HomeMy WebLinkAboutApril 12, 2011 AgendaAGENDA
CITY OF DENTON CITY COUNCIL
April 12, 2011
After determining that a quorum is present, the City Council of the City of Denton, Texas will
convene in 2" d Tuesday Session on Tuesday, April 12, 2011 at 4:00 p.m. in the City Council
Work Session Room at City Hall, 215 E. McKinney Street, Denton, Texas at which the
following items will be considered:
NOTE: A 2" d Tuesday Session is used to explore matters of interest to one or more City Council
Members or the City Manager for the purpose of giving staff direction into whether or not such
matters should be placed on a future regular or special meeting of the Council for citizen input,
City Council deliberation and formal City action. At a 2" d Tuesday Session, the City Council
generally receives informal and preliminary reports and information from City staff, officials,
members of City committees, and the individual or organization proposing council action, if
invited by City Council or City Manager to participate in the session. Participation by
individuals and members of organizations invited to speak ceases when the Mayor announces the
session is being closed to public input. Although 2" d Tuesday Sessions are public meetings, and
citizens have a legal right to attend, they are not public hearings, so citizens are not allowed to
participate in the session unless invited to do so by the Mayor. Any citizen may supply to the
City Council, prior to the beginning of the session, a written report regarding the citizen's
opinion on the matter being explored. Should the Council direct the matter be placed on a
regular meeting agenda, the staff will generally prepare a final report defining the proposed
action, which will be made available to all citizens prior to the regular meeting at which citizen
input is sought. The purpose of this procedure is to allow citizens attending the regular meeting
the opportunity to hear the views of their fellow citizens without having to attend two meetings.
1. Receive a report, hold a discussion, and provide staff with direction related to the Request
for Proposals (RFP) being prepared for an update to the City of Denton's Comprehensive
Plan (the Denton Plan).
2. Receive a report, hold a discussion, and give staff direction regarding a policy to establish
guidelines to evaluate and process requests for City sponsorship of special events and
programs.
3. Receive a report, hold a discussion and give staff direction regarding the Council's
objective of developing community leadership through boards and commissions.
Following the completion of the 2" d Tuesday Session, the City Council will convene in a Closed
Meeting to consider specific items when these items are listed below under the Closed Meeting
section of this agenda. The City Council reserves the right to adjourn into a Closed Meeting on
any item on its Open Meeting agenda consistent with Chapter 551 of the TEXAS
GOVERNMENT CODE, as amended, as set forth below.
CLOSED MEETING
1. Closed Meeting:
City of Denton City Council Agenda
April 12, 2011
Page 2
A. Consultation with Attorneys - Under Texas Government Code, Section 551.071.
1. Consultation, discussion, deliberation, and receipt of information from the
City's attorneys regarding potential litigation with Denton County Electric
Cooperative, Inc. d/b/a CoServ Electric and CoServ Gas, Ltd. relating to
disputes concerning franchise issues, where public discussion of these
legal matters would clearly conflict with the duty of the City's attorneys to
the City of Denton and the Denton City Council under the Texas
Disciplinary Rules of Professional Conduct of the State Bar of Texas.
CERTIFICATE
I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the
City of Denton, Texas, on the day of 2011 at o'clock
(a.m.) (p.m.)
CITY SECRETARY
NOTE: THE CITY OF DENTON CITY COUNCIL WORK SESSION ROOM IS
ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT.
THE CITY WILL PROVIDE SIGN LANGUAGE INTERPRETERS FOR THE HEARING
IMPAIRED IF REQUESTED AT LEAST 48 HOURS IN ADVANCE OF THE SCHEDULED
MEETING. PLEASE CALL THE CITY SECRETARY'S OFFICE AT 349-8309 OR USE
TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800-
RELAY-TX SO THAT A SIGN LANGUAGE INTERPRETER CAN BE SCHEDULED
THROUGH THE CITY SECRETARY'S OFFICE.
