HomeMy WebLinkAbout09/08/2011 - Workshop Agenda Packet - City CouncilTable of Contents
Agenda 2
No. 2 - Research Valley Partnership
Coversheet revised 5
No. 3 - Fire Station 6 Community Engagement Plan
Coversheet revised 6
Attachment 1: Update Memo to CMO 7
No. 4 - BVSWMA, Inc. FY 12 Budget and 2011 Business Plan
Coversheet revised 8
Annual Budget 9
Business Plan 23
No. 5 - Update on Council Strategic Plan
Coversheet revised 37
Process 38
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Mayor Council members
Nancy Berry Blanche Brick
Mayor Pro Tem Jess Fields
Dave Ruesink Karl Mooney
City Manager Katy-Marie Lyles
David Neeley Julie Schultz
Agenda
College Station City Council
Workshop Meeting
Thursday, September 08, 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 on the Research Valley Partnership (RVP).
3. Presentation, possible action and discussion regarding the Fire Station 6 community engagement plan.
4. Presentation, possible action, and discussion on the FY 2011-2012 BVSWMA, Inc Proposed Budget and
2011 Annual Business Plan.
5. Presentation, possible action, and discussion regarding the Council’s development of their Strategic Plan.
6. Council Calendar
September 13 Medical Corridor Advisory Committee in CSU Meeting and Training Facility, 3:30 p.m.
September 15 Special Joint P&Z and Council Workshop in Council Chambers at 4:00 p.m.
September 15 Planning & Zoning Commission Meeting in Council Chambers at 6:00 p.m.
September 19 IGC Meeting at BVCOG, 12:00 p.m.
September 21 BVSWMA Board Meeting at Twin Oaks Facility - 2690 SH30, 11:00 p.m.
September 21 Exploring History Lunch Lecture at CS Conference Center, 11:30 a.m.
September 22 City Council Workshop/Regular Meeting 3:00 p.m. & 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.
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,
Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association,
Intergovernmental Committee, Joint Relief Funding Review Committee, Landmark Commission, Library
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City Council Workshop Meeting
Thursday, September 8, 2011
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, 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, Civil Action No. 09-CV-01480
c. Rachel Rahn v. Alma Martinez, The Arkitex Studio, Inc. et al, cause No. 09-000656-CV361
d. Chavers et al v. Tyrone Morrow et al, No. 10-20792; Chavers v. Randall Hall et al, Case No. 10 CV-
3922
e. College Station v. Star Insurance Co., Civil Action No. 4:11-CV-02023
f. Woodruff v. College Station, Cause No. 10-000515-CV-272
g. Ongoing criminal investigation of municipal court missing funds
Legal Advice
a. Legal issues regarding possible revenue sharing and legislation in bio-corridor
Personnel {Gov’t Code Section 551.074}; possible action - The City Council may deliberate the
appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer.
After executive session discussion, any final action or vote taken will be in public. The following public
officer(s) may be discussed:
a. City Manager
b. City Secretary
c. Council Self Evaluation
d. Internal Auditor
10. Adjourn.
APPROVED:
___________________________________________
City Manager
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City Council Workshop Meeting
Thursday, September 8, 2011
Notice is hereby given that a Workshop Meeting of the City Council of the City of College Station, Texas
will be held on the 8th day of September, 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 2nd day of September, 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 September 2, 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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September 8, 2011
Workshop Agenda Item No. 2
Research Valley Partnership
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director, Business Services
Agenda Caption: Presentation, possible action, and discussion on the Research Valley
Partnership (RVP).
Recommendation(s): Receive presentation from the RVP.
Summary: Todd McDaniel. President and CEO of the RVP will provide a presentation on the
budget request from the RVP.
Budgetary and Financial Summary: The Research Valley Partnership currently receives
$300,000 out of the General Fund. The budget request for next fiscal year is $350,000.
Attachments: N/A
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September 8, 2011
Workshop Agenda Item No. 3
Fire Station 6 Community Engagement Plan
To: David Neeley, City Manager
From: Robert Alley, Fire Chief
Agenda Caption: Presentation, possible action and discussion regarding the Fire Station 6
community engagement plan.
