City Council

Belton City Council Meeting June 27, 2017 - 5:30 P.M. The Belton City Council met in regular session in the Wright Room at the Harris Community Center with the following members present: Mayor Marion Grayson , Mayor Pro Tern Craig Pearson and Councilmembers David K. Leigh , Paul Sanderford , Dan Kirkley, and John Holmes. Councilmember Guy O'Banion was absent. Staff present included Sam Listi, John Messer, Gene Ellis, Amy Casey, Brandon Bozon , Bruce Pritchard , Ryan Brown , Bob Van Til , Angellia Points, Judy Garrett, Matt Bates, Megan Odiorne, Paul Romer, Cynthia Hernandez and Kim Kroll. The Pledge of Allegiance to the U.S. Flag was led Executive Director of the Belton Economic Development Corporation Cynthia Hernandez, the Pledge of Allegiance to the Texas Flag was led by Mayor Pro Tern Craig Pearson, and the Invocation was given by Councilmember Dan Kirkley. 1. Call to order. Mayor Marion Grayson called the meeting to order at 5:30 p.m. 2. Public Comments. a. Director of Parks and Recreation Matt Bates introduced Garrett Smith who has served on the Youth Advisory Commission, and was the Vice Chair during the past school year. Garrett was recently elected as the Governor of Texas for Boys State, and will be heading to Washington , DC , in the near future where he will campaign for national office. b. Councilmember David K. Leigh said that a Facebook page has been developed for "Belton Rocks," and he has noticed families working together to locate painted rocks placed throughout the City. He encouraged citizens to participate. 3. Consider the minutes of the June 13, 2017, City Council Meeting. Upon a motion by Councilmember David K. Leigh and a second by Councilmember John Holmes, the minutes were unanimously approved upon a vote of 6-0 . Planning and Zoning 4. Hold a public hearing and consider a replat for Burnet South Addition, Phase I, a 0.424 acre tract of land, located on the east side of South Burnet Street, generally south of Avenue A and north of Avenue C. Director of Planning Erin Smith said that th is 2-lot subdivision plat is proposed as Burnet South Addition , Phase I. The property is currently one lot, and the applicant is proposing to replat this 0.424 acre lot into two separate lots creating a "flag " lot. The applicant stated that a single family home is proposed to be moved to the second lot. Mrs. Smith added that the Public Works Department has confirmed the additional lot can be served by existing water and sewer lines. Belton City Council Meeting June 27, 2017 - Page 2 Mrs. Smith explained that according to the Subdivision Ordinance, the developer is required to contribute into escrow half the total cost of paving and curb and gutter, for the portion of South Burnet Street adjacent to this subdivision . The applicant has submitted a variance letter requesting to waive the perimeter street improvement requirements. She stated that Staff does not believe the additional single family home will generate an increase in traffic on South Burnet Street; therefore, she said that Staff recommends waiving the perimeter street requirement. Smith also stated that the Subdivision Ordinance requires parkland dedication or a fee-in-lieu. This subdivision requires parkland dedication of 0.01 acres or $200 parkland fee for the additional lot. Since this subdivision is only creating one additional lot, the applicant has agreed to pay a $200 fee-in-lieu of park dedication for use in a nearby City park. At their meeting on June 20, 2017, the Planning and Zoning Commission unanimously recommended approval of the replat with the street improvement variance, and Staff concurs in the recommendation. The Mayor opened the public hearing. Seeing none wishing to speak, she closed the public hearing. Upon a motion by Mayor Pro Tern Craig Pearson and a second by Councilmember Leigh , Item 4 was unanimously approved upon a vote of 6-0. 5. Hold a public hearing and consider a replat for Burnet South Addition, Phase II, a 0. 