2013-06-10 CITY OF
SOUTHLAKE
TEXAS
CITY COUNCIL JUNE RETREAT: June 10 & 11, 2013
LOCATION: Hilton Southlake
1400 Plaza Place
Southlake, Texas 76092
CITY COUNCIL PRESENT: Mayor John Terrell, Mayor Pro Tem Brandon Bledsoe,
Deputy Mayor Pro Tem Pamela Muller and Councilmembers Laura Hill, Carolyn Morris,
Martin Schelling, and Randy Williamson.
CITY COUNCIL ABSENT: None.
STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Ben
Thatcher, Assistant City Manager Alison Ortowski, Assistant to the City Manager
Caroline Eckel, Communication and Websites Manager Pilar Schank, Chief Financial
Officer Sharen Jackson, Director of Human Resources Stacey Black, Director of
Information and Technology Dale Dean, Senior Director of Planning and Development
Services Ken Baker, Chief of Fire Services Mike Starr, Chief of Police 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 10, 2013 at 7:13 p.m.
2. Welcome
City Manager Shana Yelverton reviewed the outline for the June Retreat. The retreat
will allow staff to provide information on capital projects / infrastructure, encourage
strategic focus discussion and gain Council direction with regard to the community
recreation center, funding park development and operations, economic development
program and the tourism master plan and hotel occupancy tax use.
3. Discussion: Capital Projects / Infrastructure
Director of Public Works Bob Price provided Council a presentation on the City's Capital
Improvement Program. Mr. Price's presentation included: cash flowing projects, capital
project selection, communication plan, partnerships and sustainability and natural
resources. Mr. Price provided Council a status of the current capital improvement
program.
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 10 & 11, 2013 PAGE 1 OF 7
4. 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
• Volunteerism
• Partnerships
• High Performance Management
• Safety & Security
• City Values
Infrastructure —
Deputy Mayor Pro Tem Muller commented on the aging infrastructure and the need to
identify areas that require attention /replacement.
Mayor Pro Tem Bledsoe commented on the equipment purchased a few years ago by
the City to pave streets. He asked staff to keep in mind other possibilities and the
option of partnerships to share costs with other cities for equipment.
Council member Morris commented that she is impressed with the new Department of
Public Safety North building. She hopes the City will use that as example for future
buildings. She also mentioned that Council did not reach a conclusion on the Public
Works building. She asked staff to bring the item back for discussion and consideration.
Deputy Mayor Pro Tem Muller recommended that the City look at retrofitting existing
building to be energy efficient. Mayor Terrell concurred with Deputy Mayor Pro Tem
Muller's comment as long as it was cost efficient to the City.
Volunteerism and Partnerships —
Council discussed the City's partnership with the Southlake Chamber of Commerce.
Safety and Security —
Council commented on the recent events happening in Southlake. They were
impressed with the Police Department's proactive response and communication plan.
The efforts of the Police Department instilled confidence in the community.
Council asked staff to communicate the opening of DPS North and any cost savings as
the result of a change in the City's ISO rating.
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JUNE 10 & 11, 2013 PAGE 2 OF 7
5. Recess meeting
Mayor Terrell recessed the meeting at 8:51 p.m.
CITY COUNCIL JUNE RETREAT: June 10 & 11, 2013 Continued
LOCATION: Hilton Southlake
1400 Plaza Place
Southlake, Texas 76092
CITY COUNCIL PRESENT: Mayor John Terrell, Mayor Pro Tem Brandon Bledsoe,
Deputy Mayor Pro Tem Pamela Muller and Councilmembers Laura Hill, Carolyn Morris,
Martin Schelling, and Randy Williamson.
CITY COUNCIL ABSENT: None.
STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Ben
Thatcher, Assistant City Manager Alison Ortowski, Assistant to the City Manager
Caroline Eckel, Communication and Websites Manager Pilar Schank, Chief Financial
Officer Sharen Jackson, Director of Human Resources Stacey Black, Director of
Information and Technology Dale Dean, Senior Director of Planning and Development
Services Ken Baker, Chief of Fire Services Mike Starr, Chief of Police Steve Mylett,
Director of Community Services Chris Tribble, Director of Public Works Robert Price,
and City Secretary Alicia Richardson.
6. Reconvene Meeting
Mayor Terrell reconvened the June retreat on Tuesday, June 11, 2013 at 9:13 a.m.
7. Discussion: Community Recreation Center
Director of Community Services Chris Tribble and Assistant City Manager Ben Thatcher
provided Council with an overview of the proposed community recreation center. The
presentation included an update on changes since staff and Council's last discussion,
available cash funding for the project and possible phasing of the construction project.
The first of two changes was the Senior Advisory Commission's statement to have the
senior activity center located within the community recreation center. The second
change is to the building footprint that would better accommodate a phase approach for
construction of the project. The phasing option would include designing the senior
activity center and community center in Fiscal Year 2013 and construction beginning in
2014.
Mr. Thatcher provided Council an overview of the phased construction timeline:
• August 2013 - design services;
• August 2014 -Phase I construction designs;
• August 2015 -Phase II construction begins;
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 10 & 11, 2013 PAGE 3 OF 7
• October 2015 -Phase I grand opening; and
• April 2017 -Phase II grand opening).
Mr. Thatcher advised Council that the City has 11.3M available cash funding for Fiscal
Year 2013. Staff projects the City will have available cash funding over the next two
years at 13.8M in Fiscal Year 2014 and 15.8M in Fiscal Year 2015.
Staff is seeking Council's direction regarding the phased construction.
Council discussed the importance of communicating the City's plan for the new facility,
election timeline and plan for the phased construction of the facility. There was no
opposition to staffs recommendation.
Mr. Thatcher advised Council that staff would bring forward an item at the August
meeting to approve contract for design services of Phase I.
8. Discussion: Funding Park Development and Operations
Chief Financial Officer Sharen Jackson presented item that included history of the
Southlake Parks Development Corporation, which included tax collection and allocation
of tax funds to build Southlake's park system. Ms. Jackson illustrated how the City of
Southlake has historically funded the costs of maintenance and operation of the park
system. To date, the sales taxes collected by the City has been utilized to fund the
following Southlake Parks Development Corporation projects: Bicentennial Park, Bob
Jones Park, neighborhood, sports complex, Bob Jones Nature Center, North Park,
senior center, trails, other and joint use. Ms. Jackson advised that in addition to use of
Southlake Parks Development Corporation sales tax the City has dedicated General
Fund dollars to the development of the park system. Ms. Jackson reviewed costs —
equipment, materials and personnel— associated with operating the parks system. She
provided a chart that illustrated the operating costs for Fiscal Years 2009 through 2013
and the allocation of funding from the General Fund and Southlake Parks Development
Corporation sales tax. Ms. Jackson informed Council that Type B tax revenues may be
used to fund administrative and other expenses that are incident to place the project
into operation. Historically, the Southlake Parks Development Corporation has provided
limited administrative funding related to construction and placing parks into service.
The majority of expenditures associated with park administration and operations have
been funded through the City's General Fund.
9. Discussion: Economic Development Program
Senior Director of Planning and Development Services Ken Baker provided Council with
an overview of the economic development master plan. Mr. Baker reviewed the four
goals of the master plan.
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JUNE 10 & 11, 2013 PAGE 4 OF 7
• Retain and expand existing businesses
• Actively recruit corporate headquarters
• Enhance the entrepreneurial climate and expand the opportunities for
professional networking in Southlake
• Establish a clear incentive policy and be more aggressive
Council discussed the existing program and provided comments to staff to incorporate
into the City's economic development program. Council asked staff to consider
capturing traffic that travels on the new DFW Connector, acquire big retailers, focus on
retail and possible incentives for retail, and concentrate on corporate office development
whose employees shop during lunch hour and hours later in the evening.