Recommendation(s): Staff recommends approval of these activities in preparation for the
construction of Fire Station 6.
Summary: The City of College Station Fire, Public Works, Public Communications and
Development Services Departments have established a Public Relations Plannng Team with
members from the Chamber of Commerce and the Convention & Visitors Bureau to plan and
host several meetings with the public during the month of September. The purpose of these
meetings are to invite members of our community to come out and learn about their new
fire station that is being built in the University Drive Corridor to provide improved Fire and
EMS services to the northern part of our city. The first meeting has been scheduled for
Tuesday September 13, 2011 at 6:30 p.m. at the City Council Chambers located on Texas
Avenue. Confirmation has been received from members of the College Hills, College Hills
Woodlands and the Pasler neighborhoods that they will be in attendance. All members of the
community are invited to attend. The second meeting has been scheduled for Tuesday
September 20, 2011 at 6:30 p.m. at the Hilton Hotel. The Development Services
Department is working with the Chimney Hill neighborhood and the other neighborhoods
North of University Drive to assure that they are aware of these meetings. The Chamber of
Commerce and the Convention & Visitors Bureau are assisting our city staff with notification
through their business contact information to assure that the businesses along the
University Drive corridor are aware and invited to the meeting. City Staff will be contacting
the Northgate Business District and Texas A&M University to assure that they are aware and
receive an invitation to attend the meetings. A ground breaking ceremony is being planned
for Tuesday September 27, 2011 at 9:00 a.m. at the Fire Station 6 site located at the
corner of University Drive and Tarrow Rd.
The Council was recently provided a summary update on Fire Station 6. The memo in which
that update was based on is attached to this item for further information.
Budget & Financial Summary: The funds that are associated with these meetings and the
ground breaking ceremony are allocated in the FY 2011 operational and CIP budgets.
Attachments:
1 – Update Memo to City Manager’s Office
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MEMORANDUM
TO: David Neeley, City Manager
FROM: R.B. Alley, Fire Chief
Chuck Gilman, P.E., Public Works Director
SUBJECT : Fire Station No. 6 Construction and Staffing Update
DATE : August 11, 2011
_____________________________________________________________ ___________
Construction:
On February 11, 2010, the City Council approved Staff’s recommendation to utilize the Construction
Manager at Risk (CMAR) alternative construction delivery method for Fire Station No. 6. Also in February
2010, staff finalized the contract negotiations with the architect, and on February 25, 2010 the City Council
approved a design contract with BRW Architects for design and construction administration services on the
new station. Then, on September 23, 2010 the City Council approved a CMAR contract with Bartlett Cocke
for an amount not to exceed $6,000,000, which was the Guaranteed Maximum Price (GMP) in the Request
for Proposal.
As a reminder the CMAR acts as the General Contractor for the construction of the facility, but also
provides design input and support to the architect on issues such as constructability, availability of
equipment and materials, trends in construction material costs, equipment and materials substitutions, etc.
The design was complete three months ago, and after discussing the project at the City Council Retreat on
July 12th 2011, staff authorized Bartlett Cocke to proceed with the advertisement to solicit subcontractor
bids. Subcontractor bids are due to Bartlett Cocke on August 18, 2011 and a revised GMP for the project is
due to the City of College Station by September 1, 2011. If a deductive change order to reduce the GMP
based on the subcontractor bids is necessary, then staff will return to the Council on September 22, 2011
with the change order.
Staffing:
The Fire Department is currently working with the Human Resources Department to begin the process of
hiring the 18 firefighters who will be the staffing for the Fire Engine and Ambulance at Fire Station 6. The
application process will begin in September 2011 with applications being received and accepted through
the middle of October. The written and physical agility testing is scheduled to be administered on
November 12, 2011. The applicants who are successful in the written and physical agility testing will be
required to complete the following: a personal history statement form, successfully complete a background
check, complete a polygraph test and complete interviews with fire department staff. Conditional offers,
physical exams and drug screenings will be conducted in March 2012.
