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Home My WebLink About05/17/2010 - Workshop Minutes City CouncilMayor Nancy Berry CITY OF CO=-GE STATION Home of Texas A&M University' Mayor Pro Tem David Ruesink City Manager Glenn Brown Minutes City Council Workshop Meeting Monday, May 17, 2010 at 2:00 p.m. City Hall Council Chambers, 1101 Texas Avenue College Station, Texas Councilmembers John Crompton Jess Fields Dennis Maloney Katy -Marie Lyles Lawrence Stewart COUNCIL PRESENT: Mayor Nancy Berry, Mayor Pro Tern Ruesink, Council members Crompton, Fields, Maloney, Lyles and Stewart STAFF PRESENT: City Manager Brown, Assistant City Manager Merrill, Assistant City Manager Neeley, City Secretary Hooks, Deputy City Secretary McNutt, City Attorney Cargill, Jr., Management Team Mayor Berry called meeting to order at 2:00 p.m. 1. Presentation, possible action, and discussion on items listed on the consent agenda. Consent Item No. 2 — Copying and Printing Services - Council member Fields inquired about expenditures associated with print and copy services. Consent Item No. 21 — Municipal Irrigation Water Use Report - Council member Crom inquired on the Municipal Irrigation Water Usage Report. He asked for a diagnostic waster study. Consent Item No. 2m — Wood Pole Treatment and Inspection - Council member Maloney about the condition of the poles and if the services to treat and inspect the poles be accomplished by existing staff. Staff responded to their questions. 2. Presentation, possible action, and discussion regarding the implementation of a proposed Parks and Recreation Department Enterprise Fund. David Schmitz, Assistant Director of Parks and Recreation requested Council provide input and policy direction regarding proposed budget savings in FY 10 General Fund Operating Budget. Jeff Kersten, Chief Financial Officer presented information regarding a Parks and Recreation Fund to account for certain Park Program revenues and expenditures. Page 12 City Council Workshop Minutes Monday, May 17, 2010 Depending upon Council direction, some of the proposed program areas to include in the Pilot Program with varied participation levels for comparisons are: Athletics — Youth and adult softball, volleyball, flag football and kickball Instructional programs — tennis, water aerobics and basketball skills Recreational Programs — Lincoln Center field trips Implementation Step: • Revise Fiscal and Budgetary Policies • Determine which programs to include in first phase • Determine costs to be included — Direct Program Costs (Recreation Fund) — Indirect Costs (some General Fund) • Determine costs not to be included — Department Administration Costs — Operational Costs to maintain facilities — Capital Expenditures Costs • Set future fees to recover costs (direct and some indirect) • Revenues from the fees to be used to cover costs of the program and provide resources for expanding programs • Review programs — Determine if they cover costs as set by policy — Determine level of General Fund subsidy — Consider increasing fees — Consider which programs to continue • Receive stakeholder input and PARD Board input • Evaluate the first phase after six months of operation Staff recommended to Council the following: • Implement first phase of a Recreation Fund • Determine cost subsidy policy ranges, and revise financial policies • Evaluate the first phase and determine future phases 3. Presentation, possible action, and discussion regarding the Parks and Recreation Department FY 10 Budget Savings Presentation. David Schmitz presented the analysis of the expenditures and revenues for the rest of the fiscal year in the area of Parks and Recreation operations have led to a projected overage in allocated funds in an approximate amount of $140,000. This overage is forecast in addition to the changes that have already been made as a part of the Budget Amendment #2 for the FY 10 General Fund Budget. Actual reductions in Parks and Recreation operations expenditures need to happen in order to not exceed the amended budget allocation. The overage is comprised principally of the reintroduction of the Umpires Contract expenses ($50,000), projected historical overages in the pool chemicals and seasonal staff accounts as well as the inclusion of additional landscape and irrigation maintenance responsibilities for City facilities and streets. Page 13 City Council Workshop Minutes Monday, May 17, 2010 Staff identified four key areas where either savings in expenses or additional revenues may be used to help offset the projected overage. • Instructional Programs • Aquatics and The EXIT Programs • Park Operations • Parks and Recreation Programs Revenues The amended FY 10 Budget for the Parks and Recreation Department is $8,864,910. The estimated overage is approximately $140,000. Council directed staff to move forward with changes in programs as staff recommended. 4. Presentation, possible action, and discussion regarding modifications to Chapter 10 Traffic Code, Section 6 B. (1 - 4) of the City of College Station Code of Ordinances as it relates to regulations for parking, standing, or storing of recreational vehicles, trailers or trucks in residential areas. College Station Police Chief Jeff Capps presented a follow up report to Council initiated discussion as it related to the regulations of parking trailers in residential areas and stated that the current Ordinance prohibits the parking, storing or standing of trucks, truck tractors or trailers in residential areas for other than the actual loading or unloading of goods or passengers. It further prohibits the parking, storing or standing of trucks, truck tractors or trailers in residential lawns or driveways for other than the actual loading or unloading of goods or passengers. Council requested staff address the modifications as discussed. 