759 acre tract of land, located on the west side of South Burnet Street, generally south of 1st Avenue and north of Avenue B. Director of Planning Erin Smith said that this 3-lot subdivision is proposed as Burnet South Addition , Phase II. This property is currently one lot, and the applicant is proposing to replat this 0.759 acre lot into three separate lots. She explained that the property is zoned Single Family-2 with a Conservation and Revitalization Overlay. The property currently contains a mobile home. The applicant has stated that the mobile home will be moved to one of the lots, and the other two lots will be for additional development. Smith added that the Public Works Department has confirmed the additional lots can be served by existing water and sewer lines. Mrs. Smith explained that according to the Subdivision Ordinance, the developer is required to contribute into escrow half the total cost of paving and curb and gutter, for the portion of South Burnet Street adjacent to this subdivision. The applicant has submitted a variance letter requesting to waive the perimeter street improvement requirements. She stated that Staff does not believe the two additional single family homes will not generate an increase in traffic on South Burnet Street; therefore, she said that Staff recommends waiving the perimeter street requirement. Mrs. Smith also stated that the Subdivision Ordinance requires parkland dedication or a fee-in-lieu. This subdivision requires parkland dedication of 0.02 acres or $400 Belton City Council Meeting June 27, 2017 - Page 3 parkland fee for the additional lot. Since this subdivision is only creating two additional lots, the applicant has agreed to pay a $400 fee-in-lieu of park dedication for use in a nearby City park. At their meeting on June 20, 2017, the Planning and Zoning Commission unanimously recommended approval of the replat with the street improvement variance, and Staff concurs in the recommendation. The Mayor opened the public hearing. Seeing none wishing to speak, she closed the public hearing. Councilmember Leigh asked if the variance included the curb and gutter. Mrs. Smith said the applicant was asking for a variance for all street improvements. He said that he believes the City should require curb and gutter at a minimum on this replat. Mayor Pro Tern Craig Pearson asked whether additional manufactured homes would be allowed on the remaining lots. Mrs. Smith said that they would be allowed under the current zoning . Councilmember Kirkley asked if this street would look weird if it is the only street with curb and gutter in the area. Mrs. Smith said that she doesn't believe that it would look weird. Mr. Kirkley expressed concern about adding costs to affordable housing projects since Belton has very little affordable housing. Councilmember Leigh said that he looked on Google Earth at the road, and there isn't even ribbon curbing in the area. His perspective is that long-term maintenance of these roads will fall back on the City. He believes that by requiring the curb and gutter, it will help maintain the road . David Mojica of Belton Engineering, the applicant's engineer, said that curb and gutter would look weird in the area, since there is no other curb and gutter in the vicinity. He added that the applicant would be required to build half the street improvements which means the City would also be required to build the other half of the street. City Manager Sam Listi asked if a cost estimate was provided for the street improvements. Director of Public Works Angellia Points said that there was not one provided. Mayor Pro Tern Pearson asked , "When does it (existing street conditions) ever get better?" Mr. Listi responded that it won't. He added that some CDBG funding was used in years past to help rebuild some area streets, but that type of funding is getting scarce. He said that the purpose of the ordinance is to find a way to fund street improvements when density in an area is increased. Belton City Council Meeting June 27, 2017 - Page 4 Mr. Leigh said that he doesn't think it is fair to ask a developer to redo the street, but it is fair to provide an asphalt patch between the road and the curb. It will help maintain the road. He thinks it is a bad precedent to not require it on a subdivision . City Attorney John Messer said that items 4 and 5 should be handled similarly. (Item 4 was previously approved with a variance for street improvements.) Mr. Listi suggested tabling the item until a cost estimate for the street improvements is provided by the applicant and reviewed by the City Engineer. Councilmember Paul Sanderford expressed concern about requiring pieces of streets in a patchwork type of installation. He said that it provides very little, if any, longevity to the road. He doesn't believe that it provides a good return on the funds expended. Upon a motion by