Agenda City of Hudson Oaks 210 North Lakeshore Drive Hudson Oaks, Texas 76087 Regular City Council Meeting Thursday April 23, 2015 CITY COUNCIL SESSION 7:00 P.M. Call to order PLEDGES OF ALLEGIANCE 1. I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one Nation, under God, indivisible, with liberty and justice for all. 2. Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible. PROCLAMATIONS 1. National Public Works Week 2. National Police Week 3. National Public Service Recognition Week A. CITIZEN COMMENTS AND ANNOUNCEMENTS Citizens who have signed a form to speak to the City Council will be heard at this time. In compliance with the Texas Open Meetings Act, unless the subject matter of the presentation is on the agenda, the city staff and City Council members are prevented from discussing the subject and may respond only with statements of factual information or existing city policy. B. ITEMS OF COMMUNITY INTEREST Items of community interest include expressions of thanks, congratulations, or condolence; information regarding holiday schedules; honorary recognitions of city officials, employees or citizens; reminders about upcoming events sponsored by the city or other entity that is scheduled to be attended by a city official or employee; and announcements involving imminent threats to the public health and safety. C. CONSENT AGENDA City Council Meeting Agenda for April 23, 2015 Page 1 of 3 1. Consideration of the regular City Council meeting minutes for March 26, 2015 2. Consideration of Minute-Order 2015-11, excusing Mayor Pat Deen and Council Member Marty Schrantz from the March 26, 2015 regular City Council meeting 3. Consideration of Minute Order 2015-12, calling a special meeting on May 14, 2015 to canvass the May 2015 General Election results 4. Consideration of Minute Order 2015-13, requesting an Interlocal Agreement with Parker County D. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Consideration of Minute Order 2015-13, approving a preliminary budget for a Fall 2015 special event E. STAFF/COUNCIL REPORTS 1. Police Department monthly activity report 2. Financial Dashboard F. FUTURE AGENDA ITEMS In compliance with the Texas Open Meetings Act, Council Members may request that matters of public concern be placed on a future agenda. Council Members may not discuss non-agenda items among themselves. In compliance with the Texas Open Meetings Act, city staff members may respond to questions from Council members only with statements of factual information or existing city policy. G. EXECUTIVE SESSION Pursuant to Chapter 551, Texas Government Code, the Council reserves the right to convene in Executive Session(s), from time to time as deemed necessary during this meeting to receive legal advice from its attorney on any posted agenda item as permitted by law, or to discuss the following: 1. Pending or contemplated litigation or to seek the advice of the City Attorney pursuant to Section 551.071 2. Discussion regarding possible purchase, exchange, lease, or value of real property pursuant to Section 551.072 a. Public Safety Building b. Water Tower Lease City Council Meeting Agenda for April 23, 2015 Page 2 of 3 3. Deliberation regarding gifts or donations to the City pursuant to Section 551.073 4. Personnel matters pursuant to Section 551.074 (to deliberate the appointment, employment, evaluation, reassignment or duties, discipline or dismissal of a public officer or employee) a. City Administrator’s goal analysis 5. Deliberation regarding security pursuant to Section 551.076 6. Deliberation regarding Section 551.087 economic development negotiations pursuant to a. Cinema Drive & IH 20 H. DISCUSSION/ACTION ON ITEMS DISCUSSED IN EXECUTIVE SESSION I. ADJOURNMENT I, Shelley Major, hereby certify that notice of the above meeting was posted on the front door of the City Hall of the City of Hudson Oaks, a place readily accessible to the public at all times, on the 17th day of April, 2015 at 5:00 p.m., and it remained continuously posted for at least seventy-two (72) hours immediately preceding said meeting, and that said meeting and that said notice was posted in accordance