HomeMy WebLinkAbout04/14/2011 - Workshop Agenda Packet - City CouncilTable of Contents
Agenda 2
No. 2 - Update on City’s FY 2011 Capital Plan
Coversheet revised 5
No. 3 - City Wide Landscape Maintenance Contracts
Coversheet revised 6
Resolution - Green Teams 8
Resolution - Landscape USA 9
Resolution - Rainbow Gardens 10
Resolution - Jones Lawn Care 11
Resolution - Pro-Green 12
Budget Summary 13
No. 4 - Charter Review
Coversheet revised 14
No. 5 - Location of Wireless Facility (Cellular Tower) on City
Property
Coversheet revised 15
Council Adopted Policy and Procedures for Locating
Wireless Facility 16
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Mayor Council members
Nancy Berry Jess Fields
Mayor Pro Tem Dennis Maloney
John Crompton Katy-Marie Lyles
City Manager Dave Ruesink
David Neeley Jana McMillan
Agenda
College Station City Council
Workshop Meeting
Thursday, April 14, 2011 3:00 p.m.
City Hall Council Chambers, 1101 Texas Avenue
College Station, Texas
1. Presentation, possible action, and discussion on items listed on the consent agenda.
2. Presentation, possible action, and discussion regarding a summary of the current status of the capital
projects included in the City’s FY 2011 Capital Plan. Staff is seeking direction on two projects included
in the FY 2011 Capital Plan – Lick Creek Nature Center and East District Maintenance Shop.
3. Presentation, possible action, and discussion regarding approval of resolutions awarding landscape
maintenance contracts to multiple vendors in a total amount of $453,254, and approval of a budget
transfer from the Parks and Recreation Department to the Public Works Department of $26,350 and the
transfer of three positions from the Parks and Recreation Department to the Public Works Department
including salary and benefits for half a year totaling $57,392.
4. Presentation, possible action, and discussion on the scope of the Citizens Charter Review Commission
and provide direction regarding the charter revisions to be reviewed.
5. Presentation, possible action, and discussion of city procedures and requirements for locating a cellular
tower on city property.
6. Council Calendar
April 15 Ribbon Cutting-New Whataburger-Hwy. 6/Wm. D. Fitch at 10:00 a.m.
April 18 IGC Meeting at BVCOG, 12:00 p.m.
April 21 Planning & Zoning Commission Meeting in Council Chambers at 4:00 p.m.
April 21 Joint Meeting-City Council and Planning and Zoning Commission in Council Chambers
at 4:00 p.m.
April 22 City Offices Closed – HOLIDAY
April 28 City Council Workshop/Regular Meeting at 3:00p.m. and 7:00 p.m.
7. Presentation, possible action, and discussion on future 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.
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City Council Workshop Meeting
Thursday, April 14, 2011
8. Discussion, review and possible action regarding the following meetings: Animal Shelter Board, Arts
Council of the Brazos Valley, Audit Committee, Bicycle, Pedestrian, and Greenways Advisory Board,
Brazos County Health Dept., Brazos Valley Council of Governments, Brazos Valley Wide Area
Communications Task Force, BVSWMA, BVWACS. Cemetery Committee, Code Review Committee,
Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental
Committee, Joint Relief Funding Review Committee, Landmark Commission, Library Board, Mayor’s
Council on Physical Fitness, Mayor’s Development Forum, Metropolitan Planning Organization, National
League of Cities, Outside Agency Funding Review, Parks and Recreation Board, Planning and Zoning
Commission, Research Valley Partnership, Regional Transportation Committee for Council of
Governments, Signature Event Task Force, Sister City Association, TAMU Student Senate, Texas
Municipal League, Transportation Committee, Wolf Pen Creek Oversight Committee, Zoning Board of
Adjustments, (Notice of Agendas posted on City Hall bulletin board).
