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Item 4A (June Retreat)lug CITY OF SOUTHLAKE TEXAS CITY COUNCIL JUNE RETREAT: June 26 & 27, 2012 LOCATION Hilton Southlake 1400 Plaza Place Southlake, Texas 76092 CITY COUNCIL PRESENT Mayor John Terrell, Mayor Pro Tern Bledsoe, Deputy Mayor Pro Tern Pamela Muller and Councilmembers Carolyn Morris, Martin Schelling, Jeff Wang and Al Zito. CITY COUNCIL ABSENT None. 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, Chief of Police Services Steve Mylett, 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 26, 2012 at 5:35 p.m. 1 me 1 it City Manager Shana Yelverton reviewed the outline for the June Retreat. The retreat will allow staff to provide information on projects, financial overview and principles; encourage strategic focus discussion; and gain Council direction with regard to the Multipurpose Facility and evolution of SPIN. 3. Strategic Focus Discussion — City of Southlake Strategic Management System (working dinner) Mayor Terrell announced this is the time for Council to discuss concerns related to each topic in the Strategic Management System. • Mobility • Infrastructure • Quality Development SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 1 OF 8 • Volunteerism • Partnerships • High Performance Management • Safety & Security • City Values Partnership — Council discussed the Southlake Sister Cities program and policy guidelines that would outline criteria for identifying potential sister cities and ceasing existing relationships. Mayor Terrell asked Council if there was still a desire to continue supporting the Southlake Sister Cities program. The consensus of Council was to continue the support for Southlake Sister Cities. There was also support to continue the relationship with Japan and end the current sister city relationship with Mexico. Council expressed interest in being involved with the selection of future sister /friendship cities. It was discussed that thought should be given to the ease of traveling to the sister city. Infrastructure — Mayor Pro Tern Bledsoe commented that he would like the City to explore dedicated funding sources to offset future strategic programs and infrastructures. Mayor Terrell said that he would like the City to begin detailed discussions regarding the upcoming expiration of the Tax Increment Reinvestment Zone Number One (TIRZ) and possibly the Crime Control and Prevention District. Council member Zito commented that he would like the City to look at green alternatives or initiatives that would lower costs for both established and future buildings. He also asked about the City's strategic view to attract developers to build out the remaining areas in the City. Can the City attract the development without investing City funds? Council member Zito commented that Southlake's financial situation is good, but should Council review and have a more proactive debt management program to the lower the amount of City debt? Quality Development — Council member Wang commented that the DFW Connector would be opening in two years, which will shorten the drive time to Dallas and Las Colinas. The DFW Connector may bring opportunities, but it will also bring competitiveness from other cities. He would like the City to look at strategies to assist local developments in attracting business. SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 2 OF 8 Partnership — Mayor Terrell commented that he would like the City to work with Carroll Independent School District (CISD) to utilize the surrounding property of the former middle school that is now an administration building. The City and CISD have previously discussed joint use for this area. There may be interest from CISD to continue discussion and utilization of the fields. Mayor Terrell asked for comments from Council whether the City should pursue the discussion and what the City should commit to with regards to the fields. Would the City be interested in long -term maintenance? Deputy Mayor Pro Tern Muller asked Director of Community Services Chris Tribble if the City has a need for the fields. Mr. Tribble informed Council that CISD has an agreement with the Dragon Youth Sports group. In previous discussions, there was concern that there were not enough fields to accommodate users. As the City has been going through the 2030 process, staff has realized that there are enough fields between the City and school district. Mr. Tribble understands that CISD has a long term arrangement with Dragon Youth Sports to utilize the fields, which includes payment from the group for maintenance. The need for additional fields that was previously expressed in the past no longer exists. Mr. Tribble mentioned that all groups have a desire for lighted fields. The 2030 committee has talked about the need for lighted fields. In response to Deputy Mayor Pro Tern Muller's questions, Mr. Tribble informed Council tours of recreation centers will be scheduled in the next few months. He asked the Multipurpose Facility design firm to compile a list of facilities for the Council to tour. Council member Schelling commented that he is concerned for the Carroll Independent School District and would like to find ways to partner with the district to explore cost savings. Council discussed the