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September 26, 2007 MinutesANNUAL PLANNING SESSION MINUTES CITY OF DENTON CITY COUNCIL September 26, 2007 Annual Planning Session of the City of Denton City Council on Wednesday, September 26, 2007, at 8:30 a.m. at the Denton Civic Center. PRESENT: Mayor McNeill; Mayor Pro Tem Kamp; Deputy Mayor Pro Tem Mulroy; Council Members Heggins, Montgomery, Thomson, and Watts. ABSENT : None ITEMS FOR DISCUSSION: 1. Council discussed and gave direction concerning the long and short term goals and objectives of the city identified in the 2006 Council Planning Session, including without limitation, goals and objectives related to city services, finances, budget, planning, zoning and development, operations, environment, transportation, intergovernmental relations, boards, commissions and committees, and meetings. City Manager Campbell presented goals and objectives from the past year. The areas included Finance, Planning and Economic Development, Transportation/Streets, Ut111t1eS, Public Safety, Compensation and Benefits, and other miscellaneous issues. Finance goal topics included (1) organizational efficiency studies, (2) the tax collection process, (3) gas well revenues, (4) impact fees and incentives, and (5) financial reporting of the water par an natatorium. Goals 1 involved evaluating the need for an organizational efficiency study and consider redirecting the funding. The study had been completed. The original budget was $200,000 with $127,000 remaining. Accomplishments included a reorganization plan, improved internal controls, a TMRS review, a study of Reprographics, a RFP for a management study for utilities, and a completed efficiency study of solid waste. Goal 2 was the evaluation of the feasibility of outsourcing the tax collection process. This was completed in July 1, 2007 with the function being outsourced to the Denton County Tax Assessor's Office. Goal 3 involved the continued management of gas well revenues as an identifiable reserve fund and developed a plan for gas well revenue utilization. This goal was complete with revenue from gas wells (royalty, tax revenue, etc) being deposited and recorded in a separate account. Goal 4, presenting a report on the existing impact fee program and developing impact fee incentives as part of the General Fund budget, was complete. The five-year forecast budgeted an annual allocation of $10,000 for this purpose. Goal 5 evaluated the opportunity to combine the financial reporting of the Water Park and Natatorium with other park facilities in the General Fund. This goal was completed with the adoption of the 2007-08 budget. Planning and Economic Development functions included the goal topics of (1) a comprehensive development plan, (2) a growth management strategy development, (3) revenue policies for Downtown projects, (4) promoting the growth of the Farmers Market, (5) a convention center City of Denton City Council Minutes September 26, 2007 Page 2 development, (6) a TIF for downtown development, (7) defining a downtown corridor and (8) transit-oriented development. Goal 1 was to consider amendments to the Comprehensive Plan to address anticipated development in the north and west of Denton. This goal was completed with the development of an amendment to the Denton Plan to allow for Master Planned Communities in any future land use designation. Goal 2, using contract assistance as necessary to develop a growth management strategy, was in progress. Freese and Nichols was currently under contract to develop a growth management study. Goal 3 involved creative revenue policies for Downtown projects. This goal was essentially complete. The Downtown Incentive Policy and Grant Program had a $SOK allocation for the 07- 08 budget. TIF guidelines were in the process of being developed and PID guidelines had been adopted. Goal 4 was to support and promote the growth of the Farmers Marker. This goal was in progress. City funding came from a combination of city council contingency funds and Economic Development support. The Economic Development support paid for ads and a few marketing materials. Goal 5, to research and evaluate the possibility of developing anon-city owned convention center in the Downtown area as well as the Interstate, was still in progress. The City, Chamber and CVB staff had met with property owners and hotel developers. Goal 6 dealt with exploring the development of a TIF for the downtown redevelopment effort. This goal was also still in progress. The TIF boundaries had been reviewed by the Downtown Task Force, the Economic Development Partnership Board and City Council. Schrader and Cline had been engaged to develop the project and financial plan. Goal 7, to redefine the Downtown area to include the Hickory Street corridor from the Square to the transit area, was still in progress. The corridor project was submitted to COG but was not funded. The project will be submitted as a potential project under TIF financing and other options will be explored. Goal 8 to evaluate the economic development opportunities associated with a Transit Oriented Development was still in progress. Goal topics for Transportation and Streets included (1) construction and inspection criteria for new streets, (2) the feasibility of