with Chapter 551 of the Texas Government Code. This facility is wheelchair accessible and accessible parking spaces are available, requests for accommodations or interpretive services must be made forty-eight (48) hours prior to this meeting, please contact the city secretary at 682-229-2411 or email shelley.major@hudsonoaks.com for more information. The city attorney reserves the right to take agenda item(s) into executive session. Shelley Major City Secretary City Council Meeting Agenda for April 23, 2015 Page 3 of 3 City Council Meeting Staff Agenda Report Consideration of the regular City Council meeting minutes of March 26, 2015 Meeting date: April 23, 2015 Agenda Item #: C1 Action being considered: Approval of Minutes Staff Recommendation: Review and approve the minutes of the March 26, 2015, regular City Council meeting. Prior Board or Council Action: Council has not previously acted on this item. Background Information/Analysis: The regular meeting was held at 7:00 p.m. on Thursday, March 26, 2015, at Hudson Oaks City Hall. Financial Considerations: None Attachments: • DRAFT Minutes of the March 26, 2015 regular meeting Staff Contact: Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com Shelley Major, city secretary 682-229-2411 shelley.major@hudsonoaks.com 1 MINUTES CITY COUNCIL REGULAR MEETING THURSDAY, MARCH 26, 2015 STATE OF TEXAS COUNTY OF PARKER § § § MEMBERS PRESENT: Mayor Pro-Tem Tom Fitzpatrick Council Member Brian Lixey Council Member Tom Marquardt Council Member Marc Povero MEMBERS ABSENT: Mayor Pat Deen Council Member Marty Schrantz STAFF PRESENT: Chad Janicek, Assistant City Administrator Shelley Major, City Secretary Rick Reese, Sargent, Police Department Rob Allibon, City Attorney Pat English, Fire Chief, ESD No. 3 CALL TO ORDER With a quorum present, the Regular Meeting of the City Council was called to order by Mayor ProTem Tom Fitzpatrick at 7:01 p.m. on Thursday, March 26, 2015 in the Council Chamber, Hudson Oaks City Hall, 210 North Lakeshore Drive, Hudson Oaks, Texas, 76087. A. CITIZEN COMMENTS AND ANNOUNCEMENTS No citizen comments. B. ITEMS OF COMMUNITY INTEREST No comments. C. CONSENT AGENDA 1. Consideration of the regular City Council meeting minutes for February 26, 2015. 2. Consideration of Minute Order 2015-05, excusing Council Members Tom Marquardt and Marc Povero from the February 26, 2015, regular City Council meeting. 3. Consideration of Minute Order2015-06, accepting the Certification of the City Secretary certifying unopposed candidates for the cancellation of the May 9, 2015 General Election regarding elected officials. 4. Consideration of Ordinance 2015-07, cancelling the May 9, 2015 General Election regarding elected officials. 5. Consideration of Minute Order 2015-07, authorizing the Mayor to execute the Order of Cancellation of the May 9, 2015 General Election regarding elected officials. 6. Consideration of Minute Order 2015-08, providing a variance for the installation of OSSF septic systems at 103 Joe Dan Court, 431 Addison Drive and 151 Addison Drive, Hudson Oaks, Texas. 7. Consideration of Minute Order 2015-09, authorizing the acquisition of right-of-way, known as Parcel 3, related to the US180/Lakeshore Bridge Project. ACTION: Motion made by Council Member Lixey and seconded by Council Member Povero to approve the consent agenda items, with the amendment to Item C2 to change Council Member Marquardt’s reason for absence from work related to emergency family illness. The motion passed unanimously (4-0). D. PUBLIC HEARING AND RELATED ITEMS 1. Public Hearing and discussion/action on Ordinance 2015-07, on approval to create a Zoning Overlay District being 9.361 acres of land in the Oakridge Addition, Lots 6-9, Block 7, and Lot 1, Block 6, Hudson Oaks, Parker County, Texas. Public hearing opened at 7:08 p.m. No comment. Public hearing closed at 7:08 p.m. ACTION: Motion made by Council Member Lixey and seconded by Council Member Marquardt to approve Ordinance 2015-07. The motion passed unanimously (4-0). E. