HomeMy WebLinkAbout03/28/2013 - Workshop Minutes City Council MINUTES OF THE CITY COUNCIL WORKSHOP
CITY OF COLLEGE STATION
MARCH 28, 2013
STATE OF TEXAS §
COUNTY OF BRAZOS §
Present:
Nancy Berry, Mayor
Council:
Blanche Brick
Jess Fields, arrived after roll call
Karl Mooney
John Nichols
Julie Schultz, arrived after roll call
James Benham, arrived after roll call
City Staff:
L P" Frank Simpson, City Manager
Kathy Merrill, Deputy City Manager
Carla Robinson, City Attorney
Sherry Mashburn, City Secretary
Tanya McNutt, Deputy City Secretary
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 4:33 p.m. on Thursday, March 28, 2013 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,
§551.074 - Personnel, and §551.087- Economic Development Negotiations, the College Station
City Council convened into Executive Session at 4:34 p.m. on Thursday, March 28, 2013 in
order to continue discussing matters pertaining to:
A. Consultation with Attorney to seek advice regarding pending or contemplated litigation; to
wit:
L
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• 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.
• 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.
• 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. 11-003172-
CV-272, in the 272ndDistrict Court of Brazos County, TX
• Tom Jagielski v. City of College Station, Cause No. 12- 002918 -CU -361, In the 361 District
Court of Brazos County, Texas
• State v. Carol Arnold, Cause Number 11- 02697- CRF -85, In the 85th District Court,
Brazos County, Texas
B. Consultation with Attorney to seek legal advice; to wit:
• Legal advice concerning the contested case hearing for MSW Permit No. 2376.
C. Deliberation on the appointment, employment, evaluation, reassignment, duties, discipline, or
dismissal of a public officer; to wit:
• City Manager
D. Deliberation on economic development negotiations regarding an offer of financial or other
Co• incentives for a business prospect; to wit:
• Discuss economic development incentive negotiations with TAMUS
The Executive Session adjourned at 5:59 p.m.
3. Take action, if any, on Executive Session.
MOTION: Upon a motion made by Councilmember Schultz and a second by Councilmember
Brick, the City Council voted seven (7) for and none (0) opposed, to appoint Frank Simpson as
City Manager. The motion carried unanimously.
4. Presentation, possible action, and discussion on items listed on the consent agenda.
Items 2i, 2j, and 2g were pulled for discussion.
2i: Lt. Scott McCollum clarified that falcons and hawks were exempted to allow for properly
licensed handlers to own raptors.
2j: Dave Coleman, Director of Water Services, explained that the contract was not transferrable.
He briefly explained the genesis, which began two years ago.
2g: Carla Robinson, City Attorney, stated that negotiation of real property is in the process, and
f lir this may not be right time to discuss.
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5. Presentation, possible action and discussion regarding the report and recommendations
from BerryDunn Consultants regarding analysis of the current City ERP software and
recommend alternatives.
Chad Snow and Keith Damon, with BerryDunn Consultants, reported on the challenges and
needs identified during the project. Many City departments are using manual processes to track
information outside of SPS, and the inability to drill down to source information including
supporting documentation creates numerous challenges. Budget preparation typically involves
the use of MS Excel spreadsheets, disparate systems do not promote data sharing. The City
needs a system that will automate /integrate existing processes with dashboard capabilities. The
City requires a system with contract, project and grant management functionality, along with
system -wide attachment capabilities. There should be self - service functionality with user
friendly ad hoc reporting /query capabilities.
Two options were presented for the Council's consideration. Option 1 is to implement the
newest version of SunGard's ERP software (ONESolution). This option is essentially
considered a new software implementation, and implementation costs would be incurred. He
noted that not all equivalent modules are available for implementation, and existing challenges
may still exist. Option 2 is to issue a Request for Proposal (RFP) for a new ERP System. This
would require a competitive procurement process and substantial commitment from City staff,
specifically in the development of functional and technical requirements. Existing business
practices would also need to be revised.
The implementation timeline would be between 15 and 21 months for Option 1 and between 12
and 36 months for Option 2. Factors to consider include available staffing levels, other City-
wide projects underway, and potential third party applications. RFI cost estimates were also
provided to the Council.
Based on the business needs and the challenges documented by both BerryDunn and City staff,
BerryDunn recommends that the City proceed with Option 2.
Staff recommends accepting the Remediation and Action Plan and to engage Berry \Dunn to
develop a contract for next project steps - through identification and contract negotiations with
an ERP system vendor, implement project planning activities, including selection and
contracting with a Project Manager.
