The URL can be used to link to this page

051818 Friday Staff Report ( I) City Manager's Office DENTON 215 E. McKinney St., Denton, TX 76201 • (940) 349-8307 MEMORANDUM DATE: May 18, 2018 TO: The Honorable Mayor Watts and Council Members FROM: Todd Hileman, City Manager SUBJECT: Friday Staff Report I. Council Schedule A. Meetings 1. Committee on the Environment Meeting on Monday, May 21, 2018 at 1:00 p.m. in the City Council Work Session Room. 2. Public Utilities Board Meeting on Monday, May 21, 2018 at 6:00 p.m. in the City Council Work Session Room. 3. Council Airport Committee Meeting on Tuesday,May 22, 2018 at 10:00 a.m. in the City Hall Conference Room. 4. Work Session of the City Council on Tuesday,May 22,2018 at 1:00 p.m. in the City Council Work Session Room followed by a Regular Meeting in the Council Chambers at 6:30 p.m. 5. Downtown Denton Tax Increment Financing Reinvestment Zone No. 1 Board meeting on Wednesday, May 23, 2018 at 12:00 p.m. in the City Council Work Session Room. 6. Development Code Review Committee Meeting on Wednesday, May 23, 2018 at 12:00 p.m. in the City Hall Conference Room. 7. Agenda Committee Meeting on Wednesday, May 23, 2018 at 3:30 p.m. in the City Manager's Conference Room. 8. Work Session of the Planning and Zoning Commission on Wednesday,May 23, 2018 at 5:00 p.m.in the City Council Work Session Room,followed by a Regular Meeting at 6:30 p.m. in the City Council Chambers. 9. Development Code Review Committee Meeting on Thursday, May 24, 2018 at 12:00 p.m. in the City Hall Conference Room. OUR CORE VALUES Integrity • Fiscal Responsibility • Transparency 0 Outstanding Customer Service B. Upcoming Events 1. US Conference of Mayors, June 8-11, 2018 in Boston, MA. II. General Information & Status Update A. City Hall Roof Replacement — Facilities Management will be starting the roof replacement at City Hall on Tuesday, May 29. In an effort to be as least disruptive to the day-to-day operations as possible, the contractors will be working at night. Weather dependent,the roof replacement project should be completed within four weeks. The roofing contractor will also need to block off approximately 20 parking spaces on the western wing of City Hall (Legal and Finance area) for material staging. Recognizing that this will be an inconvenience to parking,Facilities will be putting up signage in all lots to help with notification of alterative parking. Staff contact: Mario Canizares B. Runoff Election— The runoff election for Place 5 is scheduled for Saturday, June 16. Early voting will be held June 4-9 (8 a.m. to 5 p.m.) and June 11-12 (7 a.m. to 7 p.m.). During early voting you can vote at any open polling location in Denton County. Two locations will be open in Denton: Denton Civic Center (321 E. Mckinney St.) and Denton County Elections Administration building (701 Kimberly Dr.). On Election Day, voters must vote at their designated polling location, based on precincts. A list of Election Day polling locations is attached. Additional information can be found at www.votedenton.com or by going to the City's website (www.ciiyofdenton.com) and searching "vote." Voter information has also been added to the Quick Links section of the homepage. Staff contact: Jennifer Walters C. Mayor's Summer Youth Job Program—Interviews for the Mayor's Summer Youth Job Program were held on Tuesday, April 24 and Monday, April 30. 22 students were selected from the interviews and offer letters were sent to those students earlier this week. These students will be working in various departments throughout the City including Animal Services, Library, Parks and more. An introduction to the program for the students is planned on June 5 at 6 p.m. including a welcome from the Mayor. Through the program,participants will have access to job skills training, career development resources, mentorship opportunities, and fulfilling work experience that will create opportunities for personal and professional advancement. The participants first day will be on June 11 and the program ends on August 3. Staff contact: Sarah Kuechler D. Purple Heart CitX — On March 6, 2018, Mayor Watts read a proclamation to designate the City of Denton as a Purple Heart City. The City received a Purple Heart City sign to post in the community. That sign has been located at Ernest W. Dallas, Jr. Veterans Memorial Park located adjacent to the Denton Katy Trail off of Sun Ray Dr. The park honors Army Spc. Ernest W. Dallas Jr. who lost his life on July 24, 2005, while serving in Baghdad, Iraq, when an improvised explosive device detonated. 1 y y - 1 ONY OF PURP HEART t �... A E. TWU Sidewalk—City staff is scheduling a meeting with TWU staff to discuss the possibility of using the existing network of golf cart paths within the TWU Golf Course for public use as pedestrian paths(sidewalks). Since the golf course is now closed, City staff believes utilizing the former cart paths is a viable temporary option to keep pedestrians safe from traffic along Mingo Road. Please see attached map. However, Staff will continue to work on the long-term planning of this area that includes sidewalks along Mingo Road. Staff contact: Pritam Deskmukh F. Edwards Road Project— Beginning June 4, Edwards Rd. (from Camino Real Tr. To Swisher Rd.) will be closed to thru traffic to complete drainage improvements and street reconstruction. Detours will be provided during construction(please see attached traffic control plan). Weather conditions and contractor scheduling may impact the plans, but we hope to have the project completed by September 10. Motorists will be notified by electronic message board, the interactive map and Street Construction Report online, and through rotating information videos on DTV. Letters will be sent to residences along Edwards Road and staff will work with the HOA's of Villages of Carmel and Preserve at Pecan Creek to help notify residents of the project. This project is part of the bond program. Staff contact: Keith Gabbard G. Smoke Testing—Throughout June, City of Denton inspection crews will conduct smoke testing of sewer lines to locate breaks and defects in the system. During this testing, white smoke will exit through vent pipes on the roofs of homes and through sewer line breaks. The smoke is non-toxic, leaves no residue, and creates no fire hazard. Smoke should not enter residents'homes unless defective plumbing exists or drain traps are dry. At no time will field crews have to enter any business or residence. A wide-spread area will be affected by this testing (please see attached map), and residents will be notified of testing through social media and the City website. Staff contact: Kent Conkle H. Denton County Mental Health Sequential Intercept Mapper — Please see attached an Informal Staff Report from Municipal Court Judge Robin Ramsay regarding recent efforts to better identify mental health resources available in Denton County through a mapping exercise. A meeting to conduct the mapping exercise will be facilitated by a planning group, Policy Research Associates, on May 23 from 8:30 a.m. to 5:00 p.m. at the Embassy Suites of Hilton Convention Center. Members of the Denton City Council are welcome and encouraged to attend. Staff contact: Judge Robin Ramsay I. Atmos Monthly Summary — Over the last several months, City Staff has been working closely with Atmos for enhanced coordination of their gas line relocations prior to street construction beginning. Attached is a summary for the month of April 2018 with a comparison of Atmos' activity in April 2017. Staff contact: Mario Canizares J. DCTA Denton Update—DCTA President,Jim Cline has provided a brief summary (attached)regarding DCTA's role in the Autonomous Vehicle pilot program with the City of Frisco. Mr. Cline indicated that he would be happy to brief the City Council at an upcoming work session and answer any specific questions regarding this program. Staff contact: Mark Nelson K. Red Light Camera Program OT Reconciliation—On April 20,2018 staff provided an informal staff report to the City Council (No. 2018-047)regarding the creation of the City's "Red Light Camera" program and associated Traffic Safety Fund. The report included a five year history of the fund's revenues and expenditures, and ending fund balance. On May 4, 2018, as part of the Friday Staff Report, staff reported on the status of overtime hours being charged by the Denton Police Department subsequent to the implementation of an automated timekeeping system in August 2016. This system is an electronic system automating many of the timekeeping functions, including assigning time worked as either"overtime"or"straight time."Based on the City's policy, only hours recorded in excess of an employee's assigned hours (e.g. in excess of 40 hours per week) are recorded as overtime. Additionally, the Police Department was operating with the direction to charge hours worked reviewing red light camera citations as overtime, so not to interfere with the officers'primary patrol duties/responsibilities, regardless of when those hours fell in a pay period. In late April, staff became aware that the automated timekeeping system had created instances where overtime that should have been charged to the Traffic Safety Fund was charged as straight time. Conversely, time that should have been recorded as straight time in the General Fund was recorded as overtime. Officers were coding hours worked to the correct fund and the proper amounts were paid to officers, but the payroll system was not recognizing Traffic Safety Fund overtime hours as "overtime" unless the employee had already exceeded their 40 hours. Instead, it would record hours worked later in the pay period (regular General Fund hours) as overtime. Staff has completed the analysis and reconciliation of the payroll and overtime records and related expenditures recorded in the Traffic Safety Fund since the implementation of the automated timekeeping system in August 2016. The total adjustment to reclassify straight hours to overtime hours was $62,133. See attached summary of the overtime adjustment. Accounting has recorded the corresponding adjusting entry to reclassify the overtime expenditures from the General Fund to the Traffic Safety Fund. Additionally, adjustments have been made to the timekeeping process that will ensure hours are correctly recorded to the Traffic Safety Fund. Staff contact: Tony Puente L. Police Department and School Resource Officer Training — All sworn police officers are required to attend a basic Crisis Intervention Training(CIT) course as a part of the State licensing process. This course includes material on personality disorders, mood disorders, psychosis, and developmental disorders. Autism is discussed in the developmental disorders section. The majority of our sworn officers have received additional mental health training, and several officers are certified as Mental Health Peace Officers. The Department's School Resource Officers receive additional training specific to their assignment in the schools.This includes a State-mandated"School Based Law Enforcement" course that covers: • De-escalation techniques and techniques for limiting the use of force (physical, mechanical, and chemical restraints) • Mental Health Crisis Intervention • Child and Adolescent development and psychology • Mental and behavioral health needs of children with disabilities or special needs • Positive behavioral interventions and supports, conflict resolution, and restorative justice techniques. Officer Coulston, the officer recently called to Lee Elementary, also attended a 2013 course on"Effective Communication in Crisis or Conflict."In the fall of 2018, the Department will begin teaching a new de-escalation course to all officers that was mandated during the last Texas Legislative Session. SROs only get involved in disciplinary matters if they rise to the level of criminal offenses or present physical threats to others. Staff contact: Lee Howell M. DEC Emissions Testing — Emissions testing on the DEC is scheduled to start on May 17 and be completed by May 29. The contractor expects to have a report completed by mid-June for submittal to TCEQ. Staff will provide the final emissions report to the Public Utilities Board and City Council as soon as practicable thereafter. In a recent City Council meeting, Council inquired about ammonia slip from the DEC. Attached is an Air Pollution Control Technology Fact Sheet from the US Environmental Protection Agency (EPA). The DEC's air permit specifies an allowable ammonia slip of 10 parts per million. Per the EPA fact sheet,"Ammonia slip at this levels do not result in plume formation or human health hazards." For further health information, the Safety Data Sheet for the aqua ammonia that will be used at the plant is also attached. Ammonia vapors are a known pulmonary irritant, as stated in the Safety Data Sheet; however, as stated above from the EPA fact sheet, the ammonia emission levels at the DEC will not pose health hazards for the citizens living in areas around the DEC and further downwind. Staff contact: George Morrow N. Denton Energy Center Construction Update — The Denton Energy Center (DEC) is approximately 98% complete. The facility has now entered the performance testing phase of the project, which is scheduled to continue through spring 2018. Site finish and cleanup are also expected to be complete by late spring 2018. To date, approximately 79% of allocated project funds have been expended. The target date for commercial operations remains early summer 2018 with ERCOT approval. All of the plant systems have been fully commissioned, and the plant has demonstrated the ability to generate 225 MW of electricity. The DEC permanent staff are now hired and the site is averaging less than 50 contractors per day. Project Schedule: Mechanical/Electrical completion March 27, 2018 (ahead of schedule) (engine auxiliary systems) Engine Performance testing May 2018 (ongoing and ahead of schedule) Wartsila Engine Startup Certification May 7, 2018 (ahead of schedule) Engine Reliability Tests (96 run May 17, 2018 (ahead of schedule) hours) Air Emissions Test May 17 to May 28, 2018 (ahead of schedule) Commercial Operation of Plant Early summer 2018 (ahead of schedule) Please see attached project photos. Staff contact: George Morrow O. Denton Parks Foundation Financials—Follwing the City Council Work Session on the Denton Parks Foundation, Council Member Hudspeth requested a summary of the cash held by the Foundation. Attached is a copy of the balance sheet for the Foundation as of March 2018, which shows their cash position and all other assets. Staff contact: Bryan Langley P. Proposal for Ethics Training— Staff provided an update to City Council in the May 11, 2018 Friday Report regarding the proposed timeline for implementation of the ethics ordinance, and engaging Alan Bojorquez to assist in drafting materials for the implementation and administration of the ethics ordinance. Attached is the proposal that staff received from the Bojorquez law firm to provide training to City Officials, assist in the drafting of the Board of Ethics rules and procedures, and creating various forms that will be required during the complaint process. The estimated cost for this service is $15,500 and staff expects to meet the September 1, 2018 date set by Council. Staff contact: Bryan Langley III. Community Events A. Denton Citywide Job & Resource Fair — Goodwill Industries of Fort Worth will be hosting a Citywide Job &Resource Fair on Tuesday, May 22 from 10 a.m. — 1 p.m. at the Embassy Suites —Denton Convention Center (Triangle Room— 3100 Town Center Trail, Denton, TX 76201). More than 20 employers will be hiring, some even on-the-spot, and more than 10 resource providers will be on hand to distribute information and provide services. • Free Admission • Help with Online Applications • Connections to Resource providers • Free parking Remember to bring copies of your resume and two forms of ID (Drivers license, state ID and Social Security Card preferred). Please see attached flyer with more information. IV. Attachments A. Polling Locations by Precinct for June 16 Runoff Election B. TWU Sidewalk Map C. Edwards Road Project Traffic Control Plan D. Smoke Testing Map E. Atmos Monthly Summary F. DCTA Denton Update G. Traffic Safety Fund Overtime Adjustment Summary H. EPA Air Pollution Control Technology Fact Sheet I. Safety Data Sheet 217 Aqua Ammonia Solution J. DEC Project Photos K. Denton Parks Foundation Balance Sheet as of March 2018 L. Proposal from Alan Bojorquez for Ethics Training M. Goodwill Industries Citywide Job & Resource Fair V. Informal Staff Reports A. 2018-058 Employee Policy—Revisions to Uniform Absence Control B. 2018-059 Denton County Mental Health Sequential Intercept Mapping C. 2018-060 Luxury Lounger Fee WP 2018 D. 2018-061 DCTA Quiet Zones E. 2018-062 CO & GO Bond Ratings VI. Council Information A. Council Requests for Information B. Draft Agenda(no draft agenda) C. Council Calendar D. Future Council Items E. Street Construction Report Polling Locations by Precinct for June 16 Runoff Election District Sites and County Precincts District MLK Rec Center 1014 4009 4010 4011 4013 4014 Pecan Creek Elem. Skl. 1038 4041 District 2 North Branch Library 1008 1009 1011 1012 4006 4008 4040 4042 Billy Ryan High School 1005 1007 1010 1013 1039 4012 District 3 North Lakes Rec Center 4000 4001 4005 4007 4038 4039 4045 Fire Station #7 4002 4003 4004 4017 4044 District 4 Denia Rec Center 1015 4015 4037 LA Nelson Elem. Skl. 1016 1017 1018 1019 1046 4016 40 WOODLAND SI 110ODLIND cI lei *woo ;Al �F �� ,'1• d el I RAT ION DR + I Re I p0 14 f N -p r. -I vr°,n 120ft CLOSED • my , o --- rI o w x yrtcll!I- �.1:�► .; '�� 120ft x N o W E � I Aa _ N O • 120ft -� 1 1 ' 120ft r S .`�� 4,•.. I� o a0�oo µ�oo Aa R zo t // •,� 120ft i A ila a OI; `% SALESMAN/EXECUTIVE NTRACToa Lacey Green NOTES City of Denton �� Dustin Draper Denton BUYERS TCP DESIGNER NTA�TNNMeea. eNAME Reedie Lea n Edwards Road Project EST ; A R RICADES 1984 LOCATION' THIS PLAN IS FOR ILLUSTRATIVE PURPOSES ONLY AND 05/10/2018 Edwards Rd&Lynda Ln IS NOT INTENDED TO RELIEVE THE CONTRACTOR FROM score or woaK All Traffic Control Plans(TCPs)are the property of Bu e s THE REQUIREMENTS SET FORTH BY RELATED CONTRACT y Y r DOCUMENTS,THE TEXAS MANUAL ON UNIFORM TRAFFIC Devices spaced on 20ft centers Barricades,Inc.and are included with Buyers Barricades CONTROL DEVICES(MUTCD)OR THE OVERALL I..I Type 3 Barricade Posted speed limit 30MPH Road Closure rental agreements.Traffic Control Plans issued without a RESPONSIBILITY TO TRAFFIC CONTROL SAFETY. rental agreement will be charged to the customer. Lo I -I M .� D Al ►� w HARTLEE FIELD v PRI VATE ? LONG ti: w LOOP 288 AME s , chi c�'r,l-OOP 28$ F</y� ••, HERCULES POINSETTIA It cn � N W z AR RINEY O McK1AM ASPEN SIT KINGS ROW I v w w w0. /VgTF z pEL W m tv� w o w E w w o cn a ��o a DUNES 'lit 0 65 v a z O = C9 FISHTRAP z w (L M WINDSOR m w .n cn O z CHEBI ?' O - > > z Y z L) *,% w p '` ' UN VE SITY UNIVERSITY O z N -0 Q = w J 7o O O00 z H y m a o o AUDRA BLAGG w z +' w ~ HOLLAND .-A - , > � m o -i o f m TEXAS w PAW' PRIVATE � - a EGAN O N ' SCRIPTURE 2 m a v N TA O MCKINNEY' MILLS : r 9� STELLA HICKORY D Q rn �- G O PRAIRIE DU -� z ,o Z o HIGHLAND O Z �� „_ ,• - � w m EAGLE r � MORSE O :;u4DY } Q G a w Y HIRD 7.A O a. AIRPORT z v a I NIWAN O •-o MA RY m 'D WILLOWWOOD 1'35E N 51< SPENCE Q _ w METRO z w O , O LAUREL DUDLEY Q } S CO FOSTE ` D SOLAR PAP' IN in w �SF4. CORBIN CORBIN cn w OG� 'sF ROSELAWN m LEAFY BISHO INE: w LYNHURF-' h i CHAPEL R O DS HOBSON Vp O ` m -a PI r _ My� VINTAGE rs, m PAR XL KILLDEER U 3 � n m A f O � r O �.` ADY S-IORES RYAN 0 �4O `= > > ROBINSON z O co Z O 00 D Q CHURCH O a PALO VERDE w -n 0 z Z. r.atx� cn F w 2 w z • • • a 0 • m O Q O l l ll' ()F DENTON Atmos Utility Coordination Update May 2018 Summary On April 9th1h,Atmos returned to Denton and remobilized onto the projects that were temporality halted by the emergency work in Dallas.The Hickory St. Phase II section of North Texas to Bonnie Brae is scheduled to be complete by 5/11, and Phase III will immediately follow. There are 2 construction crews currently on Bernard, and a crew ready to begin on Paisley next week. While Atmos construction crews were in Dallas,their 3rd Party potholing crews remained working in Denton, potholing the streets on the 2012 & 2014 bond programs.This effort, scheduled to wrap up by the end of the month,will identify which streets are clear for work and which streets will require relocation efforts by Atmos. Current Construction The following projects are currently under construction: - Hickory Street Phase II (North Texas to Ave B)—Scheduled for completion 5/11 - Bernard (Fannin to Chestnut) Up Coming Projects The Following Projects are in Atmos's short term work queue: - Paisley - Londonderry - Hickory Ph III - Holiday Park PH II o Manhattan o Sierra o Laguna o King's Row Clearances The following projects have been cleared for street work: - Congress - Amarillo - Shadow Trail - Hollyhill l l ll' ()F DENTON Projects Currently Under Investigation The following projects are under investigation. Once these are complete,Atmos will have a clear answer for every 2012 and 2014 Bond Street as to which segments are clear for City of Denton work and which segments will require gas line relocation prior to streets construction. - Smith-Johnson Drainage Project - Whitney Ct - Hinkle Dr. (Windsor to University) - Timber Ridge - Panhandle Segment Clearance Pace *All Atmos Crews were in Dallas for the Month of March * There are 45 projects that have been potholed for clearance. Atmos is currently reviewing the potholing data, which is expected to result in a significant increase in cleared segments. Street Segment Clearances ■2018 Cleared 2018 In Progress ■FY 2017 1= 1� No December No February Atmos crews Fy 2017 Fy 2017 In Dallas clearances clearances s 0 December January February March April DENTON DCTA � TRANSPORTATION AUTHORITY DCTA Denton Update — May 16, 2018 Autonomous Vehicle (AV) Pilot Program As autonomous vehicle technology becomes more prevalent, the possibilities for applications in the public transportation space could be very advantageous. To fully serve our member communities, it is key that we stay abreast of these technologies. To this end, DCTA was able to seize an opportunity to participate in a pilot program for an AV implementation fully funded by the AV provider (drive.ai). This pilot project slated to launch in July 2018 will provide detailed operational data and financial feasibility data to determine the overall applicability for improved mobility. The effort is a clear precursor to considering this type of technology. The joint effort includes the City of Frisco, Frisco Station Development, Blue Star Development, and Hall Office Park in addition to DCTA. DCTA currently provides contract service to the City of Frisco for elderly, disabled, and medical trips. We believe this institutional approach in the AV realm is the first of its kind in Texas. DCTA will continue to update the DCTA Board and our member cities as the operational data becomes available. DCTA will have an ongoing role of coordination and facilitation with the cost of all service delivery being borne by drive.ai. To date, DCTA costs include in-house staff time and legal time to review documents. The legal work (less than $1500 and well within our budget) set a template for future efforts of this type, and will retain value as we (or our partners/member cities) move forward in this arena. (https://www.dcta.net/routes-schedules/other-dcta-services/frisco-av) o City of Denton Resolution Regarding Passenger Amenities DCTA has received the resolution requesting $250,000 in passenger amenities. We will incorporate this into the budgeting process we are now beginning, and keep our entire board informed of the progress. 1955 Lakeway Drive.Ste.260,Lewisville,TX 75057 • PO.Box 96.Lewisville,TX 75067 •KideDCTA,net• HopOnBoardBlog,com-Connect with us. 0© 0 ® (i) CITY OF DENTON TRAFFIC SAFETY FUND Overtime Adjustment Summary For the Period August 2016 Through April 2018 Officers FY15-16I FY16-17 FY17-182 Grand Total Overtime Benefit Total Overtime Benefit Total Overtime Benefit Total Overtime Benefit Total Base Pay &Taxes FY15-16 Base Pay &Taxes FY16-17 Base Pay &Taxes FY17-18 Base Pay &Taxes FY16-18 Briggs $ 850.74 $ 278.82 $ 1,129.56 $ 1,879.57 $ 681.05 $ 2,560.62 $ 1,218.31 $ 441.91 $ 1,660.22 $ 3,948.62 $ 1,401.78 $ 5,350.40 Fletcher 3,354.53 926.73 4,281.26 18,755.47 5,694.95 24,450.42 7,044.71 2,106.87 9,151.58 29,154.71 8,728.55 37,883.26 Hildebrand 1,519.24 497.32 2,016.56 7,116.06 2,647.58 9,763.64 5,250.02 1,868.94 7,118.96 13,885.32 5,013.84 18,899.16 Total $ 5,724.51 $ 1,702.87 $ 7,427.38 $27,751.10 $9,023.58 t$36,774.68 $ 13,513.04 $4,417.72 $ 17,930.76 $46,988.65 $ 15,144.17 $62,132.82 Partial year,for the two month period starting in August 2016 2 Partial year,for the seven month period ending in April 2018 �ED EPA-452/F-03-032 Air Pollution Control Technology Q Fact Sheet tPR Name of Technology: Selective Catalytic Reduction (SCR) Type of Technology: Control Device- Chemical reduction via a reducing agent and a catalyst. Applicable Pollutants: Nitrogen Oxides (NOx) Achievable Emission Limits/Reductions: SCR is capable of NOx reduction efficiencies in the range of 70%to 90% (ICAC, 2000). Higher reductions are possible but generally are not cost-effective. Applicable Source Type: Point Typical Industrial Applications: Stationary fossil fuel combustion units such as electrical utility boilers, industrial boilers, process heaters,gas turbines,and reciprocating internal combustion engines. In addition, SCR has been applied to nitric acid plants. (ICAC, 1997) Emission Stream Characteristics: a. Combustion Unit Size: In the United States, SCR has been applied to coal- and natural gas- fired electrical utility boilers ranging in size from 250 to 8,000 MMBtu/hr (25 to 800 MW) (EPA, 2002). SCR can be cost effective for large industrial boilers and process heaters operating at high to moderate capacity factors (>100 MMBtu/hr or >10MW for coal-fired and >50 MMBtu/hr or >5MW for gas-fired boilers). SCR is a widely used technology for large gas turbines. b. Temperature: The NOx reduction reaction is effective only within a given temperature range. The optimum temperature range depends on the type of catalyst used and the flue gas composition. Optimum temperatures vary from 480°F to 800°F (250°C to 427°C) (ICAC, 1997). Typical SCR systems tolerate temperature fluctuations of± 200°F (± 90°C) (EPA, 2002). C. Pollutant Loading: SCR can achieve high reduction efficiencies(>70%)on NOx concentrations as low as 20 parts per million(ppm). Higher NOx levels result in increased performance; however, above 150 ppm, the reaction rate does not increase significantly (Environex, 2000). High levels of sulfur and particulate matter(PM) in the waste gas stream will increase the cost of SCR. d. Other Considerations: Ammonia slip refers to emissions of unreacted ammonia that result from incomplete reaction of the NOx and the reagent. Ammonia slip may cause: 1) formation of ammonium sulfates, which can plug or corrode downstream components, and 2) ammonia absorption into fly ash, which may affect disposal or reuse of the ash. In the U.S., permitted ammonia slip levels are typically 2 to 10 ppm. Ammonia slip at this levels do not result in plume formation or human health hazards. Process optimization after installation can lower slip levels. Waste gas streams with high levels of PM may require a sootblower. Sootblowers are installed in the SCR reactor to reduce deposition of particulate onto the catalyst. It also reduces fouling of downstream equipment by ammonium sulfates. EPA-CICA Fact Sheet 1 SCR The pressure of the waste gas decreases significantly as it flows across the catalyst. Application of SCR generally requires installation a new or upgraded induced draft fan to recover pressure. Emission Stream Pretreatment Requirements: The flue gas may require heating to raise the temperature to the optimum range for the reduction reaction. Sulfur and PM may be removed from the waste gas stream to reduce catalyst deactivation and fouling of downstream equipment. Cost Information: Capital costs are significantly higher than other types of NOx controls due to the large volume of catalyst that is required. The cost of catalyst is approximately 10,000$/m3(283$/ft3). A 350 MMBtu/hr natural gas-fired boiler operating at 85%capacity requires approximately 17 m3(600 ft3). For the same sized coal-fired boiler, the required catalyst is on the order of 42 m3 (1,500 ft3). (NESCAUM 2000). SCR is a proprietary technology and designs on large combustion units are site specific. Retrofit of SCR on an existing unit can increase costs by over 30% (EPA, 2002). The increase in cost is primarily due to ductwork modification, the cost of structural steel, and reactor construction. Significant demolition and relocation of equipment may be required to provide space for the reactor. The O&M costs of using SCR are driven by the reagent usage,catalyst replacement,and increased electrical power usage. SCR applications on large units(>100 MMBtu/hr)generally require 20,000 to 100,000 gallons of reagent per week (EPA, 2002). The catalyst operating life is on the order of 25,000 hours for coal-fired units and 40,000 hours for oil- and gas-fired units (EPA, 2002). A catalyst management plan can be developed so that only a fraction of the total catalyst inventory, rather than the entire volume, is replaced at any one time. This distributes the catalyst replacement and disposal costs more evenly over the lifetime of the system. O&M costs are greatly impacted by the capacity factor of the unit and annual versus seasonal control of NO,. O&M cost and the cost per ton of pollutant removed is greatly impacted by the capacity factor and whether SCR is utilized seasonally or year round. Table 1 a: Summary of Cost Information in $/MMBtu/hr (1999 Dollars) a,b Capital Cost O&M Cost d Annual Cost d Cost per Ton of Unit Type Pollutant Removed ($/MMBtu) ($/MMBtu) ($/MMBtu) ($/ton) Industrial Coal Boiler 10,000- 15,000 300 1,600 2,000 - 5,000 Industrial Oil, Gas, Wood ° 4,000-6,000 450 700 1,000 - 3,000 Large Gas Turbine 5,000 -7,500 3,500 8,500 3,000 -6,000 Small Gas Turbine 17,000-35,000 1,500 3,000 2,000 - 10,000 EPA-CICA Fact Sheet 2 SCR Table 1 b: Summary of Cost Information in $/MW (1999 Dollars) 8,b Capital Cost O&M Cost d Annual Cost d Cost per Ton of Pollutant Removed Unit Type ($/MW) ($/MW) ($/MW) ($/ton) Industrial Coal Boiler 1,000 - 1,500 30 160 2,000-5,000 Industrial Oil, Gas, Wood ° 400 - 600 45 70 1,000-3,000 Large Gas Turbine 500 - 750 350 850 3,000 -6,000 Small Gas Turbine 1,700-3,500 150 300 2,000 - 10,000 a (ICAO, 1997; NESCAUM, 2000; EPA, 2002) b Assumes 85% capacity factor and annual control of NOx SCR installed on wood fired boiler assumes a hot side electrostatic precipitator for PM removal d Coal and oil O&M and annual costs are based on 350MMBtu boiler, and gas turbine O&M and annual costs are based on 75 MW and 5 MW turbine Theory of Operation: The SCR process chemically reduces the NOx molecule into molecular nitrogen and water vapor. A nitrogen based reagent such as ammonia or urea is injected into the ductwork, downstream of the combustion unit. The waste gas mixes with the reagent and enters a reactor module containing catalyst. The hot flue gas and reagent diffuse through the catalyst. The reagent reacts selectively with the NOx within a specific temperature range and in the presence of the catalyst and oxygen. Temperature, the amount of reducing agent, injection grid design and catalyst activity are the main factors that determine the actual removal efficiency. The use of a catalyst results in two primary advantages of the SCR process over the SNCR: higher NOx control efficiency and reactions within a lower and broader temperature range. The benefits are accompanied by a significant increase in capital and operating costs. The catalyst is composed of active metals or ceramics with a highly porous structure.Catalysts configurations are generally ceramic honeycomb and pleated metal plate(monolith)designs.The catalyst composition,type, and physical properties affect performance, reliability, catalyst quantity required,and cost.The SCR system supplier and catalyst supplier generally guarantee the catalyst life and performance. Newer catalyst designs increase catalyst activity,surface area per unit volume,and the temperature range for the reduction reaction. Catalyst activity is a measure of the NOx reduction reaction rate. Catalyst activity is a function of many variables including catalyst composition and structure,diffusion rates, mass transfer rates,gas temperature, and gas composition. Catalyst deactivation is caused by: • poisoning of active sites by flue gas constituents, • thermal sintering of active sites due to high temperatures within reactor, • blinding/plugging/fouling of active sites by ammonia-sulfur salts and particulate matter, and • erosion due to high gas velocities. As the catalyst activity decreases,NOx removal decreases and ammonia slip increases. When the ammonia slip reaches the maximum design or permitted level, new catalyst must be installed. There are several different locations downstream of the combustion unit where SCR systems can be installed. Most coal-fired applications locate the reactor downstream of the economizer and upstream of the air heater and particulate control devices(hot-side).The flue gas in this location is usually within the optimum temperature window for NOx reduction reactions using metal oxide catalysts. SCR may be applied after PM and sulfur removal EPA-CICA Fact Sheet 3 SCR equipment(cold-side), however, reheating of the flue gas may be required,which significantly increases the operational costs. SCR is very cost-effective for natural gas fired units. Less catalyst is required since the waste gas stream has lower levels of NOx, sulfur, and PM. Combined-cycle natural gas turbines frequently use SCR technology for NOx reduction. A typical combined-cycle SCR design places the reactor chamber after the superheater within a cavity of the heat recovery steam generator system(HRSG). The flue gas temperature in this area is within the operating range for base metal-type catalysts. SCR can be used separately or in combination with other NOx combustion control technologies such as low NOx burners (LNB)and natural gas reburn (NGR). SCR can be designed to provide NOx reductions year- round or only during ozone season. Advantages: • Higher NOx reductions than low-NOx burners and Selective Non-Catalytic Reduction (SNCR) • Applicable to sources with low NOx concentrations • Reactions occur within a lower and broader temperature range than SNCR. • Does not require modifications to the combustion unit Disadvantages: • Significantly higher capital and operating costs than low-NOx burners and SNCR • Retrofit of SCR on industrial boilers is difficult and costly • Large volume of reagent and catalyst required. • May require downstream equipment cleaning. • Results in ammonia in the waste gas stream which may impact plume visibility, and resale or disposal of ash. References: EPA, 1998. U.S. Environmental Protection Agency, Innovative Strategies and Economics Group, "Ozone Transport Rulemaking Non-Electricity Generating Unit Cost Analysis", Prepared by Pechan-Avanti Group, Research Triangle Park, NC. 1998. EPA, 1999. US Environmental Protection Agency, Clean Air Technology Center. "Technical Bulletin: Nitrogen Oxides (NOx), Why and How They Are Controlled". Research Triangle Park, NC. 1998. EPA, 2002. U.S. Environmental Protection Agency, Office of Air Quality Planning and Standards. EPA Air Pollution Control Cost Manual Section 4 Chapter 2. EPA 452/13-02-001. 