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Minutes May 29-31, 1998CITY OF DENTON CITY COUNCIL MINUTES MAY 29-31, 1998 The Council convened into the Annual Planning Session on Friday, May 29, 1998 at 2:00 p.m. at the Marriott Solana Education Center, 5 Village Circle, Westlake, Texas. PRESENT: Mayor Miller; Mayor Pro Tem Beasley; Council Members Burroughs, Cochran, Durrance, and Kristoferson. ABSENT: Council Member Young Lyle Sumek, Facilitator, spoke on the new realities for city leaders, the shift from professional city government to community-based city government, winning cities versus true championship cities, the challenge for mayors and city councils, lessons from effective city councils, and the keys to success with teamwork and leadership. Council Member Young arrived during the meeting. An analysis of things that would work best for Council included brief reports that would allow for discussion, going out in the field to view a proposal versus looking at slides, early involvement rather than last minute decisions, making a decision and then having time to evaluate and adjust, showing results once decisions were made and regular status reports provided as issues evolved. On Saturday, May 30, 1998 the Council looked at goals for Denton in 2004 and beyond, policy strategies on key issues and a policy agenda for 1998-99. Major themes in terms of outcomes centered on an effective transportation system for moving people, additional parks and ball field development with expanded programs, balanced quality development with planned growth and effective zoning, preservation of neighborhood integrity, an expanded tax base and quality job opportunities through attractive quality businesses, the preservation of the small town feeling in Denton, citizens involved as partners with city government, maintaining quality basic services provided by the city, and an attractive community with beautiful entrances, streetscapes, and neighborhoods. Council considered possible target issues for 1998 that included electric deregulation, a comprehensive development plan, the 1999 budget, the CIP/bond program, Lalor funding, the Robson development, affirmative action and impact fees. Possible target issues for 1999 included a possible City Charter Review, neighborhood integrity direction and area Planning, evaluation and continued development for economic development, the City’s annexation policy and planning, airport expansion and development, zoning revisions, a walkable community strategy, an information technology action plan, implementation of further Affirmative Action plans, a review of the city’s Boards & Commissions, an infill housing strategy, a tax abatement policy, and policy direction on density/vested rights. City of Denton City Council Minutes May 29-31,1998 Page 2 Goals and Outcomes for the community included: 1. An effective transportation system for moving people · Loop 288 between Highway 380 and I35 · improved traffic flow · a link to regional transportation · enhanced mass transit within the city · improved traffic management in terms of carpooling and accident handling · an enhanced drainage system to take water off the streets · the completion of Highway 380 · the rebuilding of the I35E and Loop 288 interchange · consideration of the railroad overpass at Dallas Drive and Eagle Drive · an east-west thoroughfare through southeast Denton 2. Enhanced leisure opportunities though additional parks, ball field development and expanded youth programs included: · development of a greenbelt/nature preserve · cooperation with the DISD for joint use of facilities, acquisition of sites · equity of facilities on the south side of the City · a possible municipal golf course · a possible municipal zoo · continued development of hike/bike trails within the city accessible to neighborhoods · a plan to protect Lake Ray Roberts and maintain its integrity · the expanded use of pocket parks · the implementation of the Civic Center Park Master Plan 3. Balanced quality development with planned growth and effective zoning included: · the implementation of the comprehensive plan · balanced growth in industrial, residential and retail · realistic zoning reflecting the community desires · City of Denton City Council Minutes May 29-31,1998 Page 3 4. Preservation of neighborhood integrity included: · planning during development · perception and needs of identified neighborhoods · increased small area planning · equity in treatment between neighborhoods · diversity of neighborhoods 5. Expanded tax base and job opportunities through attracting quality businesses and the nuturing of existing businesses · increased median household income based on careful analysis · strategic economic development · consideration of corporate headquarters zoning especially on the I35W corridor · development of support businesses for the Airport · welcoming businesses through infrastructure support · an industrial park development to attract targeted businesses · expansion of existing businesses · enhanced cooperation with universities with a possible research center 6. Preservation of the small town feeling dealt with: · enhancing the support/use of small local businesses including incentives · continued prosperity of the downtown square · incentives for historic preservation · small area planning to preserve neighborhoods · the preservation of topographical and natural resources during development · zoning to enhance architectural design, streets and walkways · increased participation in programs · a “walkable” community · the encouragement and support for events, festivals, etc. 7. Citizens involved as partners with city government included: · effective boards, commissions, committees-special goals City of Denton City Council Minutes May 29-31,1998 Page 4 8. Maintaining quality basic services provided by the City included: · an already existing excellent police and fire departments · increased support for staff through the budget · quality maintenance of parks, facilities, etc. · accurate projection of future human resources with a link to services · quality programs and staff for streets & bridges · a proactive pursuit of technology enhancements · continued service level to citizens · adequate planning for growth - sustain quality of services levels 9. An attractive community with beautiful entrances, streetscapes, neighborhoods included: · An already demonstrated pride in the city · Implementation of the overlay zoning · An enhancement of urban forestation · implementation of more sidewalks, setbacks, and traffic calming techniques · identifiable, attractive gateways · Main Street preservation · improved affordable housing · implementation of initiatives” · the incorporation of public art in projects On Sunday May 31, 1998, the Council discussed refinements in Council operations. 