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Item 4ACITY OF SOUTHLAKE TEXAS CITY COUNCIL JUNE RETREAT: June 27 & 28, 2011 LOCATION Hilton Southlake 1400 Plaza Place Southlake, Texas 76092 CITY COUNCIL PRESENT Mayor John Terrell, Deputy Mayor Pro Tem Pamela Muller and Councilmembers Carolyn Morris, Martin Schelling, Jeff Wang and Al Zito. CITY COUNCIL ABSENT Mayor Pro Tem Brandon Bledsoe. STAFF PRESENT City Manager Shana Yelverton, Assistant City Manager Ben Thatcher, Assistant City Manager /Director of Public Safety Jim Blagg, Assistant to the City Manager Alison Ortowski, Communication and Websites Manager Pilar Schank, Director of Finance Sharen Jackson, Director of Human Resources Stacey Black, Director of Information and Technology Dale Dean, Director of Planning and Development Services Ken Baker, Chief of Fire Services Mike Starr, Interim Chief of Police Services Rusty Daniels, Director of Community Services Chris Tribble, Director of Public Works Robert Price, and City Secretary Alicia Richardson. 1. Call to order Mayor Terrell called the June retreat to order on June 27, 2011 at 5:50 p.m. (+� ►JCa r•T•7i M City Manager Shana Yelverton reviewed the outline for the June Retreat. The retreat will allow staff to provide information on projects and policies; encourage collaborative problem solving and gain Council direction on key policy issues. 3. Strategic Focus Discussion — City of Southlake Strategic Management System A. Mobility B. Infrastructure C. Quality Development D. Volunteerism E. Partnerships F. High Performance Management G. Safety & Security H. City Values MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 1 OF 7 Assistant City Manager Ben Thatcher lead the discussion advising Council this item is a self- directed discussion about city priorities. Mobility — Mr. Thatcher reviewed with Council that mobility is identified as the efficient movement of pedestrians and vehicles from place to place within Southlake through means such as roads, sidewalks, and trails. Mayor Terrell announced this is the time for Council to discuss concerns related to each topic in the Strategic Management System. Council member Morris commented that there is concern from the public regarding the FM 1709 median project, especially where the concrete median narrows and curves. There have been articles addressing the lack of entrances into the old Albertson's shopping center and there is concern that the median is hurting businesses. Mayor Terrell commented that the communication has improved and citizens are aware the median construction is a Texas Department of Transportation project. In response to Council's question, Director of Public Works Bob Price advised that staff has talked to Texas Department of Transportation about lack of street lights and reflective tape. Mr. Price commented that Texas Department of Transportation has a concern with putting in yellow striping. Staff will work with Texas Department of Transportation to find a solution. Mr. Price informed Council that staff would install reflective noses to make the median more visible. Mayor Terrell commented that it would benefit the citizens if City trails connected to adjacent municipality trails. He asked staff for an update on the cooperation with other cities for the trail program. Director of Planning and Development Ken Baker informed Council that staff meets periodically with neighboring cities. Mr. Baker indicated that the Southlake 2030 plan provides for connection to other cities. Infrastructure — In response to Council member Zito's question, Director of Public Works Bob Price advised that the sidewalk grant for FM 1709 is under design. The project is expected to begin toward the later part of the year. Mayor Terrell commented that the City narrowly escaped water issues last year and there is a projection the area will experience another dry spell. Mr. Price informed Council that staff plans to do the same thing as last year for water management consumption. The City will work with major users to curb use, in order to minimize moving into the next phase. Mr. Price commented that he expects challenges. Mayor Terrell asked if the city has a communication plan to inform citizens of water conservation in the event that Fort Worth implements a water conservation plan. Mayor MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 2 OF 7 Terrell commented that he appreciates an information pamphlet, but most residents will not read the pamphlet. Quality Development – Council briefly discussed this item. Partnership – Mayor Terrell commented that this is one of the City's strengths and largest opportunity. He believes the City needs to have a strong communication with the school district. The City needs to talk about what both entities can do to help each other. Council discussed partnership with the school district and the consensus was that the City and school district can gain great benefits by working together as a team. Council member Al Zito mentioned the importance of boards, commissions and committees working with and fostering positive relationships with groups or entities that have entered into partnerships with the City. Volunteerism – Council agreed that volunteers are