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072018 Friday Staff Report
F` City Manager's Office DENTON 215 E. McKinney St., Denton, TX 76201 • (940) 349-8307 MEMORANDUM DATE: July 20, 2018 TO: The Honorable Mayor Watts and Council Members FROM: Todd Hileman, City Manager SUBJECT: Friday Staff Report I. Council Schedule A. Meetings 1. Public Utilities Board Meeting on Monday, July 23, 2018 at 6:00 p.m. in the City Council Work Session Room. 2. Canceled-Council Airport Committee Meeting Tuesday, July 24, 2018. 3. Work Session of the City Council on Tuesday,July 24, 2018 at 1:00 p.m. in the City Council Work Session Room. 4. Agenda Committee Meeting on Wednesday, July 25, 2018 at 3:30 p.m. in the City Manager's Conference Room. 5. Work Session of the Planning and Zoning Commission on Wednesday,July 25, 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. 6. Development Code Review Committee Meeting on Friday, July 27, 2018 at 11:00 a.m. in the City Council Work Session Room. B. Upcoming Events 1. TML Annual Conference, October 10-12, 2018 at the Fort Worth Convention Center. II. General Information & Status Update A. Ethics Training -As a requirement of the Ethics Ordinance, all City Officials defined in the ordinance as Council Members, City Manager, City Attorney, City Auditor, Municipal Court Judge, and members of the Board of Ethics, Planning OUR CORE VALUES Integrity • Fiscal Responsibility • Transparency • Outstanding Customer Service and Zoning Commission, Zoning Board of Adjustment, Historic Landmark Commission, or Public Utilities Board must complete ethics training. An ethics training session was held on July 16, 2018 with the City's consultant Alan Bojorquez and 19 City Officials attended. A notification was sent on July 18 to individuals that were not able to attend including a video link to view the training online and staff requested they complete training by August 1. The training video can be found online at: http://denton-tx.granicus.com/MediaPlayer.php?view_id=3&clip id=1959. Staff Contact: Bryan Langley, CMO B. Gas Line Repair near First United Methodist Church - On July 18, a City of Denton Wastewater backhoe cut an Atmos Energy gas line that was improperly marked by the company that conducts gas utility line locates. The cut occurred near the First United Methodist Church and all occupants of the church were evacuated for safety precautions. No one was hurt and Atmos Energy has since repaired the line. The City Wastewater crew member operating the piece of equipment was very experienced and followed all of the necessary safety protocols. Safety measures included immediately stopping and turning off all equipment, calling 911, and evacuating the area to ensure all staff members were at a safe distance. Phone calls were made to the Texas 811 system to notify them of the cut line and the City's Risk Management Division was contacted to make them aware of the situation and begin an investigation. City crews are trained to be attentive around all underground utilities, to avoid them when using manual and heavy equipment, and how to react when an accident or mistake occurs. At the conclusion of Wednesday's work day, the Water/Wastewater Superintendent spoke with the entire crew to express his gratitude for their work performance and attention to safety. Staff contact: Mario Canizares, CMO C. 3D Printer Safety— Since 3D printers were first installed at the North Branch Library, Library staff has been concerned with the potential printing of contraband. Library staff has confirmed that the current 3D printers do not print with the level of precision necessary to create a working firearm. Based on Library staff research, only with significant precision level post-printing modification could pieces be assembled to develop a weapon that could potentially fire a single shot. To prevent this from happening, the Library developed the attached Community Use Policy for the Forge Makerspace that clearly states Library 3D printers cannot be used to create functional weapons. The Library's internal procedures for 3D printing also facilitate staff review of what is being printed. Patrons submit 3D printing files to Technology Librarian, Trey Ford. Mr. Ford then communicates with the patron and reviews the file to check for compatibility with the 3D printer and verify the item is what the patron states is being printed. After printing, Mr. Ford verifies again that the item matches what was submitted to be printed. The item is then taken to the Circulation Desk and the patron is notified that he or she can pay for and pick up the item. No patron can directly print their files without staff interaction and review. The website, Defcad.com, is not currently blocked under the Library's Fortress filter. After checking the site today, staff found only one 3D printer file for a holder for a shotgun shell. All other files on that site were designed for milling machines to create metal firearm pieces. The Library does not have such a machine. Library 3D print jobs are submitted via e-mail or USB drive to the Technology Librarian, those files may be found and modified on a patron's home computer, work computer, or any other internet connected device with downloading capability. Blocking the website on Library computers would not prevent a file from being submitted for printing. The Library is confident that existing printing quality limitations, Library policies and procedures, and staff review of all submitted 3D print jobs would prevent functional firearms from being printed at the Denton Public Library. Staff contact: Jennifer Bekker, Library D. Red Light Camera Enforcement— The City of Denton has 13 red-light cameras at 11 intersections across the community that are managed through a contract with Redflex Traffic Systems. Vehicles caught running red-lights by a red light camera in Denton are sent a $75 citation. Citations are sent to the registered owner of the vehicle, and the vehicle owner has 15 days from the citation postmark date to pay their fine. Individuals wishing to contest their citation have the option to request a hearing through Redflex; instructions for requesting a hearing are listed on the citation. The City of Denton's Municipal Court maintains the docket and conducts requested hearings for red-light camera citations. If a vehicle owner does not pay their$75 fine within 15 days of the citation postmark date, Redflex will escalate the case to a collection agency. The collection agency contract is managed through Redflex. Delinquency on red-light camera fines does not appear on a vehicle owner's credit history and does not impact vehicle registration. Staff contact: Stephanie Berry, Legal/Robin Ramsay, Municipal Court E. Monday Evening Power Outage—Council was informed earlier in the week regarding a power outage that occurred on Monday evening: • At about 5:45 PM Monday, one of the three "switchblades" in a ground mounted Switching Cabinet at 704 Pennsylvania failed(burning some insulation on the corresponding electrical connection) and tripped a circuit serving the Southridge subdivision and vicinity(1451 customers affected). • The problem at the Switching Cabinet sent an over-voltage through an adjacent circuit which caused a connection in an above ground circuit Connection Cabinet at 2301 Colorado to fail (also burning some rubber connection material). The corresponding circuit tripped and another 775 customers lost power. • Operations to restore affected customers began almost immediately with customers on the first circuit restored at 6:29 PM. Following a number of switching operations, all but 67 customers were restored on the second circuit by 7:15 PM. Additional switching operations enabled the remaining 67 customers to receive power again at 8:35 PM. After bringing in the damaged Switching Cabinet and removing the top, DME staff