2002. http://www.elpa.gov/ttn/catc/dirl/cs4-2ch2.pd Gaikwad, 2000. Gaikwad, Kurtides, and DePriest. "Optimizing SCR Reactor Design for Future Operating Flexibility". Presented at the Institute of Clean Air Companies Forum 2000. Washington D.C. ICAC, 1997. Institute of Clean Air Companies, Inc. "White Paper: Selective Catalytic Reduction (SCR) Control of NOx Emissions". Washington, D.C. 1997. ICAC, 2000. Institute of Clean Air Companies. "Optimizing SCR Reactor Design for Future Operating Flexibility". Washington, D.C. 2000. EPA-CICA Fact Sheet 4 SCR NESCAUM, 2002. Northeast States for Coordinated Air Use Management. "Status Reports on NOx Controls for Gas Turbines, Cement Kilns, Industrial Boilers, and Internal Combustion Engines: Technologies & Cost Effectiveness". Boston, MA. 2002. OTAG 1998. OTAG Emissions Inventory Workgroup. "OTAG Technical Supporting Document: Chapter 5." Raleigh, North Carolina, US Environmental Protection Agency. 1998. EPA-CICA Fact Sheet 5 SCR SOU ern SOUTHERN IONICS INCORPORATED (SII) SDS NO. 217 IOrI c, SAFETY DATA SHEET Effective Date:April 30, 2015 Revision Date: I. Product and Company Information SII Product Name(s): Aqua Ammonia(15%-30%as NH3) Synonym: Ammonia Solution Chemical Name: Ammonium Hydroxide CAS Number: 1336-21-6 Manufacturer's Name: Emergency Contacts: Southern Ionics Incorporated Afterhours (Southern Ionics)1-888-610-2379 210 Commerce Street West Point,MS 39773 For Chemical Emergency,Spill or Accident Customer Service: 1-800-953-3585 Call CHEMTREC at 1-800-424-9300 Web Site www.southernionics.com CHEMTREC CCN - 20596 II. Hazard Identification OSHA HCS/GHS Classification(s): Hazard Statement(s): Acute Toxicity,Oral (Category 4) Harmful if swallowed. Skin Corrosion (Category 1) Causes severe skin burn. Serious Eye Damage (Category 1) Causes serious eye damage. Specific Target Organ Toxicity(Respiratory-single exposure) - May cause respiratory irritation. (Category 3 Acute Aquatic Toxicity(Category 3) 1 Harmful to aquatic life. Signal Word: Precautionary Statement(s): Danger Prevention: Wash affected body arts thoroughly after handling. Do not eat,drink,or smoke when using this product. Wear eye and face protection. Wear protective gloves and clothing. 1 Do not breathe mist,vapors,or spray. Avoid release to the environment. Response: IF SWALLOWED: Rinse mouth. Do not induce vomiting.Immediately seek medical advice. IF ON SKIN:Take off immediately all contaminated clothing. Rinse skin with water. IF IN EYES: Rinse cautiously with water for several minutes. Remove contact lenses,if present and easy to do so.Continue rinsing. IF INHALED: Remove victim to fresh air and keep comfortable for breathing. Collectspillage: See section VI -Accidential Release Measures. Forspecific treatment: See section IV-First Aid section. III. Composition Information on Ingredients Chemical Name CAS Reg#'s % Ammonia (NH3) 7664-41-7 15 - 30.5 1 Water 7732-18-5 Balance IV. First Aid Measures Eyes: Immediately flush eyes with running water for at least 15 minutes,keeping eyelids open.Remove any contact lenses. Seek medical attention,if you feel unwell. Dermal/Skin: Remove contaminated clothing and wash exposed area thoroughly with soap and water. Seek medical attention,if you feel unwell. Inhalation: Move to fresh air immediately.If breathing is difficult,give oxygen. Seek medical attention,if you feel unwell. Ingestion: If swallowed,DO NOT induce vomiting. Rinse mouth.Seek medical attention,if you feel unwell. V. Fire Fighting Measures NFPA Hazard Rating: Health (Blue) Fire (Red) Reactivi (Yellow) Special Instructions (White)3 1 0 None NFPA Hazard Classification: 0 = Least 1 =Slight 2 =Moderate 3 =High 4= Extreme Extinguishing Media: Use extinguishing media appropriate for surrounding fire (Not CO2). Special Firefighting Wear full protective clothing and a self-contained breathing apparatus (SCBA)because Procedure: toxic fumes are emitted. Stop flow if possible.Use water to keep fire-exposed containers cool and to protect persons shutting off flow of liquid. For a serious leak,use fire hose with a fog nozzle and plenty of water to absorb ammonia vapors. Unusual Fire and At elevated temperatures,aqua ammonia will emit ammonia gas and possibly small Explosive Hazards: amounts of nitrogen oxides which have been classified as toxic.Presence of oil or other combustible materials increases the fire hazard of ammonia gas.Ammonia concentrations in the range of 16-25%by volume in air can be ignited or caused to explode if heated to the auto-ignition temperature. VI. Accidental Release Measure Steps should be taken to contain spilled liquids and prevent discharges to streams Precaution if or sewer systems.Ventilate spill or leak area to disperse gas. Eliminate all sources Spilled or Released: of ignition.Stop flow if possible. If small spill,either allow it to vaporize or absorb the vapor in water. If large spill,spray the vapor cloud with water to reduce fire and fume hazard. Neutralizing Chemicals: Neutralization with acid not recommended. Flush area with water. VII. Handling and Storage Handling: Handle all chemicals with respect. Keep separated from incompatible substances. Handle only with equipment,materials,and supplies specified by their manufacturer as being compatible and appropriate for use with this product. Storage: Storage in specially designated areas outside or in detached structure is preferred. Store inside only in a cool,well-ventilated area free from combustibles and away from all sources of ignition. Protect containers from corrosion and mechanical damage. Containers should have safety relief valves.Separate from other chemicals, particularly oxidizing gases,organic materials,chlorine,bromine,iodine,mercury, and acids. Post readily visible warning signs in the storage area listing emergency measures.Water hoses should be readily available to knock down vapors from spill. SDS NO.217 Effective Date:April 30,2015 Revision Date: Page 2 of 5 VIII. Exposure Control / Personal Protective Equipment Component Workplace Control Parameters: Components: CAS-No. Value Parameters Basis Ammonia NH3 7664-41-7 TWA 25 ppm as Ammonia NH3 (ACGIH) Engineering Controls: Provide exhaust ventilation or other engineering controls to keep the airborne concentrations of vapors below their respective threshold limit value. General Hygiene: Practice good personal hygiene after using this material,especially before eating, drinking,smoking,or using the toilet. Personal Protection E ui ment: Eye: Wear chemical goggles and face shield unless protected by a respirator with a full face piece. Do not wear contact lenses as they may trap fumes against the eyes and can make flushing ineffective. Skin: The use of gloves,boots,and aprons impermeable to the specific material handled (for Ammonia,includes Butyl,Teflon,Neoprene,and Viton)is advised to prevent skin contact,possible irritation,and skin damage. Respiratory: None required under normal conditions.When conditions warrant a respirator,use NIOSH approved respirator and cartridge for particulates and ammonia. Other Protective Items: Where splash is possible,full chemically resistant protective clothing and boots are required. Ensure that eyewash stations and safety showers are proximal to the work-station location. Health Blue Flammabilit Red Physical Hazard Yellow PPE White HMIS Classification: r 3 1 1 0 See Above Hazard Classification: 0=Minimal 1=Slight 2 = Moderate 3 = Serious 4= Severe IX. Phystm and Chemical PropeTlies Physical State: Liquid pH: >12 Appearance: Clear,colorless liquid Molecular Weight: 35.05 Odor: Pungent odor Odor Threshold: 1-50 ppm Specific Gravity:(H2O=1) 0.94 (15%Solution); Weight per Gallon: 7.87 (15%Solution); 0.92 (19%Solution); 7.74 (19%Solution); 0.90 (25%Solution); 7.58 (25%Solution); 0.89 (30.5%Solution) 7.45 (30.5%Solution) @ 60°F 15.5°C lbs @ 60°F 15.5°C Vapor Density: (Air=1) 0.045 lb/cf @ 60°F Vapor Pressure: 276 mm Hg(19%) (15.5°C) 629 mm Hg(29%) @ 77°F 25°C Boiling Point: 860F- 138OF Freezing/Melting Point: -106°F (-77°C) at 14.7 psia (30°C-58.9°C Lower Explosive Limit: 16%by volume Ammonia Upper Explosive Limit: 25%by volume Ammonia gas gas Flash Point: N/A Autoignition Temp: 1,204°F (651 °C) (vapor) Solubility in water: 100% Other: X. Stability and Reactivity Data Chemical Stability: Product is stable under normal or expected use. Conditions To Avoid: Heat,sunlight,incompatibles,sources of ignition. Incompatible Materials: Corrosive to copper,brass,silver,zinc,aluminum alloys,and galvanized steel. Immediately boils when mixed with acids and is dangerous. Forms explosive compounds with calcium hypochlorite,bleaches,gold,mercury,silver,chlorine,and other halogens. SDS NO.217 Effective Date:April 30,2015 Revision Date: Page 3 of 5 Hazardous products of Burning may produce ammonia and nitrogen oxides. Decomposition: XI. Toxicological Information Routes of Entry: ® Eyes ® Skin ® Ingestion ® Inhalation Sign and symptoms of Exposure: Burning of the eyes,conjunctivitis,skin irritations,swelling of the eyelids and lips,dry red mouth and tongue,burning in the throat,and coughing. In more severe cases of exposure,difficulty in breathing,signs and symptoms of lung congestion,and,ultimately,death from respiratory failure due to pulmonary edema may occur. Eye Contact: Vapor is irritating to the eyes. Liquid will cause burns. Ingestion: Ingestion causes burning pain in mouth,throat,stomach,and thorax, constriction of throat,and coughing.This is soon followed by vomiting of blood or by passage of loose stools containing blood. Ingestion of 3-4 ml may be fatal. Skin Contact: Ammonia absorption: Because if its alkalinity and water solubility,tends to break down and disrupt the outer cell layers,permitting rapid penetration.Even so,ammonia is not a systemic poison and the effects will be limited to local effects. Contact: Causes smarting of the skin and first-degree burns on short exposure. May cause second-degree burns on long exposure. Inhalation: Ammonia vapors are highly irritating to throat at approximately 400 ppm. Causes edema,dyspnoea,bronchospasm,chest pain,pink frothy sputum. Inhalation of 500 ppm Ammonia considered immediately dangerous to life and health (OSHA). Carcinogenicity: NPT Not Listed IARC Not Listed OSHA Not Regulated Ingredient Name: Species Test Period Results Ammonium Hydroxide Rat 350 mg/kg oral LD50 Comments: XII. Ecological Information Ingredient Name: Species Test Period Results Ammonium Hydroxide Daphnia magna 32 mg/L 50 hrs LC50 Comments: Ammonia dissipates relatively quickly in ambient air and rapidly returns to the soil via combination with sulfate ions or washout by rainfall. Ammonia strongly adsorbs to soil, sediment particles, and colloids in water under aerobic conditions. Biodegradation of ammonia to nitrate occurs in water under aerobic conditions which results in a biological oxygen demand (BOD). XIII. Disposal Considerations Waste Disposal: Always dispose of material in accordance with local,state,and federal regulations. ]lIWIV. Transportation Information Proper Shipping Name: Ammonium Hydroxide,with more than 10%but not more than 35%as ammonia. DOT Classification: 8 Identification Number: UN 2672 Packing Group: III Other Labels: I Corrosive Comments: SDS NO.217 Effective Date:April 30,2015 Revision Date: Page 4 of 5 XV. Regulatory Information AM Inventory Status: US Regulations: U.S.TSCA Yes SARA 302 TPQ 500 lbs as ammonia NH3 Europe EINECS Yes SARA 304 RQ 100 lbs as ammonia NH3 Canadian DSL Yes SARA 313 List Listed Japan ENCS Yes CERCLA(RQ) 1,000 lbs for pure ammonium hydroxide Korean KECI Yes RCRA 261.33 Not Listed Philippines PICCS Yes CAA-112r(RMP) 20,000 lbs as ammonia NH3 (Solution of greater than 20%) Australian AICS Yes SARA 311/312 ®Acute® Chronic®Fire®Release of Pressure❑Reactive International Regulations: Other Regulations: Canada WHMIS E Corrosive California PROP 65 No EINECS 231-635-3 as Anhydrous Ammonia EINECS 215-647-6 as Aqua Ammonia XVI. Other Information NSF Certification: Aqua Ammonia manufactured at Lake Charles, LA is NSF-60 certified. Maximum use in potable water is 10 mg/L. Other: Revision Notes: MSDS Replacements: SII MSDS 061 Aqua Ammonia (15 - 30%as NH3 SALES OFFICE For Product Information: Post Office Drawer 1217 To Place An Order: TEL: 662-494-3055 West Point,MS 39773 TEL: 800-953-3585 FAX: 662-494-2828 FAX: 800-953-3588 IMPORTANT Although the information contained is offered in good faith, SUCH INFORMATION IS EXPRESSLY GIVEN WITHOUT ANY WARRANTY (EXPRESS OR IMPLIED) OR ANY GUARANTEE OF ITS ACCURACY OR SUFFICIENCY and is taken at the user's sole risk. User is solely responsible for determining the suitability of use in each particular situation. SII specifically DISCLAIMS ANY LIABILITY WHATSOEVER FOR THE USE OF SUCH INFORMATION,including without limitation any recommendation which user may construe and attempt to apply which may infringe or violate valid patents,licenses,and/or copyright. SDS NO.217 Effective Date:April 30,2015 Revision Date: Page 5 of 5 Denton Energy Center Project Photos WT IJ i J 1�� low DEC Stacks - 1 J Aerial View looking Northwest r i rep South ✓ J Tom' South Engine Hall Engines 00 i i DEC North Hall Generators DENTON PARKS FOUNDATION Balance Sheet As of March 31, 2018 Mar 31, 18 ASSETS Current Assets Check inglSavings AccessBank Checking Eureka-2 35,507.07 AccessBank Checking-Other 152,442.21 Total AccessBank Checking 187,949.28 Checking 5,359.34 Money Market 60,367.93 Senior Center Cash Accounts AccessBank-CD1 10,000.00 AccessBank-CD2 10.075.87 Meridian Bank Texas-CD 36,000,00 Senior Center Cash Accounts-Other 18,013.63 Total Senior Center Cash Accounts 74,089.50 Total Checking/Savings 327,766.05 Total Current Assets 327,766.05 TOTAL ASSETS 327,766.05 LIABILITIES&EQUITY Equity Temp.Restricted Net Assets Events Cool Beans Layer Run 1,050.00 Liberty Run 7,750.81 PPP 834.36 Reindeer Romp 6,031.61 Total Events 15,666.78 Pass Through Accessible Playground 70,050.00 Cinco de Mayo 2,635.72 CycloDia -19.04 Juneteenth Celebration 242.01 Memorials 360.00 Morale Fund 4,251,18 Nette Schulz Bench 2,225.40 Pops Carter Sculpture 1,589.12 Senior Center 76,256.95 Shade Structures 20,000.00 Skate Park 4,432,60 Splash Park 10,493.80 Tennis Program 100.00 Youth Sports Enhancement Fees 29,531.28 Total Pass Through 222,149.02 Purpose Adaptive Rec Programs 896.73 Aquatic Scholarships 247.32 Bettye Meyers Fund 3,183.63 Bill Terry Memorial Fund 115.00 Cross Timbers 258.51 Denia Rec Passes 485.00 Denia Scholarships 100.00 Development Assistant 6,366.32 Dog Park 9.44 Eureka-2 35.507.07 Legacy Forest 1,543.71 MLK 1,421.32 NL Scholarships for Vets 100.00 North Lakes Rec Center 350.00 DENTON PARKS FOUNDATION Balance Sheet As of March 31, 2018 Mar 31,18 Rec Passes 563.00 Scholarships 10,693.97 Teen Council 6.684.13 Vela Athletic Complex 1,000.00 Water Works Park 1,192.98 Total Purpose 70,718.13 Total Temp. Restricted Net Assets 308,533.93 Unrestricted Net Assets. Friends of Park Foundation 15.892.86 General Fund 3,339.26 Total Unrestricted Net Assets. 19,232.12 Total Equity 327,766.05 TOTAL LIABILITIES& EQUITY 327,766.05 CJ O Omp�fCo CG M O O aa QQ f0 -O O VI O t- a0 Of N p O p O d N T 0 M OW M N M p Q m O N No cD Oo�O N Cp 00 0p 7$ J t r 0 r c o0 0 0000000 0 0 � g $ S w ovi vi o000000 o n p p o yi �i ua°i � ci m' r w m of M cn o 0 0o g o0000o0 0 o 0 0 0 $ 0 o N N o o o o o o 0 O N o O o N n u N d C A n o in $o 0 `nomrn r'ov g o m 00 p cqm w N0p0ow Q ap OD a0 ow o 0 � m A 9 O LO In b Z LL O fn F (n [O C O u N r r�o M omo0000 o 0 o o fn (p rn �o o�n 0000 ,O 70 O o m o 0 0 o o N In o o o r d 06 N r Z r� N O C z O LL W d O o S S S S S S S S O O O O O O DO v 0000000 o a o 0 o r�' A h A A T N N N N a o C U oo o q qq0 q 0 o g o 0 0 E Do N o 0 0 0 0 0 0 o N o o o O m �V o� 0 a` m z m a m v a m E 0 U m C N m N m an d m N a LL N N N V m w d m G A x m O G C u m E � m c m a-9w a _ �y m >_ E x 7_ c E o 0 ao E u m.crAdmHA n r oo L C mma c cE > > uu� a w c o� � O u m y ��i a` :° aa'a�o0ia` L E O x O O `y o v 0 r w r LO r O i O z m z 12325 Hymeadow Drive BojoRQuia Phone: ( )512 250-0411 Suite 2-100 L AW F I RM Fax: (512)250-0749 Austin,Texas 78750 , PC TexasMunicipalLawyers.com May 18, 2018 Charlie Rosendahl Management Analyst City of Denton 215 E. McKinney Denton, Texas 76201 ADDENDUM TO STANDARD TERMS OF ENGAGEMENT: - Implementation &Administration Code of Ethics Mr. Rosendahl: Please accept this Addendum #1 to the Standard Terms of Engagement, which was approved on or about November 28, 2017. The City of Denton has expressed an interest in continuing my services as Special Counsel and Ethics Advisor to assist in the drafting of materials necessary for the implementation and administration of the newly-enacted Code of Ethics. I am willing to continue providing services in this regard. The Scope of Work includes document preparation and consultation regarding the following items: 1. Complaint Form 14. Determination of Actionable Complaint 2. Financial Disclosure Form 15. Determination of Baseless Complaint 3. Business Disclosure Form 16. Preliminary Assessment 4. Conflicting Interest Disclosure Form 17. Notice of Receipt of Appeal 5. Conflicts Log 18. Letter of Notification 6. Curriculum for Training: City Officials 19. Letter of Admonition 7. Curriculum for Training: Board of Ethics 20. Determination of Frivolous Complaint 8. Training Manual 21. Letter of Reprimand 9. Flow Chart for Processing Complaint 22. Recommendation of Suspension 10. Rules of Procedure for Board of Ethics 23. Determination of Frivolous Complaint 11. Format for Advisory Opinions 24. Notice of Reconsideration 12. Notice of Accepted Complaint 25. Ruling on Request for Reconsideration 13. Deficiency Notice In order to provide the two training components (Items 6 and 7 above), I anticipate two trips to Denton. It's my understanding that the training sessions I conduct on-site will be videotaped for future viewing. The fee for the above Scope of Work shall be $15,500.00 (which is inclusive of all related expenses). For any work provided beyond the Scope of Services listed above, our services will be billed at our standard hourly rates (as listed in the Standard Terms of Engagement). If the City finds this acceptable, please acknowledge by counter-signing this Addendum. Sincerely, Alan J. Bojorquez Principal Attorney CITY OF DENTON: Purchasing Manager City of Denton: Code of Ethics Addendum#1 May 16,2018 Implementation&Administration Page 2 of 2 GOODWILL Industries of Fort Worth, Inc GOODWILL FORT WORTH PRESENTS CITYWIDE JOB 8 RESOURCE FAIR Embassy Suites - Triangle Room 3100 Town Center Trail Denton, TX 76201 0. • Employers • .. • - Providers Opportunities await! • FREE ADMISSION • ON-THE-SPOT HIRING • HELP WITH ONLINE APPLICATIONS • CONNECTIONS TO RESOURCE PROVIDERS Reminders/FAQ • Bring copies of resume,two forms of ID (Drivers License/State ID and Social Security Card preferred) • Free parking • For questions,email krubin@goodwillfw.org Free Shuttles Available Confirmed Vendors • Denton County Sheriff's Office • Express Employment Professionals • Fastenal Company • P.L.Marketing • Res Care • Senior Care Center Date: May 18, 2018 Report No. 2018-058 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Policy updates: Deletion of policy 107.05 —Illness/Off-Duty Injury Addition of policy 111.07—Non-FMLA Medical Leave Revision of policy 111.08 —Personal Leave Without Pay EXECUTIVE SUMMARY: The Illness/Off-Duty Injury policy incorporates a section for "Business Necessity Termination," which staff internally refers to as a Uniform Absence Control (UAC) policy. The UAC policy allows for 12 weeks of leave in a 12-month period beyond what is required by the Family and Medical Leave Act (FMLA) plus up to 24 weeks of additional leave time (contingent upon City Manager or his designee's approval). FMLA already requires 12 weeks of unpaid leave in a 12- month period for eligible employees,although under City policy,employees must use their accrued sick and vacation concurrently with family or medical leave. Additionally, the Americans with Disabilities Act and its amendments (ADAAA) may require additional leave as a reasonable accommodation. Instead of this UAC policy, staff is proposing that any leave beyond the 12 weeks required by FMLA be considered on a case-by-case basis. Most of these cases will involve the "interactive process" between the employee and employer as mandated by the ADAAA. This change will require the elimination of policy 107.05 — Illness/Off-Duty Injury, revisions to policy 111.08 — Personal Leave Without Pay, and the addition of policy 111.07 — Non-FMLA Medical Leave. These policies will be included on the consent agenda for the June 5, 2018, Council meeting. BACKGROUND: Staff revised the Illness/Off-Duty Injury policy in FY 2001/2002 to incorporate "Business Necessity Termination"/UAC. The policy was revised to allow for an employee to be terminated as a business necessity when the employee exhausts 12 weeks of non-FMLA leave time in a 12- month period (the leave does not have to be concurrent), unless an accommodation is required under the ADAAA. Upon notice of termination for business necessity, the employee can request up to an additional 24 weeks of leave from the City Manager or his designee. Prior to this revision, employees could have been out for an indefinite amount of time. Albeit much of the time was unpaid,the departments often went without filling the position,as it would have required a"double fill" and would have impacted the number of full-time equivalents (FTEs). To clarify, leave under the UAC policy is in addition to leave required by the FMLA. The FMLA is a federal law that provides 12 weeks of protected leave in a 12-month period for employees who meet the following criteria: Date: May 18, 2018 Report No. 2018-058 • Has worked for the City for 12 months (need not be consecutive), • Has worked 1,250 hours in the 12-month period immediately prior to the commencement of the leave, and • Has a qualifying condition(e.g.,birth or adoption of a child;medical condition of self;medical condition of a spouse,parent, or child). When considering FMLA,UAC, and the potential extended leave allowed under the UAC policy, an employee can be off work for up to 48 weeks in a 12-month period. Even after that time, the City might still have to consider additional leave as a reasonable accommodation under the ADAAA. While this policy was originally revised to assist with better management of employees who were out for an extended period of time for medical reasons, it has created more of a hardship for many departments. DISCUSSION: By having a UAC policy, employees are entitled to leave beyond the 12 weeks required by the FMLA, even if it creates a hardship for the department. By eliminating the UAC policy and considering leave as a reasonable accommodation on a case-by-case basis, supervisors and department heads can weigh in on how additional leave time will impact their operations. Factors that would be considered in a case-by-case analysis include, but is not limited to the following: 1. The employee's essential functions of his or her job. 2. The general nature of the employee's mental or physical impairment. 3. Whether the employee is limited in a major life activity. 4. How long the impairment is expected to last. 5. Whether the employee presents a risk of danger to him/herself or others while working. 6. The probable duration of the disability and/or recommended accommodations. 7. Any barriers (if any) exist to the employee's performance of his or her duties in light of the employee's condition. 8. Identity of any range of possible accommodations that have the potential to remove the difficulties, either in the work environment or job tasks, and which would allow the employee to perform the essential functions of the job. 9. The overall financial resources of the department involved in the provision of the reasonable accommodation, including the number of persons employed at such facility, and the effect on expenses and resources. 10. The overall financial resources of the City. 11. The impact of the accommodation upon the operations and the ability of other employees to perform their duties and the impact on the department's ability to conduct business. 12. The employee's submission of satisfactory evidence of his/her inability to return to work, either in a limited duty capacity if such work is available, or to regular duty. Date: May 18, 2018 Report No. 2018-058 13. The employee's efforts to communicate with his/her immediate supervisor prior to the expiration of FML on his or her expected return-to-work date. If the employee was unable to make contact personally,he/she should have someone contact his/her supervisor on his/her behalf. 14. The length of time it would take to replace the employee in his/her position. 15. Whether reassignment is an option if the employee cannot return to his/her regular position. Termination would not be considered unless no reasonable accommodation(which would not cause undue hardship on the organization or pose a direct threat to the health or safety of the employee or others) exists that would enable the employee to perform the essential functions of his/her position, and no job reassignment is available. A good faith effort would be made to try to accommodate the employee. The number of employees who use more than 12 weeks of leave varies from year to year: Number of Employees Number of Employees Calendar Year Who Needed Leave Who Requested Beyond 12 Weeks of Extended Leave Beyond FMLA 12 Weeks of UAC 2012 14 5 2013 11 2 2014 8 3 2015 14 1 2016 1 0 2017 9 3 2018 5 0 (as of the end April) After looking at policy#107.05 further, staff is recommending the entire policy be deleted. Once the "Business Necessity Termination" language is removed, the remaining sections can be addressed by one or more of the following policies: 100.02—American with Disabilities Act(ADA) 107.04—Family Medical Leave. 