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Item 4A (2)SOUTHLAKE CITY COUNCIL JUNE RETREAT HILTON SOUTHLAKE 1400 PLAZA PLACE SOUTHLAKE, TEXAS JUNE 23, 2008 MINUTES CITY COUNCIL PRESENT: Mayor Pro Tem 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 Tem 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 Tem 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 UNOFFICIAL 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. UNOFFICIAL MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 23, 2008 PAGE 2 OF 3 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 Ortowski 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 Tem Muzyka adjourned the meeting at 8:13 p.m. _______________________________ Virginia M. Muzyka Deputy Mayor Pro Tem ATTEST: _____________________________ Lori Payne City Secretary UNOFFICIAL MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 23, 2008 PAGE 3 OF 3