9. Executive Session will immediately follow the workshop meeting 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. City of Bryan’s application with TCEQ for water & sewer permits in Westside/Highway 60 area, near
Brushy Water Supply Corporation to decertify City of College Station and certify City of Bryan
b. Clancey v. College Station, Glenn Brown, and Kathy Merrill
c. Rachel Rahn v. Alma Martinez, The Arkitex Studio, Inc. et al, cause No. 09-000656-CV361
d. Weingarten Realty Investors v. College Station, Ron Silvia, David Ruesink, Lynn McIlhaney, and
Ben White
e. Chavers et al v. Tyrone Morrow, Michael Ikner, City of Bryan, City of College Station, et al
f. Water CCN / 2002 Annexation / Wellborn Water Supply Corporation
Legal Advice
a. Legal issues regarding possible revenue sharing and legislation in bio-corridor
b. Legal Issues Related to Wellborn Annexation
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. Blinn College
10. Adjourn.
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City Council Workshop Meeting
Thursday, April 14, 2011
APPROVED:
___________________________________________
City Manager
Notice is hereby given that a Workshop Meeting of the City Council of the City of College Station, Texas
will be held on the 14th day of April, 2011 at 3:00 pm in the City Hall Council Chambers, 1101 Texas
Avenue, College Station, Texas. The following subjects will be discussed, to wit: See Agenda
Posted this 8th day of April, 2011 at 5:00 pm
___________________________________________
City Secretary
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 April 8, 2011 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 of _______________, 2011.
CITY OF COLLEGE STATION, TEXAS By____________________________________
Subscribed and sworn to before me on this the ______day of _________________,
___________________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.
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April 14, 2011
Work Shop Agenda Item No. 2
Update on City’s FY 2011 Capital Plan
To: David Neeley, City Manager
From: Chuck Gilman, P.E., Public Works Director
Agenda Caption: Presentation, possible action, and discussion regarding a summary of
the current status of the capital projects included in the City’s FY 2011 Capital Plan. Staff is
seeking direction on two projects included in the FY 2011 Capital Plan – Lick Creek Nature
Center and East District Maintenance Shop.
Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response
to Core Services and Infrastructure.
Recommendation(s): This item is intended to be an update to the Council, so a
recommendation is not provided.
Summary: At City Council Retreat on June 17, 2010, staff provided a brief overview of
the schedule for the projects included in the 2008 Bond Authorization to get input and
direction on several capital projects and to assist staff in developing the FY 2011 Capital
Plan. On August 16, 2010 and August 17, 2010, the draft FY 2011 Capital Plan was
presented to the City Council during the Council Budget Workshops and the 2011 Capital
Plan was subsequently approved as part of the FY 2011 Approved Budget. Staff has
continued to work diligently to keep the projects in the adopted Capital Plan on schedule.
In doing so, staff issued a Request for Qualification for the Lick Creek Nature Center and
East District Maintenance Shop and has received numerous Statements of Qualifications
from interested design firms.
Staff presented a debt reimbursement resolution for City Council consideration at the
February 24, 2011 Council meeting that included several capital projects. During that
meeting, the Council voted to exclude the Lick Creek Nature Center and East District
Maintenance Shop from the debt reimbursement resolution. Both of these projects were
included in the FY 2011 Capital Plan and scheduled to begin this fiscal year.
Staff is seeking direction on the Lick Creek Nature Center and East District Maintenance
Shop.
Budget & Financial Summary: N/A
Attachments:
1. None
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April 14,2011
Work Shop Agenda Item No. 3
City Wide Landscape Maintenance Contracts
To: David Neeley, City Manager
From: Chuck Gilman, P.E., Public Works Director
Agenda Caption: Presentation, possible action, and discussion regarding approval of
resolutions awarding landscape maintenance contracts to multiple vendors in a total amount
of $453,254, and approval of a budget transfer from the Parks and Recreation Department
to the Public Works Department of $26,350 and the transfer of three positions from the
Parks and Recreation Department to the Public Works Department including salary and
benefits for half a year totaling $57,392.
Relationship to Strategic Goals: Financially Sustainable City Providing Response to Core
Services and Infrastructure – Spending taxpayer money efficiently.
Recommendation(s): Approval of the resolution and budget transfers.
Summary: In order to take advantage of economies of scale the management of all
landscape maintenance of City properties, except regional parks and athletic facilities, has
been consolidated in the Department of Public Works.