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Consideration of Minute Order 2015-10, authorizing the Mayor to execute an agreement for engineering services for the PD-OC Overlay District public improvements. ACTION: Motion made by Council Member Povero and seconded by Council Member Lixey to approve Minute Order 2015-10, to include the maximium contract amount of $164,440.00. The motion passed unanimously (4-0). F. STAFF/COUNCIL REPORTS 1. Police Department monthly activity report was presented by Police Chief Brandon Mayberry. 2. Financial Dashboard monthly report, Assistant City Administrator Chad Janicek was present for questions regarding this item. 3. Emergency Services District No. 3 update report was presented by Fire Chief Pat English. City Council Regular Meeting Page 2 of 3 G. FUTURE AGENDA ITEMS No items requested. Executive session convened at 7:54 p.m. H. EXECUTIVE SESSION Pursuant to Chapter 551, Texas Government Code, the Council reserves the right to convene in Executive Session(s), from time to time as deemed necessary during this meeting to receive legal advice from its attorney on any posted agenda item as permitted by law, or to discuss the following: 1. Pending or contemplated litigation or to seek the advice of the City Attorney pursuant to Section 551.071 a. Annexation 2. Discussion regarding possible purchase, exchange, lease, or value of real property pursuant to Section 551.072 b. Water tower lease 3. Deliberation regarding gifts or donations to the City pursuant to Section 551.073 4. Personnel matters pursuant to Section 551.074 (to deliberate the appointment, employment, evaluation, reassignment or duties, discipline or dismissal of a public officer or employee) 5. Deliberation regarding security pursuant to Section 551.076 6. Deliberation regarding economic development negotiations pursuant to Section 551.087 Regular Session reconvened at 8:40 p.m. I. DISCUSSION/ACTION ON ITEMS DISCUSSED IN EXECUTIVE SESSION No action taken. J. ADJOURNMENT There being no further business, Mayor Pro-Tem Fitzpatrick adjourned the Regular Meeting of the City Council at 8:40 p.m., on Thursday, March 26, 2015. ____________________________ Tom Fitzpatrick, Mayor Pro-Tem ATTEST: _______________________ Shelley Major, City Secretary City Council Regular Meeting Page 3 of 3 City Council Meeting Staff Agenda Report Minute Order 2015-11, excusing Mayor Pat Deen and Council Member Marty Schrantz from the March 26, 2015, regular City Council meeting Meeting date: April 23, 2015 Agenda Item #: C2 Action being considered: Adoption of Minute Order 2015-11 Staff Recommendation: Adopt Minute Order 2015-11, excusing Council Member absences from the March 26, 2015, regular Council Meeting. Prior Board or Council Action: Mayor Pat Deen was absent from the March 26, 2015 regular meeting, due to work related obligations. Council Member Marty Schrantz was absent from the March 26, 2015 regular meeting, due to work related obligations. Per Texas Local Government Code, the City Council must take action considering formally excusing absences from meetings for any reason other than a council member’s illness. Financial Considerations: None Attachments: None Staff Contact: Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com Shelley Major, city secretary 682-229-2411 shelley.major@hudsonoaks.com 1 City Council Meeting Staff Agenda Report Consideration of Minute Order 2015-12, calling a special meeting on May 14, 2015 to canvass the May 2015 General Election results Meeting date: April 23, 2015 Agenda Item #: C3 Action being considered: Adoption of Minute Order 2015-12 Staff Recommendation: Approve Minute Order 2015-12, to schedule a special Meeting of the Hudson Oaks City Council. Prior Board or Council Action: Council has not previously acted on this item. Background Information/Analysis: In order to canvass election results in a timely manner, and in accordance with the time frame set by Texas Municipal Election Law, a special meeting must be called. Staff recommends scheduling the meeting on Thursday, May 14, 2015 at 7:30 a.m. Two Council Members must be present to make quorum for a canvass meeting. Financial Considerations: None Attachments: None Staff Contact: Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com