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HomeMy WebLinkAbout06/14/2012 - Workshop Minutes City Council MINUTES OF THE CITY COUNCIL WORKSHOP CITY OF COLLEGE STATION JUNE 14, 2012 STATE OF TEXAS § COUNTY OF BRAZOS § Present: Nancy Berry, Mayor Council: Blanche Brick Jess Fields, arrived after roll call Karl Mooney Katy -Marie Lyles Julie Schultz, absent Dave Ruesink City Staff: Kathy Merrill, Deputy City Manager Frank Simpson, Deputy City Manager Carla Robinson, City Attorney Sherry Mashburn, City Secretary Shelley Major, Records Management Coordinator 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 Nancy Berry at 5:00 p.m. on Thursday, June 14, 2012 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77842. 2. Executive Session In accordance with the Texas Government Code §551.071- Consultation with Attorney, the College Station City Council convened into Executive Session at 5:00 p.m. on Thursday, June 14, 2012 in order to continue discussing matters pertaining to: A. Consultation with Attorney to seek advice regarding pending or contemplated litigation; to wit: • 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 WKSHP061412 Minutes Page 1 • Chavers et al v. Tyrone Morrow et al, No. 10- 20792; Chavers v. Randall Hall et al, Case No. 10 CV -3922 • College Station v. Star Insurance Co., Civil Action No. 4:11 -CV -02023 • Shirley Maguire and Holly Maguire vs. City of College Station, Cause No. 11 -0025 16- CV -272, in the 272nd District Court of Brazos County, Texas • Tracy Lynn Sheets, City of College Station (Intervener) v. Get Lucky. L.L.C. d/b /a Lux Nightclub and Alex Taylor Ford • 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. 1 1- 003172- CV-272,in the 272'IdDistrict Court of Brazos County, Tx. B. Consultation with Attorney to seek legal advice; to wit: • Legal issues regarding the City wheeling water with other water utility providers. • October 2006 Economic Development Agreement with Radakor, L.L.C. • Legal issues related to 2004 Economic Development Agreement Between College Station, RVP and Fidelis Ventures, LLC. The Executive Session adjourned at 6:47 p.m. on Thursday, June 14, 2012. 3. Take action, if any, on Executive Session. MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Fields, the City Council voted six (6) for and none (0) opposed, to approve a settlement in the case of Tracey Sheets, Plaintiff, and City of College Station, Intervenor, v. Get Lucky, LLC dba Lux Nightclub and Alex Ford, Defendants, of the City's workers' compensation lien that provides the City of College Station to receive the amount of $65,000 net of expenses and plaintiff's statutory attorney's fees, to redirect and /or assign to Sheets any funds collected pursuant to the restitution judgment in favor of the City of College Station from Ford and to authorize the City Manager to execute any documents necessary to finalize the settlement of this matter consistent with the approval of this motion. The motion carried unanimously. 4. Presentation, possible action, and discussion on items listed on the consent agenda. Item 2j was pulled for additional clarification. 2j: Frank Simpson, Deputy City Manager, reported there is no contracted amount for maintenance. He is not aware of any values to be placed on the signs. At best, there will be estimates and assumptions. 5. Presentation and discussion on a report from the Bryan - College Station Convention and Visitors Bureau regarding the activities of the organization. Shannon Overby, with the Convention/Visitors Bureau, provided a presentation to the Council regarding the activities of the organization. There are five Executive Board members, three of which are appointed by the City of College Station. Frank Simpson, Deputy City Manager, also kimpr serves as an ex officio member. In response to the internal audit conducted by the City, the CVB WKSHP061412 Minutes Page 2 developed a new method of reporting the CVB's impact. They also updated the Employee c o- Handbook and the Policies and Procedures Manual. There was an immediate cultural change within the CVB organization, and financial controls were put into place. This year, they have hosted fifty -three sports events, booked over forty group tours, and conventions have booked over 11,000 definite room nights. Due to online hotel bookings, they have seen a 41% increase in room nights sold and realized over $2,000 in commissions. They have created a Museum Pass for visitors. They worked closely with the Mayor and the Public Communications department on a response to Coach Muschamp. They are pleased to report they are a Friendliest Town finalist. For economic development, they are working on a study for Kyle Field, the SEC transition and a HOT fund grant application. Cost savings were realized when they renegotiated existing contracts, executed a lease between the CVB and the City. She reported the CVB has partnerships with Blinn, TAMU, the Brazos Valley Fair & Expo, the Arts Council and Chamber of Commerce, TEEX, etc. Still to come are new emerging markets, wayfinding completion is scheduled for mid - August, the Kyle Field study, SEC transitions, hospitality training, the Blinn Bowl, a second marathon, and Seven on Seven. A little further out in the future, they are looking at medical corridor marketing, a new community marketing manager position, transportation, DMAP —CVB accreditation, Veterans Park addition, and May 2013 as Hospitality Month. 