found a dead snake in the bottom of the cabinet. It appears the snake created a path for electric current to travel causing an electrical arc/flash in the device, and that it was not due to a manufacturing defect. Notwithstanding, a representative of the manufacturer was on-site Wednesday morning to inspect the damaged device. If there are any latent problems found in any field equipment/device (such as an electrical switching cabinet), DME would aggressively pursue a fix or replacement, as appropriate. Staff contact: George Morrow, DME F. Phishing Attack—On July 18, our network experienced a phishing attack that was initiated by a staff member email. The attack came from an email that appeared to be from a financial firm. Phishing attacks are typically fraudulent email messages appearing to be from legitimate email enterprises. In this instance, the employee was directed to a malicious website in an effort to divulge private information. As a result, the account was compromised and began to email 996 outside individuals and businesses with the fraudulent email message. Of these 996 sent emails, over 300 came back as invalid recipients. Internal email was not affected. Additionally, the Denton Police Department was notified by a concerned citizen. The City's Cyber Incident Response Team was activated and to-date has not identified a breach in the City's internal network or applications. The incident has been contained and staff will continue to monitor the phishing attack for any reemerging threats. Staff contact: Melissa Kraft, Technology Services. G. DTV Video Promotion—At the July 17 City Council meeting, Council Member Armintor requested staff share new DTV productions with Council. Staff typically provides new promo videos in the Friday Report to announce the video's launch, however there are other ways for Council, and the public, to stay up-to-date on DTV productions. DTV manages the City of Denton's official YouTube channel and posts all DTV videos on that platform. Every video, from DTV Newsbreak(3 times per week), to promotional videos (like the newly produced Libraries Rock!-Summer Reading Challenge 2018), to ongoing series (including Denton Developments and Preservation Denton) are available at any time on the YouTube channel. Subscribers to the City's YouTube channel will get an email notification when new videos are uploaded. To sign up as a subscriber, open the YouTube app or go to www.YouTube.com/cityofdenton and sign in. If you have a Google (Gmail) account, you can use that account to login to YouTube, or create a new account. Then click on the red"Subscribe"button. You'll get an email notification any time a new video is uploaded to the City of Denton channel. YouTube's platform allows for sharing of videos as well, so Council Members can use the video links or"share" option to promote any video. Staff contact: Billy Matthews, DTV H. Denton Housing Authority, (DHA) Board of Commissioners—In last week's Friday report, an update was shared with City Council that Pat Smith had been appointed by Mayor Watts and sworn in to serve on the DHA Board. This week, Mayor Watts also appointed Sara Bagheri to serve on the DHA Board. She was sworn in on Wednesday. By quick way of reminder, the Denton Housing Authority is a separate unit of government operating under its own rules and regulations and those of the Department of Housing and Urban Development (HUD). The relationship of the City of Denton to DHA is controlled by Chapter 392 of the Local Government Code. The only formal relationship between the City of Denton and DHA is that the Mayor of the City of Denton appoints commissioners to the DHA Board of Commissioners, made up of 5 citizens. Staff contact: Sarah Kuechler, Public Affairs I. Denton Back to School Fair—The Denton Back to School Fair will be held on Saturday, August 11 at the UNT Gateway Center, 801 N Texas Blvd. The event will distribute backpacks and school supplies and feature a health& community services fair, vision screenings from Denton Lion's Club, haircuts, a live deejay, hot dogs, bicycle raffle, and more. The deadline for online priority registration is Friday,July 27—visit dentonbacktoschool.or to register today. Please see the attached flyer with more information or visit the website. Staff contact: Sarah Kuechler, Public Affairs J. Landfill Tonnage and Revenue Information—During the July 17 work session, City Council requested a copy of the landfill tonnage and revenue slide that was added to the Cost of Service Management Response presentation. The requested slide is attached. Staff contact: Ethan Cox, Solid Waste K. Mayor's Summer Youth Jobs Program—The Mayor's Summer Youth Jobs Program strives to provide meaningful job experiences for local high school students and recent high school graduates. The program started on June 11 and continues through August 3. There are currently 22 students working through this program for the City of Denton and Denton businesses. The program is a partnership between the City of Denton, United Way of Denton County, Denton ISD, and the Denton Chamber of Commerce. Program participants have access to job skills training, career development resources, mentorship opportunities, and meaningful work experience. The United Way has worked diligently to coordinate a Leadership Symposium for program participants that will be held on Wednesday, July 25 from 8:30 a.m. to 3:00 p.m. at NCTC's Corinth Campus. During the symposium, students will have the opportunity to have lunch with Mayor Watts to discuss professionalism and leadership. A proclamation will be placed on the August 7 City Council meeting to honor program participants. Staff contact: Sarah Kuechler, Public Affairs L. Cemetery Donation and Improvement Plan—During the Parks and Recreation budget presentation on Tuesday, July 17, the topic of cemetery maintenance and planned cemetery improvements was discussed. As a part of that conversation, information regarding a donation from the Parks Foundation and plans to enhance cemeteries was requested. In March of 2018, a donor contacted the Parks Foundation regarding his interest in donating $100,000 to support the beautification of the IOOF Cemetery. Staff provided the donor with a list potential projects for both City cemeteries and a meeting was held on April 27 to discuss details. During that meeting, numerous possibilities were discussed including headstone repairs, landscaping, fencing, and more. The donor requested that their donation potentially serve as a match or be used to stimulate additional funding support from the community. In May of 2018, Parks and Recreation staff created a Cemetery Improvement Plan to implement a systematic,prioritized approach for cemetery enhancements that clearly articulates the financial resources required to complete necessary improvements. This plan is designed to enhance the beautification and infrastructure of both Oakwood and IOOF Cemeteries. In the past there has been minimal capital investment for the City's cemeteries. These historic cemeteries are community assets that should be maintained to a standard that will effectively preserve Denton's rich historic legacy. To-date, no additional funding for cemetery improvements has been identified outside of the $100,000 donation. Future funding requests will be submitted in order to aid in the completion of cemetery enhancements. The Cemetery Improvement Plan is attached for review. Staff contact: Gary Packan, Parks and Recreation M. Additional Splash Park Locations—During the July 17 City Council meeting, information regarding the potential location of additional splash parks was requested. Staff is researching potential locations for splash parks,with a goal of having multiple splash parks located throughout the community. Locations will be identified through the Parks and Recreation Master Plan,which