designating a major thoroughfare as MLK Boulevard, (3) regional transportation issue participation, (4) commercial air transportation, and (5) sidewalks at DISD facilities. Goal 1 was to develop recommendations to Council and the development community on construction and inspection criteria for new streets. This goal was still in progress. The item was presented to Council on January 9, 2007. The Pavement Focus Group and Geotechnical evaluation report was completed. Adjustments to inspection fees were under study and the Street Department was working to develop updated street standards. City of Denton City Council Minutes September 26, 2007 Page 3 Goal 2 evaluated the feasibility of designating a major thoroughfare as Dr. Martin Luther King, Jr. Blvd. or to provide some other visible recognition of Dr. King in the City. The evaluation had been completed. Council would be discussing other possibilities during the time that Loop 288 was still being completed. Goal 3 dealt with maintaining an active role in regional transportation issues. This item was completed but also ongoing. The City was active during the 80th legislative session to receive support efforts to enhance the North Texas region's transportation Goal 4 was to develop a program to encourage the development of commercial air transportation at the Denton Airport. This goal was still in progress. Staff was developing an action plan to address necessary improvements and outline the required services necessary to provide limited commercial service at the Denton Airport. Goal 5, issues associated with the lack of sidewalks at the DISD school facilities, was essentially completed. Plans for improvements to sidewalks were complete and recently permitted through TxDOT. Staff would be meeting with DISD and TxDOT to review sources of funding and responsibilities. The "Safe Routes to Schools" program would be explored. Council discussed the sidewalk situation and possible provisions to look at sidewalks other than just on the frontage of developing property. Assistant City Manager Martin stated that staff and the DISD were working to bridge sections of undeveloped property in the school areas with the developed areas of DISD property. He stated that current regulations only require sidewalk development along the property frontage. Goal topics for Utilities included (1) becoming a "green" city and (2) residential yard waste collection. Goal 1 to enhance the public relations effort to promote the City's desire to become a green city was completed. The City began a comprehensive environmental education campaign in January 2007 which completed this goal. Goal 2 was to report back to Council on the residential yard waste collection process. That goal had been completed. Since 2002 there had been a steady increase in residential yard waste collection. Goal topic for Public Safety was (1) animal services operations. Goal 1 was completed but ongoing. Staff supported and assisted in the creation of the Denton Animal Shelter Foundation, conducted a survey of possible locations for a new shelter, a consultant was hired to develop a master plan and perform a needs assessment and during the past year, the existing shelter had purchased new equipment, made facility enhancements and implemented new programs. Mayor Pro Tem Kamp noted that the capital campaign for the new shelter would begin in January. City of Denton City Council Minutes September 26, 2007 Page 4 Goals for Compensation and Benefits included (1) evaluate opportunities to improve employee health through restructuring of health insurance benefits and the development of associated wellness initiatives and (2) evaluate pay for alternate judges and resource support for juvenile court. Both of these goals had been completed. Miscellaneous goals included (1) public art master plan and (2) paperless government. Goal 1 was to continue the efforts to create a public art master plan for the Denton community. This goal was essentially completed. The Public Art Committee had written the "criteria for the acceptance of Public Art" with a report to be presented to Council on October 16th. Following approval, the committee will develop the scope of services, research costs and request funding in FY 2008-09. Goal 2, continue to promote and implement a paperless government system to include boards, commissions and committees, was not complete at this time. Staff will continue to pursue with individual boards and commissions at their discretion to see if there is interest in a paperless agenda. Some boards/commissions were not in favor of a paperless system. Staff was suggesting to continue with this goal but not keep it as a top priority. Council went into Closed Session at 9:05 a.m. to discuss the following: Personnel Matters -Under Section 551.074 of the Texas Government Code. 1. Evaluation of the City Manager. Council came out of Closed Session at 10:18 a.m. 2. Council discussed and gave direction concerning the long and short term goals and objectives of the city for 2007, including without limitation, goals and objectives related to city services, finances, budget, planning, zoning and development, operations, environment, transportation, intergovernmental relations, boards, commissions, committees and meetings. Other Issues for