City Council Special Meeting

October 16, 2012 The Bastrop City Council met in Special Workshop Meeting on Tuesday, October 16, 2012 at 6:15 p.m. at the Bastrop City Hall Council Chambers, 1311 Chestnut Street, Bastrop, Texas. Members present were Mayor Terry Orr and Council Members Joe Beal, Willie DeLaRosa, Ken Kesselus and Dock Jackson. A. CALL TO ORDER At 6:15 p.m., Mayor Terry Orr called the meeting to order with all members present, with the exception of Kay Garcia McAnally who was absent. B. WORKSHOP SESSION – THE BASTROP CITY COUNCIL WILL CONVENE INTO A WORKSHOP SESSION TO DISCUSS: 1. DEVELOP A REASONABLE, PRACTICAL, LONG-TERM WATER PLAN FOR THE CITY OF BASTROP. 2. STREET REBUILDING. 3. DEVELOP A NEW COMPREHENSIVE PLAN FOR THE CITY OF BASTROP. 4. HOW DO WE GET INPUT FROM THE CITIZENS OF BASTROP AND THOSE THAT INTERFACE WITH OUR STAFF (DEVELOPERS AND BUSINESS OWNERS) AS TO WHAT THEY WANT OR NEED FROM THE CITY AND AS TO HOW THE CITY IS SERVING THEM? 5. CITY MANAGER BUDGET NEEDS (INCLUDES RETIREMENT/HEALTHCARE BENEFITS POLICIES). 6. DEVELOP/REVIEW INCENTIVE PLAN TO ATTRACT BUSINESSES TO CITY ON CONTINUAL BASIS. 7. CITY MANAGER EVALUATION PROCESS AND GOAL SETTING. 8. CITY SIGNAGE FOR CARTS & OTHER INFORMATION SIGNS. At 6:16 p.m., Mayor Orr convened the Bastrop City Council into a workshop session to discuss: Mayor Orr stated these quarterly workshops will provide an opportunity for Council Members to provide subjects they think the Council needs to consider for the future. Mayor Orr stated part of this is follow-up on subjects previously discussed and the City Manager will give the Council update on those subjects. Mayor Orr stated the new subjects discussed will provide direction to the City Manager on where the Council needs to be putting the City’s resources. 1. Develop a reasonable, practical, long-term water plan for the City of Bastrop. City Manager, Mike Talbot stated the Council has approved K. Friese & Associates to do a long- term water study. Mr. Talbot stated this study will be looking at how big the City will be in 20- 25 years and also looking at the City’s CCN area. Joe Beal stated the scope of the long-term water study is to look at a 30 year time horizon, knowing that the current water supply will not be adequate in 30 years, but will probably be good for 5-7 years. Mr. Beal stated normally a City knows what its water supply will be for 30-50 years. Mr. Beal stated the study will define how much water is needed, how much do we have, what are the methods of defining the needs of water and what will that cost. Discussion was held among Council and Mr. Talbot. Mayor Orr stated it was the Council consensus that the City Manager carry on with the process that the City has been following regarding water resources. 2. Street rebuilding. Mayor Orr stated he had asked Council Member DeLaRosa to work with the City Manager on identifying streets by name that require repair or rebuilding in the next 2-5 years. Willie DeLaRosa stated he had discussed streets with the City Manager. Mr. DeLaRosa stated if the Council is thinking about having some type of bond election he would like to sit down with the City Manager after the first of the year and identify the streets that would require repair or rebuilding in the next 2-5 years. City Manager, Mike Talbot stated staff is committed by March 31, 2013 to have a 5-year plan to Council on streets. Discussion was held among Council and Mr. Talbot regarding street repair and reconstruction. Ken Kesselus asked if the City receives any kind of money or in-kind from Precinct #1 County Commissioner in exchange for the road tax citizens pay to Bastrop County. Mr. Kesselus stated he understood that other precincts in the County did provide money or in-kind to the Cities in their respective precincts. Mr. Talbot stated the City does not receive any money or in-kind from Precinct #1 County Commissioner for road repair or construction. Willie DeLaRosa stated in the last four year the City has not received anything from Precinct #1. Mr. DeLaRosa stated citizens in town should be upset that they are paying road tax and not getting anything for it. Mayor Orr stated he will be happy to check into this and he will take his direction from the City Manager on how best to handle this. Dock Jackson stated it is time to bring some equity to the table. 3. Develop a new Comprehensive Plan for the City of Bastrop. City Manager, Mike Talbot stated a new Comprehensive Plan was put in the first run-through of the budget, but due to budget limitations the Council was not able to fund that. Mr. Talbot stated it is going to take an outside consultant. Mr. Talbot stated the City is closing out the financials for Fiscal Year 2011-2012 and after the audit is complete there may be more money in the fund balance than originally estimated. Discussion was held among Council and Mr. Talbot. It was the consensus of Council that a new Comprehensive Plan be developed with the possibility of ½ of the funding for it being provided in the Fiscal Year 2012-2013 Budget and the remaining ½ being funded in the Fiscal Year 2013-2014 Budget. 