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Home My WebLink About04/22/2010 - Workshop Agenda Packet - City CouncilTable of Contents Agenda 2 No. 2 - Newly purchased Fire Apparatus Tour Coversheet revised 5 No. 3 - Presentation of 2009 Audit Reports and Comprehensive Annual Financial Report Coversheet revised 6 No. 4 - Water Conservation Update Coversheet revised 7 No. 5 - Northgate Refuse Container Proposal Coversheet revised 8 No. 6 - Millican Reservoir Update Coversheet revised 9 1 Mayor Councilmembers Ben White John Crompton Mayor Pro Tem James Massey Dave Ruesink Dennis Maloney City Manager Katy-Marie Lyles Glenn Brown Lawrence Stewart Agenda College Station City Council Workshop Meeting Thursday, April 22, 2010 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 related to a tour of the Newly purchased Fire Apparatus for the City of College Station. These vehicles represent a significant investment by the City in the safety and security of our citizens and provide specialized equipment for rural firefighting in the areas of our City that do not have city water lines and Fire Hydrants. The total cost for these vehicles was $1.7 million dollars. 3. Presentation, possible action, and discussion relating to receiving the annual audit reports and Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2009. 4. Presentation, possible action, and discussion regarding progress on water conservation actions. 5. Presentation, possible action, and discussion on a Northgate Refuse Container Proposal in the Northgate District. 6. Presentation, possible action, and discussion regarding the proposed Millican Reservoir. 7. Council Calendar April 24 Household Hazardous Waste and Computer Collection at University Services Building – 3380 University Drive East, 7:00 a.m. April 26-30 Early Election at Council Chambers and CSISD Administration Bldg, 8:00 a.m to 5:00 p.m. May 3 & 4 Early Election at Council Chambers and CSISD Administration Bldg, 7:00 a.m. to 7:00 p.m. May 5 CSISD Foundation - Hall of Fame Banquet at Pebble Creek Country Club, 6:30 p.m. May 6 2010 Health & Safety Expo at Brazos Center, 10:00 a.m. May 6 Planning & Zoning Meeting in Council Chambers, 6:00 p.m. May 8 Election Day from 7:00 a.m. to 7:00 p.m. May 10-13 Chamber Washington DC Trip May 12 Annual Police Memorial Service at Veterans Park and Athletic Complex, 12:00 p.m. May 13 Hospitality Celebration "Hometown Heroes" at Christopher's World Grille, 11:30 a.m. May 17 Council Workshop/Regular Meeting, Canvassing Votes, Swearing in, 3:00 p.m. & 7:00 p.m. 2 Page | 2 City Council Workshop Meeting Thursday, April 22, 2010 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. 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 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, Wolf Pen Creek TIF Board, Zoning Board of Adjustments, BVSWMA, Signature Event Task Force, (Notice of Agendas posted on City Hall bulletin board). 10. 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. 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 McIlhaney, 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. 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. 3 Page | 3 City Council Workshop Meeting Thursday, April 22, 2010 12. Adjourn. 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 22nd day of April, 2010 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 19th day of April, 2010 at 2:00 pm __ E-Signed by Connie Hooks VERIFY authenticity with ApproveIt _________________ 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 19, 2010 at 2:00 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 _______________, 2010. 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. 4 April 22, 2010 Workshop Agenda Item No. 2 Newly purchased Fire Apparatus Tour To: Glenn Brown, City Manager From: Robert Alley, Fire Chief Agenda Caption: Presentation, possible action, and discussion related to a tour of the Newly purchased Fire Apparatus for the City of College Station. These vehicles represent a significant investment by the City in the safety and security of our citizens and provide specialized equipment for rural firefighting in the areas of our City that do not have city water lines and Fire Hydrants. The total cost for these vehicles was $1.7 million dollars. Recommendation(s): Staff recommends that we continue to provide apparatus and equipment necessary to maintain the safety and security of our community as we continue to plan for the growth and development of our City in the future. Summary: The City of College Station has purchased two (2) Fire Engines designed for fire suppression that carry a variety of firefighting and rescue equipment to include hoses of various diameters and a selection of ladders. These Fire Engines have large pumps and 500 gallons of water. These units are expected to provide front line service for 10 years and provide reserve service for 5-10 years. The Fire Engines cost $530,000 each. The City has also purchased (1) Water Tender/Tanker designed for the primary purpose of delivering large amounts of water to rural locations where fire hydrants are not available or convenient. This tanker carries 3,000 gallons of water. This unit is expected to provide front line service for 10-15 years and to provide reserve service 5-10 years more. This fire apparatus was purchased to provide fire coverage in the newly annexed areas of the city where city water and fire hydrants are not available. The Fire Tanker cost $275,000. One (1) Brush and grass fire rig was purchased to operate off-road, primarily to fight vegetation fires. This unit carries 300 gallons of water and has pump and roll capabilities. This unit was purchased to provide fire coverage in the undeveloped areas of the city and in the newly annexed areas of the city where city water and fire hydrants are not available. Because this unit will make fewer responses than a Fire Engine it is expected to provide front line service for 10-15 years and reserve service for another 5-10 years. The Brush and grass rig cost $110,000. Two (2) ambulances were purchased to replace old ambulances whose reserve service time had been completed. The ambulances respond to almost seventy percent of all calls for service. The City of College Station Ambulances provide service to the City of College Station, the City of Bryan through our automatic aid agreement and to Brazos County through an Inter-local Agreement. Because of the large volume of calls made by the ambulances, we anticipate five to seven years of front line service and reserve service for 3- 5 years. The Ambulance cost $126,000 each. Budget & Financial Summary: These apparatus were purchased through the FY2008, FY2009 and FY2010 Budget processes. The planning, design and delivery of Fire Apparatus is very important, It