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Home My WebLink AboutCC 1999-06-29 Minutes MINUTES OF THE GOAL SETTING WORK SESSION OF THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, HELD AT THE RADISSON HOTEL, 2211 1-35 EAST NORTH, DENTON, TEXAS, JUNE 29-30, 1999 Present: Charles Scoma JoAnn Johnson Lyle E. Welch Russell Mitchell Frank Metts, Jr. Don Phifer Matt Milano, Ph.D. T. Oscar Trevino, Jr. Mayor Mayor Pro Tem Council, Place 1 Council, Place 2 Council, Place 3 Council, Place 5 Council, Place 6 Council, Place 7 Staff: Larry J. Cunningham Randy Shiflet Steve Norwood Patricia Hutson Paulette Hartman City Manager Deputy City Manager Assistant City Manager City Secretary Asst. to City Manager The City Council met June 29 beginning at 9:00 a.m. and concluded at 2:07 p.m. on June 30, 1999 for the purpose of reviewing and updating the goals set in 1998. 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 of the work session. The Council was asked to identify what had been accomplished to achieve the goals set by Council in 1998. Councilman Phifer present at 10:10 a.m. The following accomplishments were identified by the City Council: Goal: Feeling Safe & Secure More visibility - officers (more officers on street) Lower crime rates Better/lower response time Better case managemenUHigher Clearance Rate - Police Dept ISO Rating - improved Fire Inspections Computer/Communications upgrade Perception/Public Information Officer Drug Task Force Added School Resource Officers at Schools Disaster plan - computer Council Work Session Minutes June 29-30, 1999 Page 2 Goal: Quality Development Through Buildout Upgraded Sign/Landscape Ordinance for new development Code Enforcement - expanded; greater emphasis; community education Town Center District - approved Redevelopment of Richland Plaza: Business Office Park - redevelopment TIF Approved process for Phase 2 of sign/landscape - existing Update of Comprehensive Plan Zoning Board of Adjustment - more compliance New High School Park System Master Plan Building Department - User Friendly; Implementation of Development Review Meetings Reorganization - Planning & Zoning/Economic Development Quality Assisted Living Centers Goal: Financially Sound City Government Providing Cost Effective Services Strong Fund Balances Economic Development Efforts Maintain Tax Rate Pay as You Go Ability Capital Reserves Increase Debt Reduction Maintain Aa Bond Rating - Upgrade Outlook Lived within Budget - Incentive Fund Savings Y2K Planning Cost Savings - Claims Admin. Outsourcing - Ambulance Billing Water Computer System - Billing Machine - Folding Machine SCADA - $300,000 Annual Savings Goal: Self Sustaining Local Economy Economic Development Achievements: Major Retail Development - Wal Mart, Expo, Home Depot, Sam's, Kohl's Blue Line IcelTown Center Job Creation - Richland Plaza High School Construction/Stadium Council Work Session Minutes June 29-30, 1999 Page 3 Goal: Variety Of Amenities Youth Sports Capital of Metroplex NRH20 Green Extreme Girls Fast Pitch Softball Ice Rink - Town Center Thornbridge Grant/Land 100 Acre Park/Park System Improved Library Services - Computer system New High School Teen Court The Edge Program/DARE/SRO Youth Advisory Committee Iron Horse Improvements Critter Connection Restrooms at Spurlock Park % Cent Tax Rate and Good Management Web Server Receiving Cultural/Educational Report -Initiating Process Review Summer Camp - Parks Completion - History NRH Review Library Facilities Plan Master Plan - Parks Trails System - Initiated Restructure Senior Rates - Iron Horse Golf Course Good Mix Business/Residential Goal: Effective Transportation Application - Future Improvements - RTC Various Streets Under Construction - Blaney, Douglas, CDBG street projects Completion of Streets - Hightower; Davis - Widen/Resurface Rufe Snow - Plans Approved Economic Development Achievements Rufe Snow & Bridge - moving forward with right-of-way acquisition Hightower Expansion/Rumfield Trail System - Cottonbelt Davis Improvements 820 Progressing Precinct Line Expansion Ongoing Street Overlay- Increased Funding Progress on Railtrain Council Work Session Minutes June 29-30, 1999 Page 4 The Council reviewed each of the goals set in 1998 and discussed whether they were still valid or should be changed. They discussed what they goals meant to them and the challenges and gaps associated with the goals. The Council refined the 1998 goals, establishing the following as the Goals for 2008: 1. Safety and Security 2. Quality Development 3. Quality Redevelopment & Reinvestment 4. Financially Responsible City Government 5. Quality of Life Amenities for the Community 6. Effective Transportation System The Council identified and discussed issues that went well and did not go well the past year and the learning points. The Council reviewed the House Rules they established in the 1998 work session and determined whether they are still valid or if they should be revised to enhance the effectiveness of the Council. The Council concluded that the House Rules were still relevant with a few changes. HOUSE RULES: 1) Be Honest - Build Trustful Relations with Each Other: trust each other and citizens - Revise to include Staff, to respect each other and to avoid personal attacks. 