The plan is to hire the 18 new personnel between April and August 2012 depending on the training needs
of the indvidual , once they are hired they will be assigned to training in the fire school and/or in paramedic
school as needed to complete their basic training to become a certified firefighter/paramedic. The training
will be completed prior to the fire station opening in late 2012.
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September 8, 2011
Workshop Agenda Item No. 4
BVSWMA, Inc. FY 12 Budget and 2011 Business Plan
To: David Neeley, City Manager
From: Chuck Gilman, P.E., Public Works Director
Agenda Caption: Presentation, possible action, and discussion on the FY 2011-2012
BVSWMA, Inc Proposed Budget and 2011 Annual Business Plan.
Recommendation(s): Staff recommends the Council approve the FY12 BVSWMA, Inc.
Proposed Budget and 2011 Annual Business Plan.
Summary: The BVSWMA, Inc proposed budget and business plan were considered and
approved by the BVSWMA, Inc. Board of Directors on August 17th.
According to the BVSWMA, Inc, By-Laws and Operating Agreement, the BVSWMA budget
and the business plan will be presented to the College Station and Bryan City Councils for
consideration after being approved by the BVSWMA Board.
Budget & Financial Summary: The FY12 BVSWMA, Inc. Proposed Budget Revenue is
$6,559,750 and the Expenses are $11,063,969.
Attachments:
1. BVSWMA, Inc. Proposed FY12 Budget.
2. BVSWMA, Inc. 2011 Business Plan.
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September 8, 2011
Workshop Agenda Item No. 5
Update on Council Strategic Plan
To: David Neeley, City Manager
From: Bob Cowell, AICP, CNU-A Executive Director - Planning & Development Services
Relationship to Strategic Goals: Applicable to all Strategic Initiatives
Agenda Caption: Presentation, possible action, and discussion regarding the Council’s
development of their Strategic Plan.
Recommendation(s): Staff recommends that Council accept the update and provide any
relevant direction to aid staff in completion of the Strategic Plan.
Summary: Council initiated work on updating their Strategic Plan at their annual
workshop held on July 12, 2011. At the workshop, the Council reviewed current and
projected conditions that affect the operation of City government, affirmed their
commitment to the adopted Vision Statement, Organizational Mission Statement, and Core
Values. The Council refined their strategic initiatives and related goals and initiated the
development of strategies to achieve the stated goals. Since the workshop staff has
incorporated the strategic initiatives and goals in the budget development and have worked
to further refine the strategies intended to accomplish the identified goals.
The purpose of this workshop item is to update the Council on the progress of defining
strategies, reminding Council of the process and establishing the timeline for the adoption of
the Strategic Plan and its implementation and maintenance. Further, staff will be seeking
additional Council input and direction on a number of the identified strategies, which will be
presented at the workshop.
Budget & Financial Summary: N/A
Attachments:
1. Strategic Planning & Budget Process FY2011-2012
2. Content and Purpose of Strategic Plan
3. Community Vision, Organizational Mission, and Core Values
4. Strategic Initiatives and Goals
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Strategic Planning and Budget Process – FY 2010-2011
January § Personnel summaries and skill level data is sent to City departments to begin preparation of
the Salary and Benefits portion of the budget.
§ Budget staff meets to go over general action plans for the upcoming budget season and assign
duties and responsibilities.
§ Preliminary work begins on upcoming fiscal year budget.
February § Requests for fixed cost information as well as vehicle and equipment replacement data is sent
out to the City departments.
§ Prepare and distribute 1st quarter financial reports.
March § Budget analysts prepare Department and Fund summaries, prepare and update the computer
system, and finalize predetermined budget amounts for fixed costs.
§ Develop forecasts.
April § Budget department kicks off new budget year with City departments.
§ Analysts begin preliminary work with Departments and assist Departments in preparing their
budget submittal.
May § Department budgets are due back to the Budget Office.
§ Budget Analysts review base budget requests and requests for increases in funding via service
level adjustments (SLAs).
§ Budget Analysts review budget reduction submittals with departments.