MOTION: Upon a motion made by Councilmember Nichols and a second by Councilmember
Mooney, the City Council voted seven (7) for and none (0) opposed, to accept the report and
direction to staff to go forward with Option 2. The motion carried unanimously.
The Workshop recessed at 6:56 p.m.
The Workshop reconvened at 8:24 p.m.
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6. Presentation and discussion regarding the Wellborn Area Plan.
Matthew Robinson, Senior Planner, reported on the planning process. Preliminary work on the
plan began in late 2011. There were seventeen resource team meeting and four area meetings to
discuss issues and opportunities, land use concepts, and draft land use /thoroughfare. Design
Workshops were conducted in February, and an Open House was held March 5.
The Plan components include four chapters (introduction, community character, mobility, and
implementation) and three appendices (existing conditions, thoroughfare capacity analysis, and
public input summary. Community character will look at the preservation of community
resources, land use and development, zoning, and community design and appearance. Ten land
use designations are proposed:
• Wellborn Rural (3 -acre + single - family)
• Wellborn Estate (2 -acre + single - family)
• Wellborn Estate - Open (2 -acre + single - family; cluster to 1 -acre)
• Wellborn Preserve (1 -acre + single- family)
• Wellborn Preserve - Open (1 -acre + single - family; cluster to 20,000 square feet)
• Wellborn Restricted Suburban (20,000 square foot single - family; cluster to 8,000 square
feet)
• Wellborn Suburban (5,000 square foot single - family)
• Wellborn Commercial (small -scale commercial)
• Wellborn Business Park (planned industrial office /research)
• Wellborn Institutional/Public
The chapter on mobility will address the street network (type, capacity, safety), bicycle and
pedestrian mobility (types of facilities and modifications), and infrastructure /improvements
(street maintenance).
The chapter on implementation will provide the timeline, implementation and coordination roles,
funding, tasks, and ongoing evaluation.
Future meetings are scheduled for:
• Monday, April 1 - Bicycle, Pedestrian, Greenways Board
• Thursday, April 4 - Planning & Zoning Commission
• Thursday, April 25 - City Council
7. Council Calendar
• March 29 City Offices Closed — HOLIDAY
• April 3 M.B. Zale Lecture & Awards Luncheon "Rodney Faldyn -CEO Academy
Sports & Outdoors" Lecture (&, Rady auditorium and Luncheon (ii Christopher's
(transportation provided from campus), 11:30 a.m.
• April 3 Audit Committee Meeting in City Hall Administrative Conference Room,
4:30 p.m.
• April 4 P &Z Workshop/Meeting, Council Chambers, 6:00 p.m. (John Nichols,
Liaison)
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• April 5 Council Budget/Finance Committee Meeting in City Hall Administrative
Conference Room, 1:00 p.m.
• April 5 Chief Elmer Schneider's Retirement Reception at Annenberg Presidential
Conference Center Banquet Room, 3:00 p.m.
• April 6 Opening Ceremonies — CS Little League (&, Brian Bachman Community
Park —1600 Rock Prairie Road, 10:30 a.m.
• April 11 Executive Session/Workshop /Regular Meeting at 4:30, 6:00 & 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
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.
There were no items requested.
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, Blinn College Brazos Valley Advisory
Committee, Brazos County Health Dept., Brazos Valley Council of Governments,
Bryan /College Station Chamber of Commerce, BVSWMA, BVWACS, Convention &
Cor Visitors Bureau, Design Review Board, Gigabit Broadband Initiative, 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, Parks and Recreation Board, Planning and Zoning Commission, Research Valley
Partnership, Regional Transportation Committee for Council of Governments, Sister City
Association, TAMU Student Senate, Texas Municipal League, Youth Advisory Council
Zoning Board of Adjustments.
Councilmember Nichols reported on the Brazos County Health Board meeting.
Councilmember Schultz reported on the RVP.
Mayor Berry reported on the MPO and the Compensation & Benefits Committee.
Councilmember Mooney reported on the Council of Governments, BVSWMA, and the CVB.
Councilmember Fields reported on the P &Z.
Councilmember Benham reported on the Gigabit Broadband Initiative.
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t or 10. Adjournment
MOTION: There being no further business, Mayor Berry adjourned the workshop of the
College Station City Council at 8:40 p.m. on Thursday, March 28, 2013.
Nancy Be y, Mayor
ATTEST:
Sherry t shburn, City Secretary
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