111.07—Non-FMLA Medical Leave (new) 111.08—Personal Leave Without Pay These policies have been attached to this Informal Staff Report in their edited format for Council's reference. There are recommended changes to policies 100.02 and 107.04, but not due to the elimination of policy 107.05. Although all of these policies are attached for Council reference, only policies 107.05, 111.07, and 111.08 will be placed on the June 5th agenda for Council's approval. The reasoning for this is because the "Policy Statement" section has been impacted. Date: May 18, 2018 Report No. 2018-058 These policies were revised with input from a representative from the City Attorney's Office and reviewed with the City Manager,Deputy City Manager, and Assistant City Manager. The policies were also sent to the Policy Review Committee for review and input. The Policy Review Committee is comprised of approximately 25 employees at various levels representing different departments/divisions.The members are expected to distribute the proposed changes to individuals in their area and solicit comments, questions, and concerns regarding the proposed changes. Feedback from the Committee has been incorporated into the policies. More Information About Policies in General Policies include a "Policy Statement" which is adopted and approved by the City Council. Some policies include a second section entitled "Administrative Procedures" which the City Manager approves to implement the Council's policies. In order to revise a Policy Statement, the City Council must approve the revision(s). The City Manager may approve revisions to the Administrative Procedures without referral to the City Council. Administrative Directives are approved and issued by the City Manager and do not require City Council review or approval for enactment or revision. Specifically, Sec. 2-28. "Policies,procedures and directives" of the Code of Ordinances states the following: (a) Definitions. The following words,terms and phrases,when used in this section, shall have the meanings ascribed to them in this subsection, except where the context clearly indicates a different meaning: Administrative directive means a written statement from the city manager to city employees establishing rules and regulations concerning internal operational matters of the city. Administrative procedure means a specific and detailed statement of the means and methods by which management implements a policy. Policy means a statement of overall philosophy and direction, describing goals to be accomplished and programs to be established. (b) Review by city attorney and approval by council. Policies and any amendments thereto shall be reviewed by the city attorney for legal compliance and approved by resolution of the city council. (c) Authority to issue. The city manager is hereby authorized to issue such administrative procedures and directives as he deems necessary to implement approved policies relating to personnel and internal operational matters. Such procedures and directives shall be contained in a manual available for inspection by city employees. Date: May 18, 2018 Report No. 2018-058 CONCLUSION: Policy 107.05 — Illness/Off-Duty Injury, includes a section for Business Necessity Termination which is creating a hardship for many departments. The FMLA already requires 12 weeks of leave in a 12-month period.Additionally,leave that is not protected by FMLA may have to be considered as a reasonable accommodation under the ADAAA. Staff has been analyzing the best way to change this policy to balance the needs of the employees and the departments.The ADAAA limits the City's ability to have a hard fast rule on the maximum amount of leave usage an employee may use. After discussions with a representative from the City Attorney's Office, we are recommending eliminating the UAC policy and considering additional leave requested beyond the 12 weeks required by FMLA on a case-by-case basis. STAFF CONTACT: Carla Romine, Director of Human Resources 940-349-8344 CITY /1 T' 7)T Arl7 1� 1 r-rr SECTION: HUMAN�RESOURCES nLLLDLAfE NLA ER: 107.05 SUBJECT EMPLOYEE BENEFITS AND C'ED N WES r.TrTr n r EfnmCTINTE n n Tom. l l /n l /on TITLE: TT T NESC/OFF DUTY TAT 7T TD V PO IG LAST cT RENgSION DATE: TE: 9/l 03 POLICY STATEMENT- The ability of the City to provide tim ely and adequate salafy eentinuation and benef A pr-egmms to assist City employees absent from the job due t illn ess is dependent upon the City's ability to eeefdinate its handling of eaeh indivi&al ease. This poliey seeks to er-eate a eeeFdination and tmifofmity of the handling o all City employee disability or-if�� eases. It is expeeted that efn ployees will assist and eoeper-ate with the work at the ear4iest possible date. This poliey applies to all r-egAar-fit!! time and regular--pat4 fifne employees who ba-ve eempleted the six me the exeeption of"business neeessity temination" (Seetion H!of this poliey). Civil Serviee employees will be does not address the disability issue, in w-hieh evefA the pf:evisions of this poliey will appl�- ADMINISTRATALE PROCEDURES T DEFINITIONS A. Esseatia4 funetions The m ajor- duties e ssepAial to a position(with of without reasonable 1 The position exists, , art to -f,-,Y, the ffinetion. PAGE 2 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 employee or-other-s will be posed. G.Trnicii e l4a crAip defified by the A D A ., an aeti6n that is extensi'.11-, business. E. Pjsa� Under-the ADA, a-m iadiv4"al with a disability is a per-son who has. a physieal or- impaifment; of is D. Dir-eet TIffeat a health or-sa��risk that,based oava4id fn ediea4 and/or-other-objeetive F. illness, lajufv, or-Media!Condition employee'ssubstantially limit ane or-mefe of the major-life aefivifies of an indivi"al. aeeenunodation ean be made. e-B ' � ' ' less than his/her-fA job. Modified duty will not extend beyand 120 days. Ex4ended Leave of Absenee beav e of absenee that has been approved by the City Manager- hisAtef designee after-an employee has air-eady had fner-e dia-m twelve(12)weeks of abseffees in An Extended Leave of Absenee shall not exeeed twenty fouf(24)weeks. j. Notiee When the City of Dei4eo is required to give notiee tmder-the following adm inistfative pr-eeedtffes, notiee shall be vaiRen and sent by U-n ited States fifst elass mail to the A. When an employee is tinable to per-feffn the essen4ial funetions of his4ief position due to a the same date the notiee is plaeed and postmafked into the United States mail, HR/POLICY/107.05 PAGE 3 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 r-estrieted by the F 4 and MedieaLeaveAct (See Seetien H!below.) proeedufes stated in the employee benefit beek4et ate benefit polieies. The d4e the em pleyee has exhausted all stieh leave balanees (if exhausted,fefef to "Per-sonal Leave Without Pay Poliey" [l 11.08] or-the"Family and Medieal Leave Poliey�-' r i n�� hiss o position; benefits,menth period,not ineluding FN4LA leave,thale ss the employee applies fef and is approved for-a Emended Leave of Absence by the City Manager-or-his/her-designe-e. disability, if��, illness, of m edieal eenditieft (and f-ease-fi-al-A e aeeammad4ian is not possible) exeept that in the ease of Fam4y and N4ediea4 I=em,e the employee will fetum to an e"ivalefft position v"equivalent > aeeefdanee with FNILA feplations. if aftef e onstiltMiatt with Human Resetwees and the Risk removed from his4ief position is able to retum to wor-k with the appr-E)pfiate m edieal releases,- tha4 employee will be eonsidefed f of any open pes ition in the City f of W-hieh that emp! I qtta4ified. Employees who afe not disabled as defined by the ADA will be r-e"ir-ed to eompe* €ef epenpositions. HR/POLICY/107.05 PAGE 4 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 E. Benefits will be ealettlated as listed below: 1. Employees who are absen4 fFom work dee to an if��, illness or-approved Ex4efided Leave of Absenee shall eepAifme to aeeme vaeati on a-ad siek leave for-as long as they are- . . _paid leave (i.e. siek,vaeation, or-eempensatai=y time� 2. Benefit aeefual and usage wottid follow the provisions of the"Fam 4y and Medieal Leave 3. An employee shall not be eligible to reeeive tuition t!eim btifsemepA unless it is for-an 4. The Gity will eon4ifme to pay its peftion of befiefits for- the employee as provided by the 5. The employee and eligible dependents will r-emain qualified for-benefits eovefuge thfottgh the City's gfetip plans as long as th . for-the employee and dependent eaver-age tffidef the City plans are paid en a tim ely basis by the em pleyee (eithef dweiigh pay-r- 6. Regular- full time and regulat!part tim e employees who afe not able to work for-an &4ended period of tim e may be eligible to a pply for-long tefin disabili�,,benefits. employee is r-espoftsible for-eef4aeting the Risk Managem eat offiee as soon as he/she i-s— able in ordef to disetiss eligibilit-y qualifieations. Some benefits may not be available employee fails to apply for-the benefits within the time mandated by the benefit pr-ovi F. Employees "o qualify for-FMLA leave m tist eoffip4y with all provisions of the Family a-m Medieal Leave pokey(107.04). M. BT Sn.T19S S NECESSITY TER A aW A• ION DUE TO T n WOP A a ABSENCE SENCE GoNTn nT the employee has been unable to perfafm the essential ffinetions of his/her-job with or without reasonable aeeemmodation for-a period of twelve(12),A,eeks within a ovv4ve mon4h period,fie ineluding t4e tise of any F-MbA leave. This tim e fieed not be eensee-utive. This seetion applies to beth an the job and off the job if��es or- illnesses fer-employees whe have eempleted thei HR/POLICY/107.05 PAGE 5 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 the fifst date an employee uses any leave for eithef on the job or off the job if��es of illnesses in or-def to ealettlate the twelve weeks, pnof to initiating a tefmination due to unifefin absenee eopAfol. The Risk Managef shall also be "Ansulted if any absenee is dtte to an if��that eeetffed on thejob. in the ease of an employee a dif!eet thfeat to the health or safi*of the empleyee of othefs) exists that would enable the a-vailable (see Seetion Vil of this poliey entitled "job Reassig*men4"). C. if after feviewing these faeter-s,the supervis or with the guidanee of the Hum an Resoufees Dir,eetor- or-his4ier-designee and, in eases of on the job injtffies, the Risk Managef detefm ines employee will be notified in wfiting of the proposed tefmina4ien 4 least two weeks befi3fe the tefmination will take effeet. An em ployee whe r-eeeives notiee of ipAePA to tefm inate under this seetion shall be ag-or-ded the r-i&to seek an Ex4eaded Leave of Absenee, as fn or-e full as outlined in appf!opfiate polieies. duty if��of!illness in ay apply fef! an Extended Leave of Absenee fef Up to twenty f ouf (24) weeks of additional leave to the City Managef of his4ier-designee. in order-to app�y for-the Ex4eaded Leave of Absefiee,the employee must pfesef4 a wfi4efi request to his/her s"efviser- identifying r_pp pper-t of the request fa t! additional leave. The Dif!eetof of Hum Resoufees he and, in the ease of on the job ifijtifies,the Risk Managef v� review the employee's fequest and fn ake a r-eeewAmeadatioa to the City Manager-or-his4ter- to the sele diser-etion of the City Manager of!hWher designee. The following shall be taken iffte eensideFation when reviewing the employee's feqttest for-Ex4ended beave of Absenee: r-egular duties or m edified duties if available. M the ease of an emplayee with a disabHity -defined by the ADA,tefm iamioa wouldof be eensider-ed tmiess neie-asonable dir-eet dffeat to the heakh or-saf ety of the employee or-ethefs) exists that would enabi HR/POLICY/107.05 PAGE 6 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 employee to peffafm the essential ftmetions of his,�hef position, and ne job feassigmn eat is available (see Seetio �7rr�it of this po ey entitled"job Reassignment"). Z The l o„o of time ;t would take to, plaee the employee i b.is4ie,-..osto ;t; 4. Wiether- the employee is willing to aeeept plaeefn efA in a diif��f4, available position for- whieh the employee is qttalified. 5. Whether- the em pleyee has been willing to weept a fn edified dut-f eftff of any available F-N41=A leave for-an on the job if��. 6. A"ethef!the employee is able to present sa tisfaetery evidenee of his/her inability to retuni > available,if or-to r-egtilar-duty aeeer-ding to the timetable established in this pr-eee"fe or-upon request by the City.- 1„s/L.e-v,b,ysie.,1 . nd do o eapaeitom- 9. treating ph 9. Whe�het: the employee maintained eofvtaet with hi"er-immediate s a fegAar- Al. Sro>:RMSOn PESPONSIBI ITIES FO RDISABILITY,INRJ v II I NESS OR MEDIr A I CONDITION disability,A. W4thin seven(7) days of the date the employee's > disabled,begins, the . ust notify the employee in writing of his�hef obligation to eefftaet the supervisor- a regular-basis. (The reeo nunended r-epefting tim e is onee-a week,but the , and notify the em playee that f ailtife to f ollevv these pmeedufes eould result in diseiplinar-y HR/POLICY/107.05 PAGE 7 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 Manager-in the ease of an on the job if��, shall notif�,the disabled, ill or-injiffed emp! to his4ie„ability to refurn to full duty. This r hall ine 1. Wiet4er-the employee will be able to r-etum to full dttty with no r-estfietions. if , 2 Whether-fehabilitation is an option? if Hot,why . 3. Are any aeeonmnodations neeessary for-the employee to retum to ffill duty? if so, . G. Upon exhaustion of paid siek anEVer-vaeati on time, the supefviser-shall subm it an"Employee V. EMPLOYEE RESPONSIBILITIES FOR PI SA BI ITV rRTrLAX IL LA A C OR MEDICAL r CONDITION- disabled,A. Employees who are ill, injufed, or-have a medieal eondition are required to notify thei G. The employee must eofAaethis4ief - s established in Seetion W.A. of this poliey pufstiant to the Family and Medieal Leave pokey(107.04),in w-hieh the em ployee is unable to personally, he/she shall have som eone eefAaet hi s4ier- stipefvisor-on his4ief:behalf, The City ffpdst be aware of the em ployee's statiis in erdef to plan and assign wer-k duties and fesponsibilities in an effieiepA manner, D. An employee who fails to eofAaet his/her-supe 4de prognosis r-epot4(s) in aeeofda-nee with this peliey shall be stibjeet to diseiplinafy aetioft in aeeofda-nee with the V1 nETrroi t TO Wnnu FOR FULL r DUTY A. The following r-epor-tift t!equir-efnents apply when an employee r-etunis to work from an off the job disability, illness, if��, or-fnediea4 eonditiow. HR/POLICY/107.05 PAGE 8 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 disability,after- being tmable to work f of ten(10) of m afe war-king days"e to a disabilit-f, illfiess,— r-ePdm to fell dtAy. Th :n ust then forward the release to the Dir-eeter-of Httm 2. in the ease of an employee who r-etums to wof:k fFem a illeendition in less than ten(10)wofk4ng days,the em ploy not r-equi employee's to the Family and Medieal Lea-ve F_li 07 " in w-hieh ease the employee filust always disability, , , or- medieal eendition may not pefmit the employee to safe�perfofm the job. W hen the , , , employee'sof the job. if the independent physieal or-m epAal assessmepA differ-s from the opinion of the employee and the City,m ay be made at the C third physieal of fn en4al assessment by an i adepeadefA -physieian,to be agreed"on by the detenninative assessment G. Upon r-etum ffom leaN�e within a twelve (12),vveek pefied, exeluding any applieable Family a-ad employee who exer-eises any right provided under-this seetion, if able to peffam the essential funetions of the position with or-without reasonable s e"ease and the third opinion will be the !. fetum to the position held by the employee when the leave eofmfleneed,--of 2. be plaeed in an e"ivalent position with e"ivalea4 benefits,pay and other-tefm s and TTT T013 D E A C C T!`_N E-NT HR/POLICY/107.05 PAGE 9 OF II POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 A. job reassignment will be pr-ovided as f ollows when an employee is unable to f!etum to hisiher „t position a„of a.7isability, ;11„0�� edie.,1 . ,,idiom disability,employee may be eonsidefed fef tfansfer to a job feassignment. job reassignment will only VTrIT 2. it will be the employee's responsibility to eentaet the Human Resoufees Dkeetef!or-his/her- designee to idef4ify positions for-whieh he/she m ay be "alified wid physieally able to B. Should an employee be unable to refum to work in his,4ief!ettffent position due to a A me-;,ans W4th Disabilities A et f 1990, C. job reassignments at!e not gttafan4eed. Sueh requests will be diseussed with the Dir-eeter of will be made. latefviews with the hiring s upefviser- will be een"eted. Rate of pay will be detefmined by the Cam pensaliefVClassifieatieft Guidelines f er- the position to w-hieh the employee is being reassigned-. 3411 A 40DIZ IED PUTv disability,A. Modified duty assigmn ents may be eonsid er-ed based on the following When an em ployee is 1. if a modified duty position in the depaftm eat is available w-hieh the effiployee is physieally able to do. Modified dety states will only be eofisider-ed dth-i-ag the�Welve (12)week pefied ffem the date of > > Family and Medieal Leave used. Resotffees Dir-eetef:to detefm ine if a fn edified dut-y position fef:w-hieh he/she m ay--be qualified and is physieally able to peffefm,is available. B. Modified dtAy assigam ents are eensider- ed tempomr-y and will last no longer-than 120 workdays. Type and length of m odified duty assignments will be eentingent upon availability HR/POLICY/107.05 PAGE 10 OF 11 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: OFF-DUTY INJURY OR ILLNESS POLICY REFERENCE NUMBER: 107.05 C. Modified duty assigpm ents are not guafapA eed. Sueh requests will be diseussed with the LX. REASONABLE ACCOMMODATION known disability as defined by the Amer-iea-as A4th Disabilities Aet of I B. Reasonable neonunodation will be pr-ovided only when it enables the em ployee to peffofm the essential fitnetions of the job and it does not prove to be an tm"e hardship, as deteffflified by the Afner-ieafis With Disabilities Aet of 1990,to the organization. C. Requests for-t!easonable aeeommodation must be submitted by the individual to the Dir-eetor-of Htffnaa Resotffees or-his/her-designee. The r-eVests for- reasonable aeeom modation will be X SEPARATION OF EMPLOYMENT This-pr-oeedtife does not preeltide an employee &om being tefminated tmder-poliey 109.0 1, or-tmder- yr RESPONSE E uE A n NG PROCEDURES TD ES or-deeision(as otAlined in "Diseiplinafy Appeals " YTT MEDICAL A r RECORDS All fnedieal f:eeor-ds obtained pufsttafA to this pfoeedtffe will be kept in eeof idefAial medieal files as- HR/POLICY/107.05 CITY OF DENTON PAGE I OF -34 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE SECTION: HUMAN RESOURCES REFERENCE NUMBER: 100.02 SUBJECT: EQUAL EMPLOYMENT OPPORTUNITY INITIAL EFFECTIVE DATE: 07/07/92 TITLE: AMERICANS WITH DISABILITIES ACT(ADA) LAST REVISION DATE: nn i�iz POLICY STATEMENT: It is the policy of the City of Denton to provide equal access to all City sponsored services, programs, and activities for citizens an d employees with disabilities, as provided by the "America ns with Disabilities Act" of 1990,42 U.S.C. § 12 101, et seq., as the same may be amended from time to time(t he ADA). The City will not discriminate against a"quali fied individual with a disability," as this term is def fined by the ADA, with regard to job appli cations, hiring, advancement, discharge, compensation, training and other terms, conditions and privileges of employment. The City will make reasonable modifications and accommodations in policies, practices, and procedures to ensure equal access;will provide auxiliary ai ds and services when nece ssary to provide effective communication, and will operate its programs so that, when viewed as a whole, those programs are readily accessible to, and useable by, individuals with disabilities. DEFINITIONS Disability: For-pwposes of detefmining eligibility for- a r-easonable aeeommoda tion, a per-son with a disability is one who has a physieal or- mental impaifmepA that materially or substantially limits one of more major-life aetivities. Employment: The Git-f of Pef4en will > > position,to effeetive eomtiiunieation fe r- qualified persons with disabilities so they ean parti eipate equally in the Cit Alodifleations to Poliei es and Programs : The City of Denton will ma ke reasonable medifieations to polieies and programs to ensutt that people with disabilities have an equal oppeAunity to enjoy its programs, 1 1 aetivities. For- example, indivi&als w44 sefviee animals are weleamed in th e City Of Pef4ffil HR/POLICY/100.02 PAGE 2 OF 34 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: AMERICANS WITH DISABILITIES ACT(ADA) REFERENCE NUMBER: 100.02 offiees, even where pets are generally pr-ohibited', proeedwes to paftieipate i..a F. -gram, semee, of activity of t he City of Dent on, should eopAaet the appr-opfiate ADA Goor-difiator- (re�afenee 1 below) as so on as possible bt4 no 1 atef than 4 9 hetifs before the sehedule a event. Undue Hardship. An undue hardship is an aetion that is unduly eostly, extensive, substapAial, of! , or-that watild Aindamentally after-the natRfe of operation of the City. ADN41NIST-RAT-AIE PROCEDURES- ADMINISTRATIVE PROCEDURES: I. DEFINITIONS A.Disability - A person who has a physical or mental impairment that substantially limits one or more major life activity. This includes people who have a history/record of such i mpairments, even if they do not currently have a disability. It also includes individuals who do not have a disability but are perceived by others as having a disability_ B. Essential Job Functions - Essential functions are those job duties th at are so fundamental to the position that the individual cannot do the job without performing them. A function can be essential if the position exists sp ecifically to perform that function; there is limited number of other employees who could perform the function; or the function is specialized and the individual was hired based on the ability to perform it. Th e job description is a consideration also for determining the essential functions of the job. C. Reasonable Accommodation-A reasonable accommodation is a modification or an adjustment to a job or the work environment that will enable a qualified applicant or employee with a disability to participate in the application process or to perform essential job functions. Reasonable accommodation also includes adjustments to assure that a qualified individual with a disability has rights and privileges in employment equal to those of nondisabled employees. See Americans with Disabilities Ac t of 1990 ("ADA"),Am ericans with Disabilities Act Amendments Act of 2008 ("ADAAA") and associated regulations. D. Undue Hardship - An "action requiring significant difficulty or expense" when considered in light of a num ber of factors. These factors include the natu re and cost of the accommodation in relation to the size, resources, nature, structure of the employer's operation and the impact on the department and the City. HR/POLICY/100.02 PAGE 3 OF 34 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: AMERICANS WITH DISABILITIES ACT(ADA) REFERENCE NUMBER: 100.02 II. GUIDELINES A. The determination of what acc ommodations are reasonable w ill be established through an interactive process. Once an employee ha s requested an accommodation and m edical documentation has been received, if applicable, all necessary_parties (e.g., employee, supervisor, legal, human resources representative) shall be involved in the interactive process to determine what, if a ny, accommodation(s) should be provi ded. If such m edical certification or documentation does not specify the existence of an ADA disability and explain the need for a reasonable accommodation, it will be considered insufficient. Documentation also m i hg t be insufficient where: (1) the health care professional does not have the expertise to give an opinion about the employee's m edical condition and the lim itations imposed by it; (2) th e information does not specify the functional limitations due to the disability; or (3) other factors indicate that the information provided is not credible or is fraudulent. The City is not required to provide a reasonable accommodation without sufficient documentation. Once sufficient documentation is provided, the in teractive process shall include the following steps: 1. A review of the particular position/job involved and determine its purpose and its essential functions. 2. Consultation with the e mployee with th e disability to f ind out their specif is physical or m ental abilities and lim itations as they relate to the essential job functions. Identify the barriers to job perform ance and assess how these barriers could be overcome with an accommodation. 3. In consultation with the employee, identify potential accommodations and assess how effective each would be in enabling the employ. e�perform essential job functions. If an appropriate accommodation is not identified, the human resources representative may contact outside technical resources for further assistance. 4. Select the accommodation, if available, that best meets the need of employee, the department and the City. 5. If there is a direct threat or significant risk of substantial harm to the health or safety of the individual or others that cannot be elim inated or reduced, the requested accommodation may not be _granted. 6. Medical information obtained as part of an accommodation request is considered strictly confidential and will be shared with supervisors and managers only need to know basis. All rela ted information shall be f iled in a separate f ile within Human Resources IIB.: Questions concerning general ADA policy,reas onable accommodations, and grievances by citizens or--employees not resolved by the a ppropriate department shall be directe d to one of the HR/POLICY/100.02 PAGE 4 OF 34 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: AMERICANS WITH DISABILITIES ACT(ADA) REFERENCE NUMBER: 100.02 following ADA Coordinators or l ertheir designee for resolution: • Facilities Manager—buildings and facilities owned and/or operated by the City of Denton; • City Engineer—public infrastructure; and • Director of Human Resources Complianee Speeialis —employment-related matters. The ADA Coordinator shall resolve the issue(s) or make recommendations to department heads,the City Manager, or the City Council, as appropriate. IBC. In order to be qualif ied for a City position, an applicant must have th e skills, experience, and knowledge as re flected by the es sential functions of the posit ion with or wit hout reasonable accommodation. Inquiries regarding pre-employment or employment procedures, interviews, and hiring shall be directed to the Human Resources Department for resolution. Supervisor training will be conducted by the Human Resources Department as required to educate the supervisors of the requirements of Title I of the ADA. IVD1I. The Building Inspections Division will, prior to issuing a building permit, advise applicants of the need to comply with the requirements of Title III of the Americans with Disabilities Act. IVE. When the City is given notice of a need for an accommodation, there will be an interactive process with the re questor as outh ned in the De partment of Justice technical guidelines f or ADA accommodations. VIF. The ADA does not require the City of Denton to take any action that would fundamentally alter the nature of its programs or services or impose an undue f;,,,,n,.:,,I or am inisti7a4ive hardship. V414G. While an indivi dual's preference for an accommodation will be given c onsideration, the City of Denton is free to choose among equally effective accommodations and may choose the one that is less expensive or easier to provide. V414H. The City of Denton will not place a surcharge on a particular individual with a disability, or any group of individuals with disabilities., to cover the cost of providing auxiliary aids/services or reasonable modifications of policy. WII. All supervisors are re sponsible for conti nually monitoring and evaluating current policies, procedures, facilities and programs to achieve and maintain compliance with this policy. HR/POLICY/100.02 CITY OF DENTON PAGE I OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE SECTION: HUMAN RESOURCES REFERENCE NUMBER: 107.04 SUBJECT: EMPLOYEE BENEFITS AND SERVICES INITIAL EFFECTIVE DATE: 08/05/93 TITLE: FAMILY AND MEDICAL LEAVE LAST REVISION DATE: 3/11/06 7 POLICY STATEMENT The City of Denton shall provide authorized leave for family and medical reasons to eligible employees in accordance with the provis ions of the "Family and Medical Leave Act" (FMLA) of 1993 and its amendments. The purpose of this policy is to enable eligible employees to take absences from work for up to twelve (12) weeks during a 12-month period for new child leave and/or medically-related reasons due to a serious health condition regarding self, spouse, child or parent. ADMINISTRATIVE PROCEDURES I. DEFINITIONS A. "Child"is a biological,adopted,foster,legal ward,child of a person standing in the place of a parent, or a step-son or -daughter who is under 18 years old or who is over 18 years old and incapable of self-care because of a mental and/or physical disability. For purposes of a child on covered active duty or called to covered active duty, or for Servicemenraber Family leave,the child may be of any B. "Covered Active Du . " is: 1) in the case of a member of a regular component of the Arm ed Forces, duty during the ent with the Armed Forces to a foreign country; and 2) in the case of a member of a reserve component of the Armed Forces, duty during tployment with the Armed Forces to a foreign country where they may become involved in m ilitary actions, operations, or hostilities against an enemy of the United States or again st an opposing militaly force. C. "Covered Servicemember"means: 1) a member of the Armed Forces (including a member of the National Guard or Reserves) who is undergoing recuperation for a serious injury or illness; or, 2) a veteran who is undergoing recuperation for a seri ous injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the preceding period of five years. D. "Family leave"is approved leave for the birth of a child or placement of a child for adoption or foster care. C. "Health care provider"is an authorized individual who provides health care services. HR/POLICY/107.04 PAGE 2 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 D. "Intermittent leave"is leave taken in separate blocks of time rather than one continuous period. E. "Next of Kin" means the nearest blood relative of a Covered Servicemember. F. "Parent"is the biological,legal adoptive or stepparent of an employee or an individual who had day- to-day responsibilities to care for and financially supported the employee when he/she was a child. The term does not include parents-in-law. G. "Period of Incapacity"is an inability to work, attend school or perform other regular daily activities due to the serious health condition,treatment therefore, or recovery therefrom. H. "Reduced schedule leave" is fewer workdays per week or hours per workday than an employee's normal work schedule. For employees who work part-time or variable hours,the leave is determined on a pro-rata basis. I. "A Regimen of Continuing Treatment"includes, for example, a course of prescription medications (e.g.,an antibiotic or therapy requiring special equipment to resolve or alleviate the health condition). A regimen of treatment does not include the taking of over-the-counter medications such as aspirin, antihistamines, or salves; or bed-rest, drinking fluids, exercise, and other similar activities that can be initiated without a visit to a health care provider. J. "Serious health condition" is an illness,inju ry, impairment or physical or mental condition that involves inpatient care or a ny subsequent treatment in connection with inpatient care and/or continuing treatment by a health care provider as described in the FMLA regulations. K. "Military Caregiver Leave" is leave taken to car e for a covered servicem ember or veteran who has incurred a serious injury or illness in the line of active duty in the Armed Forces. L. "Spouse"is a husband orwife as defined by State law, including a common law marriage. Common law spouses must provide th e City of Denton with an affidavit from each spouse testifying to the marriage relationship. M. "Treatment"includes examinations to determine if a serious health condition exists and evaluations of the condition. Treatment does not include routine physical examinations, eye examinations, or dental examinations. N. "Qualifying in_ Exigency" includes: 1) notification of a call to covered active duty seven or fewer days from date of deployment; 2)in ilitary events and r elated activities, including post- deployment activities (e.g. official cerem onies, support programs, counseling, etc. related to covered active duty or a call to such); 3) attending to childcare and school activities; 4, attendin_ to financial and legal matters; 5, to spend up to five days with a military member who is on short- term, temporary rest and recuperation leave during the period of de ployment; and, 6, any HR/POLICY/107.04 PAGE 3 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 additional activities related to the call to covered active duty otherwise agreed to by the employer and employ O. "Veteran" means a person who served in the active military, naval, or air service, and who was discharged or released under conditions that were not dishonorable. The discharged must have been within a five (5) year period of becoming ill or injured while serving in the line of dut . P. "12-Month Servicemember Period" is a single 12-month period measured forward from the first day Servicemember Family Caregiver Leave is taken. Q. "12-Month Period" is a rolling 12-month period measured backward from the date leave is taken. IL Eligibility In order to be eligible for leave under the FMLA, an employee must: A. Have been employed for at least 12 m onths at any tim e by the C ity of Denton prior to the commencement of the leave(12 months need not be consecutive); B. Have worked for the City at least 1,250 hours during the 12-month period immediately prior to the commencement of the leave; and, C. Have a qualifying condition, as defined in Part III below. III. Qualifying Conditions A. Birth of a child or placement of a child for adoption or foster care with the employee. B. A serious medical condition of self, spouse,parent or child consisting of any of the following: 1. Hospital Care Inpatient care (i.e., an overnight stay)in a hospital, hospice, or residential medical care facility, including any period of incapacity or subsequent treatment in connection with or consequent to such inpatient care. 2. Absence Plus Treatment A period of incapacit y of mor e than thr ee (3) consecutive calendar days (including any subsequent treatment or period of incapacity relating to the same condition),that also involves: a. Treatment two or more times by a healthcare provider,by a nurse or physician's assistant HR/POLICY/107.04 PAGE 4 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 under direct supervision of a health care provider,or by a provider of health care services (e.g.,physical therapist under orders of,or on referral by, a health care provider); or b. Treatment by a health care provider on at least one occasion which results in a regimen of continuing treatment under the supervision of the health care provider. 3. Pregnancy A period of incapacity due to pregnancy or for prenatal care. 4. Chronic Conditions Requiring Treatments A chronic condition which: a. Requires periodic visits for treatment by a health care provider, or by a nurse or physician's assistant under direct supervision of a health care provider; b. Continues over a n extended period of ti me (including recurring episodes of a single underlying condition); and, c. May cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy, etc.). 5. Permanent/Long-term Conditions Requiring Supervision A period of incapacity th at is permanent or long-term due to a condition for which treatment may not be effective. The employee or family member must be under the continuing supervision of, but nee d not be re ceiving active treatment by, a health care provider. Examples include Alzheimer's, a severe stroke, or terminal stages of a disease. 