AGENDA INFORMATION SHEET
AGENDA DATE: April 12, 2011
DEPARTMENT: Planning and Development
ACM: Fred Greene
SUBJECT
Receive a report, hold a discussion, and provide staff with direction related to the Request for
Proposals (RFP) being prepared for an update to the City of Denton's Comprehensive Plan (the
Denton Plan).
BACKGROUND
In 1999, the Denton Plan was adopted by the City Council, following extensive outreach to
citizens and staff input. On February 8, 2011, a proposal for the update of the Denton Plan was
presented at the City Council Retreat and staff was directed to initiate the process of updating the
Comprehensive Plan. This work session will provide the City Council with an update of the
status of that process.
The City has experienced significant growth in the years since the implementation of the Denton
Plan, including development within the City limits as well as the recent annexation of over 3,000
acres. Although many of the issues the Denton Plan attempted to address are still valid, many
aspects of the Plan have not adequately kept pace with the changes seen since the
implementation of the Plan, and several aspects of the Plan have had unintended consequences
which must be addressed.
The unique characteristics of the City and many of the initiatives currently underway create
challenges and opportunities for comprehensive planning, and make this an ideal time to update
the current Denton Plan. The timing of this project will allow for the update of sections of the
Plan that are still relevant, while allowing for integration of the Comprehensive Plan with
ongoing Mobility Plan updates, the Sustainability Plan, Neighborhood Plans, and other on-going
initiatives to achieve an effective, innovative Comprehensive Plan. The process will involve the
review and incorporation of concepts from other City documents as well as original work based
on stakeholder input and primary research that identifies the anticipated needs of the city.
In preparation for the update of the Comprehensive Plan, staff has held two (2) internal scoping
meetings to assist in identifying the major issues with the current Plan as well as anticipated new
issues which should be incorporated into the update of the Plan. Scoping meetings were held on
March 17 and March 22, and were attended by thirty (30) key staff members as well as the City
Manager and Assistant City Managers. The scoping meetings revealed several common themes
that should be addressed by the Plan update, mainly related to growth management,
infrastructure conflicts, and infrastructure coordination. Additionally, the need for a dynamic,
responsive Comprehensive Plan was stressed by several senior staff members. It is anticipated
that the updated Plan may include the following Elements, or sections:
1. Vibrant Communities;
2. Community Services;
3. Public Utilities and Infrastructure;
4. Environmental Management and Sustainability;
5. Economic Vitality;
6. Regional Influences; and
7. Implementation.
The process of the scoping meetings and subsequent follow up led to the creation of a
Comprehensive Plan Update Task Force (CPTF) which will be the core City of Denton team
overseeing the RFP process, including the drafting of the RFP, the review of responses received,
and the recommendation of a firm to undertake the project.
A week-by-week timeline of the process steps is provided in Exhibit 2.
~vuTUTmC
Exhibit 1 Comprehensive Plan Update Task Force Membership
Exhibit 2 Weekly Timeline for RFP process
Prepared by:
Jane Gurney, AICP
Senior Planner
Respectfully submitted by:
Mark Cunningham, AICP, CPM
Director, Planning and Development
Exhibit 1
Comprehensive Plan Update Task Force Membership
Representative Title
Department/Division
Arora , P.S.
Division Manager
WASTEWATER - ADMINISTRATION
Banks Kenneth
Environmental Services & Sustainabili Director
UTILITIES - ADMINISTRATION
Boykin Katia
Senior Planner
PLANNING & DEVELOPMENT - ADMINISTRATION
Cunnin ham Mark
Dir. of Planning & Development
PLANNING & DEVELOPMENT - ADMINISTRATION
Fisher , Timothy
Division Manager
WATER - ADMINISTRATION
Greene , Fred
Assistant City Manager
CITY MANAGER-ADMINISTRATION
Gurney , Jane
Senior Planner
PLANNING & DEVELOPMENT - ADMINISTRATION
Lockle , Brian
Develop Review Committee Administrator
PLANNING & DEVELOPMENT - ADMINISTRATION
Poole , Eva
Director of Libraries
LIBRARY SERVICES - ADMINISTRATION
Seely, Renae
GIS Analyst
PLANNING & DEVELOPMENT - ADMINISTRATION
Sitton, Shirlene
Recycling Manager
SOLID WASTE - RECYCLING
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AGENDA INFORMATION SHEET
AGENDA DATE: April 12, 2011
DEPARTMENT: Parks and Recreation
ACM: Fred Greene
SUBJECT
Receive a report, hold a discussion, and give staff direction regarding a policy to establish
guidelines to evaluate and process requests for City sponsorship of special events and programs.