In 2009, the sum of all of the landscape maintenance contracts was $497,581. In an effort
to reduce the City’s operating budget in 2010, staff met with the contractors providing
landscape maintenance services and renegotiated the scope of services to be provided and
the fee. The sum of all of the contracts for landscape maintenance in 2010 was $443,301.
Three vacant landscape maintenance positions in Public Works and three vacant landscape
maintenance positions in Parks and Recreation were intentionally left vacant in 2010 in an
effort to reduce operating expenses in 2010, During the development of the FY 2011
Budget, the decision was made to eliminate the six (6) vacant positions budgeted at
$212,565 and transfer $162,565 to the landscape maintenance budget, resulting in an
overall budget reduction of $50,000. After other adjustments during the budget process,
the landscape maintenance budget for FY 2011 was set at $578,223.
In 2011 staff took a holistic look at the City’s landscape maintenance and made some
changes to our approach. Staff solicited proposals for all of the City’s landscape
maintenance needs (except regional parks and athletic fields) so the contractor’s proposals
could be compared to the City’s cost to perform the same work. This includes right-of-way
mowing and right-of-way shredding which has historically been completed by city
employees in Public Works. Request for Proposals solicited from contractors for landscape
maintenance were divided into seven (7) categories:
1) Neighborhood Parks – includes neighborhood parks and Wolf Pen Creek Park
2) Facilities – city buildings and Northgate District
3) Electric – CSU electric substations
4) Water/Wastewater – CSU water and wastewater sites
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5) Economic and Community Development – E&CD residential sites
6) Finish mowing – primarily street right of ways and medians
7) Rough cut mowing – primarily shredding of right of ways
Eight (8) vendors submitted bids on all, or some, of the categories in the Request for
Proposal. After thorough evaluation it was determined the Department of Public Works could
provide mowing service for part of Category 6 and all of Category 7 at a lower cost than the
proposals received from the landscape maintenance contractors. Further, staff concluded
that the other services that were in the proposal could be completed more cost effectively
by a landscape maintenance contractor. The following is a summary of the award
recommendation:
CATEGORY VENDOR AMOUNT
1) Neighborhood Parks Green Teams $240,974
2) Facilities Rainbow Gardens $84,342
3) Electric Jones Lawn Care $12,240
4) W/WW Landscape USA $50,205
5) E&CD sites Pro-Green Landscape $6,728
6) Finish Cuts (ROW finish
mowing and median mowing)
Pro-Green Landscape $58,765
$453,254
It should be noted that the increase in contract landscape maintenance costs from 2010 to
2011 is due to the increased number of neighborhood park sites added to the maintenance
schedule for the contractor. In 2011, the landscape maintenance contractor will service an
additional 26 neighborhood parks. Overall, the cost to the City for landscape
maintenance is significantly lower in 2011 than 2010, and is approximately
$125,000 under budget.
To assist with the rough cut mowing by the Department of Public Works three vacant
positions in the Parks and Recreation Department will be transferred to Public Works.
Budget & Financial Summary: Overall, this Landscape Maintenance Contract will result in
the need for approximately $125,000 less appropriation than originally budgeted for
landscaping and mowing. Budget transfers will be made within the various funds to move
this additional budget appropriation from the Grounds Maintenance category to the
contingency accounts within each fund to potentially be used for future shortfalls in other
expenditure categories this year. Also included is a transfer of three vacant positions from
the Parks and Recreation Department to the Public Works Department, along with related
expenses. All transfers of positions and budgeted appropriations between departments in
the General Fund require approval of the City Council.