6. Multiple Treatments(Non-Chronic Conditions) Any period of absence to receive multiple trea tments (including an y period of recovery therefrom)by a health care provider or by a provider of health care services under orders of, or on referral by, a health care pr ovider, either for restorative surgery after an accident or other injury,or for a condition that would likely result in a period of incapacity of more than three(3) consecutive calendar days in t he absence of medical intervention or treatment, such as cancer (chemotherapy,radiation, etc.), severe arthritis (physical therapy), or kidney disease(dialysis). IV. Types of Leave A. Leave to care for a child following the child's birth, adoption, or placement in foster care with the employ HR/POLICY/107.04 PAGE 5 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 B. Leave to care for an immediate family member (spouse, child, or parent) of the employee if such immediate family member has a serious health condition; C. Leave due to employee's own serious health condition that makes the employ unable to perform the essential functions of his/her position; D. Leave necessary for an employee to attend to a qualifying exigency arising out of the fact that the employee's spouse, child, or parent is on covered active duty or has been notified of an impending call or order to covered active duty in the Armed Forces. E. Leave to care for such covered Servicemember who incurred a serious injury or illness in the line of active duty in the Armed Forces (hereafter referred to as "Servicemember Family Caregiver Leave." Note: All injuries covere d by workers' compensation that also constitutes a "serious health condition" will be designated as FMLA leave. Please contact the designated representative for more information. V. Duration of Leave A. Leave Maximum 1. Twelve (12) workweeks of leave during a 12-month period(known as the "leave year"for all types of leave) Exceptions: Military Caregiver Leave a. Eligible employees who are the spouse, ch ild, parent, or next of kin of a cove red Servicemember are entitled to up to 14 weeks of additional leave during a single Month Servicemember Period (for a total of 26 weeks if combined with other FML A leave). b. Available leave not taken during the 12-month Servicemember Period,which begins on the first day of leave is taken, will be forfeited. c. No more than 26 weeks of leave in ay be taken in a single 12-Month Servicem ember Period, and no additional extended leaves in ay_ be taken in other years for the sam e injury or illness. d. If married spouses both work for the City, their total Servicemember Family ig ver Leave may be limited to an aggregate of 26 weeks. 2. If an employee has accumulated sick or vacation time or"comp time" (if eligible), he/she must take paid leave first un til paid leave is exhausted. The balance of the employee's FMLA entitlement will be provided without pay. HR/POLICY/107.04 PAGE 6 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 a. An employee on medical leave must first use accumulated sick leave. When the sick leave is exhausted, an employee must then use any accumulated vacation time. b. Upon the approval of family leave, an employee may choose to first use accumulated sick leave. When sick leave is exhausted, an employee must then use any accumulated vacation time. If an employee on family leave does not choose to use accumulated sick leave,the employee must use any accumulated vacation leave. 3. When both spouses are employees of the City,they are entitled to a total combined twelve (12)weeks for family leave to care for a newly born or placed child and/or medical leave to care for a parent wit h a serious healt h condition. Each employee separately, however, is entitled up to twelve (1 2) weeks total leave fo r a medical leave due to a serious health condition of self, spouse or child. 4. A paid holiday occurring during a week of FMLA leave has no effect on FMLA time used and is still counted as FMLA leave. B. "Leave Year" 1. The City uses a "rolling" 12-month period measured backward from the date an employee uses any leave under the FMLA. 2. For Military Caregiver Leave, the City uses a"12-Mont h Period"which is a single 12-month period beginning on the first day the employee takes leave for this reason and ends 12 months later. C. Reduced Schedule/Intermittent Leave 1. Family leave may be used intermittently but only with approval from the employee's supervisor and it must be completed within twelve (12) months of t he date of bir th or placement of the child. 2. Medical leave to care for a seriously ill family member or because of the employee's serious health condition may be used intermittently or on a reduced schedule if all of the following apply: a. Must be medically necessary; b. The employee must present a medical certification; and c. The employee must consult w ith his/her supervisor and ma ke a r easonable effort to schedule foreseeable leave so as not to unduly disrupt the department's operations. 3. The City may transfer the employee temporarily to an alternative job with equivalent pay and benefits that accommodates recurring periods of leave better thanthe employee's regular HR/POLICY/107.04 PAGE 7 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 job. 4. Intermittent and reduced schedule leave absences will be me asured in 15 minute hour-increments. VI. Coordination of Benefits A. During approved FMLA leave, the City will continue to pay the employee's portion of the health insurance premium. The employee is required to pay health insurance premiums for any dependent coverage,through payroll deduction or personal finances. The employees also responsible for other benefit premiums normally taken from his/her paycheck. B. Vacation/bonus time,sick leave,and longevity benefits will not accrue during an employee's unpaid FMLA leave status. -The employee will not receive_ pa-),,-holiday pay,or any other paid benefit during an unpaid consecutive FMLA leave-sta#ts.-These benefits will resume upon the employee's return to work.Provided the employee is being paid beeattse the employee has aeofued time-- C. The FMLA policy is administered concurrently with all other relevant City policies. For questions regarding sick leave,holiday pay,death in the family leave,vacation/bonus time,and longevity pay, personal leave without p off daty if or illness anEVe,-eeeupatienal; M.benefits,please see the specific policy for details. VII. Notification by Employees A. If the need for leave is foreseeable, an employee must give at least a 30-day notice(oral or written) of his/her desire to take family and/or medical leave. The City may delay the requested leave for up to thirty(30)days after the notice is provided to the City if an employee fails to give adequate notice of foreseeable leave. B. If the need for leav e is unforeseeable, an employee must give notice as s oon as practi cable. Typically, this is w ithin one or two working days of learning of the need for leave, except in extraordinary circumstances where such notice is not feasible. C. G. If the City had not been made aware that an employee was absent for FMLA reasons and the employee wants the absence counted as family or medical leave,the employee must give notice within two business days of his/her return to work that the leave was taken for an FMLA-qualifying reason. ED. Employees are required to follow department call-in procedures. VIIL Paperwork and Timelines HR/POLICY/107.04 PAGE 8 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 A. All FMLA leave, including intermittent leave, must be documented on the "Family Leave Request" f through t he on-line timekeeping system and will be char ged against the employee's FMLA entitlement. B. , aAn employee requesting leave for medically related reas ons must also prov ide medical certifica tion by submitting a completed"Certification of Health Care Provider" form when requested to do so by the City of Denton. 1. If the City has reason to doubt the validity of a medical certification provided by an employee's health care provider,the City may require the employee to obtain a second opinion at the City's expense from a health care provider chosen by the City. If the first and second opinions differ, a third opinion from a health care provider chosen jointly by the City and the employee may be requested at the City's expense. The third opinion is final and binding. 2. The City may request re-certification during an employee's approved FMLA leave, although such re-certification will not be more often than every thirty(30)days. C. All necessary paperwork must be completed and returned to the Human Resources department within fifteen(15) calendar days of the employee receiving the paperwork. If an employee fails to provide medical certification in a tim ely manner, the City may deny the leave request until certification is submitted. D. During approved FMLA leave, the City may require an employee to periodically report to his/her supervisor about the employee's status and intent to return to work. IX. Other Employment Provided an employee is absent due to consec utive FMLA leave for a medical condition and the employee asserts they are unable to perform their job duties, the employee is prohibited from engaging in outside employment that would conflict with any medical restrictions. X. Return to Work A. If an employee is out due to a serious health co ndition of self,he/she mu st provide a "Return-to- Duty Certification" completed by the employee's health care provider at the time the employee returns to work. If an employee fails to provide return-to-duty certification, the City may deny job restoration until the certification is submitted. B. When the employee re turns to work the empl oyee will return to an equivalent position with equivalent benefits,pay and other terms and conditions of employment, in accordance with FMLA regulations. XI. "Key Employee"Exemption HR/POLICY/107.04 PAGE 9 OF 8 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: FAMILY AND MEDICAL LEAVE REFERENCE NUMBER: 107.04 A. A"k ey employee" is a s alaried employee (exempt from the minimum wage and overtime requirements of the Fe deral Labor Standards Act as an executive, admini strative or professional employee) who is among the highest paid 10 percent of all the City of Denton's employees. The determination whether an employee is among the highest paid 10 percent of the City's employees is determined from the time the employee first gives notice of the need for leave. B. Where restoration of a key employee to his/her pos ition at the end of hi s/her leave will cause substantial and grievous economic injury to the City's operations,the City may refuse to reinstate a key employee. C. In the e vent that restoration of a key employee would cause the Cit y substantial and grievous economic injury to the City's operations,the employee will be notified in writing of his/her status as a key employee,the reasons for denying job restoration and will further be provided a reasonable opportunity to return to work after so notifying the employee. The City of Denton shall determine in its sole discre tion, what constitutes su bstantial and gr ievous economic injury to its operations. Department of Labor regulations governing the FMLA are available for review at t he Human Resources dDepartment. Employees who fraudulently misrepresent themselves and/or circumstances regarding this policy will be subject to disciplinary action. If there is any language in this policy that conflicts with the federal statute, the language in the federal statute will be the controlling language. HR/POLICY/107.04 CITY OF DENTON PAGE 1 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE SECTION: HUMAN RESOURCES REFERENCE NUMBER: 111.07 SUBJECT: APPROVED LEAVE INITIAL EFFECTIVE DATE: TITLE: NON-FMLA MEDICAL LEAVE LAST REVISION DATE: POLICY STATEMENT Employees who do not meet the eligibility requirements of the Family and Medical Leave Act(FMLA), or who have exhausted FMLA benefits, m ay request Non-FMLA medical leave ("medical leave"). This leave is only available for an em ployee's own serious medical condition. All sick and vacation accruals will run concurrently with the leave. This policy may run concurrently with ADA, where applicable. ADMINISTRATIVE PROCEDURES A. Medical leave granted under this directive will be with pay provided the em ployee has accrued balances (e.g. sick and/or vacation accruals). B. Medical Leave 1. An employee who has exhausted leave under the FMLA and who continues to suffer from a serious health condition may request medical leave under this directive. 2. All requests for medical leave due to an employee's own medical condition must be in writing and requires the approval of the Human Resources Director or designee. 3. The employee may be required to provide a m edical certification from their treating physician in support of the employee's request for a medical leave. C. Application: Medical Leave 1. Approval of medical leave will be based on the medical certification, departmental business needs, and any other relevant factors. 2. Prior to employee taking the leave, it must be authorized by the employee's supervisor and Human Resources. D. Employee's Responsibilities 1. Sufficient and Accurate Information: Employees must give sufficient and accurate inform ation so HR/POLICY/I 11.07 PAGE 2 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: NON-FMLA MEDICAL LEAVE REFERENCE NUMBER: 111.07 that a determination can be in ade as to the em ployee's eligibility for a in edical leave under this directive. 2. Notice: Employees must provide their supervisor with advanced notice as practicable and in accordance with the Department's normal call-in procedures for leave. Provided the employee has advanced notice that employee will have to be out on leave, em ployee should give the City thirty (30)days advanced notice or as much notice as possible,when the leave is foreseeable. 3. Compliance with Call-In Procedures: Em ployees must comply with their Departm ent's normal call-in procedures for reporting absences,tardiness,and requesting leave, e.g.,making contact with the appropriate supervisor by a certain tim e. Employee may be subject to disciplinary action in accordance with City policy provided the employee fails to comply with the Department's normal call-in procedures and is unable to provide an explanation that warrants no disciplinary action. 4. Medical Certification: In all instances where th e Human Resources(HR)Director, or designee, requests a medical certification from an employee, it is the employee's responsibility to provide a complete and sufficient in edical certification supporting the need for the City to grant such leave due to a medical condition. The certification must set forth the beginning and ending dates of the medical leave,the duration of the treatm ents resulting in the need f or either consecutive or intermittent leave, and the expected return to work date. a. Second/Third Opinion: In some instances,the HR Director, or designee,may require a second or third medical opinion(at the City's expense). b. Recertification: the HR Director, or design ee, may request the em ployee to periodically recertify the need for medical leave. E. Continuation of Benefits 1. Health Insurance: During any period of an a pproved medical leave under this policy, the City will continue to pay its portion, if any, of the insurance coverage for the employee on the same terms as if the em ployee continued to work. However, the em ployee must timely pay their portion of the insurance premiums. Provided the employee fails to pay their portion timely, the City will cease paying its portion until the em ployee makes the payments or returns to work. The City may recover premiums it paid to m aintain coverage for the em ployee who failed to return to work. 2. Benefits Accruals: Vacation/bonus time and sick leave will not accrue during an employee's unpaid leave status. Employees will not receive death in the family leave pay, holiday pay, or any other paid leave benefit during an unpaid leave status. These benefits will resume upon the employee's return to work. 3. Retirement Contributions: Contributions to the retirement fund will cease when an employee is on unpaid leave and will resume upon the employee's return to work. HR/POLICY/I 11.08 PAGE 3 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: NON-FMLA MEDICAL LEAVE REFERENCE NUMBER: 111.07 4. Compensation: If an employee does not perform their job duties for three (3) consecutive months or longer,performance increases may be pro-rated. F. Other Employment Provided an employee is absent due to consecutive medical leave,and the employee asserts they are unable to perform their job duties,the em ployee is prohibited from engaging in outside em ployment that conflicts with their medical restrictions. G. Misuse of Leave An employee who misuses or fraudulently obtains medical leave will be subject to disciplinary action including, but not lim ited to, dismissal of City em ployment. An employee failing to return from medical leave on the specified date,wit hout notifying the approving authority and receiving approval for a leave extension,m ay be considered to have abandoned their job as outlined in policy 110.01 (Absenteeism/Tardiness). HR/POLICY/I 11.08 CITY OF DENTON PAGE 1 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE SECTION: HUMAN RESOURCES REFERENCE NUMBER: 111.08 SUBJECT: APPROVED LEAVE INITIAL EFFECTIVE DATE: 11/05/85 TITLE: PERSONAL LEAVE WITHOUT PAY LAST REVISION DATE: 98/25/03 POLICY STATEMENT In special circum stances, supervisors m ay consider granting additional absence to employees for fnemergency, legal, educational or any other legitim ate purpose personal to the employee once the em ployee has exhausted all appropriate accrued leave . -A personal leave of absence is approved time off without pay.-Employees requesting such leave may be obligated to show that granting such leave will not wof-k cause an undue hardship on the appropriate operating department. time aeepdals of the en legifimaey of the tzeq S Aherizing personal leaves of absenee m ay be required to subm it time, vaeation time, or-similar-aeema4 was not used by the r-equesfing employee. The e4etimstaflees r-esultifig in the leave au�ffier-izafien may also be fequifed in the e"Iana4afy fepei4. Approval of personal leave protects the em ployee's position with the City f or a specific period of time. Categories of personal leave are as follows: Immediate - one hour to two consecutive work days. Short-term - more than two consecutive work days to five consecutive work days. Long-term - more than five consecutive work days to less than twenty consecutive work days or thirty consecutive calendar days(whichever is less). Extended - more than twenty consecutive work days or thirty consecutive calendar days (whichever is less). (For purposes of this policy, a work day is defined as eight hours for most employees; for employees working twelve hour shifts, a work day is twelve hours.) HR/POLICY/I 11.08 PAGE 2 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Continued TITLE: PERSONAL LEAVE WITHOUT PAY REFERENCE NUMBER: 111.08 1l-.--ADMINISTRATIVE PROCEDURES A. All personal leave without pay , excluding immediate, must be in writing on the appr-eved leave Of absence f,m. Any personal leave without pay exceeding five consecutive work days may require the approval of the Departm ent Difeeterhea . and"tteli nefif ieatien te the Htim an Resetffees- Department(i.e., a cempleted leave of absenee fann and a status ehange€enu). B. Personal leave withetA pay v�411 not be granted if an efn ployee has aeepded lea-,;e balanees. A employee must exhaust all applicable time before leave without pay is granted. leave,a. if the employee is requesting personal leiwe fef a m atetz t:elated to a medieal eandition of the employee or- any of the em playee's family members as defined in the City's Siek Leave pohey(no. and, in the ease 0 eenettffent with all paid leave ., well ., any personalleave..without pay bonus time, as well as eempensater-y time for-non exempt employees, ffmst be exhatisted before the empleyee will be plaeed an personal leave withetA pay. �B. On tzequests for- ininiediate leave of absenee, it is the sWefvisor-' s responsibility to explore the legkimaey ef the f-equest upon the employee's r-ewm to work to detei!fnine if the leave is to be attthe4zed:Approval of long, shaft, and wtende a personal leave of absence_will be based on the employee's work load,needs of the departm ent, the degree of advance notice given prior to the expected start of the leave,the legitimacy of the request,;and-the vacation, siek, and/or-eempensater-y tip-accruals of the requesting ern ployee, and any other relevant considerations . -All "ve longe extended leave requires approval from the Department DiFeetOrhead and the City Manager or hisAhe their designee. C. Continuation of Benefits 1_---C—. Health Insurance: During any period of approved leave under this policy,the City will continue to pay its portion, if any, of the insurance coverage for the employee on the same terms as if the employee continued to work. However,th e employee must timely pay their portion of the insurance premiums. Provided the em ployee fails to pay their portion tim ely, the City will cease paying its portion until the ern ployee makes the payments or returns to work. The Ci y m aX recover premiums it paid to maintain coverage for the employee who failed to return to work. HR/POLICY/I 11.08 PAGE 3 OF 3 POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: PERSONAL LEAVE WITHOUT PAY REFERENCE NUMBER: 111.08 2. Benefits Accruals: Vacationibonus time and, sick leave, and I,,,,,.evit , benefits will not accrue during an employee's long-term or extended unpaid leave status. -Employees will also not receive death in the family leave pay,holiday pay, or any other paid leave benefit during a long-term or n extended unpaid leave status.-These benefits will resume upon the employee's return to work. 3. Retirement Contributions: Contributions to the retirement fund will cease when an employee is on unpaid leave and will resume upon the employee's return to work. 1. Sick leave acefuals held by an employee prior-to the unpaid leave status will be maintained if the empioyeee is not seeking leave for-a medical reason. D. An emplayee r-eWming to work from a personal leave without pay status extending thifty(30) ea4endar-days or-tweffty(20)wofk days of:more will rveeive an adjusted longevity da e. —4. E. If an employee does not perform his4ie-their job duties for three(3) consecutive months or longer,perform ance increases wi4lmmay be pro-ratedas outlined i the r,.m pens tiep G ssi fi.atio,, Guidelines N4 r,, FD. Misrepresentation of the purpose for persona 1 leave by the requesting employee may result in cancellation of the leave and disciplinary action up to and including dismissal. An employee failing to return from personal leave on the specified date, without notifying the approving authority and receiving approval for a leave extension, w41--may be considered to have abandoned their job as outlined in policy 110.01 (Absenteeism /Tardiness able, v�Tit4en e"lanation f or- faikwe to notify, btA no later-than one week af ter- the f ailtwe to HR/POLICY/I 11.08 Date: May 18, 2018 Report No. 2018-059 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Denton County Mental Health Sequential Intercept Mapping EXECUTIVE SUMMARY: At the direction of the Mayor, the Municipal Judge's Office would like to make you aware of its recent efforts to identify any mental health resources available in Denton County that may be of benefit to the citizens of the City of Denton. In doing so,it is the Judge's hope,to not only improve access to any available resources for those in need in our City, but to clarify the processes and resources that may be available on a county-wide basis and to better define the ways in which all stake-holders in Denton County may be able to better utilize any such processes as well. DISCUSSION: In the capacity as a Judge for the City of Denton and as a magistrate for our jail,the Judge's Office has been frustrated for a number of years by what could be described as a general confusion regarding available services for those struggling with mental health issues and the avenues for access to these services. Most importantly,the Judge's Office has been interested in finding ways in which Denton County agencies might be able to divert those individuals who are clearly in need of help away from the criminal justice system when appropriate. It appears as if Denton County has assembled many of the resources necessary to address these needs, but the organization and "flow" of services is sporadic and disjointed at times, depending on agency and location. Due to the nature of how the County has expanded over the last ten years, several of the larger cities in the county, such as Denton, Lewisville and Carrollton, have taken on much of the initial contact and care for those suffering from mental health issues. Nevertheless, due to the way in which many of those in need first come in contact with "the system", services are delayed,or in some cases denied, as appropriate identification and evaluation may not be made until well after incarceration. Luckily the Denton County Behavioral Leadership Team, under the leadership of Denton County United Way, has done much to establish various pathways to better utilize available resources in Denton County. In an effort to better define these processes, the Municipal Judge reached out to personal contacts known to him as a result of his service on the Board of Directors of the Texas Municipal Courts Association. Consequently, through the Texas Municipal Court Education Center, the Denton Municipal Judge's Office has been able to secure the services of a nationally respected organizational and planning group, Policy Research Associates of New York, to perform a sequential intercept mapping session for Denton County. The Texas Municipal Courts Education Center has offered grant funds necessary to host and pay for this full day mapping session at no cost to either Denton County or the City of Denton. Date: May 18, 2018 Report No. 2018-059 In order to secure this opportunity, the Denton Municipal Judge's Office agreed to help organize a Sequential Intercept Mapping Exercise facilitated by Policy Research Associates of New York. This Mapping event will be held at the new Embassy Suites of Hilton at Denton on Wednesday, May 23rd, 2018 from 8:30 a.m. to 5:00 p.m. As an initial organizer of this event,the Judge's Office has agreed to participate and provide names of organizations and mental health providers and identify those parties or persons necessary to achieve meaningful progress in providing a defined process for mental health services in Denton County. Thus far,participants who have agreed to attend include the Denton and Lewisville Police and detention staffs,Denton County Mental Health and Retardation(MHMR)Executive Staff and Crisis team members, Denton County Sheriff and Administrative and Jail Staffs, Denton County Health Services Administration and several of the area hospital and care providers. As Council is well aware, mental health and criminal justice systems often collide, creating significant barriers to treatment and support services. Sequential Intercept Mapping helps communities develop and implement plans for community change through cross-system collaboration, organizational change, and enhancing practice, utilizing innovative and dynamic tools to map systems, identify gaps in service, and clarify community resources. Goals • Further the delivery of appropriate services to individuals with mental illness, intellectual disability, and/or substance use disorders involved in the criminal justice system • Assist participants in identifying gaps in service ■ Optimize use of local resources Topics and Activities This program will be customized to the very specific needs and desired outcomes of Denton County. • Sequential Intercept Mapping to Identify Cross-Systems Gaps in Service and Collaboration ■ Identifying and Setting Community Priorities • Making Recommendations for a Local Action Plan About Policy Research Associates, Inc. Policy Research Associates, Inc. (PRA) is located in Delmar, NY. PRA's primary focus is on expanding access to community based services for adults diagnosed with co-occurring mental illness and substance use disorders at all points of contact with the justice system.PRA emphasizes the provision of consultation and technical assistance to help communities achieve integrated systems of mental health and substance abuse services for individuals in contact with the justice system. If Council has any objection to the Municipal Judge co-hosting this event with Denton County United Way and Denton County MHMR,please let the Judge's Office know immediately and the Judge will be happy to step aside. In such an event, the Judge would still like to attend, but will refrain from"hosting"the event in the name of the City of Denton unless directed to do otherwise. Date: May 18, 2018 Report No. 2018-059 Attached,please find a copy of the Sequential Intercept Mapping Planning kit provided by Policy Resources Associates outlining the process for a sequential intercept mapping exercise. Members of the Denton City Council are welcome and encouraged to attend. ATTACHMENTS: Sequential Intercept Mapping Planning kit provided by Policy Resources Associates STAFF CONTACT: Municipal Court Judge Robin Ramsay 940-349-8139 robin.ramsay(kcityofdenton.com i..iPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Sequential Intercept Mapping Planning Kit A successful Sequential Intercept Mapping program begins with the planning process. For maximum benefit, use this Planning Kit for suggestions, a checklist, and materials to help plan the entire program. The program consists of a pre-workshop consultation conference call, the workshop, and a summary report with recommendations. All aspects of the program are conducted by experts from Policy Research Associates, Inc. SequentialIntercept Mapping...............................................................................................................- 1 - Program Description: Sequential Intercept Mapping......................................................................-2- Specific Services Provided by PRA.......................................................................................................4- Agency I Community Services ...............................................................................................................4- Planning for Sequential Intercept Mapping..........................................................................................-6- ThePlanning Group............................................................................................................................ 6- TheConsultation Call.........................................................................................................................- 6- Participants.......................................................................................................................................... 7- TheSpace............................................................................................................................................-9- Amenities............................................................................................................................................ 11 - AdditionalPlanning Issues..............................................................................................................- 11 - PlanningChecklist................................................................................................................................- 12 - Whoto Invite..........................................................................................................................................- 13 - Who to Invite-Sample Services and Roles................................................................................... 15- Preparing for the Sequential Intercept Mapping Workshop.............................................................. 16- Sequential Intercept Mapping Pre-Workshop Data Collection..................................................... 18- Community Collaboration Questionnaire....................................................................................... 19- ThePlanning Tools...............................................................................................................................-22 - Savethe Date!...................................................................................................................................-23- Youare Cordially Invited..................................................................................................................-24- Reminder!...........................................................................................................................................25- PressRelease....................................................................................................................................