City Manager Shana Yelverton reviewed the results of staffs economic development
survey. The survey was sent to 22 entities (municipalities and economic development
corporations) and 19 (includes Southlake data) responded as follows:
• 50% function as an independent department within the municipality
• 33% - 4A/4B Corporation or private /public partnership
• 17% - division of municipal department
• 83% are operated by municipality they serve, with exception of Richardson and
Irving
• 82% receive some or all of their funding from municipality's general fund
• 24% utilize hotel occupancy tax
• 11% utilize tax increment financing
• 18% fund program through sales tax development corporation
• Additional funding sources include
o Richardson and HEB Chamber of Commerce
o Irving raises private investment
o North Richland Hills receives 5% of their 1 /2 cent Parks and Recreation
Facilities Development sales tax
o Farmers Branch utilizes proceeds from real estate transactions for
additional incentives and acquisitions
• Staffing levels range from 1 -9 full time employees
• 47% have formal partnership or written agreement with their local chambers of
commerce
• 87% use a formal incentive program to encourage economic development
• 100% maintain and work with a master plan
• 86% use performance measures
Council member Schelling advised that he supports allocating 1/8 cent of the sales tax
toward economic development.
Mayor Terrell commented on the relationship that the City of Irving has with their
chamber of commerce.
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JUNE 10 & 11, 2013 PAGE 5 OF 7
Assistant City Manager Alison Ortowski facilitated Council's discussion on their priorities
for economic development.
Council discussed the City's current relationship with the Southlake Chamber of
Commerce, the chamber's current business plan and ability to partner with the City for
economic development, increase daytime employment by attracting office, establishing
an Economic Development fund, Carillon development, retention, and empty centers.
Ms. Ortowski narrowed the top three priorities for Council as (1) daytime population, (2)
define recruitment of office development, and (3) Carillon discussion.
Mayor Terrell recessed the meeting at 12:25 p.m.
Mayor Terrell reconvened the meeting at 1:25 p.m.
10. Discussion: Tourism Master Plan and Hotel Occupancy Tax Use
Senior Director of Planning and Development Services Ken Baker provided Council with
an overview of the tourism master plan. Mr. Baker reviewed the 13 goals of the master
plan.
• Visitor amenities
• Events
• Focused marketing message
• Groups / conferences / niches
• Partnerships and packages
• Benchmarks / return on investment / surveys
• Online marketing
• Public relations
• Marketing / advertising
• Define day trip markets
• Define overnight niche markets
• Competition
• HOT funds prioritization
Council discussed and provided the following comments to staff: discussion with Town
Square for stores to stay open later during evening events at Town Square; partnership
with Southlake Chamber of Commerce for Oktoberfest; additional art festival at Town
Square; community events — movies at Rustin Park; offer monthly events at Town
Square; discussion with Hilton, a possible partnership to have smaller functions /events
by the lake; transportation for visitors; and publicize facilities at Liberty Park.
Mayor Terrell asked Council what achievements they would like to see for the City next
year. Council advised they would like to see the following achievements: obtain AAA
rating and voted best superb by Dallas Morning News; community partnerships with
Carroll Independent School District (other than SRO program); leader in
communications; master plan for emergency planning; review landscape ordinance —
SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 10 & 11, 2013 PAGE 6 OF 7
incorporate hardscape landscaping to assist with water conservation; decrease in sign
ordinance variances for Council approval —would like to see a subcommittee handle the
variances; if applicable, partnership with Southlake Chamber of Commerce in place and
operational; and clear economic development plan.
11. Adjournment
Mayor Terrell adjourned the meeting at 2:17 p.m.
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SOUTHLAKE CITY COUNCIL JUNE RETREAT MEETING MINUTES
JUNE 10 & 11, 2013 PAGE 7 OF 7