Councilmember Leigh and a second by Councilmember Paul Sanderford, Item 5 was tabled to the July 11, 2017, meeting upon a vote of 5-1 . Councilmember Dan Kirkley provided the dissenting vote. 6. Consider a final plat for Heart of Texas Subdivision, a 2.0 acre tract of land, located on the north side of FM 2484, west of Lark Trail and east of FM 1670, located partially in Belton's Extra Territorial Jurisdiction (ETJ). Director of Planning Erin Smith said this is a 1-lot subdivision plat, located partially in Belton's ETJ, and partially in Salado's ETJ, proposed as the Heart of Texas Subdivision. She added that the property is currently vacant, and the applicant is proposing to plat the property for a future feed store. This 2.0 acre property is currently unplatted. Bell County Health Department has stated that this lot is suitable for a septic system. Smith explained that the property is located adjacent to FM 2484, a minor arterial roadway, and 6-foot sidewalks will be required where this property is adjacent to the FM 1670 roadway. The applicant has submitted a letter variance request to the sidewalk requirements since there are no sidewalks nearby for a potential future connection, and the fact this portion of the subdivision is adjacent to FM 2484 is located in Bell County, Salado's ETJ. Bell County has stated that sidewalks are not required ; therefore, a sidewalk is not recommended in this location. Mrs. Smith added that subdivisions in the City and the City's ETJ are required to have a water distribution system including appropriate fire protection. All subdivisions are required to install fire hydrants that meet the City's fire flow requirements. She said that commercial and industrial development are required to have a minimum of an 8-inch water main with 750 gallons per minute, but sized to provide adequate domestic and industrial use flows and fire flows as determined by the City Engineer and Fire Marshal. The minimum spacing of fire hydrants is required to be 300 feet. The Fire Marshal has stated that a fire hydrant should be installed on existing 6" waterlines across FM 2484 roadway from this property. The Fire Marshal tested the closest fire hydrant located nearby at Salado High School Belton City Council Meeting June 27, 2017 - Page 5 on the same 6" waterline where the new fire hydrant will be located, and found it to meet the minimum fire flow requirements. Smith explained that the minimum water main size of 8" is not possible at this location due to existing waterlines in the area, so a variance appears to be reasonable given the fire distribution system exceeds the minimum fire flow requirements. At their meeting on June 20, 2017, the Planning and Zoning Commission unanimously recommended approval of the plat with the variance for sidewalks and waterline size, and Staff concurs in the recommendation. Mayor Grayson asked if this was a Belton fire hydrant on Salado's waterline. Mrs. Smith said it is a Belton requirement for a Salado fire hydrant. Upon a motion by Councilmember Holmes and a second by Councilmember Kirkley, Item 6 was unanimously approved upon a vote of 6-0. FY2018 Budget 7. Receive presentations from the following City departments concerning their mission, annual accomplishments and goals: A. Council and Administration B. Public Information Officer C. Finance and Legal D. Human Resources E. Information Technology City Manager Sam Listi reviewed the FY2018 Budget calendar with the Council. Department Heads presented their mission, FY2017 accomplishments, as well as FY2018 goals and priorities, for their respective departments (see Attachment "A"). A. Administration City Manager Sam Listi presented the mission, accomplishments and goals for the City Council, City Manager, Grants/Special Projects and Retail Coord inator/Tourism. Mr. Listi introduced the new Grants/Special Projects Coordinator, Bob Van Til. City Clerk Amy Casey presented the City Clerk's mission, accomplishments and goals. 