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HomeMy WebLinkAboutCC 1998-06-19 Minutes MINUTES OF THE GOAL SETTING WORK SESSION OF THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, HELD AT GARRET CREEK RANCH CONFERENCE CENTER, ROUTE 2, BOX 235, PARADISE, TEXAS - JUNE 19-20, 1998 Present: Charles Scoma Don Phifer Lyle E. Welch Russell Mitchell Frank Metts, Jr. JoAnn Johnson Matt Milano Cheryl Cowen Lyman Mayor Mayor Pro T em Councilman Councilman Councilman Councilwoman Councilman Councilwoman Staff: Larry Cunningham Randy Shiflet Ron Ragland Patricia Hutson James Saint City Manager Deputy City Manager Assistant City Manager City Secretary Assistant to City Manager The City Council met June 19,1998 from 2:00 p.m. to approximately 9:15 p.m. and June 20, 1998 from 8:00 a.m. to 3: 15 p.m. for the purpose of setting goals. Mr. Lyle Sumek, Lyle Sumek and Associates, Inc., was the facilitator for the work session. Mr. Sumek discussed with the Council the outcomes and objectives for the work session. Mr. Sumek discussed 6 elements that make a Council effective. He discussed that an effective Council: 1) governs - focuses on the vision and transforms it into goals for the future and outcomes for the community; 2) knows the community; 3) involves the citizens; 4) sets direction; 5) makes decisions; and 6) values team work; focuses on "we" and not on "I". Mr. Sumek discussed with the Council the establishment of House Rules and a Council Code of Conduct. The Council discussed the need and importance to: 1. Have patience with each other, the need to trust the other individual and citizens 2. Recognize that the majority decides, support the majority as Council's decision and go forth 3. Be consistent in decisions and the process 4. Focus on Council/team goals and targets, the mission and use in Council's decisions 5. Be willing to change ways - be creative and willing to change process - avoid use of word "precedent" and restricting themselves 6. Focus on the city - handle the issue without the influence of an election 7. Allow each other to discuss the item fully and recognize differences in styles 8. Be on time 9. Dress Code - dress appropriately - pride and dignity of Council 10. Respect the various roles of leadership - the City Manager, Mayor, City Council. Goal Setting Work Session Minutes June 19-20, 1998 Page 2 The Council concluded that the following should be the House Rules and Council Code of Conduct: 1. Be honest. 2. Do homework - Be prepared prior to meeting. Be prepared to discuss issue - consider other's opinions and insights. 3. Treat each other with respect - focus on the issue and avoid personal attacks. Respect each other's decision. 4. Focus on Council/Team Goals & Targets, the City's mission and use in Council decisions. 5. Work together as a team. 6. Be willing to listen - have an open mind; avoid prejudging. 7. Debate issues in public, not in the paper. 8. Allow each other to discuss the item fully and recognize differences in style. The City Council established the following vision statement: "NRH: Our Vision The City of Choice for Families - To Live - To Work - To Play". The Council discussed and established a list of six goals for 2008 which are summarized below: 1. People Feeling Safe and Secure A. Low crime rate, low fire loss, favorable IOS rating B. People feeling safe, any place, any time: public perception C. Safe schools for youth D. Active presence in the community - police high visibility, work with citizens in a preventative approach E. Safe streets 2. Quality Development Through Build Out A. Raised standards: streetscape, zoning, codes, landscaping B. Balanced mixed-use development integrating residential and commercial C. Effective code enforcement - maintaining and enhancing quality and residential D. Revitalize older areas of city - commercial and residential E. Plans and zoning to reflect city goals F. Protection of home value and ownership G. Community pride and identity - increase our image to ourselves (community) and others outside Goal Setting Work Session Minutes June 19-20, 1998 Page 3 3. Self Sustaining Local Economy A. Expanded diversified tax base, reducing the burden on homeowners B. Successful Town Center - community focal point C. Retention of local businesses D. Redevelopment and revitalized commercial areas, including the Mall and commercial strips E. Attractive high quality business along major corridors (interstate/highways) F. Work through public/private partnerships G. International relations/business/cultural exchange (sister cities) 4. Financially Sound City Government Providing Cost Effective Services Affordable For Our Citizens A. Lower tax rate for homeowners through diversified sources of revenues B. Reduced/minimal debt - strong financial reserves C. Well maintained city facilities and infrastructure D. Cost effective delivery of