2009-06-23 CC Packet ' CITY OF
SOUTH LAKE
1 — TEXAS
SOUTHLAKE CITY COUNCIL JUNE RETREAT
' HILTON SOUTHLAKE
1400 PLAZA PLACE
SOUTHLAKE, TEXAS
p
JUNE 23, 2009
k MINUTES
CITY COUNCIL PRESENT: Mayor John Terrell, Mayor Pro Tern Virginia M. Muzyka,
Deputy Mayor Pro Tern Laura K. Hill, and City Council members Brandon Bledsoe,
Carolyn Morris, and Pamela A. Muller.
CITY COUNCIL ABSENT: City Council member Gregory Jones.
STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager / Director of
Public Safety Jim Blagg, Assistant City Manager Ben Thatcher, Assistant to the City
Manager Alison Ortowski, Community Relations Officer Pilar Schank, Director of
Technical Services, Director of Community Services Chris Tribble, Deputy Director of
I litho Community Services Kerry McGeath, Deputy Director of Community Services Kari
Happold, Assistant to the Community Services Director Crystal Shafer, Director of
Finance Sharen Jackson, Director of Human Resources Kevin Hugman, Chief of Police
Services Robert Finn, Deputy Police Chief Rusty Daniels, Chief of Fire Services Mike
Starr, Deputy Fire Chief Bryan Thomas, Director of Planning and Development Services
Ken Baker, Director of Planning and Development Services Dennis Killough, Planner II
Clayton Comstock, Chief Building Official Paul Ward, Director of Public Works Robert H.
Price, Deputy Director of Public Works Gordon Mayer, Public Works Operations
Manager Chuck Kendrick, Deputy City Secretary Tara Brooks, Assistant Finance
Director Sharon Guess, Assistant Finance Director Sean Leonard, Director of Economic
Development Greg Last, Marketing and Tourism Coordinator Jill Cherry, Administrative
Secretary Corie Wood, SQL Database Administrator Sam Cobb, and City Secretary Lori
Payne.
Agenda Item 1. Call to order. Mayor Terrell called the retreat to order at 5:11 p.m. City
Manager Yelverton thanked the Council for their participation and presented the
evening's agenda to them.
4 I Agenda Item 2. Discussion: Strategy considerations. Assistant City Manager Thatcher
discussed strategic budgeting and alignment of budget planning efforts with the City's
strategic management system.
Assistant City Manager Blagg presented information on the use of the red light camera
fund as it relates to safety and traffic strategy.
MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL
JUNE 23, 2009 PAGE 1 OF 3
The Council discussed potential allowed uses under Texas statutory requirements for
the red light camera funds.
ralir Next, Director Last and Marketing and Tourism Coordinator Cherry discussed issues
related to Southlake's tourism strategy and potential allowed uses for hotel occupancy
tax (HOT) funds.
The Council discussed various tourism strategies and uses of the H.O.T. funds.
Mayor Terrell called for a break at 6:36 p.m. and reconvened the retreat at 6:53 p.m.
Council continued the retreat while they were served a working dinner.
Planner Comstock discussed the potential of the establishment of a Council-appointed
Southlake Historical Commission.
IThe Council discussed this item and agreed that more information is needed prior to a
decision being made.
Agenda Item 3. Discussion: Budget report. Director Jackson then gave the FY2009
budget report including updates on the General Fund and the various revenue funds.
i I She answered Council's questions.
Assistant to the City Manager Ortowski presented information on the Capital
Improvement Program priorities. Council discussed and gave feedback on the Tier III
alternate CIP project packages. Council discussed the various projects and options.
Mayor Terrell called for a break at 8:23 p.m. and reconvened the retreat at 8:31 p.m.
Director Jackson presented the economic outlook and the cost drivers for FY2010 to
I I Council. She discussed unemployment rates, the housing market, and retail sales
numbers.
