2008-06-23 CC Retreat
CITY OF
SOUTH LAKE
TEXAS
CITY COUNCIL JUNE RETREAT: JUNE 23.2008
LOCATION: Hilton Southlake
1400 Plaza Place
Statler 3 meeting room
Southlake, Texas 76092
TIME: 4:00 P.M.
1. Call to order.
2. Resolution No. 08-021, Canvass the returns and declare the results of the Runoff
Election held on June 14, 2008.
3. Resolution No. 08-026, Appoint a Mayor Pro Tem and a Deputy Mayor Pro Tem.
4. Discussion: Budget and policy issues.
5. A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551,
Texas Government Code, Sections 551.071, 551.072, 551.073, 551.074,
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 property
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 posted on the official bulletin boards at Town
Hall, 1400 Main Street, Southlake, Texas, on Friday, June 20, 2008, by 6:00 p.m.,
pursuant the Texas GovernmWtt-Go4g, Chapter 551.
alr
Lori Payne, TRM }ter
= = CD
City Secretary
=
If you plan to attend this pub/APnhting and.4aJ a disability that requires special needs, please
advise the City Secretary's Cice''ri&•f out 'min advance at 817-748-8016 and reasonable
accommodations will be made to ~PwiSf ;
City of Southlake values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
City of Southlake
City Council June Retreat
June 23, 2008
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. Teresa Dreyer vs. City of Southlake. September 2006.
3. TBC Construction, Inc., and TBC First Realty, Inc. vs. City of Southlake, Barson
Utilities, Inc., aka Barson Utilities. December 2006.
4. June G. Thrash vs. City of Southlake, et al. January 2008.
5. Michael Kenny vs. City of Southlake. April 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.
City of Southlake values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
City of Southlake
City Council June Retreat
June 23, 2008
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.
City of Southlake values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF Meetin City Council June Retreat
SOUTHLAKE 9 Y
Date: Monday, June 23, 2008 Time: 4:00pm-9:00 pm
Expected Strategic
No. Item Outcome Focus
Values 4:00 p Welcome/Opening Remarks Outline plans for the eve-
(Mayor) ning
4:15 p Resolution to canvass runoff Meet election require-
Integrity election, appointment of Mayor ments, take care of new
Being worthy of the Pro Tern & Deputy Mayor Pro appointments
public's trust in all Tern
things. We deal hon-
estly and respectfully 4:30 p Strategic Budgeting Alignment of budget plan-
with each other and ning efforts with the City's
the public at all times. strategic management
system
Innovation 4:45 p FY 2008 Budget Report Council/staff understand- C2, C3, F1,
Valuing progressive . Financial Report (SJ) ing of YTD details of the F3, Ac-
thinking, creativity, Project Status countability
flexibility and adapta-
bility (SKY) in service
delivery. 5:15 p FY 2009 Budget Preview Understanding of Council/ F1, F3, F4,
Economic Outlook (SJ) staff budget priorities for L3, Ac-
countability
Accountability • Financial Forecast (Si) the coming fiscal year Com To
Taking personal re- • Community Investments (Staff) Excellence
sponsibility for our ac- • Urban Design Study (DK) -_e•
tions or inaction while • Trolley Program (GL) 1'L°e& cb
putting the interest of • Public Facilities (JCB)
the taxpayer ftst. • Neighborhood Investments
• Neighborhood Traffic En-
Commitment to forcement (RF)
Excellence • Workforce Investments (KH)
Behaving responsively 6:15 p Working Dinner
in our delivery of ser-
vice to the public. Our
worm is characterized 6:40 p FY 2009 & Beyond Understanding of the fu- C1, C2, C3,
by its quality and by • Capital Improvement Program (BP) ture budget impacts of F3, F4, Ac-
the diligence with • Multi-Year Projections (SJ) current and/or expanded countability
which it is carried out. operations and needed
We proactively seek to
solve problems in ad-
vance. 7:15 p Council Priority Discussion Understanding of Council
Teamwork budget priorities, ques-
Recognizing the im- tions and concerns
portance of working 7:45 p Executive Session
together to meet our
citizens'needs, com- Other Items of Interest (audio only Understanding of projects C2, C3, 61,
municating clearty, presentations) and initiatives of interest 62, F3,
sharing resources and • Environmental Initiatives (AO) Innovation,
g ) to the City Council
information freely. • Legislative Issues (BT) Commit-
* to
Southlake/Sabre Model Program (AO) Exment cellence
Excellence
• Public Art (CT)
• SPARK (JCB)
U CITY OF
SOUTHLAKE
TEXAS
SOUTHLAKE CITY COUNCIL JUNE RETREAT
HILTON SOUTHLAKE
1400 PLAZA PLACE
SOUTHLAKE, TEXAS
JUNE 23, 2008
MINUTES
CITY COUNCIL PRESENT: Mayor Pro Tern Carolyn Morris (stepped down following
the canvass of the votes), Deputy Mayor Pro Tem Virginia M. Muzyka, Laura K. Hill,
Pamela Muller (took her seat after the canvass of the votes), Vernon Stansell and John
Terrell.