will be completed in FY2018-19. Currently, funding for additional splash parks has not been identified. Future funding requests will be submitted for the design and construction of additional splash park facilities. Staff contact: Gary Packan, Parks and Recreation N. The Enclave at Denton—The Enclave at Denton is a proposed multi-family development on Brinker Road south of Wal-Mart and Loop 288 by a private developer and the Denton Housing Authority. The property is zoned Regional Center Commercial Downtown(RCC-D), which allows for taller buildings and promotes mixed-use developments. In December of 2017, Planning staff discussed the proposed development with the applicant to determine how they could comply with zoning requirements. Limitation 4 is a Development Code provision that allows multi-family developments within a RCC-D District through one of the following approaches: • Mixed-use development with Development Agreement—Requiring City Council approval and recorded against the property constituting covenants that run with the land. The development agreement must be approved prior to final plat and site plan approval; or • Specific Use Permit (SUP)—Reviewed by the Planning and Zoning Commission and approved by the City Council. During their conversation with the applicant in December, Planning staff requested the following information to determine if the development meets mixed-use zoning criteria: • A percentage breakdown of the lot showing how the property will be divided for specific uses including commercial,parking, open space, and multi-family residential. By definition, the multifamily component cannot account for more than 30% of the lot's total acreage. • Draft Development Agreement providing assurances that the non- residential components shown on a site plan are bona fide, self-sustaining retail uses and will remain in perpetuity. The agreement requires a phasing plan and has covenants to ensure the non-residential components of the development will be constructed prior to the residential components. On Wednesday, July 18, the applicant provided the information that was requested in December. Planning staff reviewed the information and confirmed that the multi-family component of the property far exceeds the 30% limitation as mentioned above. Staff informed the applicant on Thursday, July 19 that this project is now considered a multi-family development rather than mixed-use and will require a SUP. The SUP includes public notification with review by the Planning and Zoning Commission and City Council approval. To complete the SUP review, the applicant will be required to submit an updated site plan, landscaping plan, and building elevations. Assuming all technical issues are addressed, the earliest public hearing dates for the SUP would be August 22 with the Planning and Zoning Commission followed by City Council on September 18. Staff contact: Scott McDonald, Development Services O. Density Bonuses-Density bonuses are being considered as a part of the Denton Development Code (DDC)rewrite. These incentives will center on proactively achieving open space and tree canopy preservation. During a recent meeting, the Development Code Review Committee (DCRC) discussed density bonuses. The discussion considered the following approaches: • Incentive zoning: This is a tool that allows developers greater flexibility than would typically be permitted in exchange for a public benefit that would otherwise not be required. For example, a developer may provide open space,plazas, and affordable housing in exchange for greater flexibility in required building setbacks, floor heights, lot area,parking requirements, density, and other minimum standards. • Floating Zone: This is a zoning district that delineates conditions which must be met before zoning can be approved for an existing piece of land. Rather than being placed on the zoning map in the same manner as traditional zones, the "floating zone" is simply written as an amendment in the zoning ordinance. The zone "floats" within a specified area until a development application is approved, the zone is then added to the official zoning map. Floating zones can be used to plan for future anticipated land uses and provides flexibility for developers. Floating zones could be used to obtain density bonuses, height extensions, etc., in exchange for meeting other requirements or goals in the floating zone, such as workforce housing, complete streets, green building, and common open space. Development Services is currently researching these approaches along with other techniques to determine how to best promote the preservation of open space and tree canopy through the new DDC. Staff will continue this discussion with the DCRC during their August 3 meeting. Staff contact: Scott McDonald, Development Services P. Fleet Services Recognition-In May 2017, Fleet Services was ranked 261h in the 100 Best Fleets competition. The competition recognizes peak performing fleet operations and is open to applicants throughout North America, including Mexico, the United States, and Canada. Earlier this month, Government Fleet Magazine announced their Leading Fleets and the City of Denton Fleet Services received an honorable mention as a top 50 fleet operation. Applicants are judged on their organization's leadership within the operation, with customers, within the local community, and within the fleet community; how they ensure competiveness and efficiency; how they address and overcome major challenges; and how they are working toward future goals. The article recognizing Leading Fleets is attached. Staff contact: Mark Nelson, Transportation Q. Downtown TIF Project-A request was recently made for a brief update on the status of projects planned in the Downton area funded by Tax Increment Finance funds (TIF). The scope of the Downtown TIF Project was to address a number of pedestrian safety issues along North Locust,North Elm, West Oak, and West Hickory. The scope included adding pedestrian scale lighting, ADA ramps, and repairing and/or replacing sidewalks along these corridors. The current status of the TIF Project is: • Project topographic and right-of-way survey has been completed. • SUE (subsurface utility engineering)has been completed. • The engineering consultant is currently working on the design. • The pedestrian lighting locations are being coordinated with DME. Final lighting locations in Locust, Elm, Oak and Hickory are expected to be determined this week, by today(7-20-2018). • Concept plans for ramps and sidewalks at multiple intersections on Elm and Locust were submitted yesterday(7-19-2018) for review. • Anticipated construction on the sidewalks is to begin in September 2018 Attached is a detailed schedule of the project for your information. Staff is on track to provide deliverables and move forward with the project as shown on the attached schedule. Staff contact: Mario Canizares, CMO R. Potential DCTA Strike—Earlier this week, City staff was alerted that DCTA bus drivers could potentially go on strike the week of July 23. Staff contacted Jim Cline, President of DCTA to seek additional information. Assistant City Manager(ACM) Canizares has requested that Mr. Cline contact him over the weekend to keep him updated as the matter progresses. The attached document is an email exchange between ACM Canizares and Mr. Cline. Staff will provide updates as they are made available. Staff contact: Mario Canizares, CMO III. Community Events IV. Attachments A. Community Use Policy for the Forge Makerspace B. Denton Back to School Flyer C. Landfill Tonnage and Revenue Slide D. Cemetery Improvement Plan E. Leading Fleets Article F. Downtown TIF Project Schedule G. DCTA Email V. Informal Staff Reports A. 2018-089 Community Development Performance Measures B. 2018-090 Park Dedication and Park Development Programs C. 2018-091 