-26- - 1 - i_! PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Sequential Intercept Mapping Policy Research Associates, Inc. (PRA) is known nationally for its work in regard to justice involved people with mental illness and co-occurring substance use disorders. Sequential Intercept Mapping are unique services tailored to the specific community, to provide an opportunity for communities to visualize how mental health, substance abuse, and criminal justice systems intersect in serving this group. It aims to: Further delivery of appropriate services Assist in identifying gaps in service Optimize use of local resources Meaningful cross-system collaboration is required in order to establish effective and efficient services for people with mental illness in the criminal justice system. This workshop is unlike other types of consultations or staff development training programs. PRA staff serve as expert guides, helping the group to develop a plan for their community. This makes the composition of the group extremely important. While some workshops involve advertising to the entire provider community, it is essential that the organizers gather a group that represents key decision makers from the relevant provider systems and varied levels of staff. Program Description: Sequential Intercept Mapping ■ Creating a Sequential Intercept Map ■ This 1.5-day strategic planning workshop provides an opportunity for participants to visualize how mental health, substance abuse, and criminal justice systems intersect in serving this target population The workshop brings together key stakeholders to Sequential Intercept Mapping Exercise tap into the specific local expertise necessary to Reflects how individuals move through develop a local map, based on the Sequential the local criminal justice system Intercept Model(Munetz & Griffin, 2006) Indicates points for intervention or During the Sequential Intercept Mapping diversion of people with mental illness Exercise, opportunities and resources are identified for diverting people with mental illness Provides a visual depiction of the ways and co-occurring substance use out of this costly in which treatment systems interact with system and connecting them with appropriate the local criminal justice system treatment and support services The Sequential Intercept Mapping Exercise also helps to identify gaps in services, duplication of services, or areas where different providers are working at cross purposes ■ Priorities for Change PRA staff provide examples of successful efforts at systems integration, promising programs, and emergent collaborations from around the country This guided exercise enables communities to determine areas where immediate steps will affect a more cohesive, integrated approach to service delivery The final activity of the workshop is to develop a local set of priorities for change - 2 - -.OgmoPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Panning for Action PRA staff provide examples of successful efforts at systems integration, promising programs, and emergent collaborations from around the country This guided exercise enables communities to determine areas where immediate steps will affect a more cohesive, integrated approach to service delivery Additional Benefits This workshop facilitates communication among staff from the diverse systems about problems, expectations, boundaries, and avenues of information sharing and problem solving The Sequential Intercept Mapping exercise serves as a key step towards increasing collaboration This collaboration in turn improves the early identification of people with co-occurring disorders coming into contact with the criminal justice system, increases effective service linkage, reduces the likelihood of recycling through the criminal justice system, enhances community safety and improves quality of life Program Participants Involving the key stakeholders is essential for a successful Sequential Intercept Mapping workshop This program should involve community representatives from the following: Criminal justice system professionals (jail personnel, community corrections, police, probation, judges, court administrators or court personnel, attorneys for prosecution and defense, alternative to incarceration programs, probation departments, etc.) Mental health professionals (psychiatrists, psychologists, social workers, supervisors, program managers, administrators, hospital staff, etc.) Substance abuse professionals (psychologists, social workers, nurses and others working as chemical dependency counselors or substance abuse specialists, program managers, administrators, etc.) Consumers of mental health services with lived experience in the criminal justice system and/or family members Appropriate regional representatives of agencies which fund the above services In order to help communities gather the key players, PRA provides a spreadsheet to assist in managing the participant list. - 3 - -.0mmoPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Specific Services Provided by PRA Pre-Workshop Pre-workshop assistance with planning and an Event Planning Kit Organization with the site contact person for a consultation conference call including PRA staff and local key stakeholders to discuss the local context, intended goals of the community, and the desired outcome of receiving the Sequential Intercept Mapping program Data collection regarding the community, with the assistance of the site contact person Workshop preparation (essential in order to achieve optimum service) including: Regular communications by phone and email to discuss agenda, participants, and logistics Sample invitations, save the date and reminder templates, and other necessary materials Workshop PRA will tailor the 1.5-day program specifically for the community Day of Event: Create a Sequential Intercept Map and identify areas for change Materials: professional slides, handouts, and workshop materials Supplies: name tags, name tents, and other necessary items Preparing for Action Planning: Finalize the Local Sequential Intercept Map Post Workshop PRA will develop a set of recommendations for a local action plan and deliver this report within two weeks of the workshop completion Agency / Community Services The community is responsible for the following: Meeting space (for 25 —35 people, for 1.5 days) Information: participant list, data about (city or county), and Community Collaboration Questionnaire Promotion and registration (gathering the participants) Room set up Equipment: projector, screen, table or cart for projector, microphones Table and staffing for sign-in on each day of the program Easel Pad (2.5' x 2.08`) Refreshments or lunch for participants (optional) - 4 - i..iPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop For More Information Contact Us: Policy Research Associates, Inc. 345 Delaware Avenue • Delmar, NY 12054 PH: (518) 439-7415 • FAX: (518) 439-7612 Web: http://www.prainc.com/ - 5 - i_! PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Planning for Sequentia/ Intercept Mapping The Planning Group ■ Establishing the Planning Group Ideally, a small group of key decision makers should convene to create a core group for planning This group should involve representatives from the mental health, substance abuse, and criminal justice systems and include at least one consumer/peer representative This group may be a subcommittee of a larger or existing planning group or criminal justice/behavioral health task force If there is an existing group, it should have cross-system representation If there is no existing group, it is highly recommended that such a group be formed Key Roles The Planning Group should designate one or more individuals to fulfill key roles These roles include: Key Contact Person to serve as liaison with PRA Program Organizer Participant List Manager Consumer/Peer Coordinator Various responsibilities may be delegated, as long as the key contact is familiar with all activities and communicates as needed with PRA ■ Setting the Date and Location ■ At the earliest opportunity, set dates for the consultation call and the workshop Consult with the calendars of relevant agencies or agency units, in order not to conflict with other scheduled events Provide sufficient time to gather the necessary participants for each — consultation call and workshop Identifying the date and location will go hand in hand The Consultation Call ■ Who Should Participate in the Call ■ This conference call is the first component of the Sequential Intercept Mapping consultation The entire Planning Group should participate in the call It is essential that there are representatives from mental health, substance abuse, and criminal justice systems, as well as consumers/peers on this call In the event that a group member cannot participate, it is recommended that a substitute designee should participate - 6 - i PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop ■ Call Set-Up A PRA Training Coordinator will work with the Key Contact to establish a date and time for the call The call is approximately 30 minutes in length A PRA Training Coordinator will provide the logistics of the call The Key Contact should provide the Training Coordinator with a list of call participants and their contact information A PRA Training Coordinator will send a Consultation Call Agenda and Participant List to the participants prior to the call Other Materials Additional materials will be made available prior to the consultation conference call Program Description o Who to Invite o Planning Kit ■ Agenda for the Consultation Call ■ Description of the Sequential Intercept Mapping Workshop Goals and Expectation of the Locality Keys to Success: Cross-system Task Force, Consumer Involvement, Representation from Key Decision Makers Who to Invite to the Workshop Preparing for the Workshop: Pre-Workshop Data Collection and Community Collaboration Questionnaire Planning the Workshop: Logistics What PRA Provides What PRA Needs from You Participants ■ Who Should Attend A representative group is key to a successful Sequential Intercept Mapping workshop The Planning Group should convene to discuss who to invite to the Sequential Intercept Mapping workshop Participation in the program will clearly be affected by the support of key leaders in the community Encourage these leaders to engage administrators, staff, and consumers to participate in this important process See the document that follows, Who to Invite - 7 - i_! PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop ■ Extending the Invitation The Planning Group should develop a list of candidates for participation in the workshop Planning Group members can individually take responsibility to extend invitations to the appropriate people These group members should extend the invitation and communicate with the Participant List Manager regarding confirmed attendees ■ Workshop Announcement / Invitation • The organizer should send a Save-the-Date notice to invited individuals at the earliest opportunity The workshop announcement/invitation flier should be sent to identified participants at least five weeks prior to the workshop Information provided should include: o Date o Time o Location o Contact name, phone, email o Information about the nature of the workshop Directions and parking information (where to park, whether there are any fees) Distribute the flier through standard communication lines, such as email or interoffice mail Use the Word documents in the Planning Kit to assist in your promotion Personalize these with your own agency or sponsor names and logo Fill in the appropriate information Files in the Planning Kit include: Save-the-Date —as an email or flier as soon as a date is set Announcement/invitation - to confirm invitations to those who have received verbal invitations, at least 5 weeks prior to the program Reminders—an email or flier to be sent out one week in advance of the workshop ■ Managing the Participant List Planning Group members should send names and contact information to the Participant List Manager Information should include: Name Job title Agency Agency address Phone number Email The Participant List Manager should track this information in the Word document Sequential Intercept Mapping Registration Tracking The composition of the group should be monitored closely and reviewed with the Planning Group as necessary in order to ensure representation across systems and at varied levels of responsibility Be sure to confirm each registration by email or fax - 8 - -.OgmoPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Preoarina Consumer/Peer Rearesentatives The Consumer/Peer Coordinator should take the lead on preparing consumer/peer representatives Consumers/peers should receive all of the background materials Review a full explanation of the process and the roles of both consumers/peers and other participants Some consumers/peers may need assistance with transportation or other logistics Like other participants, consumers/peers should be receiving compensation for this work The Space Location The location is dictated by (1) space requirements, and (2) by proximity to typical work stations It may also be important to consider factors that might affect travel to the site such as access to public transportation, road conditions/time of year, traffic or parking Selectina the Space — Specific Workshop Needs The space should accommodate approximately 30 people It is necessary to have space for a screen that can be viewed by all It is also necessary to have a workable wall space on which PRA staff can post easel pad paper Auditoriums are not recommended General Space Needs The space should be comfortable for participants: well ventilated, well lit, and removed from outside distractions In some settings (such as hospitals), loud speaker announcements may disrupt the program; arrange to have these discontinued in the meeting space Handicap access should be available Finding the Space If finding a space is a problem, contact each involved agency or other sister agencies to "borrow" space If appropriate space is not available within the agency, look to sources of `free' space; for example, a hospital, college or community center might `lend' some space in exchange for some consideration - 9 - i PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop ■ Room Set Up Be sure to arrange for a room that will comfortably seat all participants with chairs and writing surfaces; the room arrangement should encourage interaction among participants "U" shape arrangement of rectangular tables and chairs is preferred An alternate arrangement would be two rows of tables facing each other, with the screen at one end of the room and the wall space at the other end Classroom style, with rows of rectangular tables all facing forward, is not recommended Extra tables — arrange for additional tables for materials, sign-in, and refreshments Option 1: Room Set Up Workable Wall Space Projector Screen Workable Wall Space 1 1 o � F ' d Q ro N o v WWWWWWWWWW Option 2: Room Set Up Projector Screen Workable Wall Space - 10 - -.0mmoPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Amenities Refreshments PRA strongly encourages providing people with refreshments during the sign-in and breaks This helps to encourage communication and networking among the representatives of different systems, a key aspect of this program It also helps to keep everyone connected to the meeting, preventing distraction to attend to outside issues If it is not possible to provide refreshments, be sure that these can be accessed easily from the meeting room Providing lunch is also strongly encouraged for the above reasons If it is not possible to provide lunch, be sure it can be accessed easily from the meeting room Additional Planning Issues Times Typical times for this program are 8:30 —4:30 Breaks will be taken mid-morning and mid-afternoon A lunch break of one hour is taken at noon on day one Consider factors that might affect arrival times (travel, weather, typical work days, etc.) Equipment Please make the listed equipment items available for the program LCD Projector Screen Table or cart for projector Lapel type microphones (if needed) Two easel pads with stands One heavy duty extension cord / power strip Please make sure that these items are in place 30 to 60 minutes before the program begins; this allows PRA staff time to complete the set-up It can be useful to have a "technology person" available throughout the program to expedite solving any equipment or software problems that might arise Materials PRA will provide all participant materials Please provide the PRA Training Coordinator with the final participant list 10 days in advance of the workshop - 11 - -.0mmoPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Planning Checklist WHEN TASK NOTES Establish a Planning Group • Key Contact person ■ Program Organizer ■ Participant List Manager Consumer/Peer Coordinator 8-12 Set the Dates Weeks Set date for workshop Before Set date for consultation call rarticipants Develop a complete list of relevant participants: criminal justice, mental health, substance abuse and consumers - Send Save-the-Date Participants 3-8 Planning Group members should extend invitations VNeeks Follow-up with e-mail Announcement/Invitation Before Participant contact information should be given to the Participant List Manager Consultation Call ■ Send call participant list to PRA two weeks prior • Complete and return Community Collaboration Questionnaire two weeks prior ■ Send draft workshop participant list to the PRA Center Training Coordinator Participants Track participant list, monitor closely, review with Planning Group 2-4 Two weeks prior to the training, discuss the registration list with Weeks the PRA Training Coordinator and send a copy of the Word file to Before the PRA Training Coordinator Space Confirm reservation for rooms Arrange for room set-up Arrange for equipment: LCD projector, screen, cart, microphones, easels Amenities Arrange for refreshments and lunch OR Identify where these car, be found Participants i Week • Send Reminder and directions Before Space &Amenities ■ Confirm all arrangements Materials & Sign-In ■ Provide 3-5 large tables for materials and sign-in Print out a copy of the Word sign-in, provided by the PRA Training Coordinator uay Of Space Provide staff to work the registration table - 12 - i PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Who to Invite In order to get the best result, from your Sequential Intercept Mapping program, it is essential to convene a group of key stakeholders. The primary partnership building is between mental health and substance abuse treatment providers with criminal justice services. While some people in the list below may exert more influence than others in the community, PRA's experience dictates that a diverse group is important for broad and lasting change. Key Change Agents • It is essential that the key change agents in your community should be present It is critical that all groups are fully represented and in attendance Representative group—see chart below ■ Key Services Workshop participants should be a mix of representatives from key services The primary groups are mental health treatment and case management services, substance abuse programs and criminal justice agencies (law enforcement, courts, jail, prison, parole, probation and others) There should be equal numbers of representatives from these three primary groups: mental health, substance abuse, criminal justice Levels of Representation Participants should include representatives from varying levels of administration plus those on the front line Think of your participant list using a top down approach, with adequate representation of front line staff and peers/consumers Approximately 75% of the group should be top and middle level administrators 25% should be front line staff and peers/consumers or family with lived experiences Top level administrators — such as service agency directors, jail Note: Peer/consumer participation is often understood administrator, sheriff, judge as including one person who is a consumer of services Middle level administrators —such as or a family member. A single person can make only a program directors who work with both top limited contribution; it is very important to include at least level administrators and front line staff 2-3 consumers and consumer advocates. Front line staff— staff who are on the front line and have an understanding of how programs and processes actually operate Peers/consumers/consumer advocates/family members — people with lived experiences of co-occurring disorders who may or may not have had contact with the criminal justice system (these individuals are essential) Note: A common error is for service providers to send only middle level administrators. - 13 - i..iPRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Workshop Peers/consumers Individuals with mental illness and co-occurring substance use disorders who have lived experiences with the criminal justice system are essential members of the participant group Family members can also be helpful Consumer advocates are acceptable, if no consumers can be identified Additional Representatives to Round-Out the Group Invite representatives from other services, such as those listed here: o Housing services o Social services/entitlements (e.g., local Medicaid/Social Security) o Faith-based or vocational organizations o Community-based advocacy groups o Community/supported housing o Programs to combat homelessness o Hospital ER and other crisis services ■ Managing the Participant List The program accommodates a total of 30-35 people (Contact PRA if this is a problem) The Planning Kit includes a Word document to help guide the participant list and to track confirmed attendance - 14 - Planning For Sequential Intercept Mapping Who to Invite — Sample Services and Roles MENTAL HEALTH SUBSTANCE ABUSE CRIMINAL JUSTICE CONSUMERS SUPPORT SERVICES OTHERS Community-based Community outpatient Law enforcement People with mental Case management Elected officials treatment illness Mental health centers Case management Jail and prison People with co- Housing Social services; occurring disorders Medicaid/Medicare Detoxification Probation and parole People with lived Peers & Peer Social Security Clinics experiences with the Administration programs departments criminal justice system programs (entitlements) Behavioral health Residential treatment Diversion programs Family Members Mutual support Cultural organizations HMO's programs programs Hospital ER/ Faith-based Crisis Centers Community corrections Advocacy programs organizations Courts: Judges District Attorney Public Defender Defense Attorneys Mental Health Court Drug Court Other Specialty Courts PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Preparing for the Sequential Intercept Mapping Workshop Data Collection Data can be extremely helpful in directing intercept-related interventions that will be most useful to the community in providing services to justice-involved people with mental illness and co- occurring substance use disorders. The following pages contain a few recommended areas for data collection. This data can help provide information about the: ■ Profile of persons with mental illness being booked into jail ■ Relationship of persons being booked to the delivery of existing mental health services (how many are known to the system and what services are they receiving?) ■ Level of comfort different stakeholders may have with different diversion opportunities based on the nature of the charges against the individuals (risk to public safety) ■ Extent to which the folks being booked are being charged with new offenses or violations of probation that are technical in nature ■ This is of particular interest because people may be receiving services that are insufficient in intensity or type to keep them out of trouble with the criminal justice system! Data can inform the types of changes that should receive the greatest priority. Some communities may have this information readily available, while others will not. PRA recognizes that it may not be feasible to collect and sort the information prior to the Sequential Intercept Mapping activities. Community Collaboration Questionnaire The final item in this packet is a Community Collaboration Questionnaire. It is recommended that this questionnaire be completed in consultation with the key stakeholders. It is not necessary to have separate stakeholders complete it. This questionnaire provides PRA with background information about your community's experience in collaborating across systems. - 16 - PRA POLICY RESEARCH ASSOCIATES Planning for Sequential Intercept Mapping Pre- Sequential Intercept Mapping Data Collection Prior to the mapping activities, it will be useful to collect as much data as is feasible to inform the discussion and planning process. Recommended data collection includes the populations/data sets identified below. It would be useful to collect this information for a recent 12 or 24-month period. For some of this data, it is recognized that it may not be feasible to collect and sort the information prior to the Sequential Intercept Mapping activities. Jail Bookings Number of individuals identified as persons with mental health issues at booking: By jail booking staff While incarcerated, (e.g., by corrections officers, health staff, etc.) During mobilization for release Held for forensic review Cross- i aaulation or Multi-System Data For the entire population of individuals who were booked into jail during the identified time period, individuals known to: Publicly funded mental health system, separated by acute/crisis services and long-term services enrollment (including those currently in service as well as cases closed or terminated) Publicly funded chemical dependency treatment system and types of service(s) received Developmental Disabilities system Additional Jail/Offense-Related Information For those who are identified as persons with mental health, substance abuse and/or developmental disability issues by the jail, the mental health system, the substance abuse treatment system and/or the developmental disabilities system: Charges, Arrests, Bookings Nature of the charge(s) against the individual, (e.g., misdemeanor, felony, violent, non- violent, violations of probation, etc.) Frequency of booking (number of arrests and/or bookings into jail) Length of stay in the jail for each episode of incarceration/cumulative length of jail stay Financial Informatior Nature of the financial benefits or entitlements (if any) available to fund treatment and supportive services in the community, (e.g., Medicaid). - 17 - Planning for Sequential Intercept Mapping JAIL BOOKINGS How many people are identified as having mental health issues? (insert number) By jail booking staff While incarcerated (by corrections officers, health staff or others Release Planning Activity How many people are held for forensic review? CROSS TABULATION OF MULTI-SYSTEM DATE For the entire population of persons booked into jail during the identified time period(open or closed cases): How many were known to publicly-funded mental health system? Acute crisis services? Long-term service enrollment? How many were known to publicly funded substance abuse treatment system? Community-based Detoxification services Residential ADDITIONAL JAIL/OFFENSE-RELATED INFORMATION For those who are identified as persons with mental health, substance abuse or developmental disabilities (by jail, other criminal justice, or treatments stems Nature of the charges Misdemeanors Felonies Violent behavior Violations of probation Frequency How many arrests/ bookings per person? (average) Length of stay in the jail for each episode of incarceration (average) DISCHARGE / REENTRY How many people left the jail with financial benefits or entitlements in place? How many people left the jail with a shelter as the identified residence? How many people had no known residence? How many people left the jail with an appointment at a mental health or other treatment service? How many people with mental illness had contact with a helping professional from the community to facilitate reentry? - 18 - Planning for Sequential Intercept Mapping Community Collaboration Questionnaire Effective and efficient services for people with mental illness and co-occurring substance use disorders in the justice system requires meaningful cross-system collaboration. The Community Collaboration Questionnaire provides PRA with background information about your community's experience in collaborating across systems. It is recommended that one questionnaire be completed in consultation with all of the key stakeholders. This information helps prepare PRA for providing the best direction during the training about the points of intervention most useful in your community. This Word document can be filled in and returned by way of email to akrider(a)prainc.com Community: Contact Person: Phone Email Please check the appropriate box for each and provide descriptions as YES NO necessary. 1 Has your community begun to collaborate in providing services/working with people with mental illness and co-occurring disorders in the criminal justice system? 2 Does your community have a cross-system collaborative team or task force? If yes, please list the membership by agency and/or title, listing mental health providers, criminal justice services, substance abuse services, consumers, family members, elected officials and others. 3 Does your community provide for cross-training of mental health, substance abuse, criminal justice and other providers? If yes, please list recent programs: 4 Does your community have resources identified to work with this population? Please describe: - 19 - Planning for Sequential Intercept Mapping 5 Do agencies have dedicated staff or staff time to work with this population? Please describe: 6 Does your community gather data about persons with mental illness and co-occurring substance use disorders involved with the criminal justice system? Please describe: 7 Does your community have an identified boundary spanner? Please describe the position and the person(s): 8 Does your community have interagency agreements (MOU) to facilitate services and enhance safety? Please describe: 9 Does your community have a coordinated crisis management plan or team? Please describe: 10 Does your community have any jail diversion programs at this time? Please describe: 11 Does your community have a mental health, drug or other specialty court? Please describe: - 20 - Planning for Sequential Intercept Mapping 12 Does your community have a mechanism (such as an MOU) to facilitate communication across agencies or systems? 