important to the City. Council briefly discussed how volunteer hours are captured and recognizing members for their service. Mayor Terrell wanted to make sure that the volunteer opportunities are a win -win situation for citizens and the City. Director of Fire Services Mike Starr informed Council that the City has a software program — Volgistics —that tracks volunteer time. Staff is working on a process in Volgistics that will notify staff when a volunteer works a certain amount of hours. Those volunteers would be recognized and presented an award for their hours of service. Safety and Security – Mayor Terrell commented that the Department of Public Safety does an excellent job for the City. Council was pleased with the strategic management plan. 4. Strategic Focus Discussion: Board and Commission Partnerships Assistant to the City Manager Alison Ortowski and Assistant City Manager Ben Thatcher led the discussion on Board and Commission partnerships. In response to the direction provided to staff at the winter retreat, staff prepared a training curriculum, job descriptions, orientation handbook, code of conduct and policy manual for the boards and commissions. Council discussed the application and selection process and provided comments to staff. The comments included: quarterly appointments; Council review applications and staff set up interviews for selected applicants; all applicants should be afforded the MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 3 OF 7 opportunity to interview with Council; improve the application; staff is not subservient to board members; keep applications to a minimum; and a resume is preferred with submittal of application. Council discussed training and expectations and provided comments to staff. Council agreed with the recommendations outlined in staff's proposal. A concern was expressed with tenured board or commission members mentoring new members. A recommendation was made to include information about the city budget as it relates to the respective board. It was also recommended that an orientation be held before appointments. A job fair for prospective volunteers could be conducted at a SPIN meeting. Council discussed the job descriptions and provided comments to staff. The comments included: Planning and Zoning members should serve until their successor is appointed; attendance policy should be across the board with the understanding that an attendance problem can lead to removal from board or commission; and if omission of voter ID disqualifies applicant. Council discussed the review of board and commission business plans. It was suggested that each board and commission business plan is reviewed every five years. It was also recommended that Council provide feedback to the boards and commissions — similar to state of the city. Council discussed which boards and commissions they would like to meet with on a review basis. The consensus was to meet with the Planning and Zoning Commission, Zoning Board of Adjustment and Parks and Recreation Board. Council discussed attendance of members at various board, commission and committee meetings. Council will need to discuss this with the city attorney in a future Executive Session. Council discussed the board and commission members' relationship with the media. The comments provided to staff include: individual members should not talk to the media without conferring with the city manager; the interaction with the media depends on the question /topic; members should be able to explain their position, but should be aware of their comments; if the member is not sure they need to check with staff; do not want to limit freedom of speech, but board members need to be aware of their personal opinion; and training or possible media scenarios should be addressed during orientation. 5A. Executive Session City Council did not conduct Executive Session. 6. Recess Meeting Mayor Terrell recessed the meeting at 9:51 p.m. MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 4 OF 7 CITY COUNCIL JUNE RETREAT: June 27 & 28, 2011 Continued LOCATION Hilton Southlake 1400 Plaza Place Southlake, Texas 76092 CITY COUNCIL PRESENT Mayor John Terrell, Deputy Mayor Pro Tem Pamela Muller and Councilmembers Carolyn Morris, Martin Schelling and Jeff Wang. CITY COUNCIL ABSENT Mayor Pro Tem Brandon Bledsoe and Council member Al Zito STAFF PRESENT City Manager Shana Yelverton, Assistant City Manager Ben Thatcher, Assistant City Manager /Director of Public Safety Jim Blagg, Assistant to the City Manager Alison Ortowski, Communication and Websites Manager Pilar Schank, Director of Finance Sharen Jackson, Director of Human Resources Stacey Black, Director of Information and Technology Dale Dean, Director of Planning and Development Services Ken Baker, Chief of Fire Services Mike Starr, Interim Chief of Police Services Rusty Daniels, Director of Community Services Chris Tribble, Director of Public Works Robert Price, and City Secretary Alicia Richardson. 