Denton All Star Youth Football League D. 2018-092 Planning and Zoning Tie-Vote Text Amendment E. 2018-093 DEC Impact on DME Financials VI. Council Information A. Council Requests for Information B. Draft Agenda for August 2 C. Council Calendar D. Future Council Items E. Street Construction Report 4"It"Immom Denton DENTON PUBLIC LIBRARY DENTON PUBLIC LIBRARY COMMUNITY USE POLICY FOR THE FORGE MAKERSPACE Approved by the Denton Public Library Board,April 14,2014 Last amended,December 7,2017 Makerspaces are intended to promote learning, interaction, and sharing of knowledge and resources. As such,providing a makerspace is directly in keeping with the Denton Public Library's mission statement: The Denton Public Library builds community by promoting lifelong learning, encouraging human connections and sharing resources. The Forge, a technology makerspace at the North Branch of the Denton Public Library, is available for use by individuals and groups of up to 20. The Forge contains various hardware options and specialized software for design and creative use as well as electronic components and 3D printing options. The Forge will maintain times for general use by the public as staffing allows. Likewise, groups and classes may reserve the Forge on designated days, thus optimizing the space for the broadest use. If no group has reserved the Forge it may remain open for general use. Makerspaces are environments intended for learning, sharing, cooperating, and creating. As such, they are inherently active environments and there is no guarantee of quiet. However, excessively boisterous behavior or activities prohibited by the Denton Public Library Rules of Conduct will not be permitted. Willful misuse of Forge equipment will result in loss of use privileges for the individual and charges for damages. All equipment and materials must remain within the Forge. Denton PUBLIC LIBRARY Computers within the Forge are subject to the Computer Use and Internet Use policies. No user files will be retained on Forge computers after they reboot. Customers must save their work to an external device or cloud based storage to ensure retention. Reservations for Forge computers will be made by staff or volunteer monitors in The Forge. Customers must have a valid Denton Public Library card or Technology Card in order to make a reservation. Each reservation is for a two hour limit. Customers may renew their reservations if no one is waiting. Library staff will provide tips and direct customers to self training, but will not be available for intensive or personalized instruction on equipment. Customers are responsible for the safe and correct use of equipment. The 3D printer cannot be used for creating any of the following: o Items in violation of local, state, or federal law 1 o Functioning weapons o Offensive, obscene, or racist objects. Objects must be appropriate for a public library setting. o Items that violate patent, copyright, trademark, or otherwise infringe upon the intellectual property of others. The library reserves the right to refuse to print any object. There will be a small fee charged for printed items. Only library staff or designated volunteers are allowed to operate the 3D printer. Items will be printed on a first come, first served basis. As such, customers will likely be required to return to the library to pick up their item. The Forge is open to customers ages 10-Adult. Children under 10 must be accompanied by a parent, guardian or adult instructor. Some equipment in the Forge uses extreme heat, low electrical voltage, and other slight risks. Customers assume all responsibility for any risks associated with use of the technology within the Forge makerspace. Groups may reserve The Forge for instructional purposes for designated times/days. All groups are subject to the rules as stipulated in the Reservations section of the Denton Public Library Meeting Room Policy and must fill out the accompanying application. Meetings must end at least 30 minutes before the end of the business day to give staff time to shut down the equipment and prepare the building for closing. Food and drinks are not allowed in the Forge. Groups using the Forge must leave the room in its original condition, removing personal equipment and supplies at the end of the reservation time. The library will not be held responsible for any property left after the conclusion of any reservation. Organizations may collect donations to cover incidental expenses connected to the reserved meeting only,but may not solicit donations or make sales. Nonprofit 501(c) (3) organizations may use meeting rooms for fundraising events. 2 APPLICATION FOR USE OF FORGE MAKERSPACE DENTON PUBLIC LIBRARY SYSTEM Note: Until this form has been returned to the Library and has been signed by the designated staff member,your room reservation is not confirmed. Organization: Purpose of Meeting: Date of Meeting: Beginning and ending time of room reservation(Please include room set up and clean up time): Estimated Attendance: Beginning and ending time of actual meeting: Will this meeting be advertised to the public? ®Yes ® No If yes,where? Person Responsible for Room and Clean Up: Mailing Address: Telephone: Email: The FORGE will be booked when the designated staff member receives the signed copy of the Application for Use of Meeting Room and Rules and Regulations. The Organization using the FORGE must comply with the rules and regulations of the Denton Public Library System. There is no charge associated with the use of the FORGE for instruction or meeting by groups. The undersigned agrees on behalf of the above-named organization to be responsible for any damage sustained to library property while being used by the organization,to all rules and regulations set forth in the Denton Public Library FORGE makerspace and to return the room to the original arrangement. I,as the Organization's designee,agree to abide by the above stipulations. Signature of person accepting responsibility for the meeting room Date: Reservation Confirmed: Disapproved: Library representative: 3 Notes: 4 DENTON Saturday, August lith UNT Gateway Center Back t� 8:0o am - 3:00 pm 80l N Texas Blvd Denton, TX 76201 School FREE PARKING '41FAIR iT r' r- •s FREE= Register Today,', Backpacks and School Supplies Vision Screenings by Denton Lion's Club Health Fair & Haircuts Live DJ I Hot Dogs I Bicycle Raffle Provided by the Denton Police Department Online Priority Registration Deadline: July 27, 2o18 On-site registration will be accepted as supplies are available, but is not guaranteed visit dentonbacktoschool.orgto register today. 15rou#t to ou 6 �` _d Immaculate Conception CL v CATHOLIC C...C. HEALTH SERVICES DENTON I)[. L u. - .I 1 ^ United Way BIBLE Medical Care for You of Denton County,Inc. C Ell t•R C H Interfaith Ministries Apple Tree Project Landfill Tonnage & Revenue 70% 6o% 59% 54 go% 40 36% 32% 30% 20% 9/ io% 10% O% Residential Commercial Wholesale &Retail 0 Tonnage 0 Current Revenue CEMETERY IMPROVEMENT PLAN IOOF OAKWOOD Updated 7.20.18 YEAR 1 Emergency Headstone Repairs $24,677.00 Landscaping/Trees $30,000.00 Small lawn crypt repair for Head in 6/3 6/4 $5,000.00 TOTAL Large lawn crypt repair for UNK in 9/1,9/2 $5,000.00 YEAR 1 Year 1 Total $54,677.00 $10,000.00 $64,677.00 Year 2 Decorative fence repair $2,000.00 $2,000.00 Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 Re-grout Kelly mausoleum(P-13) $5,000.00 Ground Penetrating Radar mapping $20,905.00 GPS/GIS mapping of monuments and open space $23,236.00 TOTAL Road Improvements $10,000.00 YEAR 2 Year 2 Total $19,500.00 $48,641.00 $68,141.00 Year 3 Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 Decorative fence repair $2,000.00 $2,000.00 Repair McCary mausoleum door(T-7%) $10,000.00 Re-do north flagpole and flatwork.Add Firefighters memorial $5,000.00 Road Improvements $10,000.00 TOTAL Historic