INext, Director Hugman discussed work force costs, benefits, and the pay plan.
Council discussed these items.
Agenda Item 4. Discussion: Southlake 2030 Plan. Director Baker presented information
on the Southlake 2030 Plan. He gave an overview of comprehensive planning,
discussed legislative components and requirements, gave a brief history of Southlake's
history, and reviewed a preliminary scope of work and potential committee make up.
4 I Council briefly discussed the 2030 Plan.
Agenda Item 5. Executive Session. Although an executive session was posted, it was
not held.
4 Agenda Item 6. Meeting adjourned. No action was taken at tonight's June Retreat.
Mayor Terrell adjourned the retreat at 9:38 p.m.
MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL
JUNE 23, 2009 PAGE 2 OF 3
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John Terrell
f,,,,,,�� Mayor
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Lori Payne = t:City Secretary =� •
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MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL
JUNE 23, 2009 PAGE 3 OF 3
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City Council June Retreat—June 23, 2009
Aft
riw City Council present: Mayor, Laura, Virginia, Brandon, Carolyn, Pamela
ICity Council absent: Greg
Staff present: Shana, Jim, Ben, Alison, Pilar, Greg, Jill, Chuck, Kerry, Sharon, Sharen,
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Kevin, Corie, Tara, Mike, Robert, Rusty, Bob, Gordon, Dennis, Ken, Clayton, Sean,
Chris, Cari, Crystal, Paul, Sam,
I 5:11:14 PM Mayor called to order the meeting. Made introductory comments. Thanked
staff.
I5:12:37 PM City Manager Yelverton made introductory comments.
5:13:49 PM ACM Thatcher briefly reviewed the budget process, the strategic
I management system, and the budget alignment. Discussed the process from the strategy
session in February to the June Retreat.
I 5:18:28 PM ACM Blagg presented information on the use of the red light camera revenue
—safety/traffic strategy.
kr 5:29:05 PM Mr. Blagg concluded his presentation and asked for comments
Bledsoe—better markings of cross walks for pedestrian safety—especially with
Lexpansion of sidewalk program—more reflection, even some poles have reflection
Morris—better markings of cross walks from Central Market to Town Square at Carroll
1 L and at Central, training and education of children and drivers
Muller—flashing lights at the Central Market/Town Square intersections/cross walks,
LMuzyka—medians will help the Central Market issues, school zone safety issues need to
be looked
LMorris—cross walks along White Chapel Blvd. — Carroll High School
i I Mayor—the cross walk he hears discussed most is the Central Market/Town Square cross
walks
LMorris—children riding their bikes in the middle of the street—training of children about
safety
4 I Muller—use of funds for one time expenses—such as signage
Muzyka— school zone issues and safety issues are priority
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Bledsoe—maybe Council should do a forced ranking as to the use of the funds
Morris—focus of cameras is to save lives—reinforce within the community
Chief Finn—gave statistics on number of tickets, accidents—in October we can review
last half of the year in comparison to first half—feels there has been a reduction in
' accidents but has not reviewed the data to determine exactly how much
Yelverton—possibility of addition and use of officers—Council's direction
Muller—agrees with Muzyka in that the first priority is proper marking of cross walks,
we want to encourage more walking and make it safe for school children
' Morris—do think we need more patrol on the big holidays for DWI issues
' Yelverton—staff will evaluate and may very well bring it back to Council for some
forced paired rankings
5:45:31 PM Greg Last introduced the next item on Tourism Strategy—introduced Jill
Cherry and said they will tag team on this presentation. They are seeking Council's
direction and input on tourism. He discussed statistics associated with the Southlake
I kw Hilton, Inland Development, Central Market, and Chamber of Commerce—allies and
strategic partnerships.
E 6:00:05 PM Jill Cherry conducted a memberships analysis to determine the best fit for
Southlake. Looked locally as well as nationally. Evaluated marketing tools such as
website, etc.