BACKGROUND
At the November 9, 2011, meeting, City Council requested that staff develop a policy to address
events requesting city sponsorships.
Currently, the City has no policy or guidelines addressing requests for sponsorship of special
events. Historically, requests have included the use of City facilities and equipment at no charge
or at a reduced rate. Requests have also been received for assistance from City staff, such as
Police, Fire, and the Parks and Recreation Department (PARD), for setting up or working during
an event without cost to the organizer. In addition, the City has supplied barricades for street
closures.
It is proposed that applications for event sponsorship be submitted to the Hotel Occupancy Tax
(HOT) Fund Committee for review. Applications will be submitted annually in accordance with
proposed Sponsorship Policy for Special Events (Exhibit 1). The HOT Fund Committee will
review applications and make their recommendation to the City Council for approval.
Applicants may be required to present their request to the HOT Fund Committee at the
Committee's request. If this proposed process is selected, the charge of the HOT Fund
Committee will have to be altered to reflect this new task.
The proposed Sponsorship Policy for Special Events does not distinguish between a non-profit
and a for-profit event. Staff has discussed limiting sponsorship to groups based in Denton and
also including a timed phase-out of sponsorship over a multi-year process. These issues may be
determined and recommended to the City Council by the HOT Fund Committee as a result of
committee and staff deliberations on the matter.
Staff is requesting input to determine if Council would like to proceed with or modify this
proposed process. Additionally staff is seeking input from the Council regarding the proposed
Sponsorship Policy for Special Events as well as the Application for Special Events (Exhibit 2)
that would need to be completed and submitted by the applicant.
Agenda Information Sheet
Special Events Sponsorship
April 12, 2011
Page 2
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
November 9, 2010, Emerson Vorel provided information to City Council in response to
questions from the City Council planning retreat regarding policy for sponsored special events.
January 7, 2011, Bryan Langley provided information to City Council regarding the economic
impact for special events held in the City.
February 8, 2011, Jon Fortune provided information to City Council regarding a policy or
guidelines for addressing requests for sponsorship of special events.
FISCAL INFORMATION
The impact of the City's contribution to sponsored special events will be determined by
Council's decision.
EXHIBITS
1. Sponsorship Policy
2. Sponsorship Application
Respectfully submitted:
&,Mm, th -0Wj.
Emerson Vorel, Director
Parks and Recreation Department
Preoared bv:
Janie McLeod
Community Events Coordinator
EXHIBIT 1
CITY OF DENTON
SPONSORSHIP POLICY FOR SPECIAL EVENTS
PURPOSE
Establish guidelines to evaluate and process requests for City of Denton sponsorship of special
events and programs.
GENERAL POLICY
The City of Denton is committed to delivering excellent service to enhance the community's
quality of life and make Denton a destination city.
The City sponsorship application defines criteria for sponsorship applicants on a yearly basis to
effectively allocate city services. The Hotel Occupancy Tax (HOT) Fund committee, a
subcommittee of City Council, will review the applications and make recommendations to City
Council for final approval.
PROCESS
The Sponsorship Application will be available beginning January 1 and due February 15. The
program period will commence on October 1 and terminate at midnight on September 30 of the
following year.
The process for applying for sponsorship is as follows:
1. Sponsorship application is submitted by February 15, to the Community Events
Coordinator (CEC). Sponsorship requests not completed during the designated timeframe
will be considered for first time requests only. Subsequent requests will need to be
completed by February 15.
2. CEC will review the application for completeness.
3. CEC will place the request for sponsorship on the HOT Fund committee agenda for
review and consideration.