need for the City to move forward with a Joint Use Committee or partnership with CISD that includes both governing bodies of City and CISD. Council prefers that a joint meeting of the entities should meet a minimum of at least two times per year. Council desires to have a strategic partnership with the school district. Council member Morris advised that she would like to include Keller Independent School District and Northwest Independent School District. Mayor Terrell asked City Manager Shana Yelverton to begin working with Carroll Independent School District and bring in the other school districts. Park and Recreation Board members John Slocum and Sherry Berman present at 6:53 p.m. 4. Discussion: Financial Overview SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 3 OF 8 Assistant to City Manager Alison Ortowski outlined the City's strong governance and financial management. Director of Finance Sharen Jackson provided Council with a financial overview of fiscal year 2012 and preview of fiscal year 2013. Ms. Jackson shared with Council the property tax collections are on target, sales tax collections are trending 5 -6% above budget, and permits and fees are well above budget. In other funds, the Utility Fund, Stormwater Utility Fund and Hotel Occupancy Tax fund are on target. Ms. Jackson reviewed the sales tax collection trend for the General, Southlake Parks Development Corporation and Crime Control Prevention District Funds for years 2002 through projected 2012. She also reviewed fiscal year 2012 expenditures — departments are on target, flooding insurance claim has been paid, and capital projects are underway. Ms. Jackson informed Council there will be no budget shortfall for fiscal year 2013. Presentation by Bill McLeRoy of the Whitestone Group, Private Foundation Funding Mr. McLeRoy, Senior Principal of the Whitestone Group, provided Council with an overview of the various grant opportunities for organizations. Mr. McLeRoy answered questions from Council. Mayor Terrell recessed the meeting at 8:03 p.m. and reconvened at 8:15 p.m. 5. Discussion: Statement of Financial Principles City Manager Shana Yelverton provided Council with a review of the City's statement of financial principles. Ms. Yelverton commented that she and Finance Director Sharen Jackson meet in 2006 and discussed the goal of receiving a Triple A rating (AAA) from bond companies. The statement addresses accounting, budgeting, financial planning, investments, grants, tax collection, reserves, and debt management. In response to Council member Zito's question, Ms. Yelverton informed Council the fund balance is reviewed in conjunction with the budget. The General Fund balance is maintained at 15 -25 %. The City has to take into account the perspective of the bond rating companies to ensure changes would not affect the City's rating. Ms. Yelverton presented Council with an overview of the City's debt management. She informed Council that approximately 75% of the City's current debt will be retired in ten years. The annual debt service for fiscal year 2012 is $21,348,272 (29 % -- property tax and 71 %- -self- supporting). Council member Morris advised that she received a comment on recycling for businesses and city parks. Ms. Yelverton informed Council business recycling has been discussed in the past. She mentioned that Bob Jones Nature Center is a pilot project for recycling. Businesses that are interested in recycling may contact Alison Ortowski or Duncan Disposal. SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 4 OF 8 6. Executive Session City Council did not conduct Executive Session. 7. Recess Meeting Mayor Terrell recessed the meeting at 8:53 p.m. CITY COUNCIL JUNE RETREAT: June 26 & 27, 2012 Continued LOCATION Hilton Southlake 1400 Plaza Place Southlake, Texas 76092 CITY COUNCIL PRESENT Mayor John Terrell, Mayor Pro Tern Brandon Bledsoe, Deputy Mayor Pro Tern Pamela Muller and Councilmembers Carolyn Morris, Martin Schelling, Jeff Wang and Al Zito. CITY COUNCIL ABSENT None. 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, Chief of Police Services Steve Mylett, 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 27, 2012 at 9:15 a.m. 2. Transportation Update Director of Public Works Bob Price provided an update on the following projects: • North Tarrant Express • 1 -635 (LBJ Freeway)— managed HOV lanes project • State Highway 26 from State Highway 114 to Cheek - Sparger • Future State Highway 170 • DART Rail to DFW, Phases 1 and 2 • DART Rail to DFW, Phase 3 • Tex Rail —DFW Connection • Southlake projects o Deceleration lanes SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 5 OF 8 o Medians • Signal timing study • FM 1938 expansion from State Highway 114 to FM 1709 o North Kimball Avenue o North White Chapel Project Mayor Pro Tern Bledsoe commented that Colleyville received federal funding for quiet zones for rail lines. He wants to be sure that the City and staff are aware that at some point the line will be coming through Southlake. The City will need to be prepared to address the rail in future years. Mayor Terrell suggested the City work ahead of the rail to allow enough time to set up and investigate quiet zones. Council and staff discussed the FM 1938 project and the importance of keeping the