2018-01-09 CC Minutes City Council Minutes January 9, 2018
, City of Farmers Branch
City Council Minutes
3 p.m. Study Session
FARMERS 6 p.m. Regular Meeting
pp % TrTT
Farmers Branch City Hall
Tuesday, January 9, 2018 13000 William Dodson Pkwy Council Chambers
Farmers Branch,TX 75234
Presiding: 1 - Mayor Robert C. Dye
Present: 4 - Mayor Pro Tern John Norwood, Council Member
Ana Reyes, Council Member Bronson Blackson,
Council Member Terry Lynne
Absent: 1 - Deputy Mayor Pro Tern Mike Bomgardner
Staff: - Charles Cox, City Manager; John Land, Deputy
City Manager; Amy Piukana, City Secretary;
Braden Metcalf, City Attorney; David Hale, Police
Chief; Jay Siegel, Deputy Police Chief; Sherrelle
Evans-Jones, Finance Director; Hugh Pender
Director of Community Services; Marc Bentley
Director of Public Works; Shane Davis, Director
of Sustainability and Public Health; Katy Evans,
Public Health Manager; Brian Beasley, Director
of Human Resources; Andreea Udrea, Planning
Manager; Benjamin Williamson, Assistant to City
Manager, Ray Mendez, Code Enforcement
Manager
A. STUDY SESSION
Mayor Dye called the Study Session meeting to order 3:00 p.m. Mayor Dye explained two
Board Members have recently passed away, and urged everyone to keep TIF Board
Member James Goode and Senior Advisory Board Member Sharon Aston's families in
their thoughts and prayers.
A.1 TMP-2511 Discuss regular City Council meeting agenda items.
There was no discussion regarding this item.
A.2 TMP-2511 Discuss 2018-19 budget and strategic plan process.
Director of Finance Sherrelle Evans-Jones briefed City Council regarding this item. Ms.
Evans-Jones reviewed the following Key 2018-19 Financial Planning Dates:
1/23/18 (Tues) 2017-18 Q1 Financial Update
1/30/18 (Tues) Option — 5th Tuesday— Discuss Budget (Parks Department) *
Other 5th Tuesday Options in 2017-18: 5/29/18 and 7/31/18
2/6/18 (Tues am) or Council One-on-One's —Communicate Vision and Goals
2/7/18 (Wed pm)
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City Council Minutes January 9, 2018
2/28/18 (Wed) or Strategic Planning Retreat— 1 Day— Local
2/23/18 (Fri)
3/29/18 (Thurs) Farmers Branch Night Out**
4/17/18 (Tues) 2017-18 Q2 Financial Update
7/24/18 (Tues) 2017-18 Q3 Financial Update
7/31/18 (Tues) Deadline to deliver 2018-19 Budget to Council
8/15 & 8/16/18 (Wed/Thurs) or Budget Retreat— 2 Day—Away
8/9/18 & 8/10/18 (Thurs/Fri)
10/16/18 (Tues) 2017-18 Q4 Financial Update***
City Manager Charles Cox explained some Council Members have expressed individual
department reviews, and some have requested a high-level approach. He explained we
need to decide if we want to have a comprehensive approach or detailed approach. He
further stated it may be difficult to have the detailed approach due to time constraints.
Mr. Cox stated some cities utilize an audit committee that is comprised of two or three
Council Members.
Mayor Pro Tern Norwood stated he supports an audit committee.
Council Member Lynne suggested waiting until after the first meeting, then reassess to
see if an audit committee is necessary.
Ms. Evans-Jones asked for consensus if February 28th or February 23rd work best for
retreat dates. She further stated on February 6th , if Council would be willing to meet with
our Meeting Facilitator Randy Pennington, on an individual basis to discuss vision and
goals.
After discussion, the Council came to a consensus that February 28th,works for everyone.
City Manager Charles Cox tasked the City Secretary to follow up with Deputy Mayor Pro
Tern Bomgardner to see if he is available to meet February 6th and February 28th. The
City Council agreed to reserve dates August 15 & 16th for a two-day Council retreat.
