Agenda FinalRegular City Council Meeting August 5, 2008
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
WORK SESSION: 5:00 p.m.
1. Call to order.
2. Invocation: Linda Pallone, Chaplain of the Month
3. Keep Southlake Beautiful presentation to Council
4. County Commissioner Gary Fickes – update on the Texas High Speed Rail and Transportation Corporation (THSRTC)
5. I2ACTion Award Recognition – FY08Q2, Q3
6. Discuss all items on tonight’s meeting agenda.
REGULAR SESSION:
1. Call to order.
2A. Executive Session.
2B. Reconvene / Action necessary from Executive Session.
3A. Mayor’s Report
3B. City Manager’s Report
1. Budget 101
CONSENT AGENDA:
4A. Approve the minutes from the July 15, 2008, regular City Council meeting.
4B. Approve renewal of contract with Aetna for employee medical and dental benefits.
4C. Approve support of the Texas High Speed Rail and Transportation Corporation (THSRTC) and authorize payment of membership dues.
4D. Approve the renewal of a lease agreement for grazing on approx. 25 acres of undeveloped City property.
REGULAR AGENDA:
5. Public Forum.
6A. Ordinance No. 480-VVV, 2nd Reading, Amendments to the Comprehensive Zoning Ordinance No. 480, as amended, for miscellaneous amendments and corrections. PUBLIC HEARING
6B. ZA08-048, Site Plan for Lot 3R1, Block 60, Timarron Addition at 600 Zena Rucker Rd. Current Zoning: R-PUD. SPIN #9E. PUBLIC HEARING
6C. ZA08-049, Specific Use Permit for a Mass Gathering – Parade/Bike Rally/Concert for Independence Weekend at Southlake Town Square and Carroll Dragon Stadium. Current Zoning: DT
and S-P-1. SPIN #8 and #7. PUBLIC HEARING
6D. ZA08-054, Revised Site Plan for Rockenbaugh Elementary School at 301 Byron Nelson Pkwy. Current Zoning: R-PUD. SPIN #9E. PUBLIC HEARING
7A. Ordinance No. 480-562, 1st Reading (ZA07-148), Zoning Change and Site Plan for Onsom Medical Offices on Tracts 4C1A and 4C2, Les Ex, A.H. Chivers Survey, Abstract No. 299 at 630
E. S.H. 114. Current Zoning: AG. Requested Zoning: S-P-1. SPIN #5.
8. There are no items on this agenda.
9A. SP08-177, Variance to the Sign Ordinance No. 704, as amended to allow light pole banners within Southlake Town Square during Oktoberfest.
9B. Approve Residential Developer Agreement with Keller Watermere LP for South Village at Watermere, Phase II, a 33.72-acre development on the south side of Southlake Blvd. between Pearson
Rd. and Davis Blvd.
9C. Authorize City Councilmember Pamela Muller to attend the International City/County Management Assoc. conference on Sept. 20-24, 2008 in Richmond, Virginia for the approx. amount
of $1,200.
10A. Extend City business hours and adopt employee alternate work scheduling.
10B. Drought Contingency Plan and water conservation.
11. Meeting adjourned.
Work Session Item 3 KSB Presentation to City Council
Keep Southlake Beautiful President
Wendi Carlucci will address the
Council.
I2ACTion Award Program Reinforcing Southlake Values
January - June, 2008 recipients
Recognize, validate and value
Recognize employees who demonstrate values at work
Reward action that is above and beyond their normal job duties
I2ACTion Awards
Awardees
Innovation
Ryan York:
for making a temporary repair that kept the project right on track.
Awardees
Innovation & Accountability
Lorrie Fletcher:
for creating a cost-saving, and more attractive, method for tree protection signs.
Awardees
Accountability
Albert Hernandez:
for going the extra mile to help a citizen who requested to be fingerprinted.
Awardees
Commitment to Excellence
John Lesinski:
for voluntarily stepping in and performing some of his supervisor’s duties during the supervisor’s three week absence.
Awardees
Commitment to Excellence
Elsie Rice:
for her work on the switchboard and her willingness to do anything and everything to assist callers.
Awardees
Commitment to Excellence
Jennifer Tucker:
for stepping outside of her comfort zone and leading Book Talk during her first week as a Librarian.