§ Prepare and distribute 2nd quarter financial reports.
June § Budget Staff prepares Proposed Budgets and meets with Department Directors and City
Manager to discuss budget requests and service levels.
§ City Council participates in a Strategic Planning Retreat to review mission and vision
statements and identify strategic priorities for the upcoming fiscal year.
July § Prepare Proposed Budget Document.
August § Conduct televised budget workshops during regular Council meetings.
§ Present Proposed Budget to City Council.
§ Review Proposed Operating and Capital Improvement Program.
§ Prepare and distribute 3rd quarter financial reports.
September § Publish 1st Tax Notice (Notice of Public Hearing on Tax Increase).
§ Public Hearing of Proposed Budget.
§ Public Hearing #1 on tax increase (regular Council meeting).
§ Public Hearing #2 on tax increase (special Council meeting).
§ Publish 2nd Tax Notice (Notice of Tax Revenue increase).
§ Council adoption of Budget.
§ Council adoption of Tax Rate.
October § Prepare Approved Budget Document.
§ Prepare Capital Improvement Programs Document.
November -
December
§ Prepare and distribute 4th quarter financial reports.
§ Reviews and Special Projects.
§ Monitor Budget.
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Definitions of Important Terms –
Quality of Life: “An all inclusive term that includes economic prosperity, affordable homes, gainful employment,
clean air and water, safe and attractive neighborhoods, ample recreational opportunities, convenient
transportation systems and an active and diverse community rich in art and cultural amenities.”
Core Services: “The City’s core services are public safety, construction and maintenance of infrastructure, the
planning for and accommodation of land use development, and the internal services necessary to support these
functions.”
Infrastructure: “Physical system of roads, bridges, sidewalks, water and wastewater facilities, electrical
facilities, municipal buildings; in addition to the vehicle fleet, information technology, radio and
telecommunication services utilized by the City to provide municipal services.”
Content and Purpose of Strategic Plan
What is a Strategic Plan and Why have One?
A strategic plan is generally defined as “a disciplined effort to produce fundamental decisions and
actions that shape and guide what an organization is, what it does, and why it does it”1. Strategic
planning “provides a systematic process for gathering information about the big picture and using it to
establish a long-term direction and then translate that direction into specific goals, objectives, and
actions”2.
Typically, strategic plans involve the development of a long-term vision, clarification of the
organization’s mission and values, and analysis of external challenges and opportunities assessing
internal strengths and weaknesses, development of goals or preferred outcomes, development of
strategies to realize the desired outcomes, and finally an action plan for projects and initiatives that will
implement the identified strategies.
Critical to this process’ success is everyone doing their part and doing it well. Vision and mission are
generally viewed as the purview of the community at-large; goals and desired outcomes, a partnership
between the electorate and those elected; strategies jointly developed by elected officials and staff, and
finally, actions developed and implemented by staff. If elected officials don’t understand the
community vision or the City government’s mission, then they will likely suffer the ire of the electorate.
If Council can’t or won’t clearly define its expectations and preferences, staff will struggle to devise
strategies and actions to deliver results and precious resources will be wasted. If staff doesn’t ensure
projects and initiatives are aligned with Council direction and oriented to achieve their desired
1 John Bryson “Strategic Planning for Public and Non-Profit Organizations: A Guide to Strengthening and Sustaining
Organizational Achievement (1995)
2 Theodore H. Poister and Gregory Streib “elements of Strategic Planning and Management in Municipal
Government: Status after Two Decades” (2005)
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outcomes, they are likely to fail to achieve the outcomes they ultimately will be held accountable for.
How do We Use Strategic Plan in College Station?
College Station has used a strategic planning process for several years to aid in its decision-making.
Most recently with the adoption of the City’s new Comprehensive Plan and through it, clarification of
the community’s vision; the Council, through a couple of different intense planning workshops
developed the current multi-year strategic plan. The following graphic illustrates the strategic decision-
making model used in College Station.
