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HomeMy WebLinkAbout092815 CC MinThe City of West University Place A Neighborhood City CITY COUNCIL Susan Sample, Mayor Bob Kelly, Mayor Pro Tern Burt Ballanfant, Councilmember Brennan Reilly, Councilmember Mardi Turner, Councilmember STAFF M. Chris Peifer, Interim City Manager Alan Petrov, City Attorney Thelma Lenz, City Secretary CITY COUNCIL MEETING MINUTES The City Council of the City of West University Place, Texas, met in a regular meeting on Monday, September 28, 2015, in the Municipal Building, 3800 University, West University Place, Texas beginning at 6:30 p.m. Agenda Items were as follows: Call to Order. Mayor Sample called the meeting to order at 6:30 p.m. in the City Council Chambers. Council and Staff in attendance were: Mayor Pro Tern Kelly, Councilmembers Ballanfant, Reilly and Turner, Interim City Manager Peifer, City Secretary Lenz, Assistant City Attorney Alan Petrov, Parks and Recreation Director O'Connor, Human Resources Director Standord, Public Works Director Beach and Police Chief Walker. Nicholas Thompson and Jack Snyder, Boy Scout Troop 55, led the Pledge of Allegiance. City Secretary Lenz confirmed that the Notice of the special meeting /workshop and regular meeting was duly posted in accordance with the Texas Government Code, Chapter 551. 1. Public Comments This was an opportunity for citizens to speak to Council relating to agenda and non - agenda items. Eddie Matthews, 5906 Fordham Street, spoke to say that at Council's last meeting it directed Parks and Recreation Director O'Connor to prepare a report on potential sites for additional parkland in West U within the specificed boundaries of Buffalo Speedway /Edloe and Bissonnet/Holcombe. He said this potential project was originally part of the long term Parks Master Plan created and approved in 2006 and, in addition, $2,000,000 of debt was authorized at that time, but has not yet been issued, to fund any agreed plan. Mr. Matthews said times change and needs change for both individuals and cities, so with this in mind he wholeheartedly support Council's intent to prepare a new or updated long term Facilities Master Plan to identity and assess the City's current and future needs, including parkland. He said consequently, he does not see the sense in currently pursuing a project identified 9 years ago, which may or may not be needed or be a priority. He said Mr. O'Connor's report seems to indicate a very limited support (32 percent) for new parkland based on the 2014 Citizen's Survey. He said the survey also showed that a strong majority are against any tax increase to fund additional parks, therefore, he recommended that Council defer any action on the 2006 bond issue and avoid spending or wasting taxpayer money unnecessarily and allow the potential needs to be considered as part of a new Facilities Master Plan. Mr. Matthews suggested to let the need for additional parkland be considered by the planned City Council Minutes, September 28, 2015 2. Facilities Master Plan Task Force and let them bring forward their recommendation in conjuction with the Parks Department. Phyllis Cohen, 6619 Mercer, spoke to say that she was on the Parks Master Planning Task Force, which produced a plan in 2015 so she is happy to hear that Council plans to study how to implement that plan and enhance the City's parks system., However she wanted to provide a few comments to keep in mind. She said first, the plan was based on an extensive citizen survey and a committee that was a cross - section of the City population, so as Council goes forward she asks that it act upon the actual priorities that are set forth in the plan and to consider them carefully. She said the plan was very detailed and was based on a lot of relevant information and she asked Council to really look at those priorities as opposed to new (old ?) priorities. She said if Council appoints a committee to study the issues, she thinks it is important to appoint a committee that is also a cross - section of the community. She said the committee that produced the Parks Master Plan was a cross - section and it was very helpful to hear other people's views and have their expertise. Ms. Cohen said when Council goes forward with the process of trying to implement this plan, she feels that it is imperative that the process be open and inclusive and focus on the criteria outlined in the plan. She said the community also needs to be involved and be open and obvious in what is being done. She also said to extent that Council might consider eminent domain, though she wishes it wouldn't, it needs to make it loud and clear upfront and really get the citizens viewpoints on whether something like that will be appropriate in this City. Ed Heathcott, 2729 Arbuckle, spoke to thank Council for his nomination to the Harris County Appraisal District Board and said he looks forward to serving another term. He said he represents all of the City's in Harris County, with the exeption of Houston. He then provided Council with the history and structure of Council. Alicia Drewes, 6112 Fordham, spoke to say that she was misquoted in the Minutes because she does not support recycling. She said taxpayers should not be taxed a second time for the same service and that citizens do not want programs that increase taxes. She said West U has big expenses so don't add non - essential expenses that raise taxes. She said playground equipment too large for the space was bought then was sent to a third world country and somebody should be held accountable for wasting tax money. Ms. Drewes said accomplishments made by other people should not be in the West U parks plan. She said the Friends Park is a