building renovation $25,000.00 YEAR 3 Year 3 Total $39,500.00 $19,500.00 $59,000.00 Year 4 Fencing improvements phase $30,000.00 Decorative and historic sign(s) $8,000.00 Decorative fence repair $2,000.00 $2,000.00 Decorative and historic signs(2) $17,500.00 TOTAL Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 YEAR 4 Year 4 Total $52,000.00 $12,500.00 $64,500.00 Year 5 Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 Fencing improvements phase $60,000.00 Decorative fence repair $2,000.00 $2,000.00 TOTAL Drainage improvement west of blocks 1,10 and 8 YEAR 5 Year 5 Total $64,500.00 $4,500.00 $69,000.00 Year 6 Automatic gates $45,000.00 Road improvements $20,000.00 Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 TOTAL Decorative fence repair $2,000.00 $2,000.00 YEAR 5 Year 6 Total $24,500.00 $49,500.00 $74,000.00 Year 7 Automatic gates $10,000.00 Road improvements $10,000.00 Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 TOTAL Decorative fence repair $2,000.00 $2,000.00 YEAR 7 Year 7 Total $14,500.00 $14,500.00 $29,000.00 Year 8(Pending needs) TOTAL Headstone adjustments as needed and repair to damage stones $2,500.00 $2,500.00 YEAR 8 Year 8 Total $2,500.00 $2,500.00 $5,000.00 TOTAL PLAN COST $271,677.00 $161,641.00 ✓ �� ,Y . Sponsored By ®' I FORDFLEET G4vERHMEHT©FLEET •k* �: .leadin eets �J 44 RECOGNIZING THE 2018 LE 01 r THE TOP 20 LEADING FLEETS ARE RANKED BELOW: OCity of Tulsa,OK Contact: Brian Franklin,CPFP Units:2,493 On-Road;625 Off-Road Staff:81 Overcoming Challenges:Helped develop a bond proposal that included$6 million FLEE S to replace aging Street Dept.dump trucks to reduce operating costs and improve The Leading Fleets program reliability of the snow removal fleet. recognizes public sector © Denver Department of Public Works, Fleet fleet organizations for their Management Division Contact:Todd Richardson leadership, efficiency, ability Units:1,697 On-Road;648 Off-Road to overcome challenges, and staff:94 Overcoming Challenges: Re-evaluated vision for the future. The sweeper procurement, with operators, mechanics, and supervisors working award encourages fleets to to select new sweepers that are easier COMPILED BY THI DAO to operate and work on,and have lower strive for excellence. costs and less downtime. 221 GOVERNMENT FLEET I JULY/AUGUST 2018 _y y v� "t 1 a. ?. 4 fq aR► +i K ?° '/1. •� ,� aP -_ 3C r ' 1 W a 'm _ Pictured are the Leading Fleets and Notable Fleets at - the Government Fleet Expo&Conference on June 5. © City of Anaheim,CA © City of Kitchener, O City of Greenville,SC Contact: Milce McCarty Ontario,Canada Contact:Scott McIver, CPFP Units:885 On-Road; Contact: Don Miller,CPFP Units:670 On-Road;61 Off-Road 131 Off-Road Units:491 On-Road;450 Off-Road Staff: 15 Staff:32 Staff:38 Overcoming Challenges: Switched to Overcoming Challenges: Preparing for Overcoming Challenges:Upgraded the state fuel cards after the move to a new retirement of the aging workforce by shop's Wi-Fi system,provided technical maintenance facility resulted in drivers cross training, spreading institutional staff with PCs loaded with necessary fueling 28 miles away.The city acquired knowledge, increasing technician pay, software, and piloted the Cisco Jabber 140 fueling points through the fuel and providing incentives for certifica- app to enhance communication and card,improving driver productivity. tions. improve productivity. City of Tampa Fleet OCity of Chesapeake,VA 0 O City of Long Beach,CA Management Division, FL George Hrichalc,CPFP,CEM 0 Contact:Dan Berlenbach,CPFP Contact: Connie White-Arnold Units:1,494 On-Road;115 Off-Road Units:1,541 On-Road;535 Off-Road Units:2,656 On-Road;803 Off-Road Staff:38 Staff:120 Staff:62 Overcoming Challenges: To address a Overcoming Challenges: Overhauled Overcoming Challenges: Staff fabri- shortfall of heavy technicians, staff es- the preventive maintenance (PM) pro- cated and installed metal screening in tablished contracts with local shops to gram by rewriting the PM policy,work- front of refuse truck radiators to keep keep up fleet availability while starting ing with the city manager to ensure out debris, eliminating an overheat- a training program for less experienced departmental PM compliance, and re- ing issue that had been causing vehicle technicians. training technicians. downtime. -4 JULY/AUGUST 2018 1 GOVERNMENT FLEET 123 LEADING FLEETS Sponsored By 41� I FORD FLEET • OCity of Fort Wayne,IN Contact:Larry Campbell,CPFP STATS ABOUT THE LEADING FLEETS Units:1,490 On-Road;822 Off-Road Staff:28 Overcoming Challenges: Management ® looked at direct repair time on work orders to reassign technicians to groups with slower times. This was done to ensure each department gets the same ' • , turnaround time. City of Fort Collins,CO Contact:Tracy Ochsner,CEM Units:925 On-Road;407 Off-Road • ' ' Staff:43 Overcoming Challenges: To improve Small Fleet Mid-Size Fleet Large Fleet turnaround time, fleet implemented (499 or fewer assets) (500-999 assets) (1,000+ assets) electronic parts requests, delivered parts directly to mechanics, strategi- cally contracted out jobs,and increased overtime,among other initiatives. Staff Members Facilities I Denver International Airport �.�./ 0) Contact:Jeff Booton P 01 514 Units:616 On-Road;342 Off-Road Staff: 72 Overcoming Challenges: Implement- Units Managed ed a new computerized maintenance On-Road: Off-Road: 11.1091 workflow process that led to a 40%de- 154,762 64,431 crease in work order times.Team mem bers worked tirelessly to resolve issues • after implementation. OF • QUESTIONS ABOUTManatee County ® 0 Fleet Services,FL Weakest: 5�O/ of fleets reported having customer Contact: Matt Case service level agreements Units:1,019 On-Road;453 Off-Road Staff:36 1 O 0 0/O Overcoming Challenges: Completed Strongest: reported having adequate shop equipment,a vehicle procurement program with customer planned technological,safety,and oper- input,an active staff training program,and satisfied customers ational advances to the fleet while pre- paring for the retirement of the division manager. • City of Dublin,OH ENCRIMIRIMMULTEM ® Contact: Darryl Syler,CPFP Units:239 On-Road;53 Off-Road 7 fleets reported natural disasters Staff:9 as their biggest challenge in 2017. Overcoming Challenges: Developed a These consisted of hurricanes ` and tornadoes in Florida and spec for amulti-use or swap loader ve- ' '• Texas and wildfires in California. hicle to fully utilize snow plow trucks in the off season. This allowed the city to reduce its fleet size. _3� 24 GOVERNMENT FLEET I JULY/AUGUST 2018 IN= Sponsored By 1 FORD FLEET • County of Sonoma, CA City of Tempe,AZ City of Boca Raton,FL Contact: David Worthington Contact: Kevin Devery Contact:Tony Remige,CAFS Units:1,095 On-Road;231 Off-Road Units:815 On-Road;274 Off-Road Units:837 On-Road;134 Off-Road Staff:23 Staff:30 Staff: 14 Overcoming Challenges: Successful- Overcoming Challenges: Moved to a Overcoming Challenges:Worked on in- ly supported emergency responders hybrid in-house/outsourcing of parts creasing shop hours from 45 to 60 each during a devastating fire where 65%of management that allows fleet to retain week,with staff developing a split shift the team members lived within an evac- city staff until retirement or placement to cover the hours with little to no over- uation zone or lost their homes. in other positions, saving $300K the time.This increased the number of jobs first year and$220K annually. completed by 35%. ® Fairfax County,VA Contact: Mark Moffatt County of Sacramento,CA New York City Units:5,433 On-Road;60 Off-Road Contact: Keith Leech,CAFS Police Department Staff:263 Units:2,664 On-Road;122 Off-Road Contact:Vartan Khachadurian Overcoming Challenges: The Quality Staff:96 Units:9,708 On-Road;527 Off-Road Assurance and Safety section of fleet Overcoming Challenges: Overhauled Staff:468 developed and implemented a plan