discussion included (1) compensation, (2) the bond program, (3) gas wells, (4) airport master plan, (5) special events, and (6) executive session item. Topic (1) was to develop a comprehensive compensation program for all employees other than public safety. City Manager Campbell provided a brief update on the new compensation plan that was about to be implemented. The system would be moving away from cost of living increases and move toward merit increases. The program defined developmental tracks for employees to follow. He reviewed the benefits and challenges of the new system. Benefits included (1) re-established internal equity, (2) classified and valued jobs differently to better compete with the market, (3) was a merit-based system that rewarded star performers better than others, (4) simplified the classification administration system, and (5) ensured compliance with federal law. Challenges included (1) change could be difficult, (2) re-establishing internal equity was difficult, (3) transitioning some positions from non-exempt to exempt, (4) redefining progression plans, (5) moving from a fixed review date to anniversary review date, and (6) education of employees. Implementation costs included approximately $430,000 which was not merit pay money. Performance increases were covered by the 4% that was included in the FY 2007-08 budget. City of Denton City Council Minutes September 26, 2007 Page 5 Topic 2 dealt with beginning the planning for the 2009 bond program. Jon Fortune, Assistant City Manager, presented the 2009 bond program timeline. The timeline included a November 2009 bond election with an April 2010 bond sale. Council discussion included: • What was the rationale for having the earliest bond sale date in 2010? Fortune replied that it had been established in the 5 year forecast. • Could the appointment of the bond committee be moved to an earlier date? Fortune stated yes that the time frame to appoint committee could be earlier. Consensus of the Council was to move those appointments back several months to complete the appointment process at an earlier time. Topic 3 -Gas wells Fortune stated that the royalty, tax or lease gas well revenue was deposited into non-operating funds. There was no dependence on gas well funds for on-going needs. The airport gas well revenue must be used to support the airport but could also be used to reimburse the General Fund. This reimbursement was tied to the previous six years of subsidy and required advance approval from the FAA. That approval was uncertain and could take many months to receive. Options for use of gas well revenue included one-time needs or invest in projects to produce long-term revenue. One-time needs might include streets, drainage, capital items, or one-time programs. Once those funds were spent, they would no longer be available. Invest the funds in projects to produce long-term revenue might include grant matches, airport revenue generating infrastructure, economic development incentives/projects which would have the capacity to turn one-time revenue into a permanent resource. The investment option was being recommended by staff. Council discussion included: • One-time needs were behind such as drainage and streets. Was there a way to do a combination of uses of the funds with some of the hard issues that were behind plus find an investment method to get ahead. Fortune stated that staff s recommendation was to use the one-time source of funds to generate a permanent revenue source. • Was the total revenue amount projected over 20 years? Fortune replied no but that the amounts would drop off past the first 2 years. • Had there been discussion about a gas well at the Service Center at Mingo? Mayor McNeill replied yes that TWU had talked to the city about it. • Was the city the developer of the airport or was everyone who built a pad site there a developer? The City should be the developer and the Council needed to see the entire picture of the airport instead of separate issues. • Was the Council ready to invest some of the gas well money into infrastructure to assist with the development of the Airport? City of Denton City Council Minutes September 26, 2007 Page 6 Topic 4 -Airport Master Plan Howard Martin, Assistant City manager, reviewed the backup materials provided regarding the master plan for the airport. Council discussion - • The airport was a huge economic engine for the community and had been overlooked for along time in terms of the economic benefit received from the airport. • Continue to look at programs that would invest future gas well revenue as recommended by staff. • Update the master plan and get it updated to incorporate the City's ideals. • Keep the funding received from the gas wells separate for separate funding issues. • Interest earned from the gas wells should stay with gas well funds. Topic 5 dealt with special events and the definition and identification of the City's role in supporting special events. Martin indicated that Council needed to determine the level of participation it would like staff to have and the level of funding support for priority events. Staff was working on developing a more systematic approach to address special event requests and city participation. Staff also did some benchmarking with other cities