5. City Secretary Certification of review of Wellborn Petition to the City Council and discussion of Charter requirements. City Secretary Connie Hooks reported the findings of her review of the initiative petition and ordinance submitted to the City by College Station residents and Wellborn residents. She noted that the initiative petition and ordinance were invalid based on requirements of the City Charter. Council directed staff to schedule meeting with Citizens for Wellborn Executive Committee. 6. Presentation, possible action, and discussion regarding a discussion of the City Council's expectations for annual Council retreat scheduled for this summer. Council discussed a schedule and items of interest for a strategic planning retreat. 7. Council Calendar Council discussed upcoming activities. 8. Presentation, possible action, and discussion on future agenda items: A Council Member may inquire about a subiect 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 Page 14 City Council Workshop Minutes Monday, May 17, 2010 to a proposal to place the subiect on an agenda for a subsequent meeting. Council member Crompton moved for future agenda on the Texas World Speedway annexation process. Council member Lyles seconded the motion. Council member Crompton moved for future agenda item on Nature Center design proposals from TAMU classes. Council member Stewart seconded the motion. Council member Crompton moved for future agenda item on third party inspections of rental property. Council member Stewart seconded the motion. Council member Crompton moved for future agenda item on transportation user fee. Council member Stewart seconded the motion. Council member Crompton moved for future agenda item on parking on Pasler Street, parking on narrow streets in residential neighborhoods and parking rates to be included in budget process. Council member Stewart seconded the motion. Council member Crompton moved for future agenda item on R -1 zoning vs. student housing. Council member Lyles seconded the motion. Council member Fields moved for future agenda item on meeting with Citizens Wellborn Committee before retreat. Council member Lyles seconded the motion. Council member Fields moved for future agenda item on expenditures for summer parking study. Council member Lyles seconded the motion. Council member Lyles moved for future agenda item on the status of the Convention Center. Mayor Pro tem Ruesink moved for future agenda item on rental registration program update. Council member Fields moved for future agenda item or written report related to a process to provide city checks online. Council member Lyles seconded the motion. Council member Maloney moved for future agenda item on evaluating operations of contract agencies (RVP, CVB, and Arts Council), and possible audits. Mayor Berry seconded the motion. 9. Discussion, review and possible action regarding the following meetings: Arts Council of the Brazos Valley, Audit Committee, Brazos County Health Dept., Brazos Valley Council of Governments, Brazos Valley Wide Area Communications Task Force, Cemetery Committee, Code Review Committee, Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Relief Funding Review Committee, Landmark Commission, Library Committee, Metropolitan Planning Organization, National League of Cities, Outside Agency Funding Review, Parks and Recreation Board, Planning and Page 15 City Council Workshop Minutes Monday, May 17, 2010 Zoning Commission, Sister City Association, TAMU Student Senate, Research Valley Partnership, Regional Transportation Committee for Council of Governments, Texas Municipal League, Transportation Committee, Wolf Pen Creek Oversight Committee, Zoning Board of Adiustments, BVSWMA, Signature Event Task Force, (Notice of Agendas posted on City Hall bulletin board). Council member Crompton requested the Animal Control Shelter be listed under Committee meetings. Council member Lyles reported on the Arts Council Board meeting. Council member Ruesink reported on the Sisters Cities Committee meeting. Council member Maloney reported on the Transportation Committee meeting. At 4:45 pm, Mayor Berry announced that the City Council would convene into executive session pursuant to Sections 551.071 and 551.074 of the Open Meetings Act to seek the advice of our city attorney and personnel. 10. Executive Session will immediately follow the workshop meeting in the Administrative Conference Room. Consultation with Attorney {Gov't Code Section 551.0711; 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.City of Bryan suit filed against College Station, Legal issues and advise on Brazos Valley Solid Waste Management Agency contract, on proposed methane gas contract c. Water CCN / 2002 Annexation / Wellborn Water Supply Corporation d.Weingarten Realty Investors v. College Station, Ron Silvia, David Ruesink, Lynn Mcllhaney, and Ben White e.Chavers et al v. Tyrone Morrow, Michael Ikner, City of Bryan, City of College Station, et al f. Clancey v. College Station, Glenn Brown, and Kathy Merrill Legal Advice a. Discussion of Legal Issues Regarding: Wellborn Incorporation Request b.Contemplated Litigation, Legal remedies available to abate weeds, rubbish, brush and other unsanitary matter from a lot in the College Hills residential area. Page 16 City Council Workshop Minutes Monday, May 17, 2010 c. Brief update on Open Meetings Act. Personnel {Gov't Code Section 551.0741; 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 Secretary b.Mayor & Council Self Evaluation 11. Action on executive session, or any workshop agenda item not completed or discussed in today's workshop meeting may be discussed in tonight's Regular Meeting if necessary. No formal action was taken. 12. Adjourn. Hearing no objections, Mayor Berry adjourned the workshop meeting at 4:55 pm on Thursday, May 17, 2010. PASSED AND APPROVED this May 27, 2010 ATTEST: APPROVED: a, 44 City Secretary Connie Hooks Mayor Nancy Berry