to the fleet management software, estab- Overcoming Challenges: Streamlined improve communication of known lishing a full-time system administrator the upfitting process, including an as- problems and resolutions across multi- for data analysis.This helped customers sembly line,to upfit 3,371 vehicles with ple repair facilities. accept fleet recommendations for utili- ballistic door panels and window in- zation and greater accountability. serts in a short time frame. City of Lakeland,FL Contact: Gary McLean, LEADING FLEETS AWARD CRITERIA & JUDGES CPFP,CPM Units:1,177 On-Road;246 Off-Road Staff:27 The Leading Fleets awards Overcoming Challenges: Successfully program recognizes public Craig Croner, prepared for and responded to Hurri- sector fleet organizations F CPFP,administrative cane Irma,resulting in zero fuel short- for their leadership, efficiency, services manager, ages, zero generator failure, and zero ability to successfully overcome City of Boise, Idaho critical vehicle failures. challenges, and vision for the future. WHILE THE FOLLOWING FLEETS WERE NOT NAMED Applicants are judged on their Sam Lamerato, AMONG THE TOP 50,THEIR ACCOMPLISHMENTS organizations'leadership within the CPFP,APWA AND EFFORTS WARRANT RECOGNITION: operation, with customers, within representative, Fleet the local community, and within the Hall of Fame member, City of Beverly Hills, CA fleet community; how they ensure and Legendary Contact: Craig Crowder competitiveness and efficiency; Lifetime Achievement Units:285 On-Road;130 Off-Road how they address and overcome / Award recipient Staff: 11 their major challenges; and how they are working toward future Kelly Reagan, fleet Overcoming Challenges: Applied over- time,ne otiated for hirin a temporary goals. administrator, City of journeglevel technician,g and negotiat Fleets submit online applications Columbus, Ohio, and y between January and March of ed a return-to-work review process to each year. address technician leaves and work re- The award is co-produced strictions upon return. with the American Public Works Association and is sponsored by Bob Stanton, CPFP, City of Buckeye,AZ Ford and Geotab. CPM,fleet consultant Contact: Michael DePaulo,CPFP We thank this year's judges and Public Fleet Hall for dedicating many hours to of Fame member Units:342 On-Road;97 Off-Road review applications and lend their Staff:9 expertise to the industry: , Overcoming Challenges: Conducted a cost analysis study for an in-house fuel- ing station versus outsourcing,with city 26 GOVERNMENT FLEET I JULY/AUGUST 2018 LEADING FLEETS Sponsored By (w' I FORD FLEET • council approving the in-house option due to demonstrated return on invest- No. 1 Small Fleet (499 or Fewer meet. Assets): City of Dublin, Ohio City of Cape Coral,FL i With 292 v units the City of� Contact: Marilyn Rawlings,CEM o Dublin is the No. 1 Small Fleet. The fleet is currently working Units:742 On-Road;689 Off-Road on sustainability projects,including Staff:20 taking delivery of its first Nissan Overcoming Challenges: Successfully Leaf electric vehicles as well as responded to both a major tornado and several hybrid electric bucket hurricane that hit in the past year,with trucks. It will invest in more Leafs, fleet's plans during recovery proceeding hybrid Ford Police Responder almost seamlessly. sedans,and compressed natural gas snow plows. In addition, the fleet will become a connected fleet in conjunction with the City of Charlotte, NC 33 Smart Mobility Corridor Project in Central Ohio. Contact: Chris Trull It is an honor and privilege to be recognized by Government Fleet Units:4,481 On-Road; magazine,"said Darryl Syler, CPFP, director of fleet management."We look 2,703 Off-Road forward to our continued efforts to have a green and efficient fleet and are Staff: 124 willing to share our ideas with everyone." Overcoming Challenges: Transitioned to outsourcing parts management,with I� fleet leadership working with affected staff members to ensure they were get- ting 100% support while seeking other s employment. City of Concord,CA 1J [ Contact:Jose Gallardo fff o I Units:265 On-Road Staff:4 Overcoming Challenges:Quickly com- municated with customers and coordi- nated with the dealership to develop a plan to inspect the Ford Police Intercep- tor Utility vehicle for carbon monoxide No. 1 Mid-Size Fleet(500-990 Assets): City of Kitchener, Ontarl0, Canada leaks. The City of Kitchener, Ontario, Canada was named the No. 1 Mid-Size Fleet, with 941 units. City of Conroe,TX "Being recognized as the leading Mid-Size Fleet has led to the realization Contact: Erik Metzger,CAFS of how fortunate and proud I am to be in the positon I am in with the City of Kitchener,"said Don Miller, CPFP, director of fleet. "We have many people Units:334 On-Road;118 Off-Road working hard to make improvements, embrace technological changes, and Staff:8 ensure that we continue to improve and provide high levels of customer Overcoming Challenges: Four of six service while meeting our legislated requirements." technicians left in 2017. After hiring The fleet team's proudest accomplishments include technological senior technicians who clashed with advancements aimed at productivity improvements, including providing current staff, management decided to laptops for every technician on a pilot basis. The improved communication prioritize hiring for attitude,which has in the shop led to productivity increases of 10-12/o per technician, with no additional staff needed despite increased fleet service needs. been a success. City of Denton,TX No. 1 Large Fleet (1,000 or More Assets): City of Tulsa, Okla. Contact:Terry Kader With 3,118 units, the City of Tulsa is the No. 1 large fleet—it's also the No. Units:762 On-Road; 157 Off-Road 1 overall fleet. For more information about this operation, see page 14. e_ Staff:20 Overcoming Challenges:Following ma- jor changes in city leadership, the fleet 28 GOVERNMENT FLEET I JULY/AUGUST 2018 IN= Sponsored By W&I ,k I FORDFLEE-r • team built new working relationships, pressed natural gas(CNG)storage tank Units:520 On-Road;8 Off-Road provided justifications for continuing on a privately owned cargo van,helping Staff:53 its vision of service, and developed re- the Fire and Police departments re- Overcoming Challenges: Worked with spect with the new management team. motely detonate two additional tanks multiple departments to expand elec- on the vehicle. tric vehicle charging infrastructure and City of Durham,NC build custom solutions to translate fleet Contact:Joseph Clark City of New York data into user-friendly,meaningful re- Units:1,516 On-Road;270 Off-Road Contact: Keith Kerman ports for better decision-making. Staff:44 Units:24,892 On-Road; Overcoming Challenges: Tasked with 5,145 Off-Road City of Roseville,CA taking on maintenance of the county's Staff:1,816 Contact: Brian Craighead fire equipment,including building a fi- Overcoming Challenges: Moved to Units:784 On-Road;136 Off-Road nancial model for maintenance and re- real-time telematics combined with Staff:21 placement with no historical data. the first-ever Fleet Office of Real-Time Overcoming Challenges: Updated pre- Tracking,which allows the city to im- ventive maintenance procedures to in- City of Germantown,TN mediately react to alerts about danger- clude a manual filter regeneration every Contact: Eddie Johnson ous driving and receive information 6,000 miles to prevent plugged-up die- Units:212 On-Road;70 Off-Road about collisions. sel particulate filters, significantly re- Staff:9 during failed or plugged filters. Overcoming Challenges:Following the City of Oceanside,CA retirement of the shop foreman, fleet Contact:Jeffery Hart City of Sacramento,CA was able to fill the position internally Units:484 On-Road;42 Off-Road Contact: Mark Stevens due to a career ladder offered to techni- Staff:13 Units:2,243 On-Road;299 