2) Do Your Homework - Be Prepared to Discuss Issues and to Consider the Opinions and Insights of Others - no changes made. 3) Treat Each Other With Respect - Focus on the Issue, Avoid Personal Attacks, Respect Each Other's Decisions - no changes made. 4) Listen - Have an Open Mind, Avoid Prejudging, Have Open Deliberations - add have Patience with Each Other. 5) Debate Issues in Public, not in the Paper - no changes made. 6) Focus on Vision, Goals, Targets in Making our Decisions - no changes made. 7) Allow Each Other to Discuss Item Fully - Recognize Differences in Style - no changes made. 8) Work Together as a Team: Our Goals, Our City. New rules established were: Recognize the Majority Decides Best for City - Consider issues based on best interests of the City Be Consistent in our Decision and the Process Be willing to "Think Outside the Box" and avoid using "precedent" to restrict our decisions. The Council discussed additional refinements to improve their effectiveness. They concluded the following actions: Council Work Session Minutes June 29-30, 1999 Page 5 Action 1: Information Sharing - It is the responsibility of the Mayor and City Council to share information among themselves in a timely manner that is pertinent to an issue. The City Managers will continue their practice of alerting the Mayor/Mayor Pro Tem of significant issues, and use discretion in determining the distribution of general information to the Council. On major issues or "crisis" the City Manager(s) will share the same information with the Mayor and City Council. Action 2: Direction to City Manager - The Council discussed the need to summarize the direction from the Mayor and City Council. The Mayor will summarize the motion. If the Council is unclear, they should ask the City Manager to summarize his understanding of the direction. The City Manager should summarize his understanding of the direction from the Council and if unclear, should ask the Council to summarize or clarify. Direction given to the City Manager/Staff from the City Council is based upon majority vote of the Council in a public meeting. If the City Manager perceives that he is receiving direction that is different than the Council direction, the matter is to be brought before the Mayor and City Council at a public meeting for clarification and/or direction. Action 3: Requests Beyond Information for Citizen Complaints or Concerns - If a City Council Member or Mayor has a request for information that will involve significant staff time, the request should be presented to the Council and direction given to the City Manager or City Attorney. If the City Manager receives a request from the Mayor or an individual Council Member for a task that will require significant staff time, the City Manager should bring the request before the Council for direction. They discussed the importance of communication between the City Manager and Attorney. Action 4: Reminder - The City Council discussed that they as elected officials should remember that the City Manager manages the staff and the purpose of elected officials is to focus on policy. Action 5: Consistent Treatment - The Council discussed the need for consistent treatment of each elected official and citizens regardless of their position on an issue. If Council sees an inconsistency, it is the responsibility of the individual Council Member to help the Chair by bringing the matter to his attention. Action 6: Code of Conduct Applies to All - House Rules apply to the Mayor and City Council, City Staff, and citizens making presentations and comments. The Chair (Mayor/Mayor Pro Tem) should notify speakers of the Council Rules of Procedures and enforce the Rules when necessary. Action 7 - Citizen Comments - The Council discussed when citizens should be allowed to speak on issues that are not formal public hearings. Council consensus was that if the issue is opened for citizen input and a Council Member questions whether the issue should be opened for citizen input, the Council Member can appeal to the Chair. Action 8 - Interpersonal problem - It is each Council Member's responsibility to address issues with each other. Council Work Session Minutes June 29-30, 1999 Page 6 Action 9 - Recognition Letters - The Council discussed that when a letter is sent from the entire Council, that the Council wants to be informed of the letter and given the option of signing their name. They agreed that no individual letter from a Council Member should be sent representing it as being the City's position. Action 10 - Report from City Representatives - Liaisons to committees may use the Information and Reports section of the agenda to report issues, actions, etc. to the Council. Mr. Sumek helped the Council identify what they needed to be effective as a team. Additional items discussed and identified by the Council included: 1) The need to discuss during a work session the establishment of a policy on how to handle the recognition of outgoing Council Members. 2) Provide reports to Council on the progress of goals/priorities. 3) Keep all Council Members informed (written or verbal) on activities and issues as they relate to their official capacity outside of Council meetings. 