6:02:22 PM Last continued with the discussion on marketing tools—use of a Southlake
video, tradeshow booth, pull up display, table runner,promotional items. Discussed
advertising opportunities—FY 2010 goals and strategy.
6:14:27 PM Last and Cherry concluded presentation and asked for comments and
suggestions from Council.
6:15:18 PM Mayor asked for cut sheets of what we've been doing advertisements-
maybe a notebook of what we've been doing updated on a continual basis—he would
carry them with him. Council members are great ambassadors of Southlake. Where are
we in the video process? Multiple video versus one video?
IMayor asked Council what message we want to deliver?
k Muller—is interested in what people are giving as feedback to the Hilton concierge; what
people are wanting/desiring; historical society is probably interested in working with
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Grapevine, etc. for visitors who are interested in Texas history; possibility of a phone tour
I° of Southlake
Mayor—percentages of why people come here? Target audiences?
IBledsoe—putting together packages and ideas for target audiences, weekend getaway,
work with Chamber for a restaurant package guide, work with the Chamber, Inland—
come up with ideas to drive events—we need to measure what worked and what didn't
Iwork—probably need to be more strategic in our approach so we can measure
Muller-maybe advertise in arts magazine when we are holding the art in the square
I event
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Bledsoe—the data will help direct our strategies in the future—point us in the right
direction
IMuzyka—be sure to advertise our own natural resources—wildflowers, etc.
Mayor—word of mouth from our own citizens how great Southlake is, get people to stay
I here, maybe advertise some in our local papers for our own residents to promote
upcoming activities and events in the city; a good reputation for our festivals
1116 Morris—festival of trees will be located this year in the Hilton; only city in the area doing
that; look at what is different about Southlake—nostalgia
C6:36:46 PM Yelverton—we will take a break and start to serve dinner
6:53:38 PM Mayor called the meeting back to order.
LYelverton introduced new Deputy Director Cari Hathaway(?).
C 6:55:05 PM Comstock presented information on a possible Southlake Historical
Commission—possible structure and components
L 7:10:41 PM Comstock completed his formal presentation and turned it over for
questions.
LMayor—likes the idea of exploring it further
Morris—thinks it needs to be looked into—needs a lot more exploration—without a
! I focus like this, we will be in trouble
Muller— SL has had several stages of history—how to we preserve things on the ground
4 6 in the future—what do we consider to be historical
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Mayor—we need to be careful that we don't set up something that is so restrictive that we
essentially stop development and removed from the Council's hands and decision making
ability
Muzyka—exploratory group will look at this and make a recommendation and what
' would be the benefits and constraints
Yelverton—made be the best venue to get that done since a part of plan
' Mayor—needs more information on the Visionaries in Preservation Program before he
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can decide what to do—he needs more information on that
Bledsoe—the timing tight
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Mayor—would recommend that staff not spend too much time on the Visionaries
program and the August deadline of this year
7:19:07 PM Yelverton introduced the next segment of presentations—next being
Morris—historic Carroll school—should staff get information on what is being planned
for that building and what is scheduled for that building
7:20:59 PM Jackson presented information on 2009 Financial Report
7:25:47 PM Jackson concluded her formal presentation
6 Muller—how much monies have been brought in from the half cent sales tax for SPDC
and CCPD—total from inception
7:27:23 PM Ortowski presented information on the CIP priorities—tier 3 projects—North
Peytonville, South Peytonville,medians on 1709, other potential medians, other potential
' uses?
Morris—asked about the plans for the municipal service center plan
' Director Price answered basic question on that plan.