Awardees
Commitment to Excellence
Tarl Plank:
he displayed his Commitment to Excellence by returning to the location where a deceased family pet had been found. This act of exemplary customer service helped provide the family closure
with their unfortunate loss.
Awardees
Teamwork
David Aguayo:
kept the Library updated as to the status of work on 1st floor. David was ready to help out when the work impacted the library. David “is always helpful and engaged—the perfect team
player for our organization.”
Awardees
Teamwork
Andy Anderson:
for volunteering to work a half day to give a fellow employee some time off.
Awardees
Teamwork
Leah Lewis:
for going above and beyond in performing her duties by stepping up to support a co-worker who had been injured. Stated by her co-worker “Officer Lewis worked my accident and the DWI
without being asked.”
Awardees
Teamwork
Valerie Potter:
for volunteering to take on more work involving purchasing for Facilities Services.
Questions?
Kirkwood Extension
Overview
Progress to date
Recommended solution
Incentive agreement
Attorney guidance
2008-08-05 CC Exec Session
Overview
Master Thoroughfare Plan (MTP)
Designates an “Arterial, 4-lane Divided” (A4D) roadway through this area
Purpose
Resolve ultimate alignment of Kirkwood through multiple properties
Desire to resolve through discussion and cooperation
Alternative is engineering study and recommendation to Council
Progress
Staff organized two property owner meetings
Owners tentatively agree on alignment
Jeff Kennemer
Pat Howard
Mack Zimmerman
Roland Wilson
James Burger
Dee Ekstrom
Richard Kilgore
Gerald Brown
Martin Schelling
Joel Strickland
Nadeam Ahmad
Derek Citty
Carillon – First Submittal
Kirkwood – Multiple Options
C
E
F
D
H
Existing MTP – A4D
A
G
B
Kirkwood – Split Lot Option
Burger
Hines
Stahala
Incentives
Carillon – With Split Lot Option
Potential Incentive Agreement
Would involve two property owners
Burger (East half of roadway) map
Stahala (West half of roadway)
Provide credits against future roadway impact fees for dedication of ROW
May be additional credits if road built
Participation in roadway construction
Through properties
Intersection of Carroll at Highland
Next Steps
Amend the Master Thoroughfare Plan (MTP) to indicate the preferred alignment
Develop an incentive agreement
Advice from the Attorney
Incentive agreement in principle
Incentive agreement credits for ROW
Future amendment of MTP
Discussion
Budget 101
A guide to understanding
Southlake’s budgeting techniques,
approach, and structure
Understanding the Budget
Budget Basics
Alignment with Strategic Plan
Annual preparation process
Fund accounting
Opportunities for review & input
FY 2009 Budget
Tentative schedule
Annual Preparation Process
Budget is prepared annually
Fiscal year runs from Oct. 1 – Sept. 30
Target budget process
Modified zero-based approach
Base budget vs. supplemental requests
Structural balance
Budget calendar
Budget Calendar
Southlake
Budget
Process
Fund Accounting
Fund accounting provides a method for segregating revenues generated from a variety of sources and also provides a means for the city to track expenses directly related to those fund
sources.
General Fund
Principal operating fund
Supported by tax & other revenues
Property taxes
Sales taxes
Franchise fees
Fines
Permits
Service charges, misc. fees
Property tax rate allocation
Maintenance & operations
Debt service
General Fund
Tax rate = $.462 per $100 valuation
$.32 for general operations
$.14 for debt service
Fund balance requirements (15% - 25%)
Strategic Initiative Fund
Strategic Initiative Fund
Fast Facts
Minimizes borrowing for needed projects
No dipping into reserves for operational expenses
Limited to one time, non-recurring expenses
Funds high impact projects
Strategic Initiative Fund
Funded Projects
Capital projects
$3 million transfer to CIP
Sidewalks
Facility Maintenance Reserve Fund
Facility maintenance projects
Community enhancement projects
Technology infrastructure
Fire Service ladder truck
Ambulance
Outdoor warning system
Strategic Initiative Fund (’08)
“Southlake’s financial performance has been consistently strong. Despite growth pressures and a high debt service carrying charge, management has achieved operating surpluses in each
of the past five fiscal years. Beginning in fiscal 2006, the city council established a strategic initiative fund to finance one-time expenditures or capital projects.”
