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2018-01-30 CC Minutes City Council Minutes January 30,2018 c`•-1 City of Farmers Branch City Council Minutes 3 p.m. Study Session FARMERS BRANCH Farmers Branch City Hall Tuesday,January 30, 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 (arrived 6 p.m.), Council Member Terry Lynne; Deputy Mayor Pro Tern Mike Bomgardner Absent: 1 - Council Member Bronson Blackson Staff: - Charles Cox, City Manager; John Land, Deputy City Manager;Amy Piukana,City Secretary;Pete Smith, City Attorney; Andreea Udrea, Planning Manager; Benjamin Williamson, Assistant to City Manager, Allison Cook, Director of Economic Development; Jeff Harting, Director of Parks and Recreation; Brian Beasley Director of Human Resources; Meredith Dowdy, Special Projects Manager Parks and Recreation; Police Chief David Hale, Deputy Police Chief Jay Siegel; Fire Chief Steve Parker A. CALL TO ORDER Mayor Dye called the meeting to order at 3:00 p.m. A.1 TMP 2543 Receive a Financial and Strategic Plan Update on the Parks and Recreation Department. City Manager Charles Cox stated the purpose of today, is to allow the City Council to have more budget discussions. He explained some Council Members wanted a more detailed discussion, and some requested high level budget discussions. He noted today's discussion will be a blend of both. Mr. Cox stated today will cover a review of the Parks and Recreation Department. He stated we need to determine service verses amenities. He explained in the private sector, non-profits sometimes form an audit committee to review budgets and audit the data. He explained if Council prefers, this committee could be created to review numbers, as an alternative option. 1 City Council Minutes January 30,2018 Director of Finance Sherrelle Evans-Jones introduced Director of Parks and Recreation Jeff Harting who provided a brief history of Farmers Branch philosophy. He noted Farmers Branch is unique, it's considered a City in a Park, with different street lights compared to other cities, and unique programs that may not be comparable to other cities. He stated we do things on a larger scale than most cities do. He provided an example of the Summer Funshine program for our youth. He reviewed the organizational staffing chart. He noted we are bringing a new position called Assistant Director, Mr. Harting introduced Director of Human Resources Brian Beasley who briefed City Council regarding staffing comparatives. He reviewed other local city staffing comparisons noting we have 97 full time employees in the Parks Department. Mr. Beasley explained our Parks employees do not just mow, but provide also provide planting services. Deputy Mayor Pro Tern Bomgardner requested adding total acreage into the statistics. Council Member Lynne asked if we are adjusting plant materials in median areas for safety. Mr. Harting stated we have replaced some plantings with bricks to add safety. Council Member Reyes asked Council Member Lynne if he prefers zero landscaping. Council Member Lynne stated we need to consider safety, and suggested utilizing plant types that require reduced water and maintenance. Mr. Beasley stated we train on this, and deliver these services now. Mr. Beasley reviewed the General Fund numbers noting Farmers Branch is at$59,809.35, which is 18.9% of the General Fund Budget. Deputy Mayor Pro Tern Bomgardner stated he has a handout and noted Carrollton's numbers include the Library. Ms. Evans Jones stated our numbers include the Library, also. Assistant to City Manager Ben Williamson reviewed the strategic initiatives. Ms. Evans Jones reviewed the key challenges with budget drivers. She stated large things that can cause budgets to adjust are facilities. She explained the Senior Center, Recreation Center and Parks Equipment are some of these examples. Mr. Harting reviewed resources, stating we currently outsource some of the Parks and Recreation Department such as ground maintenance, tree trimming, Historical Park and Liberty Plaza ground maintenance, park electrical repairs, and the concession stand at the frog pond. Mayor Pro Tem Norwood asked if we receive a portion of revenue from the concession stand. Mr. Harting replied stating we receive $50 a day from the concession stand. Mr. Harting reviewed Recreation Center fees, and Senior Center fees, noting currently, we do not charge residents or non-residents a fee to use the Senior Center. 2 City Council Minutes January 30,2018 Council Member Lynne asked if we have conducted a poll on fees to see what affects they might have on attendance. Mr. Harting replied stating a poll has not yet been taken. Council Member Reyes asked if we have allowed alcohol at evening events such as wine tasting. Mr. Harting stated we could look at allowing alcohol in Parks, but currently alcohol is not allowed at the Senior Center or City buildings. The City Council agreed to review the current ordinance that allows alcohol sales in Parks noting it may need to be amended to include the Senior Center. Council Member Reyes stated she does not support increasing fees to senior residents. Deputy Mayor Pro Tern Bomgardner stated through fees, you generate revenue. Council Member Lynne stated he supports a non-resident fee for the Senior Center. He is also willing to consider a monthly fee. He suggested renaming the Senior Center to the Adult Activity Center to help market the facility, and allow alcohol sales to create an opportunity for future revenue. Mr. Cox