disaster because facing west it is too hot and a large tree takes up about half of the park and so it is clearly not a successful park. She said the part of the City lacking parkland is west of Buffalo Speedway to Kirby Drive where there are no parks within walking distance. She said, generally, parks lack open green space, bathrooms, water elements, comfortable seating, constant shade, attractions for seniors, and barbecue grills and said County funding is needed to reduce costs to residence. She said the City does not need another bond for parks as the citizen survey shows. Ms. Drews said Poor Farm Ditch could be a nature center with shade trees, walking paths, native plants, etc., and that itcould be an attractive watershed and and be a tremendous asset one day so don't be shortsighted again. She said no additional funds should go on the west side for parkland when the east side has no parks within walking distance. Matters related to future parkland acquisition, development, and funding as identified in the 2015 WUP Parks Master Plan. Recommended Action: Discuss Council's desired action in moving forward in matters relative to parkland acquisition, development and funding, including consideration of appointing a citizen's task force to work with staff in accomplishing Council's directives. 2 of 8 City Council Minutes, September 28, 2015 Parks and Recreation Director O'Connor presented a brief summary of the 2014 Parks Master Plan and reviewed a brief powerpoint summarizing the citizen survey, specifically in relation to the acquisition of additional parkland. He said the purpose of the citizen survey was to understand resident consensus regarding the acquisition and funding of additional parkland in West U, to explore residents current use, perceptions and service quality, and to identify priorities as a basis for guiding future work on the updated Parks Master Plan. After his presentation regarding the citizen survey, Mayor Pro Tem Kelly asked if there were any reasons given as to why someone wouldn't want a park near their home. Mr. O'Connor said not specifically, but unscientifically, it is casually known that parking concerns, light pollution, noise activity, amenities (such as sport courts), and traffic are primary concerns. He said there also seems to be an impression that parks reduce the value of real estate. Mayor Sample asked if the area where people lived who would support a park near them could be pinpointed in the survey. Ms. Phyllis Cohen, a member of the previous Parks Master Plan Task Force, spoke to say that the consultant out of Texas A & M who performed the survey would be able to assist the City in obtaining that data without violating the confidentiality promised to the residents. Councilmember Reilly stated that one of the criteria for property to be considered for a park is that surrounding neighbors would have to support the endeavor, so anybody identifying themselves as being willing to sell or donate their land for a park must be willing to do so publicly in order to gauge neighbor support. City Attorney Petrov said meeting in private (executive session) is a negotiating strategy. Councilmember Reilly said he understands that, but doesn't think the City could really gauge neighbor support if it is not publicly discussing the potential of a particular piece of property becoming a park, not necessarily including discussion about the price. He said this is very important to keep in mind if the City plans to appoint the task force. Councilmember Ballanfant said long past the citizen's committee meetings and whatnot, the vote was taken by the City at large and he has wondered why something that people have actually voted for has been ignored all these years. He said he hopes that Council will join him in voting to sell the $2,000,000 bonds. Mayor Pro Tem Kelly said one of the reasons the bonds were never sold was because the City never really found a piece of property to purchase, other than the one that fell through. He said Council is looking into what it can do now before the time to sell the bonds expire. Councilmember Ballanfant said almost every bond issue passed doesn't have a precise allocation of all the money, so he feels that the City should honor the vote of the people. City Attorney Petrov said the bonds can be sold without having a piece of property identified, but the City has to be mindful of tax law requirements. He said things can be manipulated to essentially repay the bonds if the funds were not spent within three years after the sell of the bonds, but there would be some associated penalties. Mr. O'Connor said since the bond referendum did pass, staff suggests Council determine if the matter needs to be taken back to the voters for their approval ahead of authorizing the salel of the bonds. 3of8 City Council Minutes, September 28, 2015 Mayor Sample said she thinks the City needs to know what property it would buying first, because she thinks $2,000,000 buys nothing, so if Council issues $2,000,000 for property, costs to fix up the property could come to around $5,000,000 so the City would have to issue another $3,000,0000 or the $2,000,000 would be wasted. She said if it can be done for $2,000,000 and Council agrees and that's what the residents want that's one thing, but she doesn't want to lock the City in for more debt that the residents have not approved. Councilmember Turner said while she agrees with Councilmember Ballanfant and would love to sell the bonds, she is wondering if it is still the will of the people. Councilmember Ballanfant said he doesn't think this Council should repeal the will of the people and thinks it is outrageous. Mayor Pro Tern Kelly said considering the result