4) Provide bottom line information during Council meetings - Council would like for presentations during meetings to consist of an executive summary, for areas of confusion to be clarified and then for Council to be given the opportunity to discuss and ask questions. 5) Contracts - if a contract is referred to in document or if the cover sheet says "subject to terms and conditions", the contract should be included in the agenda packet. It was suggested that the terms and conditions be bulleted in large documents. 6) Quarterly Reports & Other Miscellaneous Reports - Council asked that reports not be sent out ahead of time and then the same report be presented and read at the Council meeting. The Council's preference is for the reports to be concise and summarized. Highlight three or four major points and answer questions. 7) Insure that the Planning and Zoning minutes for each zoning/platting case are included in the Council's agenda packets. 8) Staff recommendations on cover sheets & motions - The Council suggested that consideration be given to highlighting/bolding the recommendations for ease of finding. The recommendation should be detailed so that if a Council Member desires, a precise motion can be worded from the recommendation. The motion need not be detailed, if a resolution or ordinance is being referred to. However, if the motion refers to the GN number, PU number, etc, detail wording is needed for the motion. 9) Highlight the main points and let the Council ask questions. 10) Suggested that when agenda items relate to Council goals, that the goal be identified and linked to the agenda item. The Council reviewed the status of the on-going projects identified by Council in 1998 as priorities. Projects reviewed and discussed were: Land Use Plan Revision/Zoning Ordinance, Design Standards for Development/Redevelopment, Code Enforcement Direction and Policy, Town Center Direction, Landscape Ordinance, Crime Control District Evaluation and Direction, Boards/Commissions Review and Direction, Cultural and Educational Plan for North Richland Council Work Session Minutes June 29-30, 1999 Page 7 Hills, Sewer Project Implementation, Park System Master Plan, and Richland Plaza Center Redirection. The Council discussed additional targets for action for 1999/2000 and ranked the targets to set the top and high priorities. The top priorities set by Council are summarized as follows: 1. LAND USE PLAN REVISION/ZONING ORDINANCE Policy Questions: Land Use Policy; Architecture Standards/Review Process; Thoroughfare Policy/Direction; Subdivision Policy/Regulations Actions: A. Overlay Zone B. Architecture Review and Layout C. Comprehensive Plan Update D. Thoroughfare Plan: Update E. Subdivision Regulations: Update F. Policy for Annual Review 2. CRIME CONTROL DISTRICT: DIRECTION Policy Questions: Goals; Direction Actions: A. Refine Crime District Board: Purposes, Direction B. Decisions: Crime Control District Continuation Strategy C. Community Education: Action Plan 3. REDEVELOPMENT STRATEGY AND ACTION PLAN Policy questions: Area talking about; Importance of problems; City's role; Policy Direction; Resources; Food Lion Actions: A. Identify Area B. Define problems/concerns C. Develop Strategy: Policy framework D. Develop specific action Plan The high priorities set by the Council are summarized as follows: 1. REGIONAL TRANSPORTATION POLICY AND ACTION PLAN Policy questions: City Position; City's Role; Advocacy Strategy; DART: Park & Ride Actions: A. Review Existing Policies B. Develop City Position on Key Issues C. Develop Advocacy Strategy Council Work Session Minutes June 29-30, 1999 Page 8 2. INFRASTRUCTURE AND MAINTENANCE: Policy & Direction Policy Questions: Level of Maintenance; Resources; Timing Actions: A. Review Existing Conditions and Plans B. Develop Policy Framework on Maintenance C. Develop Plan 3. FINANCIAL POLICY AND LONG TERM PLAN Policy questions: Tax Rate; Debt Policy Long Term; Reserves; Funding Capital (Pay as you go) Actions: A. Review Existing Policies and Conditions B. Develop 5 year projections: needs & revenues C. Revise policy D. develop plan 4. GRAPEVINE HIGHWAY UPGRADE Policy Questions: Appearance - Goal; Drainage Policy; City's Role; Impact on NRH20 Actions A. Identify problems/concerns B. Define City's Role C. Develop Action Plan 5. STAFFING & SERVICE LEVEL Policy Questions: Services - Role of City; Service Level; Resources; Flexibility; Volunteer Program; Community Service Actions: A. Review Services and Service Levels B. Develop Long term projection of resources C. Develop Services/Staffing Plan Other targets discussed but eliminated during the ranking of the top and high priorities were: Public Facilities Direction/Plan, North Hills Mall, School Safety Evaluation and Action Plan, Neighborhood Policy and Action Plan, Ice Rink - Policy, Food Lion Building - Direction, EducationalfTraining Center, and Direction on Library, The Council also considered as a target the expansion of NRH20. The consensus was to refer this item to the Parks Board for their consideration and recommendations. Council Work Session Minutes June 29-30, 1999 Page 9 The work session adjourned on June 30, 1999 at 2:07 p.m. APPROVED: t2~þ ATTEST: (2Mztdà- ~ Patricia Hutson - City Secretary