Off-Road cians to rise through the ranks. Overcoming Challenges:Adjusted tech- Staff:72 nician work schedules,offered weekend Overcoming Challenges:Created a new, City of Houston,TX and late-night overtime,and outsourced point-based system for vehicle replace- Contact:Victor Ayres certain repairs after injuries forced two ments to help accurately determine re- Units:10,286 On-Road; technicians to take extended leave. placement needs based on age,mileage, 2,236 Off-Road repair,and maintenance costs. Staff:379 City of Orange, CA Overcoming Challenges: Set up Contact: Keith Marian City of Vancouver, 24-hour/5-day operations in six facil- Units:388 On-Road;32 Off-Road British Columbia, Canada ities to provide fuel,parts, and service Staff:9 Contact:Amy Sidwell to Police, Fire, and other departments Overcoming Challenges: Updated ra- Units:1,515 On-Road;307 Off-Road before, during, and after Hurricane dios on 56 fire apparatus,ambulances, Staff:155 Harvey. and fire support vehicles, completed Overcoming Challenges: Worked with on schedule and within budget while a vehicle manufacturer to design a solu- City of Huntington Beach,CA maintaining high productivity in day- tion to incorporate additional cushion- Contact: Robert LaRoche,CAFM to-day operations. ing in the hydraulics system of automat- Units:706 On-Road;100 Off-Road ed refuse collection vehicles after seeing Staff:17 City of Orlando,FL significant maintenance issues with Overcoming Challenges: Worked on Contact: David Dunn newly purchased vehicles. replacing the city's aging fleet, using Units:2,572 On-Road;301 Off-Road grant funding and body replacements Staff:57 City of Ventura,CA to stretch funds,and working with de- Overcoming Challenges: Supported all Contact: Mary Joyce Ivers, CPFP partments to determine replacement agencies during and after two natural Units:339 On-Road;67 Off-Road priority. disasters,including bringing previously Staff:9 decommissioned vehicles back into ser- Overcoming Challenges: Supported City of Milwaukee,WI vice and creating mobile solutions for emergency response to a major wildfire, Contact:Jeffrey Tews,CPFP fueling and maintenance. delivering fuel to generators in active fire Units:2,631 On-Road;669 Off-Road areas and arranging extra fuel deliveries Staff:203 City of Richmond,British Columbia, and additional pumps at the fuel site. --> Overcoming Challenges: Successfully Canada responded to the explosion of a com- Contact:Suzanne B craft P P C By craft 301 GOVERNMENT FLEET I JULY/AUGUST 2018 IN= Sponsored By FORD FLEET mkki City of Wichita, KS lice vehicles to electric plug-in hybrid Contact:Troy Tollotson vehicles and training technicians on Units:1,160 On-Road; alternative fuel vehicles. NOTABLE FLEETS 1,292 Off-Road Staff:34 King County,WA While the following Overcoming Challenges: Working Contact:Jennifer Lindwall fleets were not named to implement improvements from a Units:1,860 On-Road;338 Off-Road among the top 50, their fleet review that involves a significant Staff:72 accomplishments and amount of industry research, revising Overcoming Challenges: Transformed efforts warrant recognition. and developing policies, and imple- the safety culture to preventive rather menting a new service agreement. than reactive by hiring a safety pro- •Ada County Sheriff's Office, ID gram manager, improving workspaces •Boston Public Works Central Fleet County of San Diego,CA and work processes,establishing safety Management, MA Contact:John Manring protocols,and initiating monthly safety •City of Eugene, OR Units:3,853 On-Road;515 Off-Road training. •City of Fairfield, CA Staff:66 •City of Fargo, ND •City of Fayetteville,AR Overcoming Challenges: Promoted Orange County Government, FL •City of Franklin,TN staff to temporarily fill vacancies fol- Contact: Bryan Lucas •City of Grand Prairie, TX lowing the departure of the fleet chief, Units:1,937 On-Road; •City of Largo, FL allowing for a nationwide recruitment 1,783 Off-Road •City of Marietta, GA while maintaining service levels. Even- Staff:66 •City of Melbourne, FL tually,the position was filled internally. Overcoming Challenges: When a con- •City of Midland, MI tracted fuel vendor failed to assist with •City of Moline, IL CPS Energy,TX fueling 200+generators following Hur- •City of Moscow, ID.City of Norfolk, VA Contact:Tommy Johns ricane Irma, fleet used additional por- •City of Raleigh, NC Units:1,203 On-Road;516 Off-Road table fuel tanks and technicians to keep •City of Riverside, CA Staff:72 fueling operations moving 24/7. •City of Roanoke, VA Overcoming Challenges: Through •City of San Antonio,TX hard work, teamwork, and persever- United States Air Force/4415'Vehicle •City of Seattle, WA ance, staff worked to quickly acquire Support Chain Operations Squadron •City of West Palm Beach, FL $18 million worth of new vehicles and Contact: Randy Livermore •City of West University Place,TX equipment following an organization- Units:45,617 On-Road; •Cobb County Fleet al alignment. 37,545 Off-Road Management, GA •County of Riverside, CA Staff:6,000 •DC Water Forest Preserve District of OuPage Overcoming Challenges:Migrated data •Hanover County, VA County,IL of 84,000 assets into a new reporting •Idaho National Laboratory Contact: Michael Webster, CAFM system by setting up a dedicated team •Iowa State University Units:195 On-Road;420 Off-Road to clean data and review and correct in- Transportation Services Staff:16 consistencies,allowing the fleet to pass •Johnson County, KS Overcoming Challenges: Successfully a mock audit. •Josephine County implemented a new fleet management Public Works, OR •New York City Department of system by handling maintenance needs University of Texas at Austin Parks&Recreation, NY during the transition,providing proper Contact: Mark Kaligian,CAFS •New York City Department of training,keeping construction of a new Units:781 On-Road;425 Off-Road Transportation, NY facility on schedule, and coordinating Staff:13 •Orange County Sanitation the transfer of data. Overcoming Challenges: Worked to District, CA find almost$500,000 in savings or rev- •Osceola County BOCC, FL Indianapolis Fleet Services enue after the state announced it would •Pasco County, FL Contact: Bill Rogers no longer support employee salaries •San Antonio Water System, TX •State of Michigan Units:3,912 On-Road;982 Off-Road and benefits. Fleet is on track to be o Town of Castle Rock, CO Staff:110 self-sufficient in less than three years.n .Village of Arlington Heights, IL Overcoming Challenges: Continued •Washington County, OR fleet greening efforts, including com- - pletion of transition of non-pursuit po- 321 GOVERNMENT FLEET I JULY/AUGUST 2018 TIF SIDEWALK&LIGHTING SCHEDULE 2018 2019 June July Aug Sep Oct Nov Dec Jan Feb Mar May Description NTP *06/07/2018 DESIGN Preliminary Design Review Mtg(Field Determined) *06/20-21 Topographic Survey Level B SUE FIRST PHASE CONSTRUCTION(SWK REPLACEMENT) Field Locate Light Poles DME Confirm Light Pole Locations Determine Conduit Runs&Pit Locations(Locust&Elm) Sidewalk Replacement Sheets on Sheet by Sheet basis CityReview on a sheet by sheet basis Sidewalk Drawings Begin to be Available for Constructior *08/20/2018 Begin Sidewalk Replacement Construction *09/03/2018 SECOND PHASE CONSTRUCTION(INTERSECTION RAMPS) Intersection Ramp Design(60%) City Review of 60% Intersection Ramp Design(90%) City Review of 90% Intersection Ramps Ready for Construction *10/01/18 THIRD PHASE CONSTRUCTION(LIGHTING FOUNDATIONS&CONDUIT) Design for Locust,Elm,Oak,&Hickory(60%) City Review of 60% Design for Locust,Elm,Oak,&Hickory(90%) City Review of 90% Lighting Foundations and Conduit Bid Package Submit Bid Package to Purchasing *10/15/18 Award Lighting Foundation and Conduit Improvements Begin Lighting Foundations and Conduit Improvement Constructior *01/4/19 CONSTRUCTION Anticipated Sidewalk Replacement Construction Anticipated Intersection