A.3 TMP-2512 Discuss preliminary schedule of events related to Series 2018
General Obligation Bonds and Certificates of Obligation.
Finance Director Sherrelle Evans-Jones briefed City Council regarding this item. Ms.
Evans Jones reviewed the following key dates for series 2018 GO and CO Issuance:
26-Jan-18 Friday First Southwest requests information for preparation
of the Official Statement
2-Feb-18 Friday First Southwest receives requested information. First
Southwestern begins preparation of the Official Statement.
6-Feb-18 Tuesday Council meeting to approve publication of the Notice
of Intent
9-Feb-18 Friday First Notice of Intent published for CO's.
9-Feb-18 Friday Draft Official Statements distributed to the City and
Bond Counsel
16-Feb-18 Friday Second Notice of Intent published for CO's.
16-Feb-18 Friday First Southwest receives comments on Official
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Statement
— 23-Feb-18 Friday Distribute POS to Rating Agencies
Week of March 5-9th Rating Calls
19-Mar-18 Monday Receive Ratings
20-Mar-18 Tuesday Electronically Post Official Statement & NOS to
Potential Purchasers
3-Apr-18 Tuesday City Council passes Ordinance authorizing issuance
of Bonds
1-May-18 Tuesday Bond Closing and Delivery of Funds to the City
Ms. Evans-Jones reviewed the following financial details for May 2018 Issuance:
$23.67M Issuance
• $14.22M General Obligation Bonds = $9M Street Bonds (Phase II) + $5M Quality
of Life Bonds (leaves $10M for May 2020 Issuance) + $220K Cost of Issuance.
• $9.45M Certificate of Obligation = $5.5M for Fire Station No. 2 + $3.8M Landfill +
$150K Cost of Issuance.
Ms. Evans-Jones reviewed the following key details on May 2018 issuance:
• Anticipate May 2018 Issuance
• Debt Service Payments to begin in 2019
• Interest rate not anticipated to exceed 3.5%
• 20 year maturity–except Landfill with 5 year maturity
• Considers $5.1B valuation–assumes no growth in valuation
• Debt Service (I&S) Rate–2016-17: $0.087; 2017-18: $0.0846
• Highest Calculated Debt Service (I&S) Rate – 2020 -21: $0.0915 (Impact =
_ $0.0069)
• No Property Tax Increase Planned
Director of Sustainability and Public Health Shane Davis briefed City Council regarding the
Camelot Landfill Scalehouse Project. Mr. Davis provided background information as to
why a new scalehouse needs to be constructed. He stated the City is contractually
obligated and the estimated cost is $5.5 million, with additional liability the road
construction would cost$700,000. Mr. Davis explained with the Corporate Drive extension,
the timing for this project is now. He further stated this aids in operational efficiency and
allows a financial incentive. He reviewed the potential revenue increase estimating
additional net revenue to the City due to C&D volume is $9.5 million.
Mr. Davis reviewed the following potential agreements with Republic Services:
• Mothball Lewisville Landfill until 2027 or DFW Landfill closes
• Republic will strive to redirect all Lewisville Landfill volume to Camelot Landfill
• City proceeds with design, permitting, and construction of scalehouse and
maintenance building
• 3 inbound scales, 1 outbound
• Maintenance building with office, locker room, 2 maintenance bays, and wash bay
• Designed to manage 5,000 tons per day of waste
• Royalty payments on C&D material will be 12%, except for 2027 which is 4%
• Republic takes ownership of panhandle portion of landfill and is responsible to fund
$700K of infrastructure to extend Huffines Road
Mr. Davis reviewed Landfill related Debt Issuance noting the estimated cost of new
scalehouse and associated infrastructure is $5.45 million. The Sale of the old landfill
maintenance building is $1.65 million; potential debt issuance $3.8 million. Expected
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payback from additional landfill revenue is at 5 years. Shane Davis briefed City Council
regarding the $3.8 m debt landfill. We are contractually obligated; the estimated cost is
$5.5M.