services E. Use of community resources - private sector, community organizations, citizens F. Seek financed contributions from our community organizations, school district on regional facilities 5. A Variety of Amenities for Families - Recreational/Leisure/Cultural/Educational A. Range of recreational programs available for all ages provided by city and private sector B. Strong library as an educational/learning center and informational center C. Expanded cultural opportunities working with the private sector and community D. Quality parks, open space and trails accessible to citizens E. Strong support and partnerships with the community F. Recognize regional resources - financial break for our citizens; Tap our community resources (proactive approach) 6. Effective Transportation System For Moving People/Integrating Multiple Modes A. Well maintained quality streets for city, county, and state B. Effective use of rail as a link to the metroplex, convenience for moving people, incorporate in land use surrounding C. Expand use of trails as a mode of transportation D. Reduced congestion on major interstate/highways E. Improved traffic safety F. New financial methods on major projects - responsible for project In addition to the goals set above, the Council also considered and discussed the following: The Council however did not establish them as goals. 7. Strong Community Pride and Identity A. Developed "community infrastructure" community organizations/institutions working in partnership B. Separate identity as "NRH" - separate from Fort Worth and neighboring cities C. Active marketing for North Richland Hills D. Sense of uniqueness and history "small town for families" Goal Setting Work Session Minutes June 19-20, 1998 Page 4 E. Choice for families - all generations - our kids returning to our community 8. Protection of Our Home Investment A. Emphasis on home ownership; single family homes B. Well maintained, attractive homes and businesses through effective code enforcement C. Maintained/increased value of homes D. Homes affordable for all generations of families/young families to seniors E. Range of housing choices - stay in the community Mr. Sumek reviewed with the Council the targets for action for 1998 that were established at a previous goal setting workshop on February 6, 1998. 1. Zoning Ordinance: Review Decision on land use ad hoc committee; finalize process for review; establish guidelines; objectives charge; draft ordinance; conduct public hearing; decision on ordinance amendments; and establish policy for annual review. 2. Sewer Project Implementation EPA Ruling; design and plan - priority 1 improvements; design and plan - priority 2 improvements. 3. Arcadia Project Mid-cities overlay zones evaluation and decision; review final plans and study; and decision on Arcadia project/overlay zones. 4. Code Enforcement Direction and Policy Decision on Code Enforcement Ad Hoc Committee; identify problems and concerns; define "code enforcement"; evaluate current conditions and standards; research standards used by other cities; establish policy; finalize standards; determine staffing needs; and decision on policy standards and resources. 5. Richland Plaza Center Direction Work with developer: grant permit to upgrade/improve Montgomery Wards building; city participation in drainage project; Council direction on feasibility of TIF; decision on TIF schedule and implementation; address drainage issue: sale bonds; finalize design and engineering, complete project. 6. Crime Control District: Evaluation & Direction Evaluate original strategic plan and budget; review expenditures; evaluate effectiveness and impacts; and decision on continuation of Crime Control District. 7. Landscape Ordinance Incorporate as part of Zoning Ordinance; explore options used by other cities -landscape regulations; identify "under landscaped" "acceptable landscape"; revise ordinance; public hearings; and decision on ordinance and revisions. Goal Setting Work Session Minutes June 19-20, 1998 Page 5 8. Park System Master Plan Conduct citizen survey; develop draft plan by steering committee; review plan by Council; and reach a decision. The Council discussed whether any revisions needed to be made to the previously set targets. The Council decided that because Targets No.2, 5 and 8 were in progress, they should be removed from the list. Target NO.1 was revised to also include revision of the Land Use Plan and the need to address overlay zones. Target NO.3 was revised from the Arcadia Project to Town Center: Direction and from Mid-Cities to multiple overlay zones. Target NO.6 was revised to include the need to refine the Crime District Board. It was also felt that the Crime Board needed a mission statement and the functions needed to be defined. It was felt that the Crime Board needed to give guidance and direction. The Council also felt