of the survey, it seems to be obvious from those who answered the survey to not spend any more money that could raise the taxes. He said although funds have been authorized to do it, doesn't necessarily mean it should be done. Councilmember Reilly said he would not approve issuing the bonds unless the City had a specifically identified property, there was neighborhood support and the City had a price, taking into account private donations and donations potentially by the landowner, that would not exceed the $2,000,000. He said if it did exceed the price, he would suggest going back to the voters for a new bond. Mayor Sample said she agrees with Councilmember Reilly. Mayor Pro Tern Kelly asked Mr. O'Connor his take on a task force. He said why not just send it back to the Parks Board and let them work with it. Mr. O'Connor said he feels that members of the Parks Board should be appointed to the task force, as well as members of the Seniors and Friends Board, but he feels that the City needs a level of expertise that those boards do not possess. He said there are certain skill sets that were recruited for the previous task force. Councilmember Ballanfant confirmed with Mr. O'Connor that the parameters for the targeted parkland area is Buffalo Speedway to Edloe and Bisonnet to Holcombe. He said in 2006, the Task Force was looking at two properties — one north of University and one south of University to facilitate a safe walking distance from home. Mr. O'Connor continued with his presentation and said the Parks Master Planning Task Force recommendation was to explore ways to increase unstructured open space in existing parks, consider expanding existing parks and acquiring adjacent lots as available, consider opportunites to rearrange park layout as parks are reevaluated, to add more unstructured green space, to seek opportunites to add unstructured open space to the park system, and pursue conversation on a portion of Poor Farm Ditch. Mr. O'Connor distributed plans and documents resulting from the 2006 -2007 Parks Master Planning Task Force and said staff needs Council direction for park acquisition to update the potential park property maps within the identified areas of the City. He said staff would also like Council direction in developing a written conceptual vision for both active and passive future West U Parks and City Council Minutes, September 28, 2015 developing clear funding expectations and guidelines. He suggested Council have a public workshop to buy -in some of the former players in order to discuss and develop a plan. Councilmember Ballfant said the best direction is from the voters. 3. Recycling Contract Matters related to authorizing staff to enter into a contract for the City's recycling. Recommended Action: Authorize staff to enter into a contract for the City's recycling. Public Works Director Beach presented. He said there are only two recyclers currently in Houston — Waste Management, which operates the facility at Gasmer and South Post Oak and a new company named Independent Texas Recylers (ITR) located off of North 610, west of the Hardy Toll Road. Mr. Beach said though ITR would pay revenue to the City for the recyclables, its location is over twice the distance roundtrip than the Waste Management facility. Mr. Beach said when he ran the numbers, in the best case scenario, the costs for mileage, staff time, and other operating costs for longer distances were in favor of ITR by $3,000. He said, however, staff recommends Waste Management due to the longer distances and other potential factors. Councilmember Ballanfant said he would like to propose that Council receive more information about this issue. He said handling waste is a fundmental task of the City and he thinks this could be a contract or arrangement the City would live with for a decade or more, so he would like to explore it further. Mr. Beach said the contract is a boiler plate agreement so the City could opt out anytime. He said the contract is for a term of three years, with two 1 -year extensions. He said the former contract was for 3 years and Waste Management said it wasn't interested in extending under the current terms. He again reiterated that the City can opt out at any time. Councilmember Ballanfant said there are other options with different costs to each path and he would like to explore the other options. Mr. Beach provided historical and current information and costs relating to the City's recycling efforts and changes in the industry and why there are really no less expensive options other than the proposed contract with Waste Management. Councilmember Ballanfant said he would really like a more fulsome report with descriptions and differences between one methodology and route and another and the costs and that the item be brought back to Council in two weeks. He said he feels that a fulsome discussion is needed so that the City knows the best way to proceed. He said the outcome may be the exact same results as provided tonight, but he wants to see all the data and the different alternatives stacked up against each other. Mr. Beach said there are other options. He said the City can go back to doing dual stream and then he explained that and other processes. Mr. Beach said staff looked into doing compost themselves, but the City doesn't generate the volume that would make it feasible because of the costs in the investment. He said another option 5of8 City Council Minutes, September 28, 2015 is that the City can collect it, go back to individual commodities and purchase the trucks. He said with this option, it would be safe to say it would be more expensive because it would require more trucks and staff due to it being more labor