-Standard & Poors
“The utilizing general city's financial position continues to be favorable. The city recently began fund balances in excess of 25% of operating expenditures to self-fund a portion of
the city's capital needs. Moody's believes the city's conservative financial planning and commitment to maintaining sizable general fund reserves is a positive indication of credit
quality consistent with a Aa2 rating level.”
-Moody’s Investor Services
“The City’s financial position has been historically strong…”
-Fitch Ratings
What do bond rating agencies say about the
Strategic Initiative Fund?
Strategic Initiative Fund
Benefits:
Interest savings
Eliminates need to “max out” credit
Seed money for future facility maintenance
$34 million in facility assets today
DPS headquarters will be $28 million
Optimizes use of technology by funding initiatives
Critical, but expensive Public Safety equipment replaced timely
Debt Service
Supported by tax revenue (property)
Revenues used to pay debt
Debt supports the Capital Improvement Program budget
Utility Fund
Enterprise Fund
Supported by fees/rates
Intended to be self-supporting
Provision of water, wastewater and refuse services
Working capital requirement: 60 days minimum
Stormwater Utility Fund
Used to maintain & improve drainage ways
Flat residential fee = $8/month
Non-residential is based on impervious coverage or runoff potential
Southlake Park Development Corp.
Supported by ½ cent special
levy sales tax
Tax allocation
Operating Fund
Capital Projects Fund
Use restricted to allowable expenses under Section 4B of state economic development statute (parks)
Crime Control & Prevention District
Supported by ½ cent special levy sales tax
Tax allocation
Operating Fund
Capital Projects Fund
Use restricted to allowable expenses under Chapter 363 of the Texas Local Government Code
Tax Increment Financing District
Supported with property taxes captured in Tax Increment Reinvestment Zone #1
Supported by other taxing jurisdictions
Project and Financing Plan, August 1999
Town Square associated projects
(infrastructure, parks, Town Hall, etc.)
Special Revenue Funds
Dedicated income stream with particular purposes:
Reforestation
Bicentennial Concessions
Court Security
Court Technology
Recycling Funds
Library Donations
Park Dedication
Vehicle Replacement
Strategic Initiative
Hotel Occupancy Tax
Capital Improvement Program
FY 2009 = $30.4 million (all sources)
Facilities
Roads
Stormwater
Water
Parks & Trails
Sewer
Sidewalks
Opportunities for Input
SPIN meeting
Board meetings
Council Worksessions*
Public Hearings
*Presentation schedule on upcoming slide
Can I review the budget?
Filed on August 15
Online at the city’s website:
www.cityofsouthlake.com
Southlake Public Library
Presentation Schedule
Questions?
Contact:
Southlake Community Relations Office
(817) 748-8006
Item 4B
Approve renewal of contract with Aetna for employee medical and dental benefits
Renew Aetna contract
Insurance products bid in 2006
Aetna awarded medical, dental
Since 1996, except 14 month period 2002-2003
Excellent customer service and coverage
Rate renewals based on:
Claims paid
Health industry “trend”
11.4% for 2008*
* Buck Consultants, 18th National Health Care Trend Survey (2008) www.shrm.org
Renew Aetna contract
Southlake claims experience:
Medical claims experience favorable, except PPO (very high)
Dental claims higher than normal
Negotiated favorable rate renewal
Renew Aetna contract
Rate Renewal:
0.0% rate increase for medical
First time in 15 years -- with no plan changes
12.0% rate increase for dental
Estimated cost increase FY09: $10,477
Funds included in FY 2008-2009 proposed budget
Staff recommends approval of contract
Questions?
Kevin Hugman
817.748.8193
Item 4D Approve the renewal of lease agreement for grazing on approximately 25 acres of undeveloped City property
Chris Tribble
Proposed Renewal of Grazing Lease
Proposed renewal of lease agreement w/ Mr. Roger Hutton
25 acres of undeveloped City property located at North White Chapel and Dove Road (DPS North Property)
Tenant to accept property in existing condition
Tenant to maintain fencing necessary to keep livestock confined
2 year agreement to expire February 19, 2010
(includes opportunity to terminate w/ 60 days written notice)
Agreement based on previous lease agreements reviewed by City Attorney
DPS North Property
Proposed Renewal of Grazing Lease
Cost effective method of maintenance
- No man hours
- No impact to supplies/equipment
- Estimated cost savings of $15,000 annually
Questions?
Chris Tribble
(817) 748-8021