that a strategy for the continuation of the District needed to be developed. The Council decided that in Target NO.7 the incorporation of the Landscape Ordinance as part of the Zoning Ordinance should be deleted and that a review should be conducted of the options used by other cities. The Council discussed additional targets for action, the action needed and the needed decision, which are summarized as follows: 9. Cultural & Educational Plan for North Richland Hills Decision on the cultural and educational ad hoc committees, the purpose & charge; work with business community, TCJC, BISD, and community organizations; establish cultural/educational goals; evaluate community needs and opportunities; explore mechanisms for funding, including a community foundation; define the city's role and come to a decision on the direction. 10. Performance Evaluation Process for City Manager, City Secretary, and City Attorney Develop performance standards and process and complete evaluations during the year. 11. North Hills Mall: Revitalization Strategy Work with new owners; develop plan with owners - how the City can help in rejuvenating Mall; determine City's role; and finalize strategy and plan of action. 12. Community Information & Marketing Plan Evaluate current information approaches; explore approaches used by other cities and reach their citizens; understand workable approaches to North Richland Hills; and develop communication and marketing plan. 13. City Organization Structure Review Evaluate the organization structure in light of the Council's visions, goals, mission, cost effectiveness of services; explore options - structure, service delivery; and revise organizational structure. Goal Setting Work Session Minutes June 19-20, 1998 Page 6 14. Board/Commissions: Review & Direction Review purposes, accomplishments, role; determine need - current/future; refocus purpose, role; revise structure, appointment process; identify role of staff; and reach a decision. 15. Road Improvements Complete major projects - Hightower, Rufe Snow, Davis Blvd.; how people will be impacted by the State projects; identify future projects. 16. Charter: Review Determine needs, issues; create charter review committee; revise charter; Council decision; and possible charter amendment election. 17. Design Standards for Development/Redevelopment Develop interim design standards - short term and increase design standards; support the "Development Review Committee"; develop "overlay zones"; develop separate landscape design ordinance and remove from the Zoning Ordinance; and reach a decision on Davis Boulevard development/redevelopment. 18. Contracts with Organizations Using Facilities Review contracts, charges for our citizens' benefits; establish policy direction and standard (consistent with goals); and reach a decision. The Council ranked the targets to set the top priorities. The following were set as top priority: Target NO.1: Land Use Plan Revision/Zoning Ordinance Review, Target No. 17: Design Standards for Redevelopment/Development, Target NO.3: Town Center: Direction; Target NO.4: Code Enforcement Direction and Policy; Target NO.7: Landscape Ordinance. The following were set as high priority: Target NO.6: Crime Control District - Evaluation and Direction; Target NO.9: Cultural & Educational Plan for North Richland Hills; Target NO.1 0: Performance Evaluation Process for City Manager, City Secretary and City Attorney; Target No. 14: Boards/Commission - Review and Direction. The Council discussed their expectations, the role and purposes of City government. The Council concluded the following summary as the Council's Mission for North Richland Hills: 1. Progressive Leadership for City · Defined vision, goals, plan of action · Anticipating issues and opportunities · Sensitivity to community's goals · Innovative action based upon creative thinking, analysis · Willingness to try new ideas and approaches 2. Community Involved as Partners · Development of "community infrastructure" · Working together of governments, churches, community institutions, civic/community organization Goal Setting Work Session Minutes June 19-20, 1998 Page 7 · Well informed citizenry - knowledge of city government, our programs and service · Stakeholders feeling access to open government - city officials listening and appreciating · Appropriate involvement of citizens in city government · Sensitive to impact of city actions on citizens 3. High Quality City Services: Responsive to Citizens Provided in Cost Effective Manner · Well designed and maintained city infrastructure and facilities · Defined service levels - acceptable to citizens, citizens see "value added' to their lives · Resources for our citizens · Responsible to citizen needs - guided by "Best for our City" · Financial "stewardship" - concern about cost effectiveness/relationship to our visions & goals · Willingness to partner with other governments, private sectors, community organizations 4. Preserving, Enhancing our Community Character & Quality of Life: Vision, Goals, Value · Sensitive to impact of policies, decisions and programs on community · Making North Richland Hills "The Choice City for Families" · Enhance pride ownership in our community · Explore new ways to enhance our character, our quality of life · Incorporating our visions, goals, values into daily, operational decisions and actions · Maintain our sense of history 5. Protect the Interest of our "Stakeholders" · Quality and value of homes and property values · Visual appearance of our community · Safety of our citizens · Land regulation and codes · Balance: enforcement with prevention and education · Citizens work as responsible partners The role of Mayor and City Council was discussed. The Mayor's role, as set out in the Charter, was discussed. The Council also viewed the Mayor's role as being an advocate, providing community leadership, an image maker and a spokesperson for the City. The Council felt the role of the Mayor was also to focus on Council direction and goals, to set the tone and bring the Council to a decision moving the organization forward toward the goals and objectives. It was felt the Council's primary role is to be a goal setter, decision maker and interpreter. Their secondary role includes being an advocate, moderator, problem solver, image maker, representative and watch dog. The Council discussed the structure and processes for the Council meetings. There was discussion concerning any Council Member being able to bring an item to the agenda. The Council discussed that the purpose of the Pre-Council Meeting was to prepare for the meeting, receive information and to ask questions of other Council Members and Staff, and to have an informal time to exchange information among the Mayor, Council and Staff. There was discussion on the need for the citizens to see the Council do public business in public. It was agreed that items needing action would be brought to Pre- Council for discussion and would then be placed on the next Council agenda or a future Goal Setting Work Session Minutes June 19-20, 1998 Page 8 agenda for action. The Council agreed that they preferred not to discuss action items for the first time in Pre-Council and then take action on the items the same night. The Mayor discussed with the Council how he would like for Council meetings to be conducted. Robert's Rules of Order are to be followed. The motion is to be placed on the table, the motion seconded, and then discussion will follow. It was agreed that a Council Member wishing to make a motion will use his request to speak button at the Council dais and the Mayor will recognize the Council Member. The Council Member may then make the motion. The second to the motion can be made without being recognized by the Chair. After the motion has been made and seconded, then the Council may discuss or debate the item. The Mayor will restate the motion in general prior to the vote. The Council agreed the Mayor would use his discretion in how long an individual will speak. The speakers should address the Chair. If there are several present to speak on the same subject, the Council would like for a spokesperson to speak for the group where possible. During lengthy, public debates any Council Member may ask the Chair for a recess. The Mayor will then call for a vote for the recess. The request for a recess will not need a second. The consensus of the Council was that it be mandatory for an individual or applicant requesting a public hearing to either be present or to have a representative present for the public hearing and council action. Applicants are to be told that they or a representative must be present at the Council meeting or the Council will postpone action on their item. The Mayor advised that information and reports would be made during the Council meetings to keep the citizens/public informed. It will also be up to the discretion of the Chair to move an item forward in the agenda. The Council discussed the appointment process for ad hoc committees. The Council discussed two appointment processes for the three proposed ad hoc committees. The first option was for appointments to be made to the committees after the mission, parameters and guidelines have been established and approved by the Council. The second option was for Council to authorize the ad hoc committees before names are submitted for the committees. The Council discussed the need for future ad hoc committees to be authorized before names are submitted for the committees. Mr. Lyle Sumek agreed to meet again with the Council at a later date to bring a conclusion to this meeting. The meeting adjourned at 3:15 p.m. on June 20. APPROVED: ATTEST: (:fl'Mv«éL I~ Patricia Hutson - City Secretary