intensive, as well as involving other operational costs. Councilmember Reilly asked is there is a company that the City can call to come and pick up its dual stream recycling. Mr. Beach said, no, there is no company that would come and pick it up. Councilmember Reilly asked if there could be a third option of returning to dual stream that would involve some sort of segregation by the residents with the goal of getting higher values for the good recyclables. Mr. Beach said it is possible, but the problem is finding a company that would be around in a year. He also said there is an increase in operational costs for company's to perform separate streams, but he would be happy to run those numbers. He said everytime the City goes to a separate commodity, it requires another truck and a separate route because the recycling has to be collected separately and retained separately. After further discussion, Mr. Beach said the numbers presented tonight are soley the cost for a company to transport the recyclables from the City to the plant. After further discussion, Council requested that staff provide more information at its Budget Workshop on October 3`d. Mayor Kelly said due to a lot to cover at the Budget Workshop, he would like the presentation limited to 10 minutes. Councilmembers agreed to wait until the next regular meeting to take action on this item, after receiving more information at the Budget Workshop. 4. Selection of Executive Search Firm for City Manager Position Matters related to authorizing a contract with an executive search firm for services related to the search and selection of a City Manager. Recommended Action: Authorize contract with an executive search firm for services related to the search and selection a City Manager. Human Resources Director Standorf presented this item and said the proposal was sent to 17 firms nationwide and 7 firms responded. Mayor Pro Tern Kelly said if the City decides to move forward with a search firm, he feels the next step would be to invite the top three firms in for interviews to find out exactly what they would do relating to the search. Councilmember Turner requested that Ms. Standorf distribute to Council her top three firms for their review. Regarding pricing, Ms. Standorf said the prices vary because it depends on what the firm included in their professional service fees. Councilmember Ballanfant asked whether the City is looking for a new city manager since it has Chris Peifer. He said why would the City be spending a lot of money on something if it already knows what its want to do. Mayor Pro Tern Kelly said he suggests interviewing firms to hear what is involved in their costs and what they would bring to the table. . ma. City Council Minutes, September 28, 2015 Ms. Standorf noted that if the City engages a firm and they conduct a search,their fees are still due to them even if Chris doesn't apply, yet gets the position. So Council will probably want to make that decision before engaging a firm. She confirmed, however, that it will not cost the City anything to interview the firms. Councilmember Reilly asked if the City could do its own background checks on the candidates. Ms. Standorf said yes, but not to the extent the firms would. She also pointed out that Council should also consider that candidates would want their information private until a certain point and firms have that flexibility, whereas the City would not when it comes to the Public Information Act. Council confirmed that it would review the top three RFPs and then decide whether to interview one, two or all three top firms. 5. Future Agenda Items Matters related to future agenda items. See attached list of Future Agenda Items. Discuss and take any desired action. Councilmember Reilly asked to add discussion of a BCycle station to the future agenda items for the November 9, 2015 meeting to see if it is something the City would be interested in doing. He also said he would like to see the videotaping of Council meetings on the December 14, 2015 agenda for discussion. 6. Consent Agenda All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Council member requests in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. A. City Council Minutes Approve the City Council Minutes of September 14, 2015. Recommended Action: Approve Minutes. Councilmember Turner moved to approve the Consent Agenda as presented. Mayor Pro Tern Kelly seconded the motion. MOTION PASSED. Ayes: Sample, Kelly, Ballanfant, Reilly, Turner Noes: None Absent: None 7. Manager /Council Reports Interim City Manager Peifer reminded Council that the Budget Workshop is scheduled for Saturday, October 3, 2015 beginning at 8:00 a.m. Mr. Peifer stated that the deadline for the Facilities Master Plan Task Force is Friday, October 2, 2015 and said staff has received 13 application thus far. Mr. Peifer stated that after November 1, 2015, Municipal Court personnel will be as follows: Robert Loper, Presiding Judge; Robert Craine, Associate Judge; Patrick Stallings, Chief Prosecutor; Terry Yates will continue to be Associate Judge; and Jane Vara will continue to be Associate Prosecutor. 7 of 8 City Council Minutes, September 28, 2015 Associate Prosecutor, . He said the City has received 4 resumes for the Prosecutor position and said he has also talked with a Harris County prosecutor who may also submit her resume for consideration. There were no other reports. 8. Adjourn Meeting With no further discussion or action before Council, Mayor Pro Tern Kelly moved to adjourn the meeting at approximately 8:50 p.m. Councilmember Reilly seconded the motion. MOTION PASSED. Ayes: Noes: Absent: Sample, Kelly, Ballanfant, Reilly, Turner None None E$ / /, --/-/ - t) Date Al5provetl