in terms of banners and was looking at traffic control plans and the hanging of banners. Most other cities used private contractors for the hanging of banners and the event responsible for the banner was responsible for the cost involved in hanging the banners. Council discussion - • What would be the basis for an application fee for special events? Martin replied that was part of the whole question. Staff needed to know the Council's philosophy for these types of events. Should parameters be set on the type of event the city supported or provide in-kind assistance assuming that events were bringing people to Denton. • Mayor McNeill felt it was difficult getting through the system when doing an event and that this was a high level priority for him. • Was it fair to use the Square for events and still expect the surrounding businesses to pay for the expenses of the events? • The overall attitude for these events was to service the community and citizens. Not only Denton citizens but outside citizens as well. Don't damage the atmosphere of cooperation between the city and event holders. • A local high school parade was not the same as an event with overnight stays. Streamline the requirements for events and cost of service. Consider resorting events by type starting at the top with regional events that bring in money. Council might consider supporting those types of events. Next would be events within the city that were open and available to residents; and then events specific to a certain group such as a high school parade. Some of those events might not be financially supported by the City. Consider a budget for first come; first serve to help with costs. City of Denton City Council Minutes September 26, 2007 Page 7 City Manager Campbell indicated that those costs would have to be built into the budget if Council was comfortable with it. Mayor McNeill felt there were two issues -what to fund and the ease of obtaining a permit. Evaluating the cost of these events in terms of rental of spaces, etc. might be helpful. Council Member Watts felt that specific criteria were needed to determine which events would be sponsored by the city and which ones would not be sponsored. Items for consideration by the City Manager included (1) criteria for assigning issues to various committees and/or advisory boards and (2) the gas drilling ordinance. Item 1-City Manager Campbell indicated that criteria for assigning issues to various committees or a more formalized method to assigned issues to boards, commission or council committees might be needed. Mayor McNeill asked if every issue going to the Airport Advisory Board also went to the Mobility Committee. Campbell replied that items at an advisory committee came before full Council. Some issues with the Airport Advisory Board went to the Mobility Committee and then to Council. Some issues went to the full Council rather than a council committee. Council discussed the function of the Airport Advisory Board relative to leases and zoning issues around the Airport. They also discussed the Mobility Committee and the types of issues that would come before that Committee. City Manager Campbell felt that at time situations were being created where advisory boards were reviewing the same issues. Advisory boards were advisory to the Council and not to other boards/commissions. Mayor McNeill felt that the purpose of all committee was to receive information and form a consensus on an issue before it came to Council and then make a recommendation to Council. Item 2 dealt with the gas drilling ordinance. City Manager Campbell asked Council if it wanted to spend any time looking at that ordinance in terms of distance requirements, sound barriers, etc. or was the Council comfortable with the current ordinance. After discussion, Council requested that staff get information on what other cities were doing with their ordinance requirements in terms of noise factors and distance requirements. More specifically with the noise provisions, staff should consider taking readings during the various phases of the process to obtain levels of noise at the various stages and follow up with a work session discussion. Air quality issues as they related to transportation, planning, and development issues were consi ere . Deputy Mayor Pro Tem Mulroy felt that a community discussion to examine the Comprehensive Plan was needed with a relook at the vision measure, where the Plan currently was and where it City of Denton City Council Minutes September 26, 2007 Page 8 needed to be. Work with developers to make developments bus friendly to encourage ridership. He felt that the process could start with small workshop groups and then move out into the community for a possible Comprehensive Plan amendment. Mayor Pro Tem Kamp stated that an eight hour ozone standard for air quality was being discussed. Denton County was anon-attainment county with some of emissions coming from outside Denton County. An eight hour standard would help with attainment issues. There was an excellent film that she would like Council to view relative to this issue. Consensus of the Council was to begin the process on the Comprehensive Plan as suggested by Deputy Mayor Pro Tem Mulroy. Mayor Pro Tem Kamp stated she had UNT and TWU issues in the areas