8. Public Information Officer Public Information Officer Paul Romer presented the mission, accomplishments and goals for the PIO Office. Belton City Council Meeting June 27, 2017 - Page 6 C. Finance and Legal Director of Finance Brandon Bozon presented the mission, accomplishments and goals for the Finance Department, Utility Billing, Legal and Municipal Court. D. Human Resources Staff Accountant Megan Odiorne presented the Human Resources Department's mission, accomplishments and goals. E. Information Technology IT Specialist Ryan Brown presented the mission, accomplishments and goals for the IT Department. Councilmember Leigh asked if the IT Department was capturing data from the public's use of the computers at the Library. Mr. Brown responded that they are not at this time. Mayor Pro Tern Pearson and Councilmember Leigh asked several technical questions related to the City's firewall and network structure, to which Mr. Brown responded. Assistant City Manager/Chief of Police Gene Ellis commended the IT Department on their very aggressive plan for upgrading and enhancing the City's IT system . Councilmember Sanderford added that the IT Department in any organization is invaluable, and he appreciates that the City's IT Department is being supported as the budget allows, given its importance. No action was required by the Council on this item. There being no further business, the Mayor adjourned the meeting at 7:04 p.m. • Update/implement 2018-2022 Strategic Plan • Continue Capital Improvement Plan of Projects - Sparta, IH-35 Sewer, Chisholm Trail Extension • Adopt Drainage Plan, Design Standards Update • Explore funding options for Years 4 and 5 of Street Maintenance Plan • Evaluate Retail Strategy, Hotel Conference Center Study recommendations Provides professional city management by implementing City Council policy decisions through municipal departments. Sam A. Listi, City Manager Michelle Garcia, Admin. Exec. Secretary • Updated 2017-2021 Strategic Plan • Coordinated Annexation Study and Process • Managed ROW acquisition and City economic development efforts • Selected Director of Public Works Angellia Points and managed internal transitions in affected departments • Completed M LK Project Grant Administration, among others Provides professional administrative support to the City Manager and manages multiple grants/contracts with outside agencies and consultants. Former Personnel: Aaron Harris Current Personnel: Robert Van Til • Coordinated City grants from application to close-out including MLK, TDHCA, Trail Extension, others • Provided administrative support for City projects as needed • Assisted in property, easement and right-of-way transactions • Served as Co-Coordinator for United Way campaign with Director of Parks & Recreation Matt Bates • Coordinate approved grants among Funding Agency and City Finance Department • Monitor pending TxDOT TAP grant for Trail extension • Pursue CDBG grant for East Street improvements Downtown • Seek TDHCA grant for next round of housing rehabilitation • Investigate next cycle of TxP&W grant funding to implement Parks Master Plan recommendations Provides professional administrative support to the Council and City Manager. Responsible for Code of Ordinances, Resolutions, Ordinances, Proclamations, Elections, Open Records, and Records Management. City Clerk: Amy Casey • Codified approved ordinances through MuniCode (Supplement 9) • Completed two courses (completed at home assignments and passed tests) and attended four seminars toward Clerk certification • Prepared agendas and minutes for numerous meetings as of 6/27/17 including: • Regular City Council Meetings, 2 per month • Special Council Meetings & Workshops • Joint City Council/BEDC Meetings • Annual Meetings of Ethics Commission, Tl RZ, and Employee Benefits Trust • Posted all City Board Meetings • Trained and prepared for Council Election (cancelled) • Prepared petitions for potential local option election • Conducted large records destruction event • Prepare for possible November Local Option election • Prepare for Code of Ordinances - Supplement No. 10 • Continue entering digital records into Records Management System and organizing physical records (25%complete) • Complete destruction of physical records as allowed by City records and management guidelines • Continue Clerk Certification Program through the University of North Texas - Requires four courses with at home assignments and tests (75% complete) plus eight seminars (87.5%complete): Projected completion date October 2017 • Conduct May 2018 Council Election for 3 seats Promotes retail/commercial development in the City of Belton. CVB/Tourism Manager: Judy Garrett • Transitioned CVB from Chamber to City Retail Coordinator/ Tourism - City (TIRZ) and Hotel/Motel funded • Served as liaison to retail and commercial interests, with City and BEDC coordination • Coordinated initial