CITY COUNCIL ABSENT: Mayor Andy Wambsganss and 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, Manager of
Information Systems Gary Gregg, Interim Director of Community Services Chris Tribble,
Deputy Director of Community Services Kerry McGeath, Director of Finance Sharen
Jackson, Director of Human Resources Kevin Hugman, Interim Chief of Police Services
Robert Finn, Interim Chief of Fire Services Mike Starr, Deputy Director of Planning and
Development Services Dennis Killough, 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 Sean
Leonard, and City Secretary Lori Payne.
Agenda Item 1. Call to order. Mayor Pro Tern Morris called the retreat to order at 4:09
p.m. City Manager Yelverton thanked the Council for their participation and presented
the evening's agenda to them.
Agenda Item 2. Resolution No. 08-021 Canvass the returns and declare the results of
the Runoff Election held on June 14, 2008. Mayor Pro Tern Morris read the resolution
and the official election returns into the record.
Motion was made to approve Resolution No. 08-021, Canvass the returns and declare
the results of the Runoff Election held on June 14, 2008, declaring Pamela A. Muller
elected to Place 6 for a term to expire in 2011.
Motion: Terrell
Second: Muzyka
Ayes: Hill, Morris, Muzyka, Stansell, Terrell
Nays: None
Approved: 5-0
MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL
JUNE 23, 2008 PAGE 1 OF 3
Mayor Pro Tem Morris stepped down at 4:13 p.m. and Pamela Muller took her seat.
Agenda Item 3 Resolution No. 08-026 Appoint a Mayor Pro Tem and a Deputy Mayor
Pro Tem. This item was tabled to the July 1, 2008 City Council meeting.
Agenda Item 4. Discussion: Budget and policy issues.
Assistant City Manager Thatcher discussed strategic budgeting and alignment of budget
planning efforts with the City's strategic management system. City Manager Yelverton
followed up with comments regarding the strategic plan.
Director Jackson then gave the FY2008 budget report including updates on the various
revenue funds. She answered Council's questions.
City Manager Yelverton updated Council on highlights of significant staff
accomplishments and business plans and discussed details of department projects. She
outlined accomplishments of Community Services, Fire Services, Police Services,
Finance, Human Resources, Information Technology, Planning and Development
Services, and Public Works.
Chief Starr answered Council's questions regarding projects in Fire Services. Director
Price answered questions regarding Public Works projects.
Director Jackson presented the economic outlook and the financial forecast for FY2009
to Council. Council discussed this item.
Deputy Director Killough presented information on the urban design study. The Council
discussed the various proposed projects and funding options and priorities.
Director Last discussed the trolley program and presented various options for Council to
consider. Council discussed this request. Ultimately, the decision was made to
discontinue the trolley program.
Assistant City Manager Blagg discussed City facility needs with Council. The discussion
included: facility inventory, facility needs, and different approaches on how to proceed
with a thorough evaluation of facility needs. The Council decided to schedule a series of
Council work sessions to study the issues further.
Deputy Mayor Pro Tem Muzyka called for a break at 6:16 p.m. and reconvened the
Retreat at 6:45 p.m. Council continued the Retreat while they were served a working
dinner.
Interim Chief of Police Services Finn presented information on FY2009 traffic
enforcement initiatives and answered Council's questions. They discussed cars passing
in school zones, public education on school zone etiquette, and speeds in residential
areas.
MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL
JUNE 23, 2008 PAGE 2 OF 3
4
Director Hugman discussed workforce investments and answered Council's questions.
Director Price presented information on the Capital Improvement Program. He gave an
overview, the CIP process, CIP fund types and percentage breakdown by fund, and
reviewed the CIP needs over the next five years and beyond. Council discussed the CIP
projects.
Director Jackson presented information on multi-year projections and answered
Council's questions.
City Manager Yelverton turned the discussion over to Council for thoughts and ideas
and suggestions for the FY2009 budget. The group discussed their priorities as being
sidewalks, a senior center, and a community center.
Agenda Item 5. Executive Session. Although an executive session was posted, it was
not held.
Council asked to be updated on the items shown on their agenda under the section of
"Other Items of Interest."
Assistant to the City Manager Ortowski presented information on the Southlake/Sabre
Model Program. When she concluded her presentation, Council discussed this item.
Assistant to the City Manager Orlowski next discussed the Green Team's background,
initiatives, and objectives.
Assistant City Manager Thatcher presented information on legislative issues and
discussed legislative involvement and partnerships.
Interim Director Tribble presented the public arts initiative.
Assistant City Manager Blagg presented information on the SPARK projects and future
initiatives.
Agenda Item 6. Meeting adjourned. No action was taken at tonight's June Retreat.
Deputy Mayor Pro Tern Muzyka adjourned the meeting at 8:13 p.m.
Virgi a M. Muzyka
Deputy Mayor Pro Tern
ATTEST:
pail •,•~ovT~'L '
Z
Lori Payne
City Secretary
MINUTES FOR THE JUNE RETREAT WITH THE SOUTHL4KE CITY COUNCIL
JUNE 23, 2008 PAGE 3 OF 3