of streets, drainage, and utilities. She asked if it were time to visit with the City's state representatives regarding these issues. Howard Martin, Assistant City Manager, addressed the street issues. He stated that there were a number of issues concerning streets associated with the universities. One example was Union Circle at UNT. UNT wanted to make a two way access on the street and renovate/repair the street section on university property. He felt the City could take care of the signage and traffic control with the proposed change but that repair of the street would be costly. There were also other streets through the universities that were primarily used by students. A question to consider was whether there should be some allocated funding to share the costs of the repair of those types of streets. City Manager Campbell suggested setting up meetings with the universities to look at these issues. The meetings would start with the City Manager, Mayor and presidents of the universities instead of city staff meeting with their staff. Consensus of Council was to proceed with that proposal. Council Member Montgomery presented information concerning the Farmers Market. Currently he used part of his contingency funds to help publicize the market. After he leaves council, he would like to see Council continue to support the market and help it continue to grow. Mayor McNeill stated that the Market was an attribute to the community and that Council would continue to look after it. Council Member Thomson had several issues he wished to discuss. They included (1) the next bond program, (2) Eureka Playground, (3) water and electric conservation efforts, (4) the need for a trauma center and (5) railroad quiet zones. Item 1 -Eureka Playground -Thomson stated that many similar playgrounds were being taken down because of arsenic in the materials. Currently the City was spending money to seal it. As the equipment was coming to the end of its expected life usage, he felt the city should consider taking it down. Mayor McNeill stated that there was a need to replace it and not just take down. City of Denton City Council Minutes September 26, 2007 Page 9 Council Member Thomson indicated that a community effort for a new playground could be started similar to when the current playground was erected. Assistant City Manager Martin stated that a replacement strategy could be looked at in the next bond sale. This type of playground usually lasted 15 years which Eureka would soon be reac ing. Mayor McNeill requested staff provide Council with data on this issue. Deputy Mayor Pro Tem Mulroy left the meeting. Item 3 dealt with water/electric conservation efforts. Council Member Thomson felt that the city should encourage more people to be on the green rate with more rebate possibilities such as rebates for double pane windows and radiant barriers. Consensus of the Council was to have the Council Committee on the Environment provide a recommendation to Council on this effort with cost of rebates and advertising. Item 4 dealt with the need for a trauma center in Denton. Council Member Thomson suggested trying to establish a trauma center in Denton. Mayor McNeill suggested looking at the various levels of trauma centers. Assistant City Manager Fortune stated that there was no guarantee that state/federal money would come back to Denton as it went to a regional agency first for allocation. Item 5 considered railroad quiet zones. Council Member Thomson stated that there were a number of ways to make quiet zones through Denton. He felt it would be a good investment to establish the zones. There would have to be double gates on both sides of the crossing or channelization for a directional horn at the crossing instead of on the locomotive. Mayor Pro Tem Kamp indicated that it would be cost prohibitive without some type of funding source. Council Member Thomson suggested looking at road channelization or horns at the intersections. Assistant City Manager Martin stated that staff was looking at quiet zones through the DCTA. DCTA was putting in quiet zones and that in the future there would be some overlapping intersections which would help with the costs. Council went into Closed Session at 1:48 p.m. to discuss the following: A. Deliberation about Economic Development Negotiations -Under Texas Government Code §551.087 1. Discussed or deliberated regarding commercial or financial information that the City Council has received from business prospects that the City Council seeks to have locate, stay or expand in or near the territory of the City of Denton City of Denton City Council Minutes September 26, 2007 Page 10 and with which the city council is conducting economic development negotiations, including but not limited to hotels and convention centers. B. Deliberations regarding Real Property -- Under Texas Government Code Section 551.072; and Consultation with Attorney -- Under Texas Government Code Section 551.071. 1. Discuss and deliberate the purchase and value of real property for municipal purposes located in the Denton Downtown area, and receipt of legal advice related thereto. With no further business, the meeting was adjourned at 2:20 p.m. PERRY R. MCNEILL MAYOR CITY OF DENTON, TEXAS JENNIFER WALTERS CITY SECRETARY CITY OF DENTON, TEXAS