4. The request for sponsorship will be reviewed in March by the HOT Fund committee and
recommendations will be prepared for Council consideration. The recommendations will
be submitted to City Council as part of the annual budget adoption process.
5. If the request is approved by the City Council, the CEC will notify the applicant and the
appropriate departments in writing within ten days of City Council's action.
6. If the request is denied, CEC will notify the applicant in writing.
7. The Parks and Recreation Department (PARD) director may negotiate a co-sponsorship
agreement for the use of rooms in PARD buildings for events where a mutual benefit to
the organizer and the City has been documented in a written agreement and usage is
typically limited to a maximum of several hours each month.
Please note that Denton Municipal Electric (DME) sponsorships are separate from this policy.
EXHIBIT 2
City of Denton
Sponsorship Application for Special Events
The City of Denton recognizes that community events serve an important role in Denton,
including building a sense of community, expressing the city's cultural and artistic diversity, as
well as entertaining and educating. As the number and size of events grow, it is necessary to
provide event organizers with a consistent process to better coordinate efforts related to city
sponsorship of events.
Applications will be evaluated by the Hotel Occupancy Tax (HOT) Fund Committee and their
recommendations will be presented to the City Council for action. Applicants may be required to
make a presentation to the HOT Fund Committee.
To apply for sponsorship from the City of Denton, the following information is needed:
ASSESSMENT CRITERA
The HOT Fund Committee will review requests for sponsorship to ensure the organization meets
the following criteria:
a) The event or program is a benefit to the Denton community.
b) The event or program enhances current city programming efforts.
c) The event provides a unique community service opportunity for either the community
at large or for a targeted group.
d) The event or program is open to all Denton residents.
e) The event or program is nonpolitical.
f) The event or program is non-sectarian (religious or faith-based).
Assessments will be conducted at the conclusion of the event or program to determine how
well the objectives were met. Information on attendance, activities, and overall benefit to the
community will be reviewed.
PROCEDURES
1. Submit the sponsorship application, budget, and a special event application by
February 15 to:
Janie McLeod
Community Events Coordinator
City of Denton
601 E. Hickory, Suite B
Denton, TX 76205
1
PROVISIONS
1. If requesting the use of a city facility, the name of the facility, hours of use, number of
attendees and the purpose of the event need to be included in a letter of request. The
facility may be approved for a maximum reduction of 50 percent of the standard facility
usage fee.
a) A 30-day notice of cancellation is required or the organizers will be charged the
standard, non-sponsored rental rate of the facility. Notification must be submitted to
the Community Events Coordinator.
b) Organizers will be responsible for building attendant fees and cleaning fees
associated with a building rental.
c) The cost of any damages will be the responsibility of the organizers.
2. Events or programs held on city property must be litter-free, and recycling must be
provided.
3. Organizations that receive sponsorship approval must abide by the following terms:
a. The event or program must recognize support from City of Denton as a sponsor.
b. All publicity and marketing materials for the event or program must include the
approved City of Denton logo after approval from City marketing staff.
c. Organizers are responsible for all planning, management, and organization of the
event, including securing all necessary permits, licenses, insurance and approvals,
as well as all City fees established by ordinance. If needed, staff will provide
information to help facilitate these processes.
d. Organizers must provide previous year's budget showing costs and revenues of
the event and an estimate of current year's expenses and revenue.
e. Submit a Special Event Application with the Sponsorship Application.
4. The Parks and Recreation Department (PARR) director may negotiate a co-sponsorship
agreement for the use of rooms in PARD buildings for events where a mutual benefit to
the organizer and the City has been documented by written agreement and the usage is
typically limited to a maximum of several hours each month.
5. After the conclusion of the sponsored event or program, an assessment will be conducted
to determine the benefit to the community.
6. The sponsorship application, budget, and special event application is submitted to the
Community Events Coordinator during the scheduled submission period.
2
7. Events or programs with an outstanding balance to the City of Denton will not be
considered for sponsorship until outstanding charges are paid.