public informed of the construction status. City Manager Shana Yelverton informed Council the City will keep the community informed about the projects taking place within the City. In response to Deputy Mayor Pro Tern Muller's question, Director of Public Works Bob Price informed Council the North White Chapel project is anticipated to be complete in 2015/2016. Mayor Terrell recessed the meeting at 10:14 a.m. and reconvened the meeting at 10:27 a. m. 3. Discussion: Multipurpose Facility Project Assistant City Manager Ben Thatcher presented item to Council. Staff is seeking direction from Council on the following: May 2013 election for voter consideration, select location, uses for the facility, and timeframe for construction. Mr. Thatcher provided Council with a detailed timeline (1996- present) of action taken by the City. Director of Finance Sharen Jackson reviewed with Council the Pro Forma prepared for the Multipurpose Facility discussion. The City estimates construction cost of $30 million and identified funding sources are: Strategic Initiative Fund, Southlake Parks Development Corporation and general debt service (issue bonds). Ms. Jackson reviewed the available cash funding, future cash funding and future bond funding. The total projected revenue for the facility is $1,515,797 with a recovery rate of 73 %. Director of Community Services Chris Tribble reviewed three locations —Byron Nelson, Gateway, and Bicentennial Park —for the Multipurpose Facility. Mr. Tribble also reviewed survey results that identified uses for the facility. Staff is seeking direction from Council to identify uses that will be available at the Multipurpose Facility. SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 6 OF 8 Council and staff discussed the three locations identified for the future site of the Multipurpose Facility. Council also discussed the uses proposed for the new facility. After much discussion, Council directed staff to plan for a May 2013 election for the purpose of having the voters decide on the Multipurpose Facility. They selected Bicentennial Park as the location for the proposed facility. Council directed staff to include the recreation center for all ages and community center. Council discussed the timeframe to construct the Multipurpose Facility. Council and staff discussed the possibility of selling existing city property and the variables associated with the sale of land. Mayor Terrell asked staff how much time is needed to get the language on the May 2013 ballot. Mr. Thatcher reviewed the election timeline with Council. Ms. Yelverton informed Council that staff will be prepared to provide appraised value information for city property in August. She advised Council to consider when the Tax Increment Reinvestment Zone Number One (TIRZ) will expire. Ms. Yelverton informed Council there are four or five items that can be levied with a special purpose tax. Council directed staff to provide additional information. 4. Strategic Focus Discussion — City of Southlake Strategic Management System (working lunch) Council did not have a working lunch. Mayor Terrell recessed the meeting at 12:05 p.m. for Council to break for lunch. Mayor Terrell reconvened the meeting at 1:05 p.m. Southlake Program for the Involvement of Neighborhoods members Ron Evans, David Alexander and Jeffrey Medici present at 1:05 p.m. 5. Discussion: Southlake Program for the Involvement of Neighborhoods Assistant to City Manager Alison Ortowski presented item for Council. The purpose of this discussion is to get direction from Council regarding the future of SPIN. Ms. Ortowski led Council through an exercise to identify desired outcomes; customer demand; mission for the SPIN program; goals for SPIN; responsibilities of SPIN representatives; improve forum participation; and connecting SPIN and homeowner associations. Staff has identified August and September for Council and SPIN to meet and discuss the future of SPIN. SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 7 OF 8 Council discussed each element outlined in the exercise and provided feedback to staff. Council asked staff to provide a copy of the audio to the SPIN Standing Committee in order to be prepared for the joint meeting on August 14. Mayor Terrell advised that Council needs to provide a clear expectation to SPIN so they understand their role to Council. SPIN is a resource for Council, which allows Council to make sound decisions. Mayor Terrell recessed the meeting at 2:34 p.m. and reconvened the meeting at 2:40 p.m. Council discussed the opportunity of having virtual SPIN meetings. Council directed staff to move forward with a trial run for a SPIN meeting. 6A. Executive Session Mayor Terrell announced that City Council would be going into Executive Session pursuant to the Texas Government Code, Section 551.087, deliberation regarding economic development negotiations. City Council adjourned for Executive Session at 3:46 p.m. Executive Session began at 3:55 p.m. and concluded at 4:04 p.m. 6B. Reconvene Mayor Terrell reconvened the meeting at 4:04 p.m. 7. Adjournment Mayor Terrell adjourned the meeting at 4:04 p.m. John Terrell Mayor ATTEST: Alicia Richardson City Secretary SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES JUNE 26 & 27, 2012 PAGE 8 OF 8