The City Council discussed right of way negotiations, site location, ownership of area
properties, and maintenance of the road.
The City Council agreed to move forward with the project.
A.4 TMP-2377 Receive a staff report regarding the latest residential property
conditions survey completed by MetroStudy.
Building Official Hugh Pender briefed City Council regarding this item. Mr. Pender
reviewed a map with property condition survey metrics showing colors of metrics such as
green (Adequate), yellow (Slight deterioration), red (Inadequate exterior), and blue
(Dilapidated/Uninhabitable). He stated surveys are conducted every two to three years.
He explained in the past, these studies have been conducted by Staff, however; in 2017,
the City decided to use a consultant to provide unbiased data.
Mr. Pender explained the 2017 Consultant property condition results were:
• 87% (6325)of the lots were graded as "good"
• 12% (886) of the lots were in need of"minor repair"
• 1% (91) of the lots were in need of"major repair"
• A very minor percentage .03% (2) of the lots were considered "dilapidated"
Mr. Pender reviewed the 2015 Staff property condition results:
• 89% (6852) of the lots were graded as "good"
• 8% (584) of the lots were in need of"minor repair"
• 3% (195) of the lots were in need of"major repair"
• A very minor percentage .2% (17) of the lots were considered "dilapidated"
Mr. Pender provided the following property condition survey statistics for non-homestead
exempt properties in 2017:
• 25% (1598) of the lots were graded as "good"
• 29% (255) of the lots were in need of"minor repair"
• 27% (25) lots were in need of"major repair"
• 100% (2) lots were considered "dilapidated"
Mr. Pender provided the following 2017 statistics for all properties:
• 87% (6325) of the lots were graded as "good"
• 12% (886) of the lots were in need of"minor repair"
• 1% (91) of the lots were in need of"major repair"
• A very minor percentage .03% (2) of the lots were considered "dilapidated"
Council Member Blackson asked what the difference was between dilapidated structures
and uninhabitable, and how renters are verified.
Mr. Pender replied stating we verify through the tax rolls. Mr. Cox stated we also verify
through the census. Code Enforcement Manager Ray Mendez stated the difference
between dilapidated and uninhabitable has to do with structure safety.
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The City Council discussed ways to track renters, notification process to renters and home
owners.
Mayor Pro Tem Norwood expressed concerns regarding the percentage of rental
properties that are in need of repair. He states we need to address this issue.
A.5 18-06 Receive an update regarding the City of Famers Branch
Demolition Rebuild Program.
Director of Economic Development Allison Cook briefed City Council regarding this item.
Ms. Cook reviewed a map showing property values in shaded area. She stated the
program would be beneficial if the Council wishes to target specific areas for the
neighborhood renaissance program. Ms. Cook reviewed residential construction in
Farmers Branch, and 2016 Demolition Rebuild permits. She reviewed residential
construction with the demolition rebuild program in 2017, and reviewed residential
construction Certificate of Occupancies obtained.
Mayor Pro Tem Norwood suggested utilizing the map to target properties valued at
$50,000 and below to help increase the property values.
Council Member Lynne stated he does not support interior renovations, but does support
exterior renovations.
Mr. Cox suggested utilizing the Renaissance Program by targeting areas to the north.
Council Member Blackson explained Richland Street south to Dennis could benefit from
the program.
Ms. Cook stated she will review the properties and bring back a recommendation on target
areas at a future Council meeting.
A.6 18-03 Discuss agenda items for future City Council meetings.
Mayor Dye asked for an update on the water well bids. Mayor Pro Tem Norwood confirmed
with the City Manager that chickens would be added to the January 23, 2018 Council
agenda.
The City Council recessed at 4:44 p.m. for a break.
Mayor Dye reconvened at 5:00 p.m. and skipped to Agenda Item J.1.
The City Council recessed into closed executive session at 5:01 p.m.