8. If requested, a staff liaison will attend general meetings of the organizing committee
when information or organizational assistance relating to the City's role in the event is
needed. This participation is as an ex-officio, non-voting representative of the City.
9. Should an event experience unforeseen circumstances resulting in additional costs to the
event, the City shall not be responsible for those additional costs.
DUE BY FEBRUARY 15
Include Budget and Special Event Application
City of Denton
Sponsorship Application
Name of Event:
Date of Event:
Times of Event:
Location of Event:
Estimated Attendance:
Event Organizer Contact:
Phone Number:
Email Address:
Address:
Secondary Contact:
Phone Number:
Email Address:
Address:
Website Address:
Activities to be held during the event:
DUE BY FEBRUARY 15
Cell:
Cell:
4
FOR CITY USE ONLY
Security Approval:
Number of officers needed:
Hours needed:
Estimated costs:
EMS Approval:
Number of paramedics:
Hours needed:
Ambulance(s) needed:
Estimated costs:
Solid Waste Approval:
Number of dumpsters:
Recycling approval:
Number of containers:
Estimated costs:
Parks and Recreation Approval:
Number of employees needed: _
Hours needed:
Equipment requested:
Materials needed:
Cleaning costs:
Estimated costs:
Street Department Approval:
Materials needed:
Estimated costs:
AGENDA INFORMATION SHEET
AGENDA DATE: April 12, 2011
DEPARTMENT: City Manager's Office
CM/ ACM: George Campbell
SUBJECT
Receive a report, hold a discussion and give staff direction regarding the Council's objective of
developing community leadership through boards and commissions.
BACKGROUND
At the Council Retreat on August 7 and 8, 2009, the Council included as an action item to use
the Council's Board and Commission appointments more intentionally as a way to engage future
leaders. To do this, the Council expressed a desire to hold a Council Work Session to discuss
Board and Commission appointments before beginning the appointment process in order to
consider, as a council, criteria such as candidate qualifications, compatibility with Council
direction/philosophy, and ethnic/gender and community interest diversity. Additionally, a
follow-up discussion this year will provide opportunity to discuss other topics including but not
limited to:
1. Expansion of Board and Commission training efforts and
2. The Council's process for identification and appointment of members.
OPTIONS
Council consideration and discussion is respectfully requested.
Respectfully submitted:
~
George C. Campbell
City Manager
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Handout to Citv Council on 4/ 12/ 11
4/12/2011
.::s~
.
CURRENT ELEMENTS OF THE
DENTON PLAN
Co rehensive lan pdafie
City Council Work Session
April ia, zou
Public Involvement;
Land;
Design;
Environment;
Community Development;
Infrastructure;and
Implementation.
City of Denton Strategic Plan
Key Focus Areas
Public Infrastructure;
Sustainable Economic Development &
Environmental Stewardship;
Safe, Livable and Family Friendly Community;
and
Partnershipsand RegionalLeadership.
~
A^
~ PROPOSED PLAN ELEMENTS
Vibrant Communities;
Community Services;
Public Utilities and Infrastructure;
Environmental Management and
Sustainability;
Economic Vitality;
Regional Influences;
Growth Management; and
Implementation.
1
4/12/2011
VIBRANT COMMUNITIES
Housing Variety;
- Urban Design;
Mobility/Transportation;
❑ DCTA (train & buses; "no fare zones°),
❑ Rights-of-way, and
U Bike lanes
_ . . „;„-x .
.
COMMUNITY SERVICES
Public Education;
❑ DISD, UNT, TWU
_ Public Safety and Health;
❑ Fire,
❑ Police (CPTED)
❑ EMS
_ Social Services;
Libraries; and
Parks and Recreation (floodplains as amenides
or passive parks).