13 Does your community have a mechanism (such as an MOU) to facilitate partnerships with probation, parole or law enforcement? Please describe: 14 Have screening or assessment procedures been instituted in the mental health, substance abuse and criminal justice systems to identify people with mental illness and co-occurring substance use disorders? Please describe: 15 Have re-entry services been instituted to help people returning to their communities from jail or prison? Please describe: 16 To be successful, what aspects of each agency's culture do the other agencies need to be sensitive? - 21 - i-!PRA POLICY RESEARCH ASSOCIATES Sequential Intercept Mapping Tools for Planning The Planning Tools Instructions The fliers are Microsoft Word documents Please customize these fliers to your community Cut and paste each section to email or print on fliers Simply block the text, click on edit, copy, and then paste Note: highlighted text should be customized - 22 - PRA POLICY RESEARCH ASSOCIATES Sequential Intercept Mapping Tools for Planning _.PRA POLICY RESEARCH ASSOCIATES Save the Date! Sequential Intercept Mapping This unique workshop focuses on people with mental illness and co-occurring disorders involved with the criminal justice system and it is tailored to the . It aims to: Further delivery of appropriate services Assist communities in identifying gaps in service, and to Optimize use of local resources Don't miss the opportunity to participate in creating a local action plan for Look for the announcement and registration forms soon. Date: Times: Location: Sponsored by: - 23 - _PRA POLICY RESEARCH ASSOCIATES Sequential Intercept Mapping Tools for Planning You are Cordially Invited Sequential Intercept Mapping By Policy Research Associates, Inc. Please join us. Your expertise is vital to creating a local Sequential Intercept Map Mental health and criminal justice systems often collide, creating significant barriers to treatment and support services. Sequential Intercept Mapping helps communities develop and implement plans for community change through cross-system collaboration, organizational change, and enhancing practice, utilizing innovative and dynamic tools to map systems, identify gaps in service, and clarify community resources. Goals ■ Further the delivery of appropriate services to people with mental illness and/or substance use disorders involved in the criminal justice system ■ Assist in identifying gaps in service ■ Optimize use of local resources Topics and Activities This program is customized to the very specific needs and desired outcomes of ■ Sequential Intercept Mapping to Identify Cross-Systems Gaps in Service and Collaboration ■ Identifying and Setting Community Priorities ■ Making Recommendations for a Local Action Plan About Policy Research Associates, Inc. Policy Research Associates, Inc. (PRA) is located in Delmar, NY. PRA's primary focus is on expanding access to community based services for adults diagnosed with co-occurring mental illness and substance use disorders at all points of contact with the justice system. PRA emphasizes the provision of consultation and technical assistance to help communities achieve integrated systems of mental health and substance abuse services for individuals in contact with the justice system. Don't miss the opportunity to participate in Sequential Intercept Mapping for I Date Location: Time: 8:30—4:30 Sponsored Bv_ Policv Research Associates, Inc. To Accept this Invitation ■ Complete the information below and fax to: OR cut and paste to an email to: Sequential Intercept Mapping Name: Title or Position: Agency: Agency Address: Phone: Email: For More Information Contact: Name, Email & Phone - 24 - i1PRA POLICY RESEARCH ASSOCIATES Sequential Intercept Mapping Tools for Planning i. P R A POLICY RESEARCH ASSOCIATES Reminder! Sequential Intercept Mapping Don't miss the opportunity to participate in creating a local action plan for Date: Times: Location: Sponsored by: Be sure to RSVP!Please contact: Driving Directions & Parking Information: - 25 - i-!PRA POLICY RESEARCH ASSOCIATES Sequential Intercept Mapping Tools for Planning Press Release The following document is available for your community to use as a press release immediately following the Sequential Intercept Mapping workshop. • Customize the statement, adding the name of your community and the names of relevant individuals • Add some relevant details that result from the workshop • Provide a digital photograph to accompany text • Obtain the name of a contact person and the fax number of local newspapers, radio, or television stations in advance of the workshop • Fax the statement to each immediately at the end of the program - 26 - PRA POLICY RESEARCH ASSOCIATES Sequential Intercept Mapping Tools for Planning For Immediate Release Contact: (name) Agency: Telephone: Email: Stepping Up for Change: ( ) County Tackles Mental Illness in Community and Jail (Location), County, State, Date -- County participated in a 1.5-day workshop for the development of integrated strategies to effectively identify and respond to the needs of justice-involved adults with co-occurring mental and substance use disorders. Sequential Intercept Mapping facilitated by Policy Research Associates, Inc. (PRA) in Delmar, New York is a workshop designed to help communities identify existing community resources, service gaps, and opportunities for improved service coordination and communication between mental health, substance abuse, and criminal justice professionals. According to Dr. Henry J. Steadman of PRA, "This workshop is a strategic planning session intended to foster systemic change and provide each participating community with the tools necessary to move forward to enhance services for adults with mental illness and co-occurring substance use disorders in contact with the justice system." Key agency administrators, staff, and consumer advocates from the mental health, substance abuse, and criminal justice system in County participated in Sequential Intercept Mapping which focused strategic planning efforts on cross-systems collaboration and the reduction of system and service barriers with an integrated, local action plan. In preparation for the workshop, a County Planning Committee held a conference call with the facilitators on to discuss current practices and potential barriers to systems change. The Planning Committee comprises , and the Hon. . During the workshop, participants developed a map detailing the flow of criminal justice contact from arrest to incarceration, referral and access to services, and points for diversion from the justice system across County. Strategies for systems change implemented by other US communities were considered. Nationally, individuals with co-occurring mental health and substance use disorders are an increasing presence within the criminal justice system. Studies have shown that 6.4% of men and 12.2% of women entering U.S.jails have a severe and persistent mental illness, compared to less than 2% of the general population. Of these individuals, 72% have a co-occurring substance use disorder. This problem is especially pronounced in rural communities, where the availability, accessibility, and acceptability of behavioral health services prevent many from receiving the help that they need. With more than 650,000 individuals returning to communities each year from US prisons and seven million individuals returning from jails, effective linkage and access to community services for people with a mental illness and co-occurring substance use disorder is critical to reduce an often repetitious cycle of justice involvement. For more information on County's Action Plan contact: Information on the workshop is available at www.prainc.com or training(aD_prainc.com - 27 - Policy Research Associates, Inc. 345 Delaware Avenue • Delmar, NY 12054 PH: (518) 439-7415 • FAX: (518) 439-7612 http://www.prainc.com/ Date: May 18, 2018 Report No. 2018-060 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Establish a fee for the rental of new luxury loungers (Exhibit 1) at Water Works Park to begin this summer season. BACKGROUND: Water Works Park currently has ten cabanas that are rented out during the summer to patrons. Each cabana can accommodate up to eight people. Four luxury lounger shade structures that can accommodate two people were recently purchased to provide additional shaded seating options. The rental of luxury loungers is not included in the current 2017-18 Parks and Recreation Fee Schedule (Exhibit 2)which was adopted on September 19, 2017. According to the CITY CODE OF ORDINANCES (Exhibit 3), Subpart A, Chapter 22—Parks and Recreation, Article II, Sec. 22-28—Facility and program fees: (a) The department of parks and recreation shall charge and collect the fees for the use of buildings and facilities and for recreational programs, services, and merchandise offered by the department in the amounts established in a "Schedule of Fees"* adopted from time to time by ordinance of the city council. (b) The director of the department may set, charge and collect fees for classes, trips, equipment, merchandise, police or supervisory services, and other programs, services, events and merchandise provided or offered by the department where no fee is established in the "Schedule of Fees"*. The fee or charge shall be based on the costs of providing the event, service, equipment or goods. (Code 1966 § 15-3.1; Ord. No. 91-055, § I, 4-2-91; Ord. No. 93-206, § I, 11-2-93; Ord. No. 99- 311, § 1, 9-7-99; Ord. No. 2003-267, § 1, 9-2-03; Ord. No. 2004-262, § 1, 9-21-04; Ord. No. 2005-015, § 1, 1-18-05; Ord. No. 2009-224, § 1, 9-22-09) *Note— Said "Schedule of Fees" is not set out herein but is available for inspection in the offices of the city. In addition, PROS Consulting has recently completed an assessment of the Aquatic Center's operations (Exhibit 4). It includes an analysis and inventory of the current aquatics facilities' operational and financial models. The assessment also reviewed current and anticipated supply and demand for aquatic facilities and programming. The assessment provides "next"practices and implementation strategies to achieve strategic objectives. This assessment was presented to City Council and the Denton ISD Board of Trustees during a joint meeting held on May 7, 2018. As part of the study, an Implementation Plan (Exhibit 4)was drafted. One of the goals of the plan is to increase the cost recovery of the Aquatic Division. Objective 2.4,page 6, calls for"premium revenue generating services at Date: May 18, 2018 Report No. 2018-060 Water Works Park" and includes a recommendation to purchase luxury loungers in order to help achieve this objective. Rental timeframes for both the cabanas and luxury loungers have been scheduled for use as follows: • Monday-Thursday 11 a-3p and 3p-7p • Friday-Saturday I Ia-3p and 3p-7p • Sunday 12p-4p and 4p-7p CONCLUSION Based on the current city ordinance and the recommendation made by PROS Consulting the Director of Parks and Recreation would like to establish the following fees for luxury loungers: • 3-Hour Rental Monday—Thursday$30 resident/$35 non-resident • 1-Extra Hour Monday—Thursday$10 • 3 -Hour Rental Friday— Sunday$40 resident/$45 non-resident • 1-Extra Hour Friday— Sunday$15 • Water Park Season Pass Holders receive $5 off total fee for luxury lounger rental Based on the above fee structure and an average sale price of$35 per rental, it is conservatively projected to generate $700 per luxury lounger. Cost to purchase the lounger was $590 per unit. It is unknown how long these assets will last,but staff is projecting 3 years. With this anticipated life span, each lounger could gross $2,100 over three years with a profit of approximately$1,510 each. It would be the intention of this fee to be included in the proposed Parks and Recreation Fees presented to City Council during the upcoming budget process. ATTACHMENT(S): Exhibit 1: Photo of luxury lounger Exhibit 2: 2017-18 Parks and Recreation Fees (September 19, 2017) Exhibit 3: Code of Ordinances Exhibit 4: PROS Consulting Aquatics Assessment Implementation Plan (April 2018) STAFF CONTACT: Laura Behrens Assistant Director of Parks and Recreation Laura.Behrenskcityofdenton.com Exhibit I LUXURY LOUNGER 4 � f 1 , - Exhibit 2 ORDINANCE NO. AN ORDINANCE ADOPTING A SCHEDULE OF FEES FOR CEMETERIES AND USE OF CERTAIN PARK FACILITIES; SUPERSEDING ALL PRIOR FEES IN CONFLICT WITH SUCH SCHEDULE; AND PROVIDING FOR SEVERABILITY AND AN EFFECTIVE DATE. THE COUNCIL OF THE CITY DENTON HEREBY ORDAINS: SECTION 1. The "Schedule of Fees" effective upon signing, set forth in Exhibit "A", attached hereto and made a part hereof for all purposes, is hereby approved, and supersedes all prior conflicting fee schedules. SECTION 2. The provisions of this ordinance are severable, and the invalidity of any phrase or part of this ordinance shall not affect the validity or effectiveness of the remainder of this ordinance. SECTION 3. This ordinance shall become effective immediately upon its passage and approval. PASSED AND APPROVED this the day of 12017. CI-IRIS WATTS, MAYOR ATTEST: JENNIFER WALTERS, CITY SECRETARY I3Y: APPROVED AS TO LEGAL FORM: AARON LEAL, INTERIM CITY ATTORNEY Exhibit A PARKS AND RECREATION FEES General Fund Only Effective October 1, 2017 General • Special Event Application Fee $30 per application • Vendor Permit—Nonprofit $15 • Vendor Permit- For profit $25 Rec Pass (Resident/Nonresident) • Individual ages 8 and up $10/$15 • Replacement $2/$2 Facility Rentals Recreation Centers • Building Attendant $14 per hour for rentals scheduled after operating hours • Security Deposit $100 to reserve rental date • Security Fee $20 per hour based on attendance Gym space • Full gym$65 per hour • Half gym$35 per hour • Nonresident fee is $5.00 per reservation Small meeting rooms $25 (per hour) at MLK • Ammons A • Ammons B • Nonresident fee is $5.00 per reservation Denia • Room A • Room C • Nonresident fee is $5.00 per reservation North Lakes • Room A • Nonresident fee is $5.00 per reservation Senior Center • Conference Room • Craft Room • Nonresident fee is $5.00 per reservation Large meeting rooms $30 (per hour) 1 Denia • Room B • Nonresident fee is $5.00 per reservation North Lakes • Room B • Nonresident fee is $5.00 per reservation Senior Center • Room 143 • Room 144 • Room 145 • Nonresident fee is $5.00 per reservation Multipurpose rooms $20 (per hour) MLK Jr. • Kitchen • Craft Room • Game Room • Nonresident fee is $5.00 per reservation American Legion Hall • Main Room • Annex • Nonresident fee is $5.00 per reservation Senior Center • Kitchen • Nonresident fee is $5.00 per reservation Multipurpose rooms $40 (per hour) Senior Center • Multipurpose room(half) • Nonresident fee is $5.00 per reservation Multipurpose rooms $80(per hour)Nonresident fee is $5.00 per reservation Senior Center • Multipurpose room(whole) • Nonresident fee is $5.00 per reservation Civic Center • Rotunda $100 per hour, maximum of 600 attendees • Meeting Room 1 $65 per hour • Meeting Room 2 $45 per hour • Kitchen $25 per hour • Outside Plaza $25 per hour • Security Deposit $200 to reserve rental date • Refundable Damage Deposit $800 • Building Attendant $14 per hour based on attendance • Cleaning Fee $400 per rotunda rental • Nonresident fee is $5.00 per reservation 2 • Security Fee $20 per hour based on attendance Depending on the rental additional fees may apply: vendor permit, special event Application fee. Pavilion and Stage • Small $10 per hour • Large $15 per hour • CH Collins Stage at Fred Moore Park$15 (per hour) • Nonresident fee is $5.00 per reservation Neighborhood Park Rental • Fred Moore Park$65 per hour Regional Park Rental • North Lakes Park$75 per hour • South Lakes Park$75 per hour • Quakertown North $200 per hour • Quakertown South $200 per hour • Nonresident fee is $5.00 per reservation Athletic Sport Complex • Denia Softball $1,300 for a two day tournament(must meet specific field requirements) • North Lakes $1,300 for a two day tournament (must meet specific field requirements) • Nonresident fee is $5.00 per reservation Athletic Fields • Unlighted$15 per hour • Lighted $25 per hour • Nonresident fee is $5.00 per reservation Goldfield Tennis Center • Tennis Tournament $5 per court, per hour, 8 hour minimum • Nonresident fee is $5.00 per reservation Goldfield Tennis Center • Unlighted Court $2 per individual,per hour • Lighted Court $4 per individual, per hour • Nonresident fee is $1.00 per reservation Tennis Passes Goldfield Tennis Center(Resident/Nonresident) • Individual Annual Pass $70 each Youth Sports (Resident/Nonresident) • Impact $15/$20 3 • Select Impact $25/$30 AAguatic Daily Admissions Water Works Park(Resident/Nonresident) • Under 48" $13/$15 • Over 48" $17/$19 • Non-Swimmer$5/$7 • Children 2 and under are free Natatorium: (Resident/Nonresident) • Ages 3-15 $3/$4 • Ages 16 + $4/$5 • Children 2 and under are free Civic Center Pool: (Resident/Nonresident) • Under 18 $3/$3 • Over 18 $4/$4 Aquatic Passes Water Works Park(Resident/Nonresident) • Individual Season Pass $75/$80 • Individual Monthly Pass $30/$35 Natatorium: (Resident/Nonresident) • Individual Monthly Pass $20/$25 • Individual Three Month Pass $45/$50 • Individual Annual Pass $120/$125 • Individual Punch Pass for 10 visits age 16+ $30/$35 • Individual Punch Pass for 10 visits ages 3-15 $25/$30 • Fitness Passholder One Month Pass (30 days) $10/$15 • Fitness Passholder Three Month Pass (90 days) $25/$30 • Fitness Passholder Annual Pass (365 days) $75/$80 Civic Center Pool: (Resident/Nonresident) • Individual Season Pass $40/$45 All Access Pass: Water Works, Civic Center Pool and Natatorium) • Individual annual pass $150/$155 Aquatic Rentals Water Works Park • 2-Hour Rental (1-400 guests) $1,250.00 Extra hour$500 • 2 -Hour Rental (401-600 guests) $1,400 Extra hour$525 • 2 -Hour Rental (601-800 guests) $1,600 Extra hour$5504 • 2 -Hour Rental (801-1200 guests) $1,800 Extra hour $575 • 2 -Hour Rental (1201-1600 guests) $2,000 Extra hour $600 • Nonresident fee is $5.00 per reservation 4 Water Works Park Cabanas • 3-Hour Rental Monday—Thursday $60/$65 • 1-Extra Hour Monday—Thursday $20 • 3 -Hour Rental Friday— Sunday $75/$80 • 1-Extra Hour Friday— Sunday $25 • Nonresident fee is $5.00 per reservation Water Works Park Pavilion • Corporate pavilion $150 per hour • Parry pavilion$75 per hour • Nonresident fee is $5.00 per reservation Natatorium • 2-Hour Rental (under 100 guests) $250 Extra hour$100 • 2 -Hour Rental (100-199 guests) $350 Extra hour$125 • 2 -Hour Rental (200-299 guests) $450Extra hour$150 • 2 -Hour Rental (300-400 guests) $550-Extra hour$175 • Nonresident fee is $5.00 per reservation Civic Center Pool • 2-Hour Rental (1-100 guests) $225 Extra hour$100 • 2 -Hour Rental (101-200 guests) $325 Extra hour$125 • 2 -Hour Rental (201-300 guests) $425 Extra hour$150 • 2 -Hour Rental (301-400 guests) $525 Extra hour$175 • Nonresident fee is $5.00 per reservation m t r IOOF • Full Coffin $900 • Infant Coffin $375 • Cremains $150 • Burial Permit $75 • Stone Permit $75 Oakwood • Full Coffin $525 • Infant Coffin $375 • Burial Permit $50 • Stone Permit$50 5 Parks and Recreation offer a variety of discounts and promotions throughout the year for patrons visiting the Natatorium, Water Works Park, and Ci vie Center Pool. Staff proposes to continue providing the following discounts, specifically for the 2017 season. Water Works Park Pass Discounts: (Resident/Nonresident) Discounted Water Works park passes can be purchased during preseason when purchased by May 20, 2018. (Resident/Nonresident) • Purchase 1-3 season passes $65 each/ $70 each • Purchase 4+ season passes $55 each/$60 each Discounted Water Works park passes can be purchased during the season when purchasing four or more. (Resident/Nonresident) • Purchase 4+ season passes $65 each/$70 each • Purchase 4+monthly passes $25 each/$30 each Pass Perks per Season Pass Holder at Water Works Park • Two 50 percent off daily admission coupons for friends and family • $30 off a birthday party package of choice • 10 percent off concessions and gift shop purchases • $10 off total cabana rental Natatorium Pass Discounts: (Resident/Nonresident) (Resident/Nonresident) • Purchase 4+monthly passes $15 each/ $20 each • Purchase 4+three month passes $37.50 each/ $42.50 each • Purchase 4+ annual passes $90 each/ $95 each Pass Perks per Pass Holder at Natatorium • One free daily admission coupon for friends and family 7 Group Sales Water Works Park • 10-29 people, $3 off per admission • 30-99 people, $4 off per admission • 100+people, $5 off per admission • City of Denton Parks and Recreation camps $4.00 per admission Natatorium 6 • 10-19 people, $0.50 off per admission • 20+people, $1 off per admission • City of Denton Parks and Recreation camps $0.75 per admission Civic Center Pool Pass Discounts: (Resident/Nonresident) (Resident/Nonresident) • Purchase 4+ season passes $35 each/ $40 each Promotions Water Works Park • "Flashback Fun"post wave pool opening, Monday-Friday, 4-7 p.m. 2016 season daily admission rates: (Resident/Nonresident) (Resident/Nonresident) • Under 48" $7/$9 • Over 48" $11/$13 • On-going coupon, $2 off daily admission (cannot be used with any other discounts) • Mobile marketing, $1 hot dogs, 50 percent off concessions items and 50 percent off daily admission • On-duty aquatics staff incentive, 30 percent off concessions Natatorium • "Family Fun Night"Fridays, 4-7 p.m. Buy one get one daily admission(BOGO) Civic Center Pool • Father's Day, fathers get in free with a paid admission • July 4, $1 admission Marketing and Customer Service • 200 Water Works Park daily admission passes Employee Wellness Incentive • City employee wellness benefit, $50 All-Access Annual Pass to Water Works Park, Natatorium, and Civic Center Pool for each immediate family member • Denton ISD wellness benefit, $90 per employee for Annual Individual Natatorium Pass 7 Exhibit 3 Sec. 22-28. - Facility and program fees. (a) The department of parks and recreation shall charge and collect the fees for the use of buildings and facilities and for recreational programs, services, and merchandise offered by the department in the amounts established in a "Schedule of Fees"* adopted from time to time by ordinance of the city council. (b) The director of the department may set, charge and collect fees for classes, trips, equipment, merchandise, police or supervisory services, and other programs, services, events and merchandise provided or offered by the department where no fee is established in the "Schedule of Fees"*. The fee or charge shall be based on the costs of providing the event, service, equipment or goods. (Code 1966 § 15-3.1; Ord. No. 91-055, § I, 4-2-9 1; Ord. No. 93-206, § I, 11-2-93; Ord. No. 99- 311, § 1, 9-7-99; Ord. No. 2003-267, § 1, 9-2-03; Ord. No. 2004-262, § 1, 9-21-04; Ord. No. 2005-015, § 1, 1-18-05; Ord. No. 2009-224, § 1, 9-22-09) *Note— Said "Schedule of Fees" is not setout herein but is available for inspection in the offices of the city. AquaticCity of Denton • lmfoy � DENTON T E X A Implementation Plan April 2018 Exhibit 4 pros consulting 1 INC. bARM EFFICIENCY and EFFECTIVENESS Goal: Create an efficient and effective service delivery model of aquatics for Denton residents. Group Performance Strategy Tactics Responsible Start Date Measure 1.1 Develop and implement a plan that Evaluate the utilization of Point of Aquatic Division September 2018 Implementation upgrades the utilization of Sale scanners to enhance Guest Services, of point of sale technology to capture and analyze customer service while more City of Denton scanning system accurately capturing data related by May 2019. data while improving customer to visitation, in particular at Information service. Water Works Park. Technology, City of Denton Procurement, City of Denton Finance • Evaluate the introduction of I- Aquatic Division, September 2018 Implementation pads for staff to more efficiently City of Denton of utilization of capture data for pool I-Pads by May maintenance and incident and Information 2019. accident reporting to eliminate Technology, City the double work that comes with of Denton capturing data on log sheets and Finance reports and then transferring it to digital and electronic formats. • Evaluate the cost benefit of Aquatic Division, September 2019 Creation and creating an interactive point of City of Denton "roll-out of" of a sale system for Water Works Park mobile ordering concessions - (i.e. Creation of an Information APP for App that would allow for mobile Technology, City concessions at ordering) of Denton Water Works Finance Park by May 2020 pros;, 2 consulting r E t Group Performance Strategy Tactics Responsible Start Date Measure 1.2 Lifecycle replacement of the Replace existing the obsolete Aquatic Division, September 2018 New Security security system at the Natatorium System in place security system at The Natatorium City of Denton with a new, state of the art by January 2019. system that to reduce incidences Public Safety of false alarms and eliminate the (Police and Fire labor costs associated with Departments), responding to false alarms. Finance Department, Procurement Group Performance Strategy Tactics Responsible Start Date Measure 1.3 Streamline Procurement practices Engage the City of Denton's Aquatic Division, September 2018 Identification of Procurement Division to City of Denton opportunities determine opportunities to reduce procurement that would either Aquatic Division expenditures allow the Aquatic Division to purchase supplies and materials independently or have items specific to Aquatics stocked by Procurement at City of Denton warehouse. pros;, 3 consulting LORM Group Performance Strategy Tactics Responsible Start Date Measure 1.4 Work Order Management Developing a Work Order Aquatic Division, September 2018 Implementation Management system for Aquatics City of Denton, of work order Maintenance that interfaces with Information management the city's umbrella financial system by May system, the division will benefit Technology, and 2020. by being able to collect data and Finance develop performance measures that chronicle, the actual unit cost and task-time data for work being performed pros 4 consulting INC. bARM REVENUE GENERATION Goal: To increase the cost recovery of the Aquatic Division to 70% Group Performance Objective Tactics Responsible Start Date Measure 2.1 Increase staff capacity to achieve The Aquatic Division should Parks and 2019 Evaluation of cost recovery goals consider adding marketing and Recreation overall administrative/financial analysis Department Department resources i.e. Marketing Organization Director, Aquatic Structure as part Coordinator ($35,000-$45,000) Division, Human of Parks and and Administrative Resources, Recreation Assistant/Financial Analyst Finance Department positions ($40,000-$50,000). The Department Master Plan addition of these positions should Update be considered within the context (Completion of the Parks and Recreation within one year from start of Department's overall project) organizational structure. • The Parks and Recreation Parks and 2019 Generate Department should consider Recreation $100,000 in adding the position of Revenue Department earned income Development Manager, which will Director, Human and/or in-kind focus on the creation of earned Resources, services in first income. Finance year. Within Department, five years, the Parks Foundation goal of the position would be to generate $250,000. pros 5 consulting INC. uATic YYI��Vl� • • • IMPLEMENTATION • • 1 bi E \ A S Group Performance Objective Tactics Responsible Start Date Measure 2.2 Targeting Marketing Plan Develop a target marketing Parks and January 2020 Development of implemented by Marketing program for Water Works Park Recreation target marketing Coordinator that focuses on increased group Department program that outings and dynamic pricing results in a 20% Aquatic Division increase in group strategies sales Group Performance Objective Tactics Responsible Start Date Measure 2.3 Classify Programs and Services Implement the Classification of Parks and October 2018 Achieving of cost Services Model that focuses on Recreation recovery goals cost recovery based on level of Department, established as p part of Aquatic benefit received for each core Aquatic Division Assessment for program area each core program area Group Performance Objective Tactics Responsible Start Date Measure 2.4 Premium revenue generating Evaluate the introduction of Parks and October 2018 If feasible, services at Water Works Park premium services at the Water Recreation achieve a 25% Works Park, including cabana Department, increase in p cabana services services, luxury loungers and Aquatic Division and 10% increase interactive point of sale system in concession for concessions sales pros;' 6 consulting T E C A 5 NEW- Group Performance Objective Tactics Responsible Start Date Measure 2.5 Community Special Events Develop and implement three Parks and October 2018 Implement three community special events at Recreation community Water Works Park that es en a special events engages Department, for Summer 2019 the community at-large and the Aquatic Division with each private sector generating $5,000 in net profit Group Performance Objective Tactics Responsible Start Date Measure 2.6 Pricing strategy for Denton Consider offering City of Denton Parks and October 2018 If implemented, Independent School District Employee Pricing for aquatic Recreation generate $25,000 employees programs and services to Denton Department, in additional Independent School District revenue in Fiscal Aquatic Division, year 2018-19 employees. City Council Group Performance Objective Tactics Responsible Start Date Measure 2•7 Implementation of real-time Allow Denton Aquatic Division Parks and October 2018 Increase cost dynamic pricing strategies staff to implement dynamic Recreation recovery at WWP pricing strategies on an as needed Department, by 2% annually basis within the framework of the Aquatic Division, new pricing policy. City Council pros 7 consulting INC. bARM POLICY AND PROCEDURE Goal: Align policy with the recommended operating models for each aquatic facility while continually seeking to manage the facilities utilizing best practice standards and procedures. Group Performance Objective Tactics Responsible Start Date Measure 3.1 Adopt Pricing Policy Conduct a Worksession with City Parks and September 2018 Development of Council to discuss the Recreation FY 2019-20 development of a pricing policy Aquatic Division P P g P Y Department, budget in-line that aligns the operating models Aquatic Division, with Pricing of the three aquatic facilities City Policy based on the classification of Management, services model. City Council Group Performance Objective Tactics Responsible Start Date Measure 3.2 Maximize "new" concession stand Adopt a "No Outside Food Policy" Parks and September 2018 Achieve $400,000 revenue at Water Works Park for Water Works Park to maximize Recreation in concession the return on investment of the Department, revenue during new concession stand Aquatic Division, summer of 2019 City Management, City Council pros;, 8 consulting T E C A 5 Group Performance Objective Tactics Responsible Start Date Measure 3.3 Update Joint Use Agreement Revisit the Joint Use Agreement Parks and October 2018 Revised joint use between City of Denton and Denton between the City of Denton and Recreation operating Independent School District the Denton Independent School Department, agreement in District in an effort to better place by October Aquatic Division 2019. delineate roles, responsibilities, decision making authority and cost sharing. Group Performance Objective Tactics Responsible Start Date Measure 3.4 Improve Risk Management 0 Update aquatic personal Parks and April 2018 Update Lifeguard protective equipment standards. Recreation Manual by May Department, 2018. Aquatic Division • Develop and implement a written Parks and April 2018 Update Lifeguard non-swimmer protection policy. Recreation Manual by May Department, 2018. Aquatic Division • Create written, special needs Parks and April 2018 Update Lifeguard patron safety guidelines. Recreation Manual by May Department, 2018. Aquatic Division pros 9 consulting INC. uATic YYL�a Vl� • • • IMPLEMENTATION • • 1 LT E \ A Group Performance Objective Tactics Responsible Start Date Measure 3.5 Maximize utilization of aquatic Implement a formal allocation Parks and October 2019 Formal facilities while reducing customer policy for the utilization of the Recreation Allocation policy service incidents aquatic facilities. Department, in place upon ratification of Aquatic Division revised Joint Use Agreement Group Performance Objective Tactics Responsible Start Date Measure 3.6 Task Time Analysis Conduct a full task time analysis Parks and May 2018 Complete full of Aquatic Division full-time staff Recreation task time to refine the cost allocation of Department, analysis by April full-time wages and benefits to 2019 Aquatic Division, the three aquatic facilities and City Council potentially result in further reduction of the annual Denton Independent School District cost sharing payment. pros;,"-21 10 consulting uATic YYL�a Vl� • • • IMPLEMENTATION • • 1 LT E \ A Group Performance Objective Tactics Responsible Start Date Measure 3.7 Cost of Service Analysis Conduct a full cost of service Parks and October 2019 Fiscal Year 2020- analysis including the cost Recreation 21 budget will allocation of direct, indirect and Department, accurately administrative and overhead costs reflect cost of Aquatic Division, service for the across all functional lines of Aquatic Division. service. This analysis will more accurately allocate costs to the three aquatic facilities. Group Performance Objective Tactics Responsible Start Date Measure 3•8 Customer Service Improvement Eliminate "Coin-for-A-Key" locker parks and October 2019 Replacement system to improve customer Recreation locker system in service by eliminating the Department, place by Summer perception of putting a financial 2020. Aquatic Division strain on the customer by charging small amounts for a minor service ("nickel and diming") consulting Date: May 18,2018 Report No. 2018-061 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Denton County Transportation Authority Quiet Zones on the A-train Rail Corridor. EXECUTIVE SUMMARY: The Denton County Transportation Authority (DCTA) has implemented Federal Rail Administration supplemental safety measures at all at-grade crossings on the corridor establishing quiet zones (QZ). Due to geometric constraints of rail crossings near roadway intersections, some QZs are required to have additional safety measures that include wayside horns. Denton has three of these crossings; Sycamore, Shady Oaks and South Mayhill Road. Of the 39 total QZ at-grade rail crossings on the A-train corridor, there are only four wayside horn applications, three in Denton and one in Lewisville. DISCUSSION: Council recently requested information regarding QZ applications on the DCTA rail corridor. More specifically, the question was raised as to why some crossings were truly quiet while some are not so quiet. QZs are generally established by implementing one of four supplemental safety measures; 1) closure of the at-grade crossing, 2) install sufficient curbs and medians to prevent vehicle encroachment or drive arounds, 3) install quad gates—gate at each approach on each side, 4)create a one-way road with a gate. The primary reason for each of the applications is to enhance safety by preventing vehicles from accessing or attempting to drive through an at-grade crossing. Note that should a person, animal, vehicle or other safety concern be within 25 feet of a rail line, the train operator may sound the train mounted horn even in established QZs. The proximity of roadway intersections within 60 feet of an at-grade rail crossing requires additional Federal Rail Administration safety measures to be implemented. Wayside horns, though not quiet, are considered a complimentary quiet zone safety