Shelley Major, city secretary 682-229-2411 shelley.major@hudsonoaks.com 1 City Council Meeting Staff Agenda Report Consideration of Minute Order 2015-13, requesting an Interlocal Agreement with Parker County Meeting date: April 23, 2015 Agenda Item #: C4 Action being considered: Adoption of Minute Order 2015-03 Staff Recommendation: Adopt Minute Order 2015-03, requesting an Interlocal Agreement with Parker County. Prior Board or Council Action: No prior action on this item. Background Information/Analysis: The City of Hudson Oaks, Parker County, and the City of Weatherford are coordinating on a capital project that will provide significant transportation enhancements related to the IH20/Centerpoint interchange. The City is providing $2 million in local contributions and $7.9 million in a pass-through agreement to this project. Hudson Oaks benefits from this project in the form of a new Texas Turnaround and interchange at Centerpoint in preparation for the future eastern loop project, and new frontage roads on the south side of IH20. The initial design for the frontage road called for moving the existing off-ramp west approximately 1.5 miles and replacing it with an on-ramp near the Lakeshore Bridge. Preliminary traffic studies determined that this new alignment was sufficient. In the intervening time, significant changes in the Hudson Oaks market have occurred. The impending arrival of HEB and Freedom PowerSports has sparked development interest along the new frontage roads, including at the Lakeshore Drive intersection. This includes approximately 300 acres at the western edge of the city, as well as 20 acres at Lakeshore Drive. The immediate potential for this development was not considered in the original traffic studies. Staff’s contention, which is bolstered by discussions with the development community, is that that this alignment will be insufficient for the future traffic flow when these developments are considered. As such, Staff has requested a realignment of the on- and off-ramps as shown in the attachment. The realignment would provide an off-ramp just east of the Centerpoint bridge, an on-ramp across from Oakridge Drive (which would serve a future Oakridge flyover), and a reconstructed off-ramp near the existing off-ramp for Lakeshore Drive. This realignment of the on- and off-ramps would reduce thru-traffic loads at the IH20/Lakeshore Drive intersection and provide localized access for both development corridors. Freese and Nichols (FNI), the engineers on the project, have discussed this change with TxDOT, and TxDOT is amenable to the change. 1 City Council Meeting Staff Agenda Report To incorporate this change into the project, additional engineering work has to be performed. The estimate for this work is approximately $75,000. With this change, the development potential along this corridor will be substantially increased. It will provide additional sales tax revenue for the City and Parker County and new taxable property for the County. This Minute Order will serve as a formal request to the Parker County Commissioner’s Court to enter into an Interlocal Agreement with the City to share the costs associated with the additional engineering work that will be required. The City is requesting that Parker County amend its contract with FNI to include these elements and share the costs under a 50/50 split. Parker County would fund the additional work directly within its contract with FNI, and the City’s match would be reimbursed to the County during the fiscal year beginning October 1, 2015. If approved, the request for an ILA will be submitted to the Parker County Commissioner’s Court. It will also give the City Administrator approval to enter into the ILA if and when it is approved by Parker County. Financial Considerations: Entering into an ILA based on the terms requested would result in an expense of $37,500 in the FY16 budget, which will be included in the budget proposal submitted this summer. Attachments: Centerpoint Schematic Staff Contact: Chad Janicek, assistant city administrator 682-229-2407 chad.janicek@hudsonoaks.com Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com 