takes approximately 12 months to build a Fire Engine from the time the order is placed. The total cost for these apparatus was $1.7 million. Attachments: 0 5 April 22, 2010 Workshop Agenda Item No. 3 Presentation of 2009 Audit Reports and Comprehensive Annual Financial Report To: Glenn Brown, City Manager From: Jeff Kersten, Chief Financial Officer Agenda Caption: Presentation, possible action, and discussion relating to receiving the annual audit reports and Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2009. Recommendation(s): On April 21st the Council Audit Committee received the audit report. Their recommendation will be presented at the meeting. Staff recommends that Council accept the 2009 audit reports and CAFR. Summary: The City's Charter and Fiscal and Budgetary Policies along with State law require that not less than thirty (30) days prior to the end of each fiscal year, the City Council shall designate a qualified public accountant or accountants who, as of the end of the fiscal year, shall make an independent audit of accounts and other evidences of financial transactions of the City government and shall submit the report to the City Council. Also, the City's budgetary policies require that the auditor jointly review the management letter/audit results with the City Council within 30 days of receipt by the staff. Mr. Jimmy Ingram of Ingram, Wallis & Associates will present the results of the fiscal year 2009 audit and present, along with staff, the 2009 CAFR. Mr. Ingram will also be available to answer any questions the City Council may have. This item was presented to the Audit Committee on April 21, 2010. Budget & Financial Summary: The reports provide a summary of the City's financial position as of September 30, 2009. Attachments: 1. Comprehensive Annual Financial Report for the Fiscal Year ended September 30, 2009 (Delivered to Council under separate cover) 2. Single Audit Reports (Delivered to Council under separate cover) 3. Management Letter (Delivered to Council under separate cover) 4. Staff response to Management Letter (Delivered to Council under separate cover) 6 April 22, 2010 Workshop Agenda Item No. 4 Water Conservation Update To: Glenn Brown, City Manager From: Dave Coleman, Water Services Director Agenda Caption: Presentation, possible action, and discussion regarding progress on water conservation actions. Recommendation: Receive the Water Conservation staff report and provide feedback and direction to City Manager. Summary: At the request of City Council, staff will provide an update regarding water conservation actions that were approved in our water conservation plan. Staff will provide a progress report on the various elements of the plan. Budget & Financial Summary: None. Attachments: None. 7 April 22, 2010 Workshop Agenda Item No. 5 Northgate Refuse Container Proposal To: Glenn Brown, City Manager From: Mark Smith, Director of Public Works Agenda Caption: Presentation, possible action, and discussion on a Northgate Refuse Container Proposal in the Northgate District. Recommendation(s): Staff recommends approval of having centralized refuse containers and screening in the Northgate District area. Summary: This presentation is to provide updated information on previous council direction to develop a plan and cost estimate for having centralized refuse dumpster(s) and screening in the Northgate District area. Since the presentation given to council in January, 2009, the sanitation division has been able to remove an additional 15 - 300 gallon containers from curbside in the Northgate District replacing them with residential containers that customers only place out on their scheduled collection day. As of today, a total of 24 – 300 gallon containers from the initial 47 containers have been removed from the Northgate District. With half of the containers removed from curbside, the area does show great improvement from its original state. Due to limited access; some areas remain at the current service level with 23 - 300 gallon containers at the curb. There are also 10 – 8-yard front-end-load containers currently located on private property in use by the existing apartment complexes. The City cannot provide this service without land acquisition; therefore the city could seek a volunteer lease agreement from property owners to place enclosures in designated locations. The city would seek a long term lease until re-development occurs. Upon re- development, the city would terminate the lease and remove enclosures. The property owner would then need to meet the UDO requirements. Budget & Financial Summary: There are no funds budgeted for this project, but some funds are available in the sanitation fund balance that could be utilized for the proposal without a rate increase. The project would require a budget amendment or could be presented as a service level adjustment during the FY 2011 budget process. Attachments: None 8 April 22, 2010 Workshop Agenda Item No. 6 Millican Reservoir Update To: Glenn Brown, City Manager From: Dave Coleman, Water Services Director Agenda Caption: Presentation, possible action, and discussion regarding the proposed Millican Reservoir. Recommendation: Receive the staff report and provide feedback and direction to City Manager. Summary: The State Water Plan is updated every five years, and work has begun on the 2012 version. This plan projects future water demands, and where shortages exist, identifies potential strategies to meet those demands. Each of the 16 Water Planning Regions must submit a Regional Water Plan to the Texas Water Development Board in 2011, so that the State Plan can be compiled and submitted to the Legislature for approval. Brazos County is in Region G, and their draft plan shows the Millican Reservoir (Panther Creek site) as a possible future water source for both College Station and Bryan. It does not, however, recommend any specific actions be taken toward developing that reservoir. The City of Houston and surrounding communities are in Region H, and their draft plan also shows the Millican Reservoir (Panther Creek site) as a potential future water source, to be developed in the decade of 2040. Region H goes further, and recommends that the Millican Reservoir be designated by the Legislature as a “Unique Reservoir Site” which would prevent other State agencies from developing the land for other purposes. Local opposition to the Unique Reservoir Site designation, and to the potential construction of the reservoir, is very strong. A grass-roots group called Guardians of the Navasota has organized to oppose the reservoir plans. Staff will provide details on this issue; recommend future actions, and request feedback and direction from City Council. Budget & Financial Summary: None. Attachments: None. 9