' Muller—fire suppression on PW site
Mayor—asked about the multiple irrigation options for medians
Brandon—sidewalk plan versus median plan
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Morris—thinks medians need to be landscaped and irrigated
Mayor—would tend to agree with Morris—is it more costly if we wait
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Yelverton—timing is more the issue—not a cost issue
Morris—landscaped medians take top priority
Bledsoe—probably do need to refocus onto 1709
Mayor—tends to agree—out of median options—reviewed different option packages
' Yelverton—could add some funds in the FY2010 up an budget to make difference
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' Morris—that is going to do more for Southlake than anything that could be done
' Muzyka—send it out with TxDOT—could end up saving us money right now given
prices, etc. right now
Gordon Mayer—advanced funding agreement with TxDOT—provide plans to them—
Muller—is concerned about the municipal service center line item—maybe a land swap
' with an area by the gas farms—maybe some money should be spent to evaluate
alternatives
Discussion about retrofitting the public works building with fire suppression equipment.
Mayor—talked through a possible"package 10" including the fire suppression and the
' entirety of the 1709 medians
Morris—is in favor of taking money out of strategic initiative fund for the shortfall—
approx. $791,000
Mayor says it sounds like we are down to either Package 8 or Package 10.
Yelverton—our plan could be to value engineer our median landscaping plan and we
could bring it back for subsequent conversations
Yelverton—city has sidewalk plan and is moving forward on that plan
8:23:33 PM Mayor—called for 5 minute break
8:31:54 PM Mayor—called the meeting back to order—Council will postpone the
executive session that was scheduled for this meeting to the next regular meeting
8:32:36 PM Yelverton—will shift our focus to 2010 economic outlook—cost drivers
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8:33:13 PM Jackson presented economic outlook information to Council—labor&
employment—housing—retail sales—unemployment—2010 budget impacts (gas,
insurance, labor, fuel, favorable bidding, revenue reductions)
Director Kevin Hugman presented information on work force costs—workforce costs—
1 benefits—pay plan
8:57:25 PM Hugman concluded his presentation and took questions.
' Muller—was thepotential ofgas bonus moneyissued to residents
e is accounted for in sales
tax collections
Morris—we are not talking about laying people off yet as is happening in other cities
' Bledsoe—very diversified tax base in Southlake—thinks 2011 will feel the impact as far
as our tax rolls go—we have a very strong housing tax base
Yelverton—answered questions about preliminary numbers from department directors for
2010
9:06:21 PM Yelverton introduced the last item on the agenda—Southlake 2030
Director Baker—presented information on the 2030 plan—overview of comprehensive
planning—legislative components and requirements—brief history of Southlake—
reviewed a preliminary scope of work and committee make up
9:32:37 PM Mayor—thanked staff for current and past staff who have helped make the
city what it is; likes the idea of involving the kids; would like more discussion on the ED
' plan which is not showing up on the time line until late—some of our ED plan may
impact other parts of the plan—would like to see it moved up;
Morris—likes the involvement of kids; open it up to others than those on the committees
listed—class presidents
' Bledsoe—great educational opportunity—have the school district involved
9:37:28 PM Yelverton wrapped things up—made closing comments
111 9:38:07 PM Mayor adjourned meeting
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C Southlake 2030 Plan FY09 Third Quarter FY09 Fourth Quarter FY10 First Quarter
Item April May June July Aug. Sept. Oct. Nov. Dec.