stated he has heard the needs of meeting space throughout the city. He states we have reviewed, inventoried our meeting spaces, and plan to add rentals of city facilities. He further stated of all spaces, the Senior Center has age restrictions for use of the building. He stated we need direction on any changes to allowing the space to be leased. Council Member Reyes suggested tasking the Senior Advisory Board to review these possibilities and provide a report of recommendations to the Council. Mayor Pro Tern Norwood stated he supports a non-resident fee, but does not support charging residents a fee. Deputy Mayor Pro Tem Bomgardner passed out his research information (cost sheet), indicating the City has had significant increases in costs to run facilities. He expressed concerns, asking if we have the right number to run the budget. He stated we need to control cost and manage the budget better. He suggested fixing the cost and having a cap. Ms. Evans-Jones replied explaining each city presents data differently, therefore; it's difficult to measure and compare. She stated the City has experienced increases due to facility costs. Mayor Pro Tern Norwood suggested showing operation and maintenance line items separately in order to track. Mr. Cox explained in 2013, a company came in and did a thirty year maintenance plan for facility costs. He stated the City allocates these costs to each facility, noting allocations may happen that year or may have future expenditures. Director of Facilities Kevin Muenchow explained money globally is stabilized, noting ebb and flows occur year to year. He stated the internal service funds were allocated somewhere else prior to this year. He stated we currently have a centralized facilities plan. 3 City Council Minutes January 30,2018 Council Member Lynne asked if you have a surplus, what happens to the funds. Mr. Muenchow replied stating it the surplus is allocated back into the budget, if it isn't used. Mr. Harting explained direct costs include staff and supplies. He further stated fees charged for the program cover the direct cost and supplies. Ms. Evans-Jones stated with cost recovery, you want to recover expenses. She states we are at 30% of recovery of costs. She stated each facility will be different, but the average is about 30% recovery average. She stated this could be the ceiling. Mayor Pro Tem Norwood stated we need to review the entire city and figure essential service, non-essential service and amenities. He further stated it appears we spend approximately 40% on amenities, and 60% on necessities. He stated he cannot agree to a specific number until he sees the entire plan. Deputy Mayor Pro Tem Bomgardner stated we need to manage growth. Mr. Cox stated the goal is to minimize net loss. Council Member Lynne suggested implementing a fee schedule for non-residents to utilize the Senior Center. Mr. Harting explained we are looking at charging for events, noting we have started this with Independence Day, and may charge for the Blue Grass event. Ms. Evans Jones stated we have many financial considerations to review. Council Member Reyes urged everyone to remain cautious when implementing costs. Ms. Evans Jones stated more meetings will be scheduled, to discuss these issues further. The City Council discussed an audit committee to review the budget. Mr. Harting stated we are one of the last cities to produce revenue. He further stated in the past, this has been City Council's philosophy. He stated once we set a specific target, we will meet the target. Deputy Mayor Pro Tem Bomgardner asked for the number of total acreage we have for parks. Mr. Cox stated our medians have vegetation, he stated we can amend park maintenance and contract out to save money, it all depends on service verses amenity. Ms. Evans-Jones explained this discussion only covers 36% of our total budget. She asked if expense containment is the direction. Council Member Reyes asked that the Senior Advisory Board be tasked with reviewing the possibility of renaming the Senior Center, the possibility of alcohol sales within the building, and reviewing a policy on facility rental to other age groups. Mayor Pro Tem Norwood asked that the Council receive an update as soon as possible, in order to review the base line numbers and come to an agreement. He further stated operations need to be reviewed, and amenities need to be prioritized. 4 City Council Minutes January 30,2018 Ms. Evans Jones explained we would have a strategic plan event in February. Mr. Beasley stated ten years ago we were at 539 full time employees. Currently, we have 100 less employees from ten years ago, and do more with less. Mr. Cox asked each Council Member to send him their service amenity list, so he can gather the data and distribute. Mr. Harting stated he will add these agenda topics this to the February 8, 2018 Senior Advisory Board meeting. Mr. Cox stated he will review the City of Carrollton numbers to investigate the cost, and level of service. Mayor Pro Tem Norwood asked that he be allowed to present his ideas for non-resident Library fees at the February 6, 2018 City Council meeting. B. ADJOURNMENT Motion made by Mayor Pro Tern Norwood to adjourn the meeting. Motion seconded by Council Member Reyes. Motion prevailed by the following vote: Aye: 4 - Mayor Pro Tern Norwood, Deputy Mayor Pro Tern Bomgardner, Council Member Reyes, Council Member Lynne The meeting adjourned at 5:27 p.m. _- SIGNED: May. ATTEST: ;�//.� __ City Secret: 5