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Vision, Mission, and Core Values
The following items were developed as a part of the City’s Comprehensive Plan and the Council’s
Five Year Strategic Plan in 2009 and are utilized to develop the direction of the City government
through goals that are established each year.
Community Vision
College Station…will be a vibrant, progressive, knowledge-based community which promotes the highest
quality of life by…
- ensuring safe, tranquil, clean, and healthy neighborhoods with enduring character;
- increasing and maintaining the mobility of College Station citizens through a well-planned and
constructed inter-modal transportation system;
- expecting sensitive development and management of the built and natural environment;
- supporting well planned, quality and sustainable growth;
- valuing and protecting our cultural and historical community resources;
- developing and maintaining quality cost-effective community facilities, infrastructure and
services which ensure our city is cohesive and well connected; and
- pro-actively creating and maintaining economic and educational opportunities for all citizens
College Station will continue to be among the friendliest and most responsive of communities and a
demonstrated good partner in maintaining and enhancing all that is good and celebrated in the Brazos
Valley. It will continue to be a place where Texas and the world come to learn, live, and conduct
business!
City Government Mission Statement
On Behalf of the Citizens of College Station, Home of Texas A&M University, We will continue to promote
and advance the community’s quality of life.
Core Values
Promote:
- The healthy, safety, and general well being of the community
- Excellence in customer service
- Fiscal responsibility
- Involvement and participation of the citizenry
- Collaboration and cooperation
- Regionalism: be active member of the Brazos Valley community and beyond
- Activities that promote municipal empowerment
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Key Strategic Focus Areas and Desired Outcomes
Financially Sustainable City3
Wise stewardship of the financial resources provided to the City resulting in its ability to meet current
service demands and obligations without compromising the ability of future generations to do the same
How will success in this area be measured?
· Increasingly diverse sources of revenue
· Adequate fiscal reserves
· Citizen satisfaction with services and facilities
· Others?
Providing Core Services and Infrastructure4
Efficiently, effectively and strategically placed core services and infrastructure that maintains citizens
health, safety, and general welfare and enables the city’s economic growth and physical development
How will success in this area be measured?
· Well-maintained infrastructure/Limited failures and outages
· Citizen satisfaction with services and facilities
· Stable or declining major offenses even as population increases
· Understanding community need and successful communication of City’s ability to meet the
needs
· Others?
Neighborhood Integrity
Long-term viable and appealing neighborhoods
How will success in this area be measured?
· Stable or increasing property values
· Citizen satisfaction with neighborhood quality of life
· Fewer negative impacts of rental properties in neighborhoods
· Others?
Diverse Growing Economy
Diversified economy generating quality, stable full-time jobs bolstering the sales and property tax base
and contributing to a high quality of life
3 Currently combined into one Key Strategic Focus Area, Staff is recommending dividing into two Areas
4 Currently combined into one Key Strategic Focus Area, Staff is recommending dividing into two Areas
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How will success in this area be measured?
· Increasing rate of increasing taxable value
· Increasing rate of increasing year over year sales tax receipts
· Increasing number of non-University high-paying full-time jobs
· Adequate land available and serviceable for basic employers
· Others?
Improving Mobility5
Safe, efficient and well-connected multi-modal transportation system designed to contribute to a high-
quality of life and be sensitive to surrounding uses
How will success in this area be measured?
· Increasing number of safe and complete ways to move to and between major destinations
· Continued reduction in the number of major crashes
· Streets that are not heavily congested
· Streets, sidewalks, bike lanes, and multi-use paths that are well maintained and free of hazard
· Others?
Sustainable City6
Wise stewardship of the natural resources and features needed to meet current demands without
compromising the ability of future generations to do the same
How will success in this area be measured?
· Expanded purchase of power from renewable energy sources
· Reduced energy consumption
· Reduced water consumption
· Reduced volumes of waste generated
· Efficient use of land
· Protection of vulnerable environmental features
· Others?
5 Currently entitled “Improving Multi-Modal Transportation”, Staff is recommending renaming
“Improving Mobility”
6 Currently entitled “Green Sustainable City”, Staff is recommending renaming “Sustainable City”
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