Pre-Committee Work
Ifilir-
-2025 implementation status
Prepare maps&background data 23
-Prepare binders
I -Select logo&tagline
-Webpage
-Scope of Work --23
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Vision,Goals,and Objectives
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Committee:P&Z, 2 CC, PB
-Background, development trends
I -Develop goals and objectives ------------------------------
Urban Design(Wayfinding Plan)
Committee:2 CC Members
I -Interview and selection of consultant
-Plan development --
Area Plans&Land Use Plan
I Committee:P&Z&2 CC I
-Review Area Plans; consolidate as
needed ——
a. F.M. 1938 Corridor Plan
I b. S.H. 114 Corridor Plan
c. Southside Area Plan
d.Areas B, E.&F Plan
-Land Use Plan
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a. Environ. Resource/Open Space i {
Mobility Plan
I Committee:P&Z&2 CC I I
-Pedestrian& Bicycle Plan (combine
Sidewalk, Pathways,&SR2S Plans)
a. Sidewalks
I b.Trails I I I I 1 I
c. Designated bike routes
d. Safe Routes to Schools ( i
I -Master Thoroughfare Plan
a. Round-a-bouts
b. Flyover/Funnel
c. FM 1938
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Ccir,❑ ., •,y Flan
Committee:PB, PZ, 2 CC
Parks&Recreation Plan
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a. BJNC Plan
-Historic Preservation Plan
a. Definition&identification of historic
I sites
b. Museum/display in Library
-Community Facilities Plan
a. Location Analysis
I b. Community Center
c. Senior Center
d. Public Arts/Performing Arts Center
iiir e. Library •
f. Service Center
g.Volunteerism
Southlake 2030 Plan Proposed Scope of Work and Committee Make Up Draft#2 Project Sct
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FY10 Second Quarter FY10 Third Quarter FY10 Fourth Quarter FY11 First Quarter
Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec.
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!edule-June 21,2009 Page 1 of 2
Southlake 2030 Plan FY09 Third Quarter FY09 Fourth Quarter FY10 First Quarter
Item April May June July Aug. Sept. Oct. Nov. Dec.
Water, Sewer, &Storm Water Plan
Committee:P&Z&2 CC
-Water&Wastewater Plan
a. Review of existing plan&update
b. Policies/priority list for NSP
i c. Funding/380 agreement possibilities
-Storm Water Master Plan
• a. Review of existing plan&update
b. Funding/380 agreement possibilities
c. Storm Water Management Plan
Sustainability Plan
Committee:P&Z&2 CC
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-Energy Plan
a. Building Codes
i. USGBC Green Building Code
LEED
iii. Energy Star
b. SECO initiatives
c.Alternative Energy
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d. Education
-Water Conservation Plan
a. Landscaping
,r1 b. Irrigation
c. Gray water use
d. Education
-Internal Sustainability Policies
""tior a. Standards for city buildings ! ! I
b.Vehicles&equipment
c.Waste reduction
-Waste Reduction&Recycling
-Air Quality
-Site Redevelopment I j
Economic Development Plan
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Committee:PZ&2CC, BC
-Business attraction&retention plan
-SH 114 Strategic ED Plan
-Tourism&marketing
Kids Plan
Committee:SYAC, SPARK, CISD
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Southlake 2030 Plan Proposed Scope of Work and Committee Make Up Draft#2 Project Sci
FY10 Second Quarter FY10 Third Quarter FY10 Fourth Quarter FY11 First Quarter
Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec.
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edule-June 21,2009 Page 2 of 2
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' CITY OF
SOUTHLAKE
TEXAS
I p CITY COUNCIL JUNE RETREAT: JUNE 23, 2009
LOCATION: Hilton Southlake
1400 Plaza Place
Statler 3 meeting room
Southlake, Texas 76092
TIME: 5:00 P.M.
1. Call to order.
2. Discussion: Strategy considerations.
3. Discussion: Budget report.
4. Discussion: Southlake 2030 Plan update.
5. A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551,
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Texas Government Code, Sections 551.071, 551.072, 551 .073, 551.074,
VII 551.076, 551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list
attached hereto and incorporated herein.
' 1. Section 551.072: Deliberation regarding real
4 9 property perty
a. Discuss the potential purchase or lease of real property for
city facilities.
B. Reconvene: Action necessary on items discussed in Executive Session.
6. Meeting adjourned.
CERTIFICATE
' I hereby certify that the above agenda was pos
ted on the official bulletin boards at Town
Hall, 1400 Main Street, Southlake, Texas, on Friday, June 19, 2009, by 6:00 p.m.,
' purs ant to a Texas Government
'le' Code, Chapter 551.
ag! 7f/PI
' Lori Payne, T C =o:
City Secretary _ r?