Attachments:
1. Resolution – Green Teams
2. Resolution – Landscape USA
3. Resolution – Rainbow Gardens
4. Resolution – Jones Lawn Care
5. Resolution – Pro-Green Landscape
6. Budget summary with task list
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Budget summarywith Task ListSec 1 Neighborhood ParksBase Mow Addl mow Ants Beds Color Weeds Existing treesNew trees TOTALGreen Teams 110,268.00 61,260.00 14,276.00 39,396.00 4,172.00 1,512.00 9,070.00 1,020.00 240,974.00 Sec 2 City FacilitiesBase Mow Addl mow Ants Beds Color Weeds Existing treesNew trees TOTALRainbow Gardens 27,774.00 15,430.00 1,815.00 28,990.00 4,082.00 3,516.00 2,600.00 135.00 84,342.00 Sec 3 Electric SitesBase Mow Addl mow Ants Beds Color Weeds Est trees New trees TOTALJones Lawn Care 12,240.00 - - - - - - - 12,240.00 Sec 4 W/WW SitesBase Mow Addl mow Ants Beds Color Weeds Existing treesNew trees TOTALLandscapes USA 43,200.00 2,800.00 1,575.00 2,040.00 - 420.00 170.00 - 50,205.00 (Dowling Rd)(Carter Creek WWTP)Sec 5 Econ/Com Dev SitesBase Mow Addl mow Ants Beds Color Weeds Est trees New trees TOTALProgreen4,248.00 2,360.00 - - - - 120.00 6,728.00 Sec 6 MediansBase Mow Addl mow Ants Beds Color Weeds Est trees New trees TOTALProgreen29,070.00 16,150.00 1,275.00 7,405.00 2,000.00 1,555.00 - 1,310.00 58,765.00 TOTAL Progreen 33,318.00 18,510.00 1,275.00 7,405.00 2,000.00 1,555.00 120.00 1,310.00 65,493.00 TOTAL453,254$ 13
April 14, 2011
Workshop Agenda Item No. 4
Charter Review
To: Mayor and Council
cc: David Neeley, City Manager
From: Sherry Mashburn, City Secretary
Agenda Caption: Presentation, possible action, and discussion on the scope of the Citizens
Charter Review Commission and provide direction regarding the charter revisions to be
reviewed.
Recommendation: Staff requests guidance and direction from the City Council on areas of the
City Charter that need to be addressed by the Citizens Charter Review Commission.
Summary: The City Council appointed a ten-member board at their February 24 Regular
meeting. The Commission will begin their review process this month; however, the City Council
needs to provide direction to the Citizens’ Charter Review Advisory Commission as to the
charter provisions to be reviewed.
Financial Summary: There is no fiscal impact at this time.
Attachments:
None
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April 14, 2011
Workshop Agenda Item No. 5
Location of Wireless Facility (Cellular Tower) on City Property
To: David Neeley, City Manager
From: Ben Roper, IT Director
Agenda Caption: Presentation, possible action, and discussion of city procedures and
requirements for locating a cellular tower on city property.
Relationship to Strategic Goals: Goal I.5 Develop revenue streams independent of the
General Fund
Recommendation(s): N/A - Information only
Summary: In June of 2007 Council adopted policy that provided the procedures for the
placement of cellular communications facilities on city property. In anticipation of an
application by a major carrier to locate a cell tower on city property in the near future, this
item will review the city policy.
Budget & Financial Summary: N/A
Attachments:
Policy and Procedures for Locating Wireless Facility on City Property
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RESOLUTION NO. 6- P 4-2007-21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS, ADOPTING POLICIES AND PROCEDURES FOR LOCATION OF
TELECOMMUNICATIOYS FACILITIES ON CITY PROPERTY.
WHEREAS, the City of College Station, Texas, may be approached from time to time by
telecommunications providers desiring to locate telecommunications Facilities on City property;
and
WHEREAS, the City desires to establisf~ policies and procedures regarding the potential location
of telecommunications facilities on City property; now, therefore,
BE IT RESOLVED BY THE CITY COCrNCIL OF THE CITY OF COLLEGE STATION,
'TEXAS:
PART 1 : That the City Council hereby adopts the proposed policies and procedures for location
of telecommunications facilities on City property as set out in the attached Exhibit
<'.4".
PART 2: That this resolution shall take effect immediately from and after its passage.
ADOPTED this @ day of June, A.D. 2007.
wt!! Secretary Mayor
APPROVED:
city Attorney
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Resolution No. 6-14-2003-21
EXHIBIT "A"
Page 2
TELECOMMUNICATION FACTLITgES)
POLICY AND PROCEDURES FOR LOCATING ON CITY PROPERTY
I, lNTRODUCTION
The telecommunicatjons industry will continue to need facilities to support the growing cell
phone demands in College Station. In August. 2002 a City staff committee was created to
consider how to address what will become an increasing demand for a greater number of towms.