„s . ~ ; s,:..:^z.....~'...~ '
VIBRANT COMMUNITIES (cont'd)
- Ruraland Sub-urban Communities;
u The edge
- Historic and Cultural Resources;
- Scenic Resources; and
CI Entrance ways
❑ Majorcorridor development
- Community Development;
❑ Community Development Block Grants
❑ Consolidationplan
❑ Neighborhood Planning/Revitalization
n ~ :..SF k F -mi~t :
_ a<z~ gp . :
PUBLIC UTILITIES & INFRASTRUCTURE
Roads;
Drainage;
Water/Wastewater;
DME;
Solid Waste and Recycling;
Transportation and Operations;
Examine Public Utilities Growth Philosophy;
Strengthen connection between Mobility Plan
and Comprehensive Plan;
. Funding structure for development, and
Gas WellslPipelines
2
4/12/2011
:
ENVIRONMENTAL MANAGEMENT
& SUSTAINABILITY
- Sustainability;
Ecosystem Management;
Air Quality,
Water Resources;
Land Resources; and
Mineral Resources.
❑ Oil and Natural Gas
ECONOMIC VITALITY CONT'D
Industrial Development;
Waterfront Assets;
❑ LakeRayRoberts
Airport; and
Downtown Development/Redevelopment
O DTIP
Ky~ ,
~ "~y~..~s~' i~~`,z~.~a.,.~"r.«,.~~,^r.ce''x
ECONOMIC VITALITY
Land-Use Balance;
❑ Ratios of housing types, jobs:housing
Commercial Development;
❑ Redevelopment/revitalization (target
specific industries)
❑ In-fill development
2i .
~ REGIONAL INFLUENCES
Denton County;
- Upper Trinity Water District;
- 35W Coalition;
- Tx.DOT (Outer Loop, 135 expansions);
Northwestern Areas;
❑ Sanger, Krum, Ponder.
Eastern Areas:
o Cross Roads, Krugerville, US g8o
NorthernAreas;
SouthemAreas; and
Vision North Texas
3
4/12/2011
- , . GROWTH MANAGEMENT
Demographic forecast;
Idenrifypotential High GrowthArea(s);
Proactiveversus reactive planning; and
Smart Growth Principles.
i. Provide a Variety of Transportation Choices;
Strengthen and Direct Development
Towards Existing Communities;
3. Preserve Open Space, Farmland, Natural
Beauty and Critical Environmental Areas;
GROWTH MANAGEMENT
Smart Growth Principles continued.
S. Create Walkable Neighborhoods;
q. Create a Range of Housing Opportunities
and Choices; and
ro. Talce Advantage of Compact Building
Design.
GROWTH MANAGEMENT
Smart Growth Principles continued.
q. Mix Land Uses;
5. Make Development Decisions Predictable,
Fair and Cost Effective;
6. Foster Distinctive, Attractive Communities
with a Strong Sense of Place;
Encourage Community and Stakeholder
Collaboration;
x.
_ ~
IMPLEMENTATION
Enforcement;
Benchmarks & Success Indicators;
Schedule & Funding Source;
❑ TIF
❑ Examine Cost/Benefit Analysis models to determine
if there is a model that can be incorporated into the
Plan.
❑ Priority-based implementation based on costs to
City.
- DDCupdate;
Mobility Plan Update; and
Park Plan update; etc.
4
4/12/2011
,
RFP TIMELINES
✓ March 17 & zz - Internal scoping meetings
✓ April 12 - City Council Work Session
April zi - RFP released
May u- Hold a pre-bid meeting
June 6 - Close bidding
June 7 - City Council update
- June 23 - Short List of Consultants finalized &
bids reviewed
,yE : .
~
COMP. PLAN PROCE55
Extensive data collection and public involvement;
Reviewprocess; and
❑ Staff
❑ Existing Committees, Commissions & Boards such
as:
j Committee of the Emironmenc
~ Planning and Zoning Commission
~ Mobility Committee
D Public Utility Board
~ Economic Development Partneeship Boacd
~ Etc.
Y Ciry Councit Approval
RFP TIMELINES CONT'D
June 30 - Complete interviews
July 6- Best and Final Offer (BAFO) letters
sent to short list
July u- Responses to BAFO due
July 15 - Consultant chosen
July ig - City Council update
5