application. Wayside horns have a reduced noise "footprint" by directing the horn from a fixed location at the rail crossing directly toward the vehicle approach to the crossing. This directed horn abates the need of the train operator to sound the train mounted horn which travels linearly through the corridor creating a larger noise cone. DCTA reported there are 39 at-grade crossings on the A-train corridor from Denton through Lewisville. Of the 39 crossings, there are four crossings with wayside horns. Three of these crossings are located in Denton; Sycamore Street, Shady Oaks and Mayhill Road. The attached table catalogs the crossings and references which supplemental safety measure has been implemented at each crossing. ATTACHMENT(S): DCTA Quiet Zone Table Date: May 18, 2018 Report No. 2018-061 STAFF CONTACT: Mark Nelson Transportation Director 940.349.7702 Mark.nelson&cityofdenton.com DCTA Quiet Zone Table Supplemental Safety Measures Perm Road 4 Quad Median One Way Wayside Street Name Crossing ID Closure Gate Barriers w/Gates Horn Reason for Wayside horn Denton Lakeview Blvd 414690Y X No Pockrus Page Rd 414688X X No S Mayhill Rd 414687R Yes Edwards Rd.intersection does not allow for long enough median on East side of tracks. Brinker Road 414686J X No Colorado Blvd 414679Y X No Shady Oaks Drive 414678S Yes Kerley St.intersection does not allow for long enough median on East side of tracks. Duncan Street 414677K X No Morse Street 414676D X No Prairie Street 795446C X No Sycamore Street 795445V Yes Railroad St.intersection does not allow for long enough median on East side of tracks. Corinth Swisher Road 414698D X No Burl Street 414697W X No S Corinth Pkwy 933968G X No Quail Run Road 415887D X No N Corinth Pkwy 414694B X No Walton Drive 414692M X No Corinth Road 414691F X No Shady Shores Rd 414689E X No Lake Dallas Carlisle Drive 414704E X No Betchan Avenue 414702R X No Main Street 414701J X No W Hundley Drive 414700C X No W Overly Drive 414057W X No Hickory Creek Hickory Hill Drive 1414014D I I I X I No Kelton Avenue 1414705L I I I X I No Lewisville Frankford Road 415856E X No Hebron Pkwy 414060E X No Corporate Drive 966265W X No Bennett Lane 414615H X No Business 121 414717F X No Purnell Street 414716Y X No Main Street 414715S X No E College Street 414714K X No Kealy Street 414713D X No Valley Ridge 974530E X X No Jones Street 414711P X I No N Mill Street 414710H X No Lake Park Road 414708G X No Eagle Point 414707A X X Yes Planning efforts initiated to close the crossing. Date: May 18, 2018 Report No. 2018-062 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Bond credit ratings for the upcoming General Obligation (GO) and Certificates of Obligation (CO)bond sales. BACKGROUND: The purpose of this report is to provide the City Council notice of recent bond credit ratings from Fitch Ratings (Fitch) and Standard & Poor's (S&P) for the upcoming GO and CO bond sales. The City Council is scheduled to consider adoption of bond ordinances to authorize the bond sales on May 22, 2018. DISCUSSION: On April 30th and May 2°d, staff and the City's financial advisor, First Southwest Company, participated in conference calls with analysts from Fitch and S&P to discuss the City's financials and upcoming GO and CO bond sales. As a result of these conference calls, and a review of financial information, both S&P and Fitch assigned a rating of `AA+' to the City's upcoming bond sales. This is the second highest rating offered by either rating agency. There is no change to either rating from the prior year and both indicated a stable rating outlook for the City. For your review, staff has attached the rating reports and a ratings chart for all three rating agencies which includes Moody's. Moody's has not rated the City for the upcoming bond sales. On April 10, 2018, the Audit/Finance Committee received a presentation on the City's FY 2017- 18 Adopted CIP, planned bond sales and the Notice of Intention ordinance to issue COs. The Audit/Finance Committee unanimously recommended approval to forward the upcoming bond issuance to the City Council for consideration. On April 17, 2018, the City Council adopted Ordinance No. 18-621 directing the publication of a Notice of Intention to issue COs. The City Council is scheduled to consider adoption of bond ordinaces to authorize the bond sales on May 22, 2018. Please do not hesitate to contact me if you have any questions. ATTACHMENT: Fitch and S&P Credit Rating Reports Ratings Chart STAFF CONTACT: Antonio Puente, Jr., Director of Finance (940)-349-7283 Antonio.Puente(a�cityofdenton.com FitchRatings Denton, Texas New Issue Report Ratings New Issue Summary Long-Term Issuer Default Rating AA+ Sale Date: May 24 via competitive sale. New Issues ( )$19,155,000 General Obligation GO Series: $19,155,000 General Obligation Bonds,Series 2018,and$9,630,000 Bonds,Series 2018 AA+ Certificates of Obligation (CO), Series 2018. $9,630,000 Certificates of Purpose: GO bond proceeds will be used to finance various street, stormwater drainage and Obligation,Series 2018 AA+ Outstanding Debt park improvements. Proceeds from the COs will be used for vehicle acquisitions and facility Certificates of Obligation AA+ improvements. General Obligation Bonds AA+ Security:An annual property tax levy, limited to$2.50 per$100 of taxable assessed valuation Rating Outlook (TAV). Stable Analytical Conclusion The 'AA+' IDR and GO bond rating reflect exceptionally strong operating performance, supported by strong revenue growth prospects, ample revenue-raising capacity and sound expenditure flexibility. The rating also incorporates the expectation for a moderate, but slightly elevated, long-term liability burden. Economic Resource Base: With a population of about 133,000, Denton is located at the northern end of the Dallas-Fort Worth (DFW)metro area.The local economy features institutes of higher education, a regionally prominent medical sector and a strong warehousing and manufacturing base, leveraging the city's multimodal transportation network. Key Rating Drivers Revenue Framework: 'aaa' Fitch Ratings expects Denton's diverse and expanding tax base to continue to grow at a pace in excess of U.S. GDP over the medium term. Strong revenue-raising capacity is supported by a tax rate well below the statutory cap. Expenditure Framework: 'aa' The city's pace of spending is aligned with revenue growth. Discretion with respect to workforce and other operating costs provides the city with flexibility to address future uncertainties, including economic slowdowns. Carrying costs do not pressure the budget; however, debt issuance for capital needs is expected to keep carrying costs somewhat elevated. Long-Term Liability Burden: 'a' Currently at 19.6%of estimated personal income, Fitch expects the city's long-term liabilities to place a slightly elevated, but still moderate, burden on the resource base over time, considering likely debt issuance plans to address regional growth needs.The city's net pension Analysts liability burden contributes a modest amount to its long-term liability burden. Emmanuelle Lawrence +1 512 215-3740 Operating Performance: 'aaa' emmanuelle.lawrence@fitchratings.com Fitch anticipates Denton would maintain strong financial flexibility in an economic downturn Jose Acosta based on relatively stable revenues and sound expenditure flexibility. The city consistently +1 512 215-3726 jose.acosta@fitchratings.com maintains a solid financial cushion. www.fitchratings.com May 18, 2018 FitchRatings - Rating History (IDR) Rating Sensitivities Outlook/ Liability Burden: The rating assumes that liability levels will remain generally consistent with Rating Action Watch Date AA+ Affirmed Stable 5/11/18 current levels, placing a slightly elevated, but moderate, burden on the resource base. AA+ Assigned Stable 3/19/12 Credit Profile Denton's location at the convergence of Interstate 35 East and Interstate 35 West and ready access to air and rail transportation have contributed to its strong warehousing and manufacturing base. The city is home to sizable distribution centers such as Target, Aldi, Fastenal and WinCo. Its diverse manufacturers include Safran, Flowers Baking Company, TetraPak and Peterbilt Motors. Denton is also known for its institutions of higher education (University of North Texas and Texas Woman's University) and regionally prominent medical sector. The city's growing healthcare facilities serve North Texas and Southern Oklahoma. These institutions include Columbia Medical Center Denton, Texas Health Presbyterian Hospital,and The Heart Hospital Baylor Denton. Current TAV, at $10.3 billion, represents about a 13% increase over the previous year. The city's management typically budgets for an annual 4% TAV increase; however, for the past several years TAV growth has exceeded budget projections. Additional development is reported across the city's commercial, industrial and residential property base.The city's ample developable land positions it well for ongoing solid growth over the medium-to-long term. Revenue Framework Taxes, including property and sales taxes, account for the bulk of the city's operating revenues. Based on fiscal 2017 audited results,tax receipts accounted for 74%of general fund revenues. The 4.1% CAGR of Denton's general fund revenues over the 10 years ended in fiscal 2017 reflects growth in excess of U.S. GDP,driven by rapid TAV growth and mirroring the expanding regional economy. Fitch expects ongoing revenue strength based on growth in the city's diverse local economy. The city of Denton's fiscal 2018 tax rate of 63.8 cents per$100 of TAV provides ample capacity below the statutory cap of $2.50. If a proposed tax rate results in an 8% year-over-year levy increase (based on the prior year's values), the rate increase may be subject to election if petitioned by voters. Expenditure Framework Based on audited results, public safety accounted for 57.6% of fiscal 2017 general fund spending. The pace of spending is likely to remain at the level of revenue growth based on the expected moderate pace of population growth and the ongoing strength of revenues, incorporating a diverse tax base and robust sales tax along the city's transportation corridors. The city maintains flexibility with respect to headcount and salary arrangements and through Related Research the discretionary nature of its pay-as-you-go capital spending program as well as its annual Fitch Rates Denton, TX'k St $12May GO) contributions to funding street improvements. Carrying costs represent 21% of governmental and COs'AA+';Outlook Stable(May 2018> 9 p Y 9 p spending and reflects a 10-year debt amortization rate of 58%. The city has a sizable multiyear Related Criteria capital improvement program and has plans to issue additional debt over the near term. As U.S. Public Finance Tax-Supported Rating Criteria(April 2018) such,we anticipate carrying costs to remain around 20%. Denton,Texas 2 May 18,2018 FitchRatings - Long-Term Liability Burden Fitch expects Denton's long-term liabilities, currently 19.6% of personal income, to rise to somewhat elevated, but still moderate, levels (slightly over 20%)over the medium-term horizon based on the impact of regional growth on direct and overlapping issuances. Overlapping debt makes up the bulk of the burden. Denton's fiscal 2017 five-year capital improvement plan includes about$130 million of general government needs between fiscal 2017 and fiscal 2021, somewhat above the scheduled debt to be retired over the same period. The city has roughly $34 million of remaining GO bond authorization.At this time, the city has tentative plans to approach voters of additional bonding authority over the next 24-36 months. The city's pensions are provided through the Texas Municipal Retirement System, an agent multiple-employer defined-benefit plan, and the Denton Firemen's Relief and Retirement Fund, a single-employer plan. Under GASB Statement 68, the city reports a fiscal 2016 net pension liability (NPL) of$105.2 million for both plans combined, with fiduciary assets covering 80.3% of total pension liabilities at the plans' 6.75% investment return assumption. Using a more conservative 6% investment return assumption, the ratio of assets to liability declines to 72.5%, and the NPL rises to$162 million. Operating Performance Fitch expects Denton to maintain the highest gap-closing capacity through an economic downturn. For details,see Scenario Analysis, page 4. Over the past 18 months, Denton updated its reserve policy to include a 5% resiliency (25% combined total) reserve component to safeguard against unexpected financial circumstances or economic downturns. The city's financial flexibility is demonstrated by its practice of funding nonrecurring expenditures with favorable revenue performance and taking advantage of economic upturns to maintain its financial cushion. Denton,Texas 3 May 18,2018 FitchRatings Denton(TX) Scenario Analysis 2a2017/03/24 Reserve Safety Margin in an Unaddressed Stress Analyst Interpretation of Scenario Results: Hide 45.0% Actual scenario Fitch expects Denton to maintain the highest gap closing capacity through I an economic downturn.As demonstrated in Fitch's analytical sensitivity ao.o% - - I I tool(FAST)1%decline in GDP scenario,the city has a strong financial i 35.0% I sis�� cushion to address a moderate economic downturn.Fitch expects the city 30.0% I .. .................................................. would maintain an ample cushion given its high level of revenue raising 25.0% ... _...... V.,....... capacity and adequate expenditure flexibility. 20 0% ................ .... ............. . .. ............. . .. ............. . .. 15.0% - - -- - -- I --- --- The city completed fiscal 2017 with a$3.6 million operating surplus and I 10.0% --- - --- -- - I --- _ $31.8 million in unrestricted reserves,which equates to 30%of spending. i The fiscal 2017 surplus,per management,is largely due to higher-than- anticipated sales tax receipts.Denton projects similarly strong fiscal 2018 0.0% T� 2016 2016 2017 Yea r1 Yea r2 Yea r3 results based on brisk sales tax revenues.The city's five-year forecast reflects moderate revenue growth,with maintenance of reserves at a level Financial Resilience subfactor Assessment: consistent with the city's 20%of spending policy floor plus 5%resiliency -Available Fund Balance -bbb a -aa -aaa reserve(25%combined total). Scenario Parameters: Year 1 Year 2 Year 3 GDP Assumption(%Change) (1.0%) 0.5% 2.09/ Expenditure Assumption(%Change) 2.0% 2.0% 2.09/ Revenue Output(%Change) (1.0%) 3.49/ 5.9% Inherent Budget Flexibility HI9h Revenues,Expenditures,and Fund Balance Actuals Scenario Output 2011 2012r r14 2015 2016r Total Revenues 85,343 83,636 85,432 89,777 95,772 102,302 110,167 109,065 112,749 119,375 %Change in Revenues - (2.0%) 2.1% 5.1% 6.7% 6.8% 7.7% (1.0%) 3.4% 5.9% Total Expenditures 82,039 80,834 84,701 88,608 92,523 97,686 100,561 102,572 104,623 106,716 %Change in Expenditures - (1.5%) 4.8% 4.69/. 4.49/o 5.6% 2.91Y. 2.0% 2.0% 2.01% Transfers In and Other Sources Transfers Out and Other Uses 516 1,557 950 1,171 1,840 3,982 6,293 4,062 4,143 4,226 Net Transfers (405) (1,390) (810) (1,086) (1,722) (3,811) (6,005) (3,892) (3,968) (4,040) Bond Proceeds and Other One-Time Uses - - - - - - - - - - Net Operating Surplus(+)/Deficit(-)After Transfers 2,899 1,412 (79) 83 1,527 805 3,601 2,601 4,158 8,618 Net Operating Surplus(+)/Deficit(-)(%of Expend.and Transfers Out) 3.5% 1.7% (0.1%) 0.1% 1.6% 0.8% 3.4% 2.4% 3.8% 7.8% Unrestricted/Unreserved Fund Balance(General Fund) 24,424 25,836 25,755 25,838 27,365 28,170 31,771 34,372 38,530 47,149 Other Available Funds(Analyst Input) - - - - - - - - - - Combined Available Funds Balance(GF+AnalystInput) 24,424 25,836 25,755 25,838 27,365 28,170 31,771 34,372 38,530 47,149 Combined Available Fund Bal.(%of Expend.and Transfers Out) 29.6% 31.4% 30.191. 28.8% 29.0% 27.7% 29.7% 31.5% 35.4% 42.5% Reserve Safety Margins Inherent Budget Flexibility Minimal Limited Midrange High Superior Reserve Safety Margin(aaa) 16.0% 8.00/0 5.01% 3.0% 2.0% Reserve Safety Margin(aa) 12.0% 6.0% 4.0'1 2.5% 2.0% Reserve Safety Margin(a) 8.09/0 4.0% 2.5% 2.0% 2.0% Reserve Safety Margin(bbb) 3.0% 2.0% 2.0•� 2.0% 2.0% Notes:Scenario analysis represents an unaddressed stress on Issuerfinances.Fitch'sdownturn scenario assumes a-1.09/oGDP decline i n the fi rst year,followed by0.5%and 2.0%GDP growth i n Years 2 a nd 3,respective ly.Expenditu res are assumed to grow at a 2.0%rate of i nfl ation.I nherent budget flexi bi lity is the ana lyst's assessment of the issuer's a bi I ityto deal with fiscal stress th rough tax and spending pol icy choices,and determinesthe multiples used to calculate the reserve safety margi n.For furtherdetaiIs,please see Fitch's US Tax-Su pported Rati ng Crite ri a. Denton,Texas 4 May 18,2018 FitchRatings The ratings above were solicited and assigned or maintained at the request of the rated entity/Issuer or a related third party.Any exceptions follow below. ALL FITCH CREDIT RATINGS ARE SUBJECT TO CERTAIN LIMITATIONS AND DISCLAIMERS PLEASE READ THESE LIMITATIONS AND DISCLAIMERS BY FOLLOWING THIS LINK: HTTPS://FITCHRATINGS.COM/UNDERSTANDINGCREDITRATINGS.IN ADDITION,RATING DEFINITIONS AND THE TERMS OF USE OF SUCH RATINGS ARE AVAILABLE ON THE AGENCYS PUBLIC WEB SITE AT WWW.FITCHRATINGS.COM. PUBLISHED RATINGS, CRITERIA, AND METHODOLOGIES ARE AVAILABLE FROM THIS SITE AT ALL TIMES. FITCH'S CODE OF CONDUCT, CONFIDENTIALITY, CONFLICTS OF INTEREST, AFFILIATE FIREWALL, COMPLIANCE, AND OTHER RELEVANT POLICIES AND PROCEDURES ARE ALSO AVAILABLE FROM THE CODE OF CONDUCT SECTION OF THIS SITE. FITCH MAY HAVE PROVIDED ANOTHER PERMISSIBLE SERVICE TO THE RATED ENTITY OR ITS RELATED THIRD PARTIES.DETAILS OF THIS SERVICE FOR RATINGS FOR WHICH THE LEAD ANALYST IS BASED IN AN EU-REGISTERED ENTITY CAN BE FOUND ON THE ENTITY SUMMARY PAGE FOR THIS ISSUER ON THE FITCH WEBSITE. Copyright© 2018 by Fitch Ratings, Inc., Fitch Ratings Ltd. and its subsidiaries. 33 Whitehall Street, NY, NY 10004. Telephone: 1-800-753-4824,(212)908-0500. Fax: (212)480-4435. Reproduction or retransmission in whole or in part is prohibited except by permission. All rights reserved. In issuing and maintaining its ratings and in making other reports (including forecast information),Fitch relies on factual information it receives from issuers and underwriters and from other sources Fitch believes to be credible.Fitch conducts a reasonable investigation of the factual information relied upon by it in accordance with its ratings methodology,and obtains reasonable verification of that information from independent sources,to the extent such sources are available for a given security or in a given jurisdiction.The manner of Fitch's factual investigation and the scope of the third-party verification it obtains will vary depending on the nature of the rated security and its issuer,the requirements and practices in the jurisdiction in which the rated security is offered and sold and/or the issuer is located,the availability and nature of relevant public information,access to the management of the issuer and its advisers,the availability of pre-existing third-party verifications such as audit reports, agreed-upon procedures letters,appraisals, actuarial reports, engineering reports,legal opinions and other reports provided by third parties,the availability of independent and competent third-party verification sources with respect to the particular security or in the particular j urisdiction of the issuer,and a variety of other factors.Users of Fitch's ratings and reports should understand that neither an enhanced factual investigation nor any third-party verification can ensure that all of the information Fitch relies on in connection with a rating or a report will be accurate and complete.Ultimately,the issuer and its advisers are responsible for the accuracy of the information they provide to Fitch and to the market in offering documents and other reports.In issuing its ratings and its reports,Fitch must rely on the work of experts,including independent auditors with respect to financial statements and attorneys with respect to legal and tax matters. Further, ratings and forecasts of financial and other information are inherently forward-looking and embody assumptions and predictions about future events that by their nature cannot be verified as facts.As a result,despite any verification of current facts,ratings and forecasts can be affected by future events or conditions that were not anticipated at the time a rating or forecast was issued or affirmed. The information in this report is provided "as is"without any representation or warranty of any kind, and Fitch does not represent or warrant that the report or any of its contents will meet any of the requirements of a recipient of the report.A Fitch rating is an opinion as to the creditworthiness of a security.This opinion and reports made by Fitch are based on established criteria and methodologies that Fitch is continuously evaluating and updating.Therefore,ratings and reports are the collective work product of Fitch and no individual,or group of individuals,is solely responsible for a rating or a report.The rating does not address the risk of loss due to risks other than credit risk,unless such risk is specifically mentioned.Fitch is not engaged in the offer or sale of any security.All Fitch reports have shared authorship. Individuals identified in a Fitch report were involved in, but are not solely responsible for,the opinions stated therein.The individuals are named for contact purposes only.A report providing a Fitch rating is neither a prospectus nor a substitute for the information assembled,verified and presented to investors by the issuer and its agents in connection with the sale of the securities.Ratings may be changed or withdrawn at any time for any reason in the sole discretion of Fitch. Fitch does not provide investment advice of any sort. Ratings are not a recommendation to buy,sell,or hold any security. Ratings do not comment on the adequacy of market price,the suitability of any security for a particular investor,or the tax-exempt nature or taxability of payments made in respect to any security.Fitch receives fees from issuers,insurers,guarantors,other obligors,and underwriters for rating securities. Such fees generally vary from US$1,000 to US$750,000(or the applicable currency equivalent)per issue.In certain cases, Fitch will rate all or a number of issues issued by a particular issuer, or insured or guaranteed by a particular insurer or guarantor,for a single annual fee. Such fees are expected to vary from US$10,000 to US$1,500,000(or the applicable currency equivalent).The assignment,publication,or dissemination of a rating by Fitch shall not constitute a consent by Fitch to use its name as an expert in connection with any registration statement filed under the United States securities laws,the Financial Services and Markets Act of 2000 of the United Kingdom,or the securities laws of any particularjurisdiction.Due to the relative efficiency of electronic publishing and distribution,Fitch research may be available to electronic subscribers up to three days earlier than to print subscribers. For Australia, New Zealand,Taiwan and South Korea only: Fitch Australia Ply Ltd holds an Australian financial services license (AFS license no. 337123) which authorizes it to provide credit ratings to wholesale clients only. Credit ratings information published by Fitch is not intended to be used by persons who are retail clients within the meaning of the Corporations Act 2001. Denton,Texas 5 May 18,2018 S&P Global Ratings RatingsDirect @ ............................................................................................I................ Summary: Denton, Texas; General Obligation Primary Credit Analyst: Daniel P Pulter,Centennial(1)303-721-4646;Daniel.Pulter@spglobal.com Secondary Contact: Sarah L Smaardyk,Dallas(1)214-871-1428;sarah.smaardyk@spglobal.com Table Of Contents ............................................................................................................. Rationale Outlook Related Research WWW.STANDARDANDPOORS COM/RATINGSDIRECT MAY 11,2018 1 Summary: Denton, Texas; General Obligation Credit Profile US$19.155 mil GO bnds ser 2018 dtd 05/15/2018 due 02/15/2038 Long Term Rating AA+/Stable New US$9.63 mil certs of oblig ser 2018 dtd 05/15/2018 due 02/15/2038 Long Term Rating AA+/Stable New Rationale S&P Global Ratings assigned its'AA+'long-term rating to the city of Denton,Texas'series 2018 general obligation (GO)refunding and improvement bonds and series 2018 certificates of obligation.At the same time,S&P Global Ratings affirmed its'AA+'rating on the city's GO debt outstanding.The outlook on all ratings is stable. The series 2018 GO bonds are payable from a direct and continuing ad valorem tax,levied within the limits prescribed by law, on all taxable property in the city.The series 2018 certificates of obligation,in addition to previously issued certificates,are secured by the city's direct and continuing ad valorem tax, as well as a limited pledge(not to exceed $1,000)of surplus net revenues of the utility system. Despite the de minimis revenue pledge,we rate the certificates based on the city's GO pledge,which we consider stronger.The maximum allowable rate in Texas is$2.50 per$100 of assessed value(AV)for all purposes,with the portion dedicated to debt service limited to$1.50.The city's current levy is well below the maximum,at 63.78 cents, 20.75 cents of which is dedicated to debt service. Based on the application of our criteria,titled"Issue Credit Ratings Linked To U.S.Public Finance Obligors' Creditworthiness"(published Jan. 22, 2018, on RatingsDirect),we do not differentiate between the city's limited-tax GO debt and its general creditworthiness,since the ad valorem tax is not derived from a measurably narrower tax base and there are no limitations on the fungibility of resources.We understand that proceeds from the sale of the bonds will be used to finance street,drainage,flood control,and park improvements,while proceeds from the sale of the certificates will be used to fund municipal building improvements,public vehicle purchases,airport improvements,and fire station improvements. The'AA+'rating reflects our opinion of the city's: • Very strong economy,with access to a broad and diverse metropolitan statistical area(MSA)and a local stabilizing institutional influence; • Very strong management,with"strong"financial policies and practices under our Financial Management Assessment methodology; • Strong budgetary performance,with operating surpluses in the general fund and at the total governmental fund level in fiscal 2017; • Very strong budgetary flexibility,with an available fund balance in fiscal 2017 of 32%of operating expenditures; • Very strong liquidity,with total government available cash at 1.8x total governmental fund expenditures and 12.7x WWW.STANDARDANDPOORS.COM/RATINGSDIRECT MAY 11,2018 2 Summary:Denton, Texas; General Obligation governmental debt service,and access to external liquidity we consider strong; • Weak debt and contingent liability position,with debt service carrying charges at 14.0%of expenditures and net direct debt that is 75.7%of total governmental fund revenue;and • Strong institutional framework score. Very strong economy We consider Denton's economy very strong.The city,with an estimated population of 128,265,is located in Denton County in the Dallas-Fort Worth-Arlington MSA,which we consider to be broad and diverse.The city also benefits,in our view,from a stabilizing institutional influence.The city has a projected per capita effective buying income of 95.4% of the national level and per capita market value of$80,553. Overall,the city's market value grew by 13.3%over the past year to$10.3 billion in 2018.The county unemployment rate was 3.4%in 2016. Spanning an area of roughly 90 square miles,the city of Denton is located 35 miles north of Dallas and Fort Worth at the convergence of East and West Interstate 35.The local economy--largely based in retail,manufacturing, distribution,education,and health care--has grown in tandem with the robust geographic and economic expansion within the Dallas-Fort Worth metroplex in recent years.As home to both the University of North Texas and Texas Women's University,the city also benefits from a stabilizing institutional presence,in our view.Primary employers in fiscal 2017 were represented by the University of North Texas(with 8,738 employees), Denton Independent School District(4,417),Peterbilt Motors(2,314),and the Denton State Supported Living Center(1,700).We consider the local tax base very diverse,as the top 10 taxpayers constitute only 6.1%of taxable AV in fiscal 2018.Taxable AV itself has demonstrated steady year-over-year growth since fiscal 2014,and management expects this trend to continue at a rate near 4%annually in line with ongoing development. Both residential and commercial development have contributed to strong AV growth in recent years. Following a year of strong commercial development in fiscal 2017 in which multiple retail enterprises opened or began construction, city officials anticipate that commercial development will remain strong in the near term,with an assortment of new manufacturing and distribution,retail,hotel,and restaurant employers coming online.Among forthcoming projects are investments in electric utility infrastructure--expected to strengthen the city's cold storage industry footprint--as well as expansion to the local airport.Residential development likewise continues to represent a reliable source of taxable value growth for Denton,with multiple new subdivisions and multifamily housing complexes in various stages of development. Very strong management We view the city's management as very strong,with"strong"financial policies and practices under our Financial Management Assessment methodology,indicating financial practices are strong,well embedded,and likely sustainable. Key policies and practices include: • Conservative revenue and expenditure assumptions when compiling the annual budget,which typically allows for favorable budget variance by fiscal year-end; • Budget amendments that,if needed,can be made by the council,which is informed quarterly about how the budget WWW.STANDARDANDPOORS.COM/RATINGSDIRECT MAY 11,2018 3 Summary: Denton, Texas; General Obligation is developing via budget-to-actual reports; • Formal debt management and investment policies are reviewed annually,with quarterly investment reporting to the city council; • An annually updated long-range capital improvement plan and multiyear financial forecast; and • A formal policy to maintain a minimum unassigned fund balance in the general fund equal to 20%of budgeted expenditures,and an additional 5%resiliency reserve(25%combined total)may be maintained to safeguard against unusual financial circumstances or economic downturns. Strong budgetary performance Denton's budgetary performance is strong in our opinion.The city had operating surpluses of 3.4%of expenditures in the general fund and of 11.6%across all governmental funds in fiscal 2017. In assessing the city's budgetary performance,we made adjustments for recurring transfers out of the general fund, and for expenditures toward one-time capital projects across total governmental funds with the use of debt proceeds. Denton has historically produced strong budgetary performance results,largely due to conservative budgeting practices in which deficit or balanced budgets are adopted and year-end results regularly exceed expectations.This was the case in fiscal 2017,when the city originally budgeted for a$99,000 drawdown in the general fund following transfers,but finished with a surplus of more than$3.3 million due in part to higher-than-expected sales tax revenues, and significant personnel savings in the public safety and parks and recreation departments.Property taxes represented 40%of general fund revenues throughout the year,with sales taxes(33%)and franchise fees(12%) constituting the next largest revenue sources.While franchise fees have remained stable in recent years,both property taxes and sales tax collections have demonstrated strong year-over-year growth,and officials expect these trends to continue in tandem with both residential and commercial expansion. The city once again budgeted for break-even general fund operations in fiscal 2018, and management reports that revenues and expenditures are trending ahead of expectations thus far,owing to persisting strength in sales tax collections. Despite earmarking$2.7 million in unassigned fund balance for additional capital expenditures related to park and traffic signal improvements, official expect to finish the year with balanced operations,or even a modest surplus,keeping fund balance near current levels. Furthermore,no potential sources of future budgetary pressure have been identified by management at this time. Consequently,we expect budgetary performance to remain strong in the near term. Very strong budgetary flexibility