In October, 2002 the Planning & Zoning Committee and City Council provided direction for
these policies and procedures. XnitiaI policy was adopted in Febniary 2003.
11. PURPOSE:
In siting cellular facilities the City has two distinct roles - one of regulator and one of lessor for
cell tower facilities on City property. The purpose of this policy is to establish procedures fo~ the
leasing of City property and facilities to cellular communications providers which requires co-
location of telecommunication facilities if reasible.
111. POLICY
The City may lease City property or facilities under certain terms and conditions, All leases shall
be non-exclusive as required by FCC regulations, 47 CFR, Ch. 1 (10-1-05 Edition), Pai-t 59-
Infiastmcture Sharing. Telecommunication installations must meet all permitting requirements,
as \veil as. all applicable federal, state or Iocal Iaws and ordinances.
Planning and Development Services shall be responsible for the (I) zoning and permitting
process as provided under the Unified Development Code and any other applicable codes and
ordinances and (2) maintaining a list of potential siting locations including City premises.
The Department of Information Technology (IT) shaIl: be responsible for the lease of City
facilities to cellular communication providers. All leases are subject to City Council approval on
a case-hy-case basis.
a) Lessee Rent will be determined with the coordination of the Department of Fiscal
Services using the following evaluation factors thaz apply to the
telecommunication installation:
a fair market value of the telecommunication facility
land costs of the proposed City premises as determined by the City's Land
Agent
value of City asset should the equipment be placed on a City facility
m fees paid to other governmental agencies for similar installations
m fees paid to private lessors
E costs of installation
a costs to City for providing staff to allow provider access to secure areas
for on-going maintenance or emergency repairs
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Resolution No. 6- 14-2007-21 Page 3
whether the facility would enhance or deteriorate value of City facility or
property
design of the telecommunication equipment
b) IT wilt coordinate the selection of a City property or facility for the
telecommunication infrastnrcture with the appropriate department.
c) The City's Parks and Recreation Advisory Board will review te~ecommunicatttion
facilities proposed to be installed in City Parks prior to Cit!; Council
consideration.
d) IT will coordinate problem resolution subsequent to the illstallation of the
telecornrnunic~~tion facility.
e) A11 lease revenues from telecommunication facilit(ies) an public property nil1 be
placed in the appropriate fund. First priority for use of these fiinds will be to
maintain and improve the site location where the teIecomnlunication faciIity was
installed.
f) During years or partial years in which lease payments are received for
telecommunications facilit(ies) covered under this policy, an annual report shall
be made to Council.
The City may restrict the number of cell towers, antennae, or telecommunication equipment on
City premises for any reason including but not limited to aesthetics. the proliferation of
telecommu~~icatiwn equipment at a particular site, radio interference, structural integrity, or
public safety. Submittal of a teleco~nmunication proposal does not bind the Cit!. to any
provisions of the proposal.
FV. PROCEDURES:
a) A request to lease City property or facilities:
I) Shall be submitted lo the Department of Information Technology in
writing.
2) Must include, but is not limited to, the provider's legal name and status,
corporate as well as local contact information, description of the site
requested, proposed rental fee, description of proposed telecommunication
facility, site lay-out, representative drawings of proposed
telecommunication facility and any other information reasonably
necessary for the City to make a decision on whether or not to lease the
property or facility.
b) Provider must sign the City's lease agreement and provide associated documents
prior to the agreement being submitted to the City Council for consideration.
c) Provider must design and construct the telccornmunicafions facility to
accommodate other telecommunication providers. If it is not feasible to design a
co-Iocation facility, provider must explain the reasons why it is unable to do so.
d) Provider must disclose whether it intends to sublease or lease any space on the
facility to secondary teEecommrrnicaifons providers.
e) A11 subleases will be subject to an additional lease fee.
f) IT, working with other City Departments, will determine if provider's proposal is
feasible or if the City has the legal right to lease the proposed City propetay .
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Resolution No. 6- 14-2007-21 Page 4
g) IT will negotiate a Pease agreement, and coordinate the submission of the lease to
the City Council for consideration.
APPROVED:
ATTEST: n
/
City Secretary
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