4. How do we get input from the citizens of Bastrop and those that interface with our staff (developers and business owners) as to what they want or need from the City and as to how the City is serving them? Joe Beal stated the concept for this item is to try and make sure that we as the City Council that governs the City try and figure out what the citizens want us to be doing for them. Mr. Beal asked if there was a process other cities use to reach out to get input from their citizens. Discussion was held among Council and Mr. Talbot. It was the consensus of Council that Mr. Beal work with the City Manager on a five (5) question survey to be included quarterly in the utility bills to request citizen input. Mayor Orr stated the Council will try this for a six (6) month trial period. 5. City Manager budget needs (includes retirement/healthcare benefits policies). Mayor Orr stated the Auditor had told the Council that they needed to be looking at the future impact of the City’s retirement plan. City Manager, Mike Talbot stated he is currently working on a complete personnel analysis which includes compensation, market position career paths, funded liabilities and benchmarks. Mr. Talbot stated the projected delivery date is after the first of the year. Mr. Talbot stated this will also address items received from staff. Mayor Orr addressed City staff who were present at the meeting and encouraged them to talk to the City Manager if they have ideas and initiatives. 6. Develop/review incentive plan to attract businesses to City on continual basis. City Manager, Mike Talbot stated the Council did support the Bastrop Economic Development Corporation (BEDC) in going forth with the Strategic Plan. Mr. Talbot stated the Plan will be finalized shortly. BEDC Director, Dave Quinn stated the survey which had been conducted by BEDC had been very informative and gave an insight to concerns and issues confronting the City. Mr. Quinn stated education ranked in the top three for community and businesses. Mr. Quinn stated the City will be working with Bastrop Independent School District on improving those relationships. Mr. Quinn stated the Final Strategic Plan should be presented to the Strategic Plan Committee on the 31st. Brief discussion was held among Council, Mr. Talbot and Mr. Quinn. 7. City Manager evaluation process and goal setting. City Manager, Mike Talbot stated per Council’s direction from the October 9, 2012 Council Meeting he had put together a “City of Bastrop Policies and Procedures – City Manager’s Annual Performance Review by the City Council”. Mr. Talbot distributed copies of the Policies and Procedures and reviewed them with the Council. Discussion was held among Council and Mr. Talbot. Mayor Orr instructed the Council to review the Policies & Procedures – City Manager’s Annual Performance Review by the City Council and if they have comments regarding it to get them to the City Manager by November 15, 2012. 8. City signage for CARTS & other information signs. Mayor Orr stated he had asked Council Member Dock Jackson to talk to the Capital Area Rural Transportation System (CARTS) regarding signage in the City and routes. Dock Jackson stated he had talked to Dave Marsh, Executive Director of CARTS and Mr. Marsh informed him that he has already been talking to Mr. Talbot about this. Mr. Jackson stated Mr. Marsh has a meeting scheduled for October 23, 2012 with Mr. Talbot and Ms. Melissa McCollum, the City’s Planning and Development Director. Mr. Jackson stated he thinks what Mr. Marsh will be bringing to the City is new signage for CARTS and possible expansion of routes. C. THE BASTROP CITY COUNCIL WILL ADJOURN WORKSHOP SESION AND RECONVENE INTO SPECIAL SESSION TO TAKE ANY NECESSARY ACTION(S). At 8:00 p.m., Mayor Orr reconvened the Bastrop City Council into Special Session to take any necessary action(s). No action was taken. D. THE BASTROP CITY COUNCIL WILL MEET IN A CLOSED/EXECUTIVE SESSION PURSUANT TO THE TEXAS GOVERNMENT CODE, CHAPTER 551 TO DISCUSS THE FOLLOWING: 1. SECTION 551.072 – DELIBERATION REGARDING REAL PROERPTY: REGARDING THE PURCHASE, EXCHANGE, LEASE, OR VALUE OF REAL  PROPERTY. 2. SECTION 551.087 – DELIBERATION REGARDING ECONOMIC DEVELOPMENT NEGOTIATIONS. At 8:01 p.m., Mayor Orr convened the Bastrop City Council into a closed/executive session pursuant to the Texas Government Code, Chapter 551 to discuss the following: 1. Section 551.072 – Deliberation Regarding Real Property: Regarding the purchase, exchange, lease, or value of real property. 2. Section 551.087 – Deliberation Regarding Economic Development Negotiations. E. THE BASTROP CITY COUNCIL WILL RECONVENE INTO SPECIAL SESSION TO DISCUSS, CONSIDER AND/OR TAKE ANY ACTIONS NECESSARY RELATED TO THE EXECUTIVE SESSION NOTED HEREIN. At 9:31 p.m., Mayor Orr reconvened the Bastrop City Council into Special Session to discuss, consider and/or take any action necessary related to the executive session noted herein. No action was taken. F. ADJOURN. At 9:22 p.m., Willie DeLaRosa moved to adjourn. Motion was seconded by Dock Jackson and carried unanimously. APPROVED: ATTEST: _________________________ ___________________________ Terry Orr, Mayor Teresa Valdez, City Secretary