1. Reconvene Meeting Mayor Terrell reconvened the June retreat on Wednesday, June 29, 2011 at 9:23 a.m. 2. Discussion: Southlake 2030 Plan Update Director of Planning and Development Ken Baker provided Council with an overview of the purpose, background, proposed general scope of the Southlake 2030 Master Plan, incorporation of a community facilities element provided, and update on the 2030 elements. Mr. Baker advised Council the plan is a policy document to guide and provide framework. The consensus of Council was to incorporate the community facilities into the Parks, Recreation & Open Space Master Plan. Council member Morris asked if Council should discuss the fire training tower. City Manager Shana Yelverton informed Council that staff would set up a time to visit and discuss the fire training tower. Mayor Terrell commented there was agreement by Council for certain facilities—multi- purpose center, recreation center and a senior center (not to be included in the multi- purpose room). Council discussed the projects and what the future needs of the citizens would be in 10- 15 years. 3. Strategic Focus Discussion: Leveraging Community Partnerships MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 5 OF 7 Assistant City Manager Ben Thatcher led the discussion on the Joint Utilization Committee. Mr. Thatcher summarized the history of the program, joint use responsibilities, city budget for joint use and the current representation on the committee. Staff is seeking direction from Council for the Joint Use Committee. Should the committee continue in its same structure or should changes be made to the committee. Council discussed the committee and the partnership it affords the City and school district. It was recommended that the City and school district have a joint meeting to receive a presentation from staff regarding the joint use as it was originally approve and discuss future opportunities. Mayor Terrell commented that the Joint Use Committee was formed in 1993 and served a great purpose. It is time for the organization to be reinvented. Council and staff discussed the proposed Southlake Parks Development Corporation matching funds policy. Council provided the following comments: the policy does not have a limit on matching funds; how long does an entity /corporation or person have to expend the matching funds; six months is not long enough for requestor to utilize matching funds — suggestion was made to increase six months to one year; concern with allowing requestor to have six months to provide matching funds to the City; include strict language that applicant has to prove their request meets the City's needs; applicants need to be aware all applications will not be approved; the matching funds policy needs a purpose statement; and policy should be created for the future and not today. Council and staff discussed in -kind services. Ms. Yelverton informed Council that staff would provide analysis for Council's review regarding in -kind services matching. Council asked staff to be specific about the range for matching in -kind services. Council directed staff to remove construction management from in -kind services. Assistant City Manager /Director of Public Safety Jim Blagg led the discussion on Safety Town. Mr. Blagg reviewed the history, Council action associated with Safety Town and available funding for the project. Council and staff discussed the original location, proposed locations and costs associated with the Safety Town project. In response to questions from Council, Mr. Blagg advised that the current estimate of $1.54 million for the project differs from the original cost because the project is not the same. Mayor Terrell asked Council if they could support the Safety Town project at $1.5 million. Council member Schelling commented the project is more regional and his not comfortable with the cost. Council member Wang commented that Southlake cannot afford to do the project alone. He agrees the project is a good idea, but he cannot support the cost. MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 6 OF 7 Deputy Mayor Pro Tem Muller commented that the City has to be cautious and the property for the project should have the ability to be expanded. Deputy Mayor Pro Tem agreed with Council member Wang's comment. Council member Morris commented that Safety Town is a project needed in a city that is focused on children. She believes it is important and still supports the project. Mayor Terrell asked Council if they could support the Safety Town project at a cost of $634,000. Council members Schelling and Wang advised they could not support the cost. Deputy Mayor Pro Tem Muller commented she could not support the project on the current site. Mayor Terrell suggested that staff send out a survey to citizens to determine if they are interested in funding Safety Town. 4. Discussion: Revenue Enhancements Director of Community Services Chris Tribble summarized the Parks and Recreation Sponsorship Program. Council and staff discussed the program directed to staff to move forward with the development of a policy. Council appointed Jeff Wang and Brandon Bledsoe to serve on the committee to work with staff on the policy. 5A. Executive Session City Council did not conduct Executive Session 6. Adjournment Mayor Terrell adjourned the meeting at 2:30 p.m John Terrell Mayor ATTEST: Alicia Richardson City Secretary MINUTES FOR THE JUNE RETREAT WITH THE SOUTHLAKE CITY COUNCIL JUNE 27 & 28, 2011 PAGE 7 OF 7