1. Work Sessions Council Member Cochran suggested allowing citizens to speak at work sessions following the completion of Council discussion. Citizen input would be limited to questions or brief comments. Council Member Kristoferson agreed that it could be tried on a limited manner. Mayor Miller stated that the purpose of work session was to receive information from staff on upcoming issues. Denton already had an open government. The work sessions were televised for the citizens. There were time constraints already with long meetings. The Council was elected by the citizens to make the decisions. Allowing citizen input at work sessions would defeat the purpose of the work session. Final decisions were not made at work sessions. Council Member Durrance felt that work sessions were the Council’s time to discuss issues among City of Denton City Council Minutes May 29-31,1998 Page 5 and regular meetings. He also felt that citizens should be allowed to speak if there were a pressing issue and that could be left up to the discretion of the Mayor and Council. Council Member Beasley noted that there were good points from both sides on this issue. Very few people came to the work sessions meetings. The Council and Mayor have in the past invited a number of citizens to speak if present at a work session. She suggested that procedure instead of a formal process. Each council person could ask the Mayor to allow a citizen to address a topic if he knew someone was in the audience who wanted to address the Council. Council Member Young felt that a work session was for information gathering and a time to give direction to staff on various issues with discussion. A work session was not a time to bring in citizens for comment. The work sessions were for information gathering and communication with staff and council. He felt that the current process was working well. Council Member Burroughs stated that it appeared to him that work sessions were to determine what issues were important to Council and to discuss those issues. It was a side benefit to have the public hear those discussions. If there were issues of great interest to citizens, it might be possible to allow council members to inform the Mayor of citizens who were wishing to speak. It was proposed to allow the Mayor to use his discretion to allow citizens to speak. If a council member knew of a person desiring to speak on an issue, he could ask the Mayor to allow that individual to speak. A notice would be placed on the government channel encouraging citizens to contact Council on issues. Consensus of Council was to incorporate this proposal. 2. Regular City Council Meetings Council Member Cochran felt that citizen input should be allowed on consent agenda items. He suggested removing the wording on the agenda that excluded citizens from speaking on consent agenda items. Council Member Durrance stated that while he had no real problem with that type of procedure there might come a time when too many people were speaking on consent agenda items and slowing down the process. Mayor Miller stated that the purpose of the consent agenda was to speed up the agenda process. Council received the agenda information well in advance of the meeting and could ask questions of staff well in advance of the meeting. There was a possibility of defeating the purpose of the consent agenda and contributing to longer meetings. Consensus of the Council was to change the Council's Rules and Procedures to allow citizens to speak on consent agenda items. Citizens would speak before Council deliberation on items. City of Denton City Council Minutes May 29-31,1998 Page 6 3. Agenda Council Member Durrance suggested reducing the time for staff presentations on agenda items. Council received a large amount of backup materials regarding agenda items and staff did not need to repeat that entire information during the meeting. Council should come prepared and have their materials read. This would allow more time for discussion. This procedure could also be done in Closed Sessions with the legal briefings. Council Member Cochran stated that the Council meetings were public meetings with a two-fold purpose. One was to conduct city business and the other was to educate the public on what the Council was doing. He felt that the staff presentations could be abbreviated but not cut out entirely. Mayor Pro Tem Beasley agreed that some briefings were too long especially in executive session. She suggested continuing with a brief background presentation but no long presentations. Consensus of the Council regarding the agenda was that Council would come to the meetings prepared, staff would make their presentations brief for public information during regular sessions, a listing of future agenda items would be prepared on a regular basis for Council, and Council would work on keeping their comments brief regarding agenda items. City Manager Benavides asked if the draft agenda sent to Council mid-week was still of value to them. Consensus of the Council was to continue to send the draft agenda but use other methods to some members other than the courier. Faxing or e-mailing the draft agenda would be as helpful having the paper document. 4. Sample petition Council Member Cochran felt that the Charter requirements were confusing and a sample petition prepared by the City would be helpful for the citizens After discussion, consensus of the Council was to continue with the current process. 5. Communications including the use of technology Council Member Durrance stated that as Council all had laptops, he would like to eventually have all Council information on a disk that they could use or more e-mail information rather than paper. Council Member Cochran indicated that he also would prefer more memos be e-mailed rather than on paper. Council Member Young suggested allowing each Council Member to decide which medium he would like to use. City of Denton City Council Minutes May 29-31,1998 Page 7 6. Calendar of events Council suggested a chart be developed that the members could initial when attending certain meetings. 7. Travel Policy Council discussed keeping all members informed of attendance at meeting when representing the City. It was decided that a format would be used to inform the other members of attendance at meetings that were outside the DFW area. Council also discussed whether the City should pay for spouse expenses when attending regional meetings as often times it was expected that spouses attend those meetings. While it might be appropriate for the City to pay spouse expenses for some events in the regional area, consensus of the Council was that the City would not pay for any spouse expenses associated with Council travel. 8. Council committees Council discussed adding an Environmental Committee. Mayor Pro Tem Beasley and Council Member Kristoferson agreed to be Council liaisons for that committee and begin working with citizen make-up of the committee. With no further business, the meeting was adjourned at 12:00 noon. JACK MILLER, MAYOR CITY OF DENTON, TEXAS JENNIFER WALTERS CITY SECRETARY CITY OF DENTON, TEXAS