phase of Retail Development Strategy • Coordinated Hotel/Conference Center Study • Liaison with downtown retailers, DBMA, and property owners to enhance cooperation/awareness • Encourage creation of more retail space inventory through local business/building owners • Continue to enhance project coordination internally, and with BEDC and Chamber • Implement Year 1 Retail Development Strategy and plan for Year2 • Complete Hotel/Conference Center Study and work on implementation Mission: To administer the financial affairs of the City DEPARTMENT OVERVIEW /PERSONNEL • Director of Finance: Brandon Bozon • Assistant Finance Director: Susan Allamon • Staff Accountants: Megan Odiorne, Christina Sparks • Accounting Tech: Taylor Marburger • Utility Billing Supervisor: Amanda Cox • Customer Service Representatives: Silvia Ramos, Amanda Hernandez, Nicole Evans ACCOMPLISHMENTS • Received 25th consecutive GFOA Distinguished Budget Presentation Award • Received 31st consecutive GFOA Certificate of Achievement for Excellence in Financial Reporting • Received Texas Comptroller Transparency Star for Traditional Finances • Issued Certificates of Obligation to fund key water and sewer infrastructure initiatives • Refinanced 2007 Certificates of obligation to save future interest costs • Received CGFO certification for Director of Finance and Assistant Finance Director GOAL/PRIORITIES I • Receive additional stars through the Texas Comptroller Transparency Program • Develop capital improvement program for general fund initiatives • Develop future TIRZ options and opportunities for Council consideration • Develop long term street maintenance funding options for Council consideration • Enhance customer service by offering more services through the City's website • Improve employee customer service skills with additional training and guidance Mission - Attorney: To advise the City Council in all legal matters and to ensure compliance with all City codes and ordinances Mission - Operations: To process violations of City ordinances resulting from citizen complaints, traffic citations, and misdemeanor arrests DEPARTMENT OVERVIEW /PERSONNEL • City Attorney : John Messer • Position held since 1978 • City Judge : Steve Lee • Position held since 2007 • Court Administrator : LaCretia Van de Plas • Warrant Officer : Christopher MacDonald ACCOMPLISHMENTS • Level Two Clerk Certification obtained by Court Administrator and Supervisor • Completed purge of uncollectable and aged citations • Completed audit of all OMNI holds • Began translation of court documents into Spanish GOAL/PRIORITIES • Implement electronic court calendar and publish weekly on City website • Review standing orders and publish on website • Update website to provide more information concerning citation and court processes • Add more options for citation processing online • Complete translation of court forms into Spanish to provide effective customer service for Spanish speaking residents • Add updated warrant list to website weekly  Charlotte Walker - Director -~~ Megan Odiorne - Staff Acco ;o. Benefits Consultant - Selected a new benefits coii-JllE Advisors, through an RFP process. ;o. Compensation & Classification Study • Survey - In-house survey has been con~ completion. • Job Descriptions - Working on forma The process began Oct 2016 and will be ;.. Personnel Policy Manual - Review and revise our manual. Expected completion date in the first qna.oliiior~ ;.. Employee Recognition Program - Enhance confirm to employees they are valued and reoo;Jlij achievements and hard work. ;.. E-Verify - Emoll the City verifications.  Acco 111plish111 en ts • Migrated to Microsoft Exchange 2016 • Migrated WatchGuard Video server to VM • Refreshed aging network infrastructure • Upgraded internet fiber to 2oox200 mbps • Completed Improvements to CH conference room • Replaced firewall with Sonic WALL solution • Deployed new MS Surface Pro MDT solution for PD • Consolidated City to one network domain • Installed wireless solution at Sparta Fire Station Goal and Priorities • Remodel Council Chambers to better accommodate video conferencing • Complete all IT related needs for PD remodel • Replace Library Server and Thin Client Terminals • Complete certification courses for professional growth • Continue to replace hardware in accordance with the Capital Replacement policy • Complete certification training for HP Enterprise switches and SonicWALL firewall