2 Attachment Proposed Centerpoint Bridge & IH20 Frontage Road Schematic City Council Meeting Staff Agenda Report Consideration of Minute Order 2015-13, approving a preliminary budget for a Fall 2015 special event Meeting date: April 23, 2015 Agenda Item #: D1 Action being considered: Adoption of Minute Order 2015-13 Staff Recommendation: Approval of a preliminary budget to establish a special event in the Fall of 2015. Prior Board or Council Action: The 2014 Strategic Plan directly establishes the need to “partner with the City’s existing businesses to further the Hudson Oaks brand and image”. Background Information/Analysis: City staff has been working directly with Hudson Oaks businesses to establish a second marquee event. The event would be held on November 7, 2015 and celebrate the local food and beverage industry in Hudson Oaks. The event will focus on wine, craft beer, and food from local Hudson Oaks restaurants and their vendor contacts. Unlike Boomin’ 4th, the event will be ticketed and attendance will be capped at 2,500. Staff will review the event details and cost estimate at the April 23, 2015 Council Meeting. Financial Considerations: The event will require upfront cost for equipment rental, live entertainment, and staffing. Attachments: Staff Contact: Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com Shelley Major, city secretary 682-229-2411 shelley.major@hudsonoaks.com 1 City Council Meeting Staff Agenda Report Police Department monthly report Meeting date: April 23 , 2015 Agenda Item #: E1 Action being considered: None Staff Recommendation: None Prior Board or Council Action: None Background Information/Analysis: Chief of Police Brandon Mayberry and/or his designee will discuss with Council the statistical data attached below regarding calls for service, incidents for response, patrol, and staff training. The Hudson Oaks Police Department will again be participating in Click it or Ticket during the month of May. This year departments that participate in the event will be entered into three drawings to win a $3,000 traffic safety grant. During the next several months over the spring and summer patrol will be focused on several different traffic enforcement assignments that will hopefully effect the number of rising traffic accidents. Financial Considerations: None Attachments: • Monthly Activity Report for March 2015 • Monthly Animal Control Report for March 2015 Staff Contact: Brandon Mayberry, chief of police 682-229-2421 brandon.mayberry@Hudsonoaks.com Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com 1 City Council Meeting Staff Agenda Report 2 City Council Meeting Staff Agenda Report 3 City Council Meeting Staff Agenda Report 4 City Council Meeting Staff Agenda Report Staff report on the City’s Financial Dashboard Meeting date: April 23, 2015 Agenda Item #: E2 Action being considered: None Staff Recommendation: None Prior Board or Council Action: The financial dashboard is presented to the City Council on a monthly basis. Background Information/Analysis: The reported dashboard is for the period ending March 31, 2015. The financial dashboard includes: • • • • Summary of general revenue and expenditures; Summary of water and wastewater use and revenues; Summary of investment activities; Summary of revenue and expenses for the Dyegard water system and Deer Creek investment revenue. Due to the ongoing installation of automated meters, data on water loss are not sufficiently accurate to include in this report. This information will be shown again once the installation process has been completed. Expenses related to economic development agreements are not included in the dashboard at this time. Financial Considerations: None Staff Contact: Chad Janicek, assistant city administrator 682-229-2407 chad.janicek@hudsonoaks.com Patrick Lawler, city administrator 682-229-2408 patrick.lawler@hudsonoaks.com 1 City of Hudson Oaks FY15 Dashboard Financial Overview: General Fund Period Ending: March 31, 2015 Revenue Summary Key Revenue Sources Past 12 Months Administration Municipal Court Parks & Recreation Planning & Development Public Safety Total