Denton's budgetary flexibility is very strong,in our view,with an available fund balance in fiscal 2017 of 32%of operating expenditures, or$31.8 million.The city has historically maintained very strong reserve levels, exceeding 28%operating expenditures in each of the past three fiscal years, and providing substantial flexibility over its formal policy of 20%. Surplus results in fiscal 2017 allowed the city to grow unassigned fund balance by an additional$3.7 million,and despite budgeting for the use of$2.7 million in reserves for capital projects in fiscal 2018,outperformance in general fund revenues and expenditures may instead culminate in fund balance remaining level.While management indicates that fund balance may be used to cash finance future capital outlays in a similar manner,no immediate plans exist to materially draw on fund balance,or draw below the city's 20%policy level.Therefore,we expect budgetary WWW.STANDARDANDPOORS.COM/RATINGSDIRECT MAY 11,2018 4 Summary:Denton, Texas; General Obligation flexibility to remain very strong in the near future. Very strong liquidity In our opinion, Denton's liquidity is very strong,with total government available cash at 1.8x total governmental fund expenditures and 12.7x governmental debt service in 2017. In our view,the city has strong access to external liquidity if necessary. Denton's strong access to external liquidity is demonstrated by its access to the market over the past two decades, which includes numerous GO-and revenue-backed bond issuances. It has historically maintained what we consider very strong cash balances,and given our expectation for at least break-even operations in fiscal 2018,we do not believe its cash position will materially weaken in the near term.All of the city's investments comply with both Texas statutes and its own formal policy,and were held in treasuries,agencies, certificates of deposit, commercial paper, municipal bonds,and local government investment pools at the end of fiscal 2017,which we do not view as aggressive.Additionally,we have not identified contingent liabilities that could pose a material risk to liquidity. Therefore,we do not expect the city's liquidity position to deteriorate from its very strong position in the near term. Weak debt and contingent liability profile In our view, Denton's debt and contingent liability profile is weak.Total governmental fund debt service is 14.0%of total governmental fund expenditures,and net direct debt is 75.7%of total governmental fund revenue. Debt supported through the city's enterprise fund has been adjusted in our direct debt to revenue calculations.Using the city's total direct debt we estimate that about 51%of debt will be retired over the next 10 years,which we consider average. Management plans to issue about$42.6 million of additional tax-supported debt over the next two years. Despite the additional debt plans,we do not believe the city's key debt ratios will materially change our view of the debt profile. Denton's combined required pension and actual other postemployment benefits(OPEB)contributions totaled 12.6%of total governmental fund expenditures in 2017.The city made its full annual required pension contribution in 2017.The city participates in the Texas Municipal Retirement System(TMRS),which is administered by the State of Texas,and is the city's largest plan. Denton's required pension contribution is its actuarially determined contribution,which is calculated at the state level,based on an actuary study.Using updated reporting standards in accordance with Governmental Accounting Standards Board(GASB)Statement No. 68,the city's net pension liability was measured as of Dec. 31,2016,and was$85.5 million.The TMRS plan maintained a funded level of 80.4%,using the plan's fiduciary net position as a percent of the total pension liability. For additional details on GASB 67 and 68,see our report,titled "Incorporating GASB 67 And 68:Evaluating Pension/OPEB Obligations Under Standard&Poor's U.S. Local Government GO Criteria,"published Sept. 2, 2015,on RatingsDirect.The city also participates in a single-employer, contributory,defined-benefit retirement plan,the Denton Firemans'Relief and Retirement Fund--established to provide pension benefits to full-time firefighters.The city recorded a net pension liability of$19.6 million as of Dec. 31, 2016,with a reported funded ratio of 79%.While we do not anticipate short-term fixed-cost pressure resulting from the city's pension obligations,the amortization period is long in our view(29 years for TMRS and 31 years for the firemans' plan),and the level percentage of payroll amortization method creates negative amortization until contributions grow large enough to reduce the unfunded liability.Therefore,we acknowledge the potential for the city's pension-related costs to increase in the longer-term,though we anticipate that any near-term increases should be manageable given WWW.STANDARDANDPOORS.COM/RATINGSDIRECT MAY 11,2018 5 Summary:Denton, Texas; General Obligation the city's strong financial position and budgetary performance. As part of its OPEB,the city also provides defined-benefit group term life insurance through the supplemental death benefits fund(SDBF),administered by TMRS,which it funds on a pay-as-you-go basis and to which it contributed $152,556 in fiscal 2017.Furthermore,retiree health care is provided by the city,which is also funded on a pay-as-you-go basis;the city contributed$524,589 toward the plan in fiscal 2017. Although the city's combined pension and OPEB costs represented a high 12.6%of fiscal 2017 adjusted total governmental fund expenditures,we view these charges as somewhat skewed because funds generated from the city's ownership and operations of an electric utility system are used to offset the retiree costs of the system's employees. Most of Denton's comparable peer cities,by contrast, do not benefit from such an arrangement.When adjusting for retiree costs attributed to utility funds,combined pension and OPEB costs for governmental funds equate to a more manageable 9.2%of adjusted fiscal 2016 expenditures. Strong institutional framework The institutional framework score for Texas municipalities is strong. Outlook The stable outlook reflects our view of the city's stable and improving economy within the broad and diverse Dallas-Fort Worth-Arlington MSA,its very strong flexibility and liquidity, and very strong management practices and policies. It also reflects our expectation that the city's debt profile will remain elevated corresponding with anticipated growth and planned future debt issuances. Consequently,we do not expect to change the rating within the two-year outlook period. Upside scenario We could raise the rating if continued economic expansion results in improved wealth and income indicators, compared to those of peers, or if the city's overall debt profile were to improve while strong financial performance is maintained. Downside scenario We could lower the rating if the city's financial performance deteriorates--potentially stemming from fixed-cost pressure resulting from growing pension-related liabilities--leading to sustained and significant drawdowns in reserves. Related Research • S&P Public Finance Local GO Criteria: How We Adjust Data For Analytic Consistency,Sept. 12, 2013 • Incorporating GASB 67 And 68: Evaluating Pension/OPEB Obligations Under Standard&Poor's U.S.Local Government GO Criteria,Sept. 2, 2015 • Local Government Pension And Other Postemployment Benefits Analysis:A Closer Look,Nov.8, 2017 Ratings Detail (As Of WWW.STANDARDANDPOORS.COM/RATINGSDIRECT MAY 11,2018 6 Summary:Denton, Texas; General Obligation Ratings Detail(As • . Denton certs of oblig Long Term Rating AA+/Stable Affirmed Denton GO Long Term Rating AA+/Stable Affirmed Denton GO Long Term Rating AA+/Stable Affirmed Denton GO Long Term Rating AA+/Stable Affirmed Denton GO bnds ser 2010 dtd 06/15/2010 due 02/15/2011-2030 Long Term Rating AA+/Stable Affirmed Denton GO rfdg and imp bnds ser 2011 dtd 04/01/2011 due 02/15/2012-2031 Long Term Rating AA+/Stable Affirmed Denton GO rfdg and imp bnds ser 2016 dtd 06/01/2016 due 02/15/2036 Long Term Rating AA+/Stable Affirmed Denton GO rfdg bnds ser 2010A dtd 07/15/2010 due 02/15/2011-2022 Long Term Rating AA+/Stable Affirmed Denton GO rfdg bnds ser 2015 dtd 08/15/2015 due 02/15/2016-2026 Long Term Rating AA+/Stable Affirmed Denton GO rfdg bnds ser 2016 dtd 08/15/2016 due 02/15/2030 Long Term Rating AA+/Stable Affirmed Denton GO Rfdg&Imp Bnds ser 2015 dtd 06/01/2015 due 02/15/2035 Long Term Rating AA+/Stable Affirmed Denton GO Unenhanced Rating AA+(SPUR)/Stable Affirmed Many issues are enhanced by bond insurance. Certain terms used in this report,particularly certain adjectives used to express our view on rating relevant factors, have specific meanings ascribed to them in our criteria,and should therefore be read in conjunction with such criteria. Please see Ratings Criteria at www.standardandpoors.com for further information. Complete ratings information is available to subscribers of RatingsDirect at www.capitaliq.com.All ratings affected by this rating action can be found on S&P Global Ratings'public website at www.standardandpoors.com.Use the Ratings search box located in the left column. WWW.STANDARDANDPOORS.COM/RATINGSDIRECT MAY 11,2018 7 Copyright©2018 by Standard&Poor's Financial Services LLC.All rights reserved. No content(including ratings,credit-related analyses and data,valuations,model,software or other application or output therefrom)or any part thereof(Content)may be modified,reverse engineered,reproduced or distributed in any form by any means,or stored in a database or retrieval system,without the prior written permission of Standard&Poor's Financial Services LLC or its affiliates(collectively,S&P).The Content shall not be used for any unlawful or unauthorized purposes.S&P and any third-party providers,as well as their directors,officers,shareholders,employees or agents(collectively S&P Parties)do not guarantee the accuracy,completeness,timeliness or availability of the Content.S&P Parties are not responsible for any errors or omissions(negligent or otherwise),regardless of the cause,for the results obtained from the use of the Content,or for the security or maintenance of any data input by the user.The Content is provided on an"as is"basis.S&P PARTIES DISCLAIM ANY AND ALL EXPRESS OR IMPLIED WARRANTIES,INCLUDING,BUT NOT LIMITED TO,ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR USE,FREEDOM FROM BUGS,SOFTWARE ERRORS OR DEFECTS,THAT THE CONTENT'S FUNCTIONING WILL BE UNINTERRUPTED OR THAT THE CONTENT WILL OPERATE WITH ANY SOFTWARE OR HARDWARE CONFIGURATION.In no event shall S&P Parties be liable to any party for any direct,indirect,incidental,exemplary,compensatory,punitive, special or consequential damages,costs,expenses,legal fees,or losses(including,without limitation,lost income or lost profits and opportunity costs or losses caused by negligence)in connection with any use of the Content even if advised of the possibility of such damages. Credit-related and other analyses,including ratings,and statements in the Content are statements of opinion as of the date they are expressed and not statements of fact, S&P's opinions,analyses and rating acknowledgment decisions(described below)are not recommendations to purchase,hold,or sell any securities or to make any investment decisions,and do not address the suitability of any security.S&P assumes no obligation to update the Content following publication in any form or format.The Content should not be relied on and is not a substitute for the skill,judgment and experience of the user,its management,employees,advisors and/or clients when making investment and other business decisions.S&P does not act as a fiduciary or an investment advisor except where registered as such.While S&P has obtained information from sources it believes to be reliable,S&P does not perform an audit and undertakes no duty of due diligence or independent verification of any information it receives. To the extent that regulatory authorities allow a rating agency to acknowledge in one jurisdiction a rating issued in another jurisdiction for certain regulatory purposes,S&P reserves the right to assign,withdraw or suspend such acknowledgment at any time and in its sole discretion.S&P Parties disclaim any duty whatsoever arising out of the assignment,withdrawal or suspension of an acknowledgment as well as any liability for any damage alleged to have been suffered on account thereof. S&P keeps certain activities of its business units separate from each other in order to preserve the independence and objectivity of their respective activities.As a result, certain business units of S&P may have information that is not available to other S&P business units.S&P has established policies and procedures to maintain the confidentiality of certain non-public information received in connection with each analytical process. S&P may receive compensation for its ratings and certain analyses,normally from issuers or underwriters of securities or from obligors.S&P reserves the right to disseminate its opinions and analyses.S&P's public ratings and analyses are made available on its Web sites,www.standardandpoors.com(free of charge),and www.ratingsdirect.com and www.globalcreditportal.com(subscription),and may be distributed through other means,including via S&P publications and third-parry redistributors.Additional information about our ratings fees is available at www.standardandpoors.com/usratingsfees. STANDARD&POOR'S,S&P and RATINGSDIRECT are registered trademarks of Standard&Poor's Financial Services LLC. WWW STAN DARDAN DPOORS COM/RATINGSDIRECT MAY 11,2018 8 BOND RATING CHART Classification Moody's S&P Fitch Meaning Aaa AAA AAA Prime Grade Aa1 AA+ AA+ Aa2 AA AA High Grade Aa3 AA- AA- Investment Grade Al A+ A+ A2 A A Upper Medium Grade A3 A- A- Baal BBB+ BBB+ Baa2 BBB BBB Lower Medium Grade Baa3 BBB- BBB- Bat BB+ BB+ Bat BB BB Non-Investment Grade Speculative Ba3 BB- BB- B1 B+ B+ 132 B B Highly Speculative 133 B- B- Junk Caa1 CCC+ CCC+ Substantial Risks Caa2 CCC CCC Extremely Speculative Caa3 CCC- CCC- In Default with Little Ca CC CC+ Prospect of Recovery C CC CC- In Default D D D Note: City's current ratings for all general obligation debt are: AA+from S&P and Fitch. Moody's has not rated the City's new bonds since 2011 but maintains a surveillance rating of Aa2 for any outstanding general obligation debt(2011 and prior). Revision Date 05/18/18 Council Re uests for Information Request Request Date Staff Responsible Status 1. Information on cost determination for curb rate vs drop- 6/5/17 Cox Consultant has been hired and started off rate at landfill work on a cost of service study. A presentation to Council is expected in July. 2. Work session on HOT funds and potential uses (historic 2/27/18 Puente A work session is scheduled for June preservation, public art, cultural district, etc) and 12. administration of sponsorships 3. Work session on plan for downtown and homelessness 3/20/18 Kuechler A work session will be scheduled for June. 4. Work session on water plan 3/20/18 Banks A work session is scheduled for June 5. 5. Work session with a broad posting to discuss Red Light 3/27/18 Deshmukh/Howell/ A work session is scheduled for May Camera program, contract, traffic signal management, Puente 22. and intersection safety 6. Search for"smoking" in Code of Ordinances and ensure 4/17/18 Rosendahl An ordinance is being prepared; consistency with new ordinance (look at 22.31(13) and tentatively for June 5 Council meeting. 22.31 1 7. Work session on increasing the homestead exemption 4/24/18 Puente A work session will be held on June 5 with overall budget u date. 8. ISR on noise ordinance 1) any issues from Police for 4/24/18 Howell/McDonald An ISR is being prepared for May 25 bars/restaurants close to residential and 2) for zoning, Friday report. will bars/restaurants be allowed near residential areas 9. Update on bike racks downtown and if we plan to or can 5/1/18 DeshmukhBooth Working with downtown associations. add more 10. TWU master plan and how trees are impacted; Can trees 5/1/18 McDonald TWU will give a brief presentation on be saved and protected; next steps their Master Plan at the June 26 work session. 11. Current and projected student counts for Denton 5/7/18 Kuechler compared to other cities in DISD 12. Update on homeless students in DISD and Denton and 5/7/18 Kuechler how they are counted 13. ISR on leaf trucks (potential use and budget) 5/8/18 Cox Staff is researching. 14. Coordinate with TWU for a sidewalk along Mingo Road 5/8/18 Estes/Deshmukh An update is provided in the Friday May 18 report. 15. Inquiry when FS4 ribbon cutting will be held and when 5/8/18 Hedges Planned for morning of Friday June 22. Medic 4 will be operational Request Request Date Staff Responsible Status 16. Inquiry for options for old substation properties 5/8/18 Morrow 17. Information on DCTA autonomous vehicle pilot 5/8/18 Canizares/Nelson An update is provided in the Friday program with City of Frisco May 18 report. 18. Work session on plan to catch up on road repair and to 5/15/18 Estes A work session is scheduled for June manage to a certain standard (metrics, costs, & 12. financing options). Include review of best repair planning practices of other cities in similar climates. 19. Work session on PEC 4 project and other projects to 5/15/18 Estes A work session is scheduled for June 5. reduce flood plain in downtown. Feasibility of adding bike/walk paths in drainage easements. 20. Review of options to address shortfall of emergency 5/15/18 Kuechler/Shaw housing before winter comes. Set numerical goals and timing targets. 21. Work session on proposed permitting processes for 5/15/18 McDonald businesses under the new DDC. Benchmark against other similar cities such as Carrollton or McKinney. 22. ISR on training that School Resource Officers (SROs) 5/15/18 Howell receive and detailed report of recent classroom situation in the news for Council 23. Request for staff to reach out to UNT regarding naming 5/15/18 Booth of"Mean" Joe Greene dorm—opportunities to draw in visitors 24. Work session on zoning map and processes/procedures 5/15/18 McDonald for consistency of developing districts May . Sunday Monday Tuesday Wednesday Mursday Friday Saturday 1 2 3 4 5 12:00 pm CC Work 4 p.m. Public Art Session Committee 6:30 pm CC Regular Session 6 7 8:30am Public Utilities 8 9 10 11 12 Board 12:00 pm 2nd Tuesday 11:OOam-2pm Joint Session 11:OOam EDP Board Council/D1SDLuncheon 5:00pm P&ZWork Meeting Se ssion 5:30pm Traffic Safety 6:30pm P&ZRegular Commission Session Park Board JOUR5pm 13 14 15 16 17 18 19 5:30pm HLC 5:30 Council Reception 11:30am Mobility HaBSCo Meeting 6:30 Election Meeting Committee- Cancelled cancelled 20 21 22 23 24 25 26 1:00pm Committee on 10:00 am Council 12:00 Downtown IT the Environment Airport Committee 12:00 Development 12:00 Development Code Review ZBA—Canceled 1:00pm CC Work Code Review Session 6:00pm Public Utilities 6:30 pm CC Regular 5:00pm P&ZWork Bo a rd Se ssio n Se ssio n 6:30pm P&ZRegular Se ssio n 27 28 29 30 31 Memorial Day - No Council Meeting City Ho lid a y 5/18/2018 1:33 PM June 2018 Sunday Monday Tuesday Wednesday 'hursday Friday Saturday 1 2 3 4 5 6 7 8 9 11:30 am Council 2:00 pm CC Work 4 p.m. Public Art Luncheon Session Committee 1:30pm Committee on 6:30 pm CC Regular the Environment Session 5:3 0p m Traffic Sa fe ty Commission Park Board 6pm 10 11 12 13 14 15 16 9:00am Public Utilities 2:00 pm 2nd Tuesday 11:00am EDP Board Bo a rd Se ssio n 5:00pm P&Z Work 5:30pm HLC Session 6:30pm P&ZRegular Se ssion 17 18 19 20 21 22 23 2:00 pm CC Work 11:30am Mobility HaBSCo Meeting Session Committee 6:30 pm CC Regular HOTCommittee 9-12 Se ssio n (Te nta tive) 24 25 26 27 28 29 30 6:00pm Public Utilities 2:00 pm 4th Tuesday 5:00pm P&ZWork Bo a rd Se ssio n Se ssio n 6:30pm P&ZRegular 4:00 pm ZBA Session 5/18/2018 1:33 PM 5/18/18 FUTURE CITY COUNCIL ITEMS Note: This is a working draft of pending Council items and is subject to Chan a without notice. Meeting Date Deadlines Item May 22—Work/Regular Session Captions—May 7 WS—Red light cameras Backup—May 18 WS—DME budget presentation WS—City Hall discussion May 29—No Meeting Memorial Day holiday observed- City Offices closed 5/28 June 4—Luncheon— 11 a.m. —2:00 p.m. Captions—May 21 WS—Department Budget Presentations Backup—May 31 WS—Teen Council update WS—Courthouse Square design discussion WS—Mews Street discussion June 5 —Work/Regular Session Captions—May 21 WS—Preliminary Budget Discussion Backup—June 1 WS—Department Budget Presentations WS—Water supply discussion WS—Drainage and floodplain discussion WS—UNT Bike Share discussion IC—Comm. Dev. 2018/19 Action Plan June 12—2 nd Tuesday Session Captions—May 25 USCM, Boston, 6/8-6/11 Backup—June 8 WS—Department Budget Presentations WS—HOT/sponsorship discussion WS— Street Rehab Program WS— Small Area Plan discussion CS —TWU contract agreement June 19—Work/Regular Session Captions—June 4 TCMA, Galveston, 6/21-24 Backup—June 15 WS—Department Budget Presentations WS—PID Guidelines PH—Reinvestment Zone Fisher59 IC—TAA Fisher59 IC—Chapter 380 Fisher59 IC—Chapter 380 Cold Storage June 26 4"' Tuesday Session Captions—June 11 WS—Department Budget Presentations Backup—June 22 WS—Tree discussion WS—TWU Master Plan discussion Jul 2—No Luncheon Jul 3 —No Meeting Jul 4t holida observed—City Offices closed July 10—No Meeting CA-Consent Agenda IC-Individual Consideration WS-Work Session CM-Closed Meeting PH-Public Hearing Meeting Date Deadlines Item July 17—Work/Regular Session Captions—July 2 WS—2nd Preliminary Budget Discussion Backup—July 13 WS—Department Budget Presentations IC—EDP Board nominating committee July 24—4t Tuesday Session Captions—July 9 WS—Department Budget Presentations Backup—July 20 WS—Chamber ED contract July 31 —No Meeting August 2—Budget Workshop Captions—July 16 Backup—July 27 August 6—Luncheon Captions—July 23 WS—Department Budget Presentations Backup—August 2 August 7—Work/Regular Session Captions—July 23 WS—Department Budget Presentations Backup—August 3 WS—Budget Workshop August 14—2 nd Tuesday Session Captions—July 30 WS—Budget Workshop Backup—Au ust 10 August 21 —Work/Regular Session Captions—August 6 WS—Budget Workshop Backup—August 17 IC—Chamber ED contract August 28 —4 Tuesday Session Captions—August 13 WS—Budget Workshop Backup—August 24 PH— 1 st Public Hearing on the Tax Rate September 3 —No Luncheon Labor Day holiday September 4—No Meeting September I I—Special Called Work/Regular Captions—August 27 WS—Budget Workshop Session Backup— September 7 PH—2nd Public Hearing on the Tax Rate PH—Public Hearing on the Budget September 18 —Work/Regular Session Captions—August 31 WS—Budget Workshop Backup— September 14 IC—Adoption of Budget September 25 —4t Tuesday Session Captions— September 10 ICMA—9/22-26, Baltimore Backup— September 21 October 1 —Luncheon Captions— September 17 Backup— September 27 October 2—No Meeting National Night Out October 9—2" Tuesday Meeting Captions— September 24 TML, Fort Worth, 10/9-10/12 Backup—October 5 October 16—Work/Regular Session Captions—October 1 Backup—October 12 October 23 —4t Tuesday Session Captions—October 8 WS— Stoke annual report Backup—October 19 October 30—No Meeting CA-Consent Agenda IC-Individual Consideration WS-Work Session CM-Closed Meeting PH-Public Hearing Meeting Date Deadlines Item November 5 —Luncheon Captions—October 22 Backup—November 1 November 6—Work/Regular Session Captions—October 22 NLC, Los Angeles, 11/7-11/10 Backup—November 2 IC—Stoke contract renewal November 13 —2° Tuesday Session Captions—October 29 Backup—November 9 November 20—No Meeting Thanksgiving Holiday observed—City Offices Closed 11/22-23 November 27—4t Tuesday Session Captions—November 12 Backup—November 21 Tentative-Based on Need December 3 —Luncheon Captions—November 19 Backup—November 29 December 4—Work/Regular Session Captions—November 19 Backup—November 30 December 11 —2" Tuesday Session Captions—November 26 Backup—December 7 December 18—Work/Regular Session Captions—December 3 Backup—December 14 Tentative-Based on Need December 25 —No Meeting Christmas Holiday observed—City Offices Closed 12/24-25 CA-Consent Agenda IC-Individual Consideration WS-Work Session CM-Closed Meeting PH-Public Hearing Construction Projects Report IMPROVING CiTY C1F DENTON Week of May 21-27, 2018 D E N A Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: CURRENT PROJECTS See Yellow Highlighted for Major Closures Cobblestone North Dead Street Reconstruction Ashcroft Ln. 5/14/18 6/15/18 Streets 5/4/18 Door Hangers (940)349-7160 Row End (Temporary Road Closures) LINT 2018 Residence Hall Project Coordinate with Ave.A Maple Eagle 3/19/18 6/30/18 (Temporary Lane Closures) Engineering N/A UNT (940)349-8910 Bonnie Brae St. Roselawn West Vintage 7/1/17 8/30/18 Street Widening Engineering N/A (940)349-8910 of UPPRR Line (Phase 1) Bonnie Brae St. Hwy 380 Intersection 3/14/18 TBD Commercial Driveway Construction Building N/A (940)349-8360 Inspections Canterbury Ct. Hollyhill 1-35 4/9/18 6/15/18 Drainage Improvements Engineering 3/26/18 Door Hangers (940)349-8910 (Temporary Lane Closures) Edwards Rd. Camino Real Swisher Rd. 6/4/18 9/10/18 Street Reconstruction Streets (940)349-7160 TH. (Temporary Road Closures) Gober St. Scripture Panhandle 4/22/18 5/28/18 Street Resurfacing, Curb and Gutter Streets 4/9/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Hereford Rd. Bighorn Paint 5/7/18 6/8/18 Concrete Panel Repairs Streets 4/26/18 (940)349-7160 (No Detours) Hickory St. North Texas Ave C 5/21/18 8/3/18 Street Reconstruction Streets 5/15/18 Electronic Signs (940)349-7160 Blvd. (Temporary Road Closures) Holiday Park Phase 2 Manhattan Kings Row 11/10/17 12/1/18 Wastewater Main ConstructionWastewater 11/16/18 Door Hangers 940-349-7300 (Temporary Road Closures Possible) Holiday Park Phase 2 Yellowstone Sherman 3/6/18 TBD Water Main Construction Water 2/28/18 Door Hangers (940)349-7181 (Temporary Road Closures Possible) Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: Pennsylvania Wastewater Main Construction Hollyhill Ln. Longridge 5/9/18 6/1/18 Wastewater N/A Door Hangers 940-349-7300 Dr. (Temporary Road Closures Possible) Hollow Ridge Dr Paint Dr. Big Horn Trail 5/14/18 6/29/18 Concrete Street Panel Repair Streets 5/3/18 (940)349-7160 (Temporary Road Closures Possible) Huisache Yucca Retama TBT TBD Streets Construction Streets 5/15/18 (940)349-7160 (Temporary Road Closures Possible) Cobblestone North Dead Street Reconstruction Linda Ln. Row End 4/23/18 6/8/18 (Temporary Road Closures) Streets 4/9/18 (940)349-7160 McKinney St. Loop 288 Ryan H.S 5/29/18 TBD Sidewalk Construction Engineering N/A (940)349-8910 (Temporary Lane Closures) Market St. Loop 288 N Blake 4/16/18 6/1/18 Street Resurfacing, Curb and Gutter Streets 4/9/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Right Turn Water Line Replacement Mayhill Rd. Mayhill NB Lane at 5/18/18 6/1/18 N/A (940)349-8910 Mckinne (Lane Closure) Rd. US 380 Edwards Mayhill 9 1 17 2 1 20 Street Reconstruction Engineering Hangers (ineerin 1/3/18, Door Han 940)349-8910 y / / / / (Temporary Road Closures) 1/24/18 Mild Creek Ln. Rambling Rock Cul de Sac 4/30/18 6/8/18 Concrete Panel/Sidewalk Repairs Streets 4/26/18 (940)349-7160 No Detours Water and Wastewater Construction Mills Rd. Mayhill Denton ISD 5 29 18 7 30 18 and Road WideningEngineering N A Electronic Signs 940 349-8910 y driveway / / / / g� g g ( ) (Street Closure) Montecito Dr. EI Paseo Seville 5/21/18 6/8/18 Curb and Gutter Repairs Streets N/A (940)349-7160 (Temporary Lane Closures) Panhandle St. Carroll Bolivar 4/18/18 5/31/18 Street Resurfacing,Curb and Gutter Streets 4/9/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Prominence Pkwy. Mayhill Atlanta 1/31/18 8/31/18 Water and Wastewater Crossing Engineering 1/24/18 (940)349-8910 (Road Closure) Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: Retama Sagebrush Huisache TBT TBD Streets Construction Streets 5/15/18 (940)349-7160 (Temporary Road Closures Possible) Riney Rd. N Elm Solana 9/29/17 9/30/18 Road Removal and Replacement Engineering Yes (940)349-8910 (Road Closure) Kansas City Drainage and Roadway Construction Roselawn Dr. Bonnie Brae Southern RR 3/26/18 TBD (One Lane traffic control) Engineering N/A (940)349-8910 Sagebrush Dr. Kings Row Retama 5/21/18 7/20/18 Streets Construction Streets 5/15/18 (940)349-7160 (Temporary Road Closures Possible) Sena St. Malone Ector 4/23/18 7/20/18 Street Reconstruction Streets 4/17/18 (940)349-7160 (Temporary Lane Closures) Spencer Rd. Mayhill Lowe's 4/2/18 9/29/18 Water Line Replacement Water 3/16/18 Contacted (940)349-7181 Driveway (Road Closure) departments affected Spencer Rd. Mayhill Lowe's 4/2/18 9/29/18 Drainage Rebuild Drainage 3/16/18 Contacted 940-349-8488 Driveway (Road Closure) departments affected Spencer Rd. Mayhill Lowe's 4/2/18 9/29/18 Road Reconstruction Engineering 3/16/18 Contacted (940)349-8912 Driveway (Road Closure) departments affected Dead End Street Resurfacing, Curb and Gutter Sun Valley Dr. Stuart 5/14/18 6/29/18 Streets 5/1/18 Door Hangers (940)349-7160 West (Temporary Lane Closures) Valley View Rd. Kings Row Sun Valley 5/14/18 6/29/18 Street Resurfacing,Curb and Gutter Streets 5/1/18 Door Hangers (940)349-7160 (Temporary Lane Closures) UNT 2018 CVAD Project Welch St. Mulberry Chestnut 4/11/18 6/30/18 Drive approach/Sidewalk Engineering 3/19/18 3/30/2018 (940)349-8910 (Temporary Lane Closures) COMPLETED PROJECTS Auburn Dr. Georgetown Bowling Green 2/19/18 4/30/18 Mill/Overlay Streets 1/31/18 Door Hangers (940)349-7160 (Temporary Road Closures) Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: Barbara St. Audra Beverly 5/7/18 5/21/18 Curb and Gutter Repairs Streets 4/26/18 (940)349-7160 (Temporary Lane Closures) Brandywine Cir. Briarwood Dead End 2/20/18 5/7/18 Street Reconstruction Streets 2/16/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Brandywine St. Briarwood Brandywine Cr. 2/20/18 5/7/18 Street Reconstruction Streets 2/16/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Country Home/Eagle Clear River Cul de Sac 4/9/18 5/14/18 Concrete Panel Repairs Streets N/A Door Hangers (940)349-7160 Wing (No Detours) Egan St. Amarillo Malone 2/5/18 5/7/18 Mill/Overlay Streets 1/24/18 Door Hangers (940)349-7160 (Temporary Road Closures) Hickory St. Bonnie Brae N Texas 1/2/18 5/11/18 Street Reconstruction Streets 2/7/18 Door Hangers, (940)349-7160 (Temporary Road Closures) Public Meetings Linden Dr. Malone Ponder 4/18/18 5/14/18 Street Resurfacing Streets 4/9/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Locust St. walnut Oak 4/23/18 4/27/18 Base Failure Repairs Streets 4/9/18 Contacted through (940)349-7160 (Temporary Lane Closures) Julie Glover McKinney St. Bolivar Cedar 11/14/17 4/29/18 Parking Lot Reconstruction Engineering 11/2/17 (940)349-8910 Mockingbird Ln. McKinney Paisley 10/23/17 5/1/18 Street Reconstruction Streets 10/10/17 Public Meeting, (940)349-7160 (Temporary Road Closures) Door Hangers Sagebrush Dr. Multiple Multiple 2/15/18 5/11/18 Wastewater Main Construction Wastewater 2/9/18 Door Hangers 940-349-7300 (Temporary Road Closures Possible) Shiloh Rd. Natchez Trace Shenandoah 3/19/18 4/30/18 Concrete Panel Repairs Streets 3/7/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Unicorn Lake Blvd. Wind River State School 3/12/18 5/11/18 Concrete Panel Repairs (Temporary Streets 3/7/18 Door Hangers (940)349-7160 Lane Closures) Wood St Sycamore Dead End 4/18/18 5/25/18 Parking Lot Construction Streets N/A (940)349-7160 (Complete Closure Parking Area/Park) Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: UPCOMING PROJECTS Bonnie Brae St. US 377 135W 2018 2020 Street Widening Engineering (940)349-8910 (Phase 2) Bonnie Brae St. US 377 135E 2019 2021 Street Widening Engineering (940)349-8910 (Phase 1) Bonnie Brae St. TBD TBD TBD TBD Street Widening Engineering (940)349-8910 (Phase 1) Capetown Dr. Desert Willow Bishop Pine Summer 2018 TBD Street Panel Repair Streets (940)349-7160 (No detours) Fulton St. TBD TBD Water,Wastewater, and Streets Multiple Hettie St. TBD TBD Water,Wastewater, and Streets Multiple Hinkle Dr. TBD TBD Water,Wastewater,Drainage,Streets Multiple Londonderry Ln. Teasley Westminster 9/1/18 TBD Street Improvements Streets (940)349-7160 (Temporary Lane Closures) Malone St. Crescent Westminster Summer 2018 Water Main Construction Water (940)349-7181 PEC 4- Engineering In Design Installing Underground Box Culvert Engineering (940)349-8910 Smith-Johnson Summer 2018 Water,Wastewater,Drainage,Streets Engineering (940)349-8910 Stuart Rd. Windsor Kings Row TBD TBD Concrete Curb and Gutter Repair Streets (940)349-7160 (Temporary Lane Closures) Thomas St. TBD TBD Water,Wastewater, and Streets Multiple Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: W. Walnut St. S. Elm Cedar TBT TBT Utility Construction Engineering N/A (940)349-8910 (Temporary Road Closures) Wayne St. TBD TBD Water,Wastewater, and Streets Multiple Windsor Dr. TBD TBD Water,Wastewater,Drainage,Streets Engineering (940)349-8910