J. EXECUTIVE SESSION
J.1 18-04 City Council may convene into a closed executive session
pursuant to Section 551.072 of the Texas Government
Code to deliberate regarding:
(a) Discuss the purchase, exchange, lease, or sale of real property
located at 3062 Primrose, Farmers Branch, Texas.
Mayor Dye recessed from closed Executive Session at 5:22 p.m.
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B. CALL REGULAR MEETING TO ORDER AT 6 P.M.
Mayor Dye called the regular meeting to order at 6 p.m.
C. INVOCATION & PLEDGE OF_ALLEGIANCE
Council Member Blackson provided the invocation and led the Pledge of Allegiance.
D. CEREMONIAL ITEM
D.1 TMP-2514 Consider accepting a donation in the amount of $5,000 from
Mrs. Jeanne Sawyer for the Farmers Branch Senior Center;
and take appropriate action.
Mayor Dye thanked Jeanne Sawyer for her generous donation. He stated this money will
be used to purchase exercise equipment for the Senior Center.
Motion made by Mayor Dye to approve acceptance of a donation in the amount of$5,000
from Mrs. Jeanne Sawyer for the Farmers Branch Senior Center. Motion seconded by
Council Member Lynne. Motion prevailed by the following vote:
Aye: 4 - Mayor Pro Tem Norwood, Council Member
Reyes, Council Member Blackson, Council
Member Lynne
E. REPORT ON STUDY SESSION ITEMS
Council Member Lynne provided a report on Study Session items.
F. MAYOR AND CITY MANAGER'S REPORT ON ITEMS OF COMMUNITY
INTEREST
• The 2017 edition of the Farmers Branch Christmas Tour of Lights is in the books as one
of the most successful on record. A total of 16,576 vehicles traversed the tour during its
35 nights, stretching from Thanksgiving to New Year's weekends. Community non-profits
collected a season total of$50,872.
• Tickets are on sale for the annual Daddy-Daughter Dance coming up February 3 at the
Community Recreation Center. Call them at 972.247.4607 for availability and further
information.
• Teams will be forming to voluntarily jump into freezing water at the annual Polar Plunge to
benefit Special Olympics Texas, coming up Saturday, February 10 at the Farmers Branch
Aquatics Center. For more information, visit sotx.org/polarplunge.
• The Parks and Recreation Department's annual series of winter gardening classes kicks
off tonight at the Community Recreation Center and continues through February on select
nights with various topics designed to appeal to gardeners of all skill levels. Call
972.919.2625 for more information.
• We do want to remind everyone that the Farmers Branch Historical Park is closed on
Sundays through the month of February. Historically,the park has had very low attendance
on Sundays through the cold weather months so they will remain closed on Sundays until
the first weekend in March.
• Members of the community are invited to a pair of information meetings, designed to
answer questions and provide information about the pending relocation of Farmers Branch
Fire Station No. 2 from its current location on Spring Valley Road to a new location at
Holiday Park, near the Brookhaven College campus, at Valley View Lane and Alpha Link.
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Meetings will be held February 8 and April 12 at 7 p.m. each night at the Bob Phelps Fire
Administration Building, 13333 Hutton Drive. For more information, call 972.919.2640.
• Finally, I am pleased to announce that Tina Firgens will be joining the Farmers Branch
team as our new Director of Planning. Tina is returning to Farmers Branch, having worked
here a decade ago, bringing with her a wealth of experience from work in Richardson,
Plano and McKinney. Tina begins her new position on Monday, January 22.
G. CITIZEN COMMENTS
There was no one present that wished to speak.
H. CONSENT AGENDA
H.1 18-01 Consider approving City Council minutes of the regular meeting
held on December 12, 2017; and take appropriate action.
H.2 R2018-03 Consider approving Resolution No. 2018-03 awarding the purchase
of replacement treadmills for the Farmers Branch Community
Recreation Center and take appropriate action.