6. Presentation, possible action and discussion regarding proposed Hotel Occupancy Tax Fund event grant application, review and approval process. Frank Simpson, Deputy City Manager, reported there have been better efforts to utilize the City's hotel occupancy tax dollars. CVB initiatives, taken from the 2011 Indigo Report, included cle wayfinding, strengthen stakeholder relationships, and creating a standardized allocation process for HOT fund requests. The City initiatives seek to build upon the sports market by enhancing and upgrading existing sports facilities and fields. The City also wishes to see a planned market analysis and feasibility study for a multi -use sports venue. The overall framework for the HOT Fund Event Grant Program contains the following elements: • Standardize the process to consider requests for events not included in the CVB budget; • Applications submitted to CVB for evaluation of requests and provides recommendation to City to fund or not; • CVB to evaluate on basis if funds will likely improve success of event and will positively impact local hotel industry; • City then considers CVB recommendation to fund or not; and • HOT funds for these Event Grants remain in City budget and disbursed on event basis. Program details specify that the sponsoring organization of event must be tax - exempt; a completed application must be submitted to CVB no later than 120 days prior to event (90 days is still being evaluated); and if funds are for advertisement purposes, then the focus is to target visitors from greater than a 60 mile radius from Bryan/College Station. Additionally, the CVB must review and give prior approval of marketing and promotional materials to be eligible for HOT funding; it is the responsibility of the applicant to monitor the number of event guests staying in Bryan/College Station hotels (the CVB will oversee and assist with this Lor WKSHP061412 Minutes Page 3 documentation); and City staff will approve smaller CVB recommended requests, while the City Council will approve larger requests, such as the Blinn Bowl. Staff is recommending that the Council direct staff to complete preparation of the necessary policies, procedures, and forms to implement the HOT Event Grant Funding Program. It was noted that City staff should include funds in the City's HOT Fund 2012 -2013 Budget for this program. 7. Council Calendar • June 19 Citizen's Fire Academy Graduation in Council Chambers at 6:00 p.m. • June 20 BVSWMA Board Meeting at Twins Oaks Facility - 2690 SH30, 11:00 a.m. • June 20 RVP Board Meeting at RVP, 3:00 p.m. • June 2 1 Health & Safety Expo at Brazos Center, 10:00 a.m. • June 21 P &Z Workshop/Meeting in Council Chambers at 6:00 p.m. (Dave Ruesink, Liaison) • June 28 City Council Executive/Workshop /Regular Meeting at 5:00, 6:00 and 7:00 p.m. Council reviewed the Council calendar. 8. 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 L ir, 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. Councilmember Fields requested an item to consider having some economists to independently review our policies, without bias and gratis, to see if there is any impact on local businesses. There was no consensus. 9. Discussion, review and possible action regarding the following meetings: Animal Shelter Board, Arts Council of the Brazos Valley, Arts Council Sub - committee, 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, Convention & Visitors Bureau, Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Neighborhood Parking Taskforce, Joint Relief Funding Review Committee, Landmark Commission, Library Board, 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. Councilmember Lyles reported on the Brazos County Health Department meeting. WKSHP061412 Minutes Page 4 Councilmember Fields reported on the Arts Council. Mayor Berry reported on the MPO. 10. Adjournment MOTION: There being no further business, Mayor Berry adjourned the workshop of the College Station City Council at 7:05 p.m. on Thursday, June 14, 2012. Nancy Berry, Mayor ATTEST: Sherry Ma urn, City Secretary L WKSHP061412 Minutes Page 5