Revenue Budget YTD $ 1,872,451 $ 990,758 107,250 39,783 176,500 211,334 33,799 18,792 2,190,000 1,260,666 % of budget 53% 37% 0% 120% 56% 58% Expenditure Summary Past 12 Months Administration Mayor & Council Municipal Court Parks & Recreation Public Safety Public Works Total Expenditures $ Budget YTD 603,837 $ 459,683 4,500 2,533 56,447 22,770 46,783 22,823 998,281 467,414 444,152 86,089 2,154,000 1,061,312 % of budget 76% 56% 40% 49% 47% 19% 49% Local Sales & Use Tax Franchise Fees Court Fines & Fees Licenses & Permits Moving Average Comparisons 12 Month Moving Average Local Sales & Use Tax Franchise Fees Court Fines & Fees Licenses & Permits Permit Summary Past 12 Months Residential Commercial 40 35 30 25 20 15 10 5 Oct $ YTD Budget 829,879 $ 1,656,951 132,551 155,000 39,952 107,000 209,403 176,500 03/31/2015 03/31/2014 Mar 2015 Mar 2014 $ 136,189 $ 130,647 13,704 13,211 7,539 8,665 41,299 23,391 2015 FY15 14 11 2014 FY14 15 3 % of budget 50% 86% 37% 119% % Change 4.2% 3.7% -13.0% 76.6% Five Year Average 11 4 Sales Tax Historical Moving Averages Thousands Thousands Sales Tax Summary Past 12 Months Jan Monthly Growth/(Loss) From PY Apr Jul Cumulative Growth/(Loss) From PY 140 135 130 125 120 115 110 105 100 Mar 11 Mar 12 12M Moving Average Mar 13 Mar 14 24M Moving Average Mar 15 City of Hudson Oaks FY15 Dashboard Financial Overview: Enterprise Fund Period Ending: March 31, 2015 Revenue Summary Key Indicators Summary Past 12 Months Water Sales Charges for Services Wastewater Charges Other Wastewater Total Revenue Budget $ 1,070,000 $ 99,160 300,000 1,469,160 YTD 472,875 43,577 158,998 7,492 682,942 % of budget 44% 44% 53% 0% 46% Expenditure Summary Water Sales Sewer Sales Gallons Pumped* Gallons Sold Moving Average Comparisons Past 12 Months Personal & Professional Supplies Operations Maintenance & Repairs Debt Service Total Expenditures $ Budget 445,945 $ 41,045 412,300 86,362 472,158 1,457,810 YTD 225,805 10,891 119,760 31,474 230,440 618,369 Historical Water Sales % of budget 51% 27% 29% 36% 49% 42% 12 Month Moving Average Water Sales Sewer Sales Gallons Pumped* Gallons Sold Water Loss $ $ Three Year YTD Hist Average 472,875 $ 397,726 158,998 $ 152,468 66,751,895 64,293,817 60,259,619 55,573,858 03/31/2015 03/31/2014 Mar 2015 Mar 2014 $ 87,756 $ 82,382 $ 26,529 $ 32,787 13,258,527 14,655,746 12,675,094 12,380,773 -4% -16% % Change 19% 4% 4% 8% % Change 7% -19% -10% 2% -72% Water Sales Historical Moving Averages $140 Thousands Thousands Past 12 Months $120 $100 $90 $85 $80 $75 $80 $70 $60 $65 $40 $60 $20 $55 $0 Oct Jan Current Year Apr Jul 3 Year Average $50 Mar 11 Mar 12 12M Moving Average Mar 13 Mar 14 24M Moving Average Mar 15 City of Hudson Oaks FY15 Dashboard Financial Overview: Dyegard Fund, Deer Creek Fund, & Investment Report Period Ending: March 31, 2015 Dyegard Fund Investment Report Revenue Summary Past 12 Months Water Sales Charges for Services Total Revenue Reserve Funds Budget YTD % of budget $ 246,700 $ 105,089 43% 1,237 0% 246,700 106,325 43% Reserve General Reserve Sales Tax Reserve Enterprise Reserve Total Budget YTD % of budget $ 7,800 $ 3,986 51% 11,750 0% 16,600 9,320 56% 22,000 20,814 95% 192,550 96,275 50% 250,700 130,395 52% Vehicle 2-Year PlainsCapital CD (March 2015) Total Expenditure Summary Past 12 Months Professional Services Supplies Operations Maintenance & Repairs Debt Service Total Expenditures Investments Deer Creek Fund Revenue Summary Past 12 Months Annetta Contract Reimbursements Total Revenue Expenditure Summary 12 Month Moving Average Personal Services Professional Services Supplies Maintenance & Repairs Debt Service Total Expenditures Beginning Interest Ending Balance Earned Balance $ 98,147 $ 3.99 $ 98,151 158,680 6.47 158,686 87,568 3.54 87,571 344,395 14.00 344,409 Investment officer authorized signature Budget YTD % of budget $ 213,000 $ 103,083 48% $ $ 6,555 213,000 109,638 51% 03/31/2015 03/31/2014 Budget YTD % of budget $ 118,086 $ 43,943 37% 38,277 495 1% 500 4,648 930% 12,000 4,533 38% 6,800 0% 175,663 53,619 31% Principle $ 200,000 200,000 Rate Balance 0.50% $ 211,488 211,488
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