H.3 R2018-02 Consider approving Resolution No. 2018-02 authorizing the City
Manager to execute a Project Specific Agreement with Dallas
County for roadway repairs and improvements to Valley View Lane
between Webb Chapel Road and Marsh Lane; and take appropriate
action.
Motion made by Council Member Blackson to approve Consent Agenda items H.1 through
H.3, as presented. Motion seconded by Council Member Reyes. Motion prevailed by the
following vote:
Aye: 4 - Mayor Pro Tem Norwood, Council Member
Reyes, Council Member Blackson, Council
Member Lynne
I. REGULAR AGENDA ITEMS
1.1 TMP-2505 Receive an update on Farmers Branch's organizational performance
management system; and take appropriate action.
Assistant to City Manager Ben Williamson briefed City Council regarding this item. He
reviewed the balanced scorecards, explaining these utilize four perspectives: 1) Learning
& Growth Perspective, 2)The Financial Perspective, 3)The Business Perspective, 4) The
Customer Perspective. Mr. Williamson noted the City has 19 scorecards with over 500
measures that reflect performance, workload, and data information. He explained
currently 11 scorecards are posted on the website. The Departments include Animal
Services, Building Inspections, City Secretary, Fire Department, Manske Library, Parks &
Recreation, Code Enforcement, Communications, EDC, Police, and Public Works.
_ Council Member Lynne asked if the system would replace the customer service surveys
distributed in the past, and how the system will work with the new ERP system.
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Mr. Williamson replied, stating the current system tracks performance standards, and is
updated manually. He noted in the future, data tracking could be automatic, and utilized
with the ERP system.
Mayor Pro Tem Norwood asked what the average time is for a Department to enter the
data in to the system, and if it allows you to drill down, or is it set at a high measure.
Mr. Williamson asked the Fire Chief if he could provide the amount of time it takes him to
update his data.
Chief Parker replied stating it currently takes him about 5 minutes to complete. Mr.
Williamson stated these are high level measures.
Council Member Lynne stated this is great, and suggested an annual review to see how
each Department is functioning.
J. EXECUTIVE SESSION
J.1 18-04 City Council may convene into a closed executive session
pursuant to Section 551.072 of the Texas Government
Code to deliberate regarding:
(a) Discuss the purchase, exchange, lease, or sale of real property
located at 3062 Primrose, Farmers Branch, Texas.
This item was discussed earlier in the meeting.
K. TAKE ANY ACTION NECESSARY AS A RESULT OF THE CLOSED
EXECUTIVE SESSION
Motion made by Council Member Lynne that the City Manager be authorized to negotiate
and sign contracts and such other documents that are reasonable and necessary to sell
to the Farmers Branch Local Government Corporation for the purpose of resale to Derek
Whitener and Victor Brackwell and/or assigns, the property described as Lot 10, Block B,
of Valley View Estates #3, save and except that portion conveyed to Dallas County, more
commonly known as 3062 Primrose, for a purchase and sales price of not less than
$150,000 with the resale of said property to be subject to a restriction agreement requiring
construction of a single family residence of not less than 3,000 square feet of air
conditioned space with an assessed value of the property upon completion of construction,
inclusive of both land and improvements, to be not less than $550,000; and further
authorizing payment of a real estate commission not to exceed 3% of the sales price to a
real estate agent representing the buyer in this transaction, if any. Motion seconded by
Council Member Blackson. Motion prevailed by the following vote.
Aye: 4 - Mayor Pro Tern Norwood, Council Member
Reyes, Council Member Blackson, Council
Member Lynne
L. ADJOURNMENT
Motion made by Council Member Blackson to adjourn the meeting. Motion seconded by
Mayor Pro Tern Norwood. Motion prevailed by the following vote:
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City Council Minutes January 9,2018
Aye: 4 - Mayor Pro Tern Norwood, Council Member
Reyes, Council Member Blackson, Council
Member Lynne
The meeting adjourned at 6:40 p.m.
SIGNED:
Mayor
eis
ATTEST: ,/Alr
City Secreta(
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