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Ifyouplan to attend this ublic.P t�p' ,, w�g►an�cfhave a disability that requires special needs, please
advise the City Secretary'iV,ffic 4 •`lpiours in advance at 817-748-8016 and reasonable
accommodations will be made to assist you.
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City of Southlake values:
Integrity♦ Innovation • Accountability♦ Commitment to Excellence ♦ Teamwork
■
City of Southlake
City Council June Retreat
June 23, 2009
Page 2 of 3
EXECUTIVE SESSION
Section 551.071: Consultation with attorney
The City Council may conduct a private consultation with its attorney when the City
Council seeks the advice of its attorney concerning any item on this agenda, about
pending and contemplated litigation, or a settlement offer, or on a matter in which the
duty of the attorney to the City Council under the Texas Disciplinary Rules of
Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551.
This includes the following pending and/or contemplated litigation subjects:
1. James Lancaster and wife, Catherine Lancaster vs. Gary M. Gordon d/b/a
Gordon Taylor Custom Homes, Carleo A. Capili and wife, Regina Capili and John
R. Griggs and wife, Sally Griggs, Jill T. Gordon, and City of Southlake. July 2004.
2. Michael Kenny vs. City of Southlake. April 2008.
3. Jayson Steele vs. City of Southlake. August 2008.
Section 551.072: Deliberation regarding real property
The City Council may conduct a closed meeting to deliberate the purchase, exchange,
lease or value of real property.
Section 551.073: Deliberation regarding prospective gift or donation
The City Council may conduct a closed meeting to deliberate a negotiated contract for a
prospective gift or donation to the City.
Section 551.074: Deliberation regarding personnel matters
The City Council may deliberate the appointment, employment, evaluation,
reassignment, duties, discipline, or dismissal of public officers, including the City
Manager, City Secretary, City Attorney, Municipal Judge and city boards and
commission members. A complete list of the city boards and commissions is on file in
the City Secretary's Office.
Section 551.076: Deliberation regarding security devices
The City Council may deliberate the deployment, or specific occasions for
implementation of security personnel or devices.
• Section 551.087: Deliberation regarding economic development negotiations
The City Council may discuss or deliberate regarding commercial or financial
information received from a business prospect that the city seeks to have locate, stay,
or expand in or near the city and which the City is conducting economic development
negotiations; or to deliberate the offer of a financial or other incentive to a business
prospect as described above.
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City of Southlake values:
Integrity♦ Innovation ♦ Accountability• Commitment to Excellence ♦ Teamwork
■
City of Southlake
City Council June Retreat
June 23, 2009
Page 3 of 3
Section 418.183(f): Texas Disaster Act
The City Council may deliberate information: 1) for purposes of preventing,
investigating, or responding to an act of terrorism or related criminal activity and
involving emergency response providers, their staffing, contact information and tactical
plans; 2) that relates to the risk or vulnerability of persons or property, including
infrastructure, to an act of terrorism; 3) that relates to the assembly of an explosive
weapon, the location of a material that may be used in a chemical, biological or
radioactive weapon, or unpublished information pertaining to vaccines or devices to
detect biological agents or toxins; 4) that relates to details of the encryption codes or
security keys for a public communication system; 5) that relates to a terrorism-related
report to an agency of the United States; 6) that relates to technical details of particular
vulnerabilities of critical infrastructure to an act of terrorism; 7) that relates to information
regarding security measures or security systems intended to protect public and private
property from an act of terrorism. The Texas Disaster Act specifically requires that a
tape recording of the closed meeting be made.
Section 418.106(d) & (e): Local meetings to discuss emergency management
plans regarding pipeline safety
The City Council may discuss emergency management plans involving pipeline safety
and/or security of pipeline infrastructures or facilities when those plans or discussions
contain such sensitive information.
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City of Southlake values:
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Integrity ♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork