor • City Municipal Judge The Executive Session recessed at 4:40 p.m. 3. Take action, if any, on Executive Session. No action was required from Executive Session. 4. Presentation, possible action and discussion on items listed on the consent agenda. Items 2g, 2h, 2i, 2j, 2k were pulled from Consent for clarification. (2g): Lance Simms, Director of Planning and Development Services,provided clarification of the adoption of ordinance to prepare service plan and establishing public hearing dates for annexation. (21,): Lance Simms, Director of Planning and Development Services,provided clarification on an Ordinance approving an Oversize Participation agreement with BKCK LTD for a new water main along Hwy 6 South and the intersection of Sebesta Road. Mr. Simms clarified that the new main was being built to accommodate new growth and explained the definition of an Over Size Participation. David Coleman, Director of Water Services, explained that the impact fees still apply for the initial development of the new water main. The reason for the OP was to feed the third water tower being constructed. 2(i) and (j): Jason Schubert, Transportation Planning Coordinator, explained that the reason for parking removals for new street construction was to provide emergency access. 2(j):Jason Schubert; Transportation Planning Coordinator, there was no additional discussion on this item. 2(k): Donald Harmon, Director of Public Works, clarified that the project was not being funded by impact fees but by the Streets Capital Projects fund. Jeff Kersten, Assistant City Manager, clarified that impact fees are just being collected and are no available as of yet. As they are collected they will be distributed into the various zones for future projects. WKSHP012518 Minutes Page 2 5. Presentation, possible action, and discussion regarding an annual report on the activities of the Historic Preservation Committee. Lou Hodges, Chair, provided Council with an annual report on the activities of the Historic Preservation Committee, including pamphlet with a map of A&M Faculty Homes,the approval of two historic home markers,monthly history luncheons,historic markers,revisions to the American Mile, new programs for 2018, and combining the duties of the Landmark Commission with those of the HPC. Plans for 2018 are to continue with the aforementioned activities. 6. Presentation,possible action, and discussion concerning the City Internal Auditor's Audit of the Procurement Card Program. Ty Elliott, Internal Auditor, reported that the City's Procurement Card Program was adequately mitigating risk and encouraging efficient and effective use of procurement cards. As a result, City employees are predominately using their cards to the achievement of the program's objectives. Despite this positive assertion, we believe some controls could be strengthened in order to further reduce risk. We have summarized some of our key recommendations below: 1. Restructure internal controls to better ensure that transactions are appropriately reviewed. 2. Adjust the current process to ensure the procurement cards of terminated employees are closed as quickly as possible. 3. Investigate JP Morgan system controls that would prevent split purchases. 4. Prevent employees from exceeding highest approved single and monthly transaction limits. 5. Work with departments annually to reassign cardholders into appropriate spending categories. 7. Due to a numbering error this item did not appear on the agenda. 8. Presentation, possible action, and discussion regarding providing additional flexibility for the single-family Neighborhood Conservation Overlay district. Justin Golbabai, Planning and Development, presented a request that will allow for more flexible and customizable language to the Neighborhood Conservation Overlay (NCO) as supported by Action Item NI&CC 2.1 in Southside Neighborhood Plan to "Amend the Unified Development Ordinance to include a Character Preservation zoning option that provides the neighborhood with the flexibility to select the character elements and to determine the area to which they may apply." The Eastgate Neighborhood Plan similarly has actions items to "Develop/amend the single-family overlay ordinance options" and to "work with neighborhood residents to identify and resolve roadblocks to adopting or implementing a new type of neighborhood overlay." Planning and Development Services Staff is currently working with the Southside neighborhood on an application to form a NCO District for College Park, Oakwood, and Dulaney neighborhoods. Through this process, the neighborhood has felt that the language in the section of the UDO governing NCO District options to be overly restrictive and rigid. Therefore, they have asked for additional flexibility in the ordinance language that would allow more customization in the overlay to better target neighborhood issues without overregulating other areas in the process. Some of the requested changes include: WKSHP012518 Minutes Page 3 • Allowing maximum lot coverage calculations to be customized of what is and isn't included so they can exclude impervious elements such as patios and outdoor recreational areas. • Allow the neighborhood to customize what is included in tree preservation to able to exclude certain invasive species of trees from tree protection as well as to be able to select a larger caliper inch standard than the eight-inch caliper inches allowed for in the ordinance. • Allow further restrictions on the amount and placement of parking areas. • Allow minimum lot size calculations to only apply to new subdivisions as is currently applied without the overlay. Staff requested direction from City Council on whether or not to move forward with the development of an ordinance amendment that provides additional flexibility to the Neighborhood Conservation Overlay District. Council directed staff to come up with a process to ensure that information and notification is being shared by the City to all those concerned at the earliest time possible. Council would like for staff to clarify and establish the boundaries for any proposed changes in any district throughout the City. Staff should make themselves available if asked to attend any of the neighborhood meetings. 9. Presentation, possible action, and discussion regarding the renovation of the existing Arts Council Building for use as a Community Center with an emphasis on Senior Programming. Erica Wozniak,Project Manager-Vertical Design and Construction, and David Schmitz,Parks and Recreation Director,provided an overview of the current Arts Council Building, after it is vacated, which will be renovated for use as a Community Center with an emphasis on Senior Programming. The layout of the building will be reconfigured to better accommodate community activities,ADA issues will be addressed and the HVAC system will be replaced. Senior Advisory Committee recommends the inclusion of Wanda and Robert Meyer in the naming of the facility. The official naming will be made after consideration by the Parks and Recreation Advisory Board at the February meeting before recommendations are presented to the City Council for approval. Mayor Mooney recessed the Workshop at 7:04 p.m. Workshop reconvened at 9:58 p.m. 10. Council Calendar Council reviewed the calendar. 11. Discussion, review and possible action regarding the following meetings: Animal Shelter Board,Annexation Task Force,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 WKSHP012518 Minutes Page 4 Commerce, Budget and Finance Committee, BVSWMA, BVWACS, Compensation and Benefits Committee, Experience Bryan-College Station, Design Review Board, Economic Development Committee, FBT/Texas Aggies Go to War, Gulf Coast Strategic Highway Coalition, 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, Sister Cities Association, Transportation and Mobility Committee, TAMU Economic Development, TAMU Student Senate, Texas Municipal League, Twin City Endowment, Walk with the Mayor,YMCA, Youth Advisory Council, Zoning Board of Adjustments. Councilmember Rektorik reported on Experience Bryan-College Station (EBCS) and the RVP. 12. Adjournment There being no further business, Mayor Mooney adjourned the workshop of the College Station City Council at 10:00 p.m. on Thursday, January 25, 2018. / if <farl 4 s ney, ►./ayor ATTES : likk' 4110 any. Smits ity Secretary WKSHP012518 Minutes Page 5