Ramp Construction *10/01/18 Depending on Lighting Configuration Anticipated Lighting Foundation and Conduit Construction From:Jim Cline [mailto:icline@dcta.net] Sent: Friday,July 20, 2018 12:46 PM To: Canizares, Mario <Mario.Canizares@citvofdenton.com> Subject: RE: DCTA Labor Mario: • DCTA contracts with First Transit to provide bus services. The drivers are employees of a sub- corporation of First Transit(Transit Management of Denton County-TMDC). • Many of the drivers are represented by a union. Their last collective bargaining agreement ended in April, and remains in negotiation. • DCTA is very proud of the TMDC drivers who consistently provide a positive and safe experience for our passengers. • We remain very confident that they will come to a positive and equitable solution, and we have every expectation that there will not be any service interruptions or that our contingency plans will not be needed. Please call me if you have questions. Jim From: Canizares, Mario <Mario.Canizares@citvofdenton.com> Sent: Friday,July 20, 2018 11:47 AM To:Jim Cline<icline@dcta.net> Cc: Hileman,Todd <Todd.Hileman@citvofdenton.com> Subject: DCTA Labor Jim: Any update on the DCTA labor matter? I would like to give our City Council a heads up in this Friday's report of what might occur if the issue is not resolved by the weekend. In your response can you provide me a brief summary as to what the particulars are regarding the CBA? For example, when did the current CBA expire,the types of positions (employees) affected,the numbers of employees affected, when will the vote be taken, and any contingencies that DCTA has in place if the two parties cannot reach an agreement. Thanks, Mario Date: July 20,2018 Report No. 2018-089 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: 2017/18 Community Development performance measures EXECUTIVE SUMMARY: At the recent budget presentation for Community Development on July 17, 2018, Council requested additional information regarding expenditures associated with the 29 housing units reported as completed and additional information on the development of the 2017/18 performance measures for Community Development. Below is a summary of the Community Development performance measures for the 2017/18 program year. BACKGROUND: The City of Denton currently receives Community Development Block Grant(CDBG) and HOME Investment Partnership Grant(HOME) funds on an annual basis. In order to receive these grants, the City of Denton is required to develop a five-year Consolidated Plan for Housing and Community Development and submit an annual Action Plan to the U.S. Department of Housing and Urban Development(HUD). The Consolidated Plan is developed using a HUD prescribed process that includes input from citizens, local non-profits organizations and an analysis of census and market data as to the needs in Denton. The information is then utilized to develop the five-year plan with strategies describing proposed housing, social services and public works projects benefiting low and moderate-income households and neighborhoods. Below are the objectives and outcomes identified in the City of Denton's 2015-2019 Consolidated Plan for Housing and Community Development: 1. Decent Housing • Encourage homeownership by providing down payment and closing assistance to low and moderate income households. • Maintain existing affordable housing units for low and moderate income households including reconstruction, substantial rehabilitation and minor repairs for single-family housing units. • Encourage and maintain affordable rental units including rehabilitation of substandard units and rehabilitation of multi-family units. 2. Suitable Living Environment • Provision of public facility and infrastructure improvements to benefit low and moderate income people. • Provision of public services such as health and mental care, affordable day care, after school programs, senior services, transitional housing,programs for victims of domestic violence, disabled services, and advocacy services to benefit low and moderate income people. Date: July 20,2018 Report No. 2018-089 • Provision of homeless assistance activities for homeless persons especially extremely low income or those with no income, persons with physical and mental disabilities including temporary shelter, food and clothing to chronically homeless and those that have recently become homeless. The annual Action Plan specifically states how CDBG and HOME grant funds will be spent. To help determine the funding allocations for the various projects and programs, the Community Development Advisory Committee (CDAC) and the Human Services Advisory Committee (HSAC) review applications from community organizations and City staff. Each committee develops recommendations as to what activities should be funded. These recommendations are then presented to City Council. Annual action plans are developed based on the funding applications submitted and on the strategies outlined in the Consolidated Plan. DISCUSSION: The annual performance measures are determined based on the proposed activities funded in the annual action plans and tie back to the consolidated plan strategies. The proposed outcomes for each public service agency are based on prior year accomplishments and any changes to the program being funded, including the amount of funds that has been recommended for the coming program year. The proposed outcomes for housing programs are based on the amount of funding allocated to the program and the average cost of each type of housing project such as minor repair, substantial rehabilitation, reconstruction, homebuyer assistance and rental rehabilitation. Public facility and infrastructure improvement outcomes are based on the number of people in the service area that will benefit from the project using census information as prescribed by HUD. At the budget presentations for Community Development on July 17, 2018, Council also requested the expenditures associated with the 29 housing units reported as completed year-to- date. A total of$607,439 in Community Development Block Grant(CDBG) and HOME Investment Partnership Grant(HOME) was expended during the 2017/18 program year to complete a total of 29 housing units. These included units assisted through the Minor Repair Program, Home Improvement Program, Homebuyer Assistance Program, and the Denton Affordable Housing Corporation's Rental Rehabilitation Program. CONCLUSION: Attached is the preliminary 3rd Quarter Financial and Performance Report for period ending 6/30/2018. The report provides detailed information on all current activities for Community Development including expenditures to date, actual accomplishments from the prior year, proposed and actual accomplishments for 2017/18 FY based on the 2015-19 Consolidated Plan strategies and the 2017/18 performance measures. Staff reviews financial and performance reports on a regular basis to monitor agency and project performance. Date: July 20,2018 Report No. 2018-089 ATTACHMENT(S): Exhibit 1 2017/18 Quarterly Report—Third Quarter STAFF CONTACT: Luisa Garcia Community Development Coordinator Luisa.Garciagcityofdenton.com COMMUNITY DEVELOPMENT DIVISION CITY 2017/18 QUARTERLY REPORT (10/1/17 - 9/30/18) DENTON PRELIMINARY 3rd Quarter (04/01/18 - 06/31/18) Financial Data Pill". Funding Prior Yr Proposed Target Funding 2017/18 Source Description Balance FY Date 2017/18 Performance Measure: # Persons served through City-supported public services program. 115-19 CONPLAN GOAL: FUNDING GF (POLICE) Children's Advocacy Center Child Advocacy $0 $144,897 $121,144 84% 300 250 215 86% People 9/30/18 Outcomes are above target Outcomes are above target. GF Communities in Schools Dropout Prevention $0 $21,200 $14,148 67% 590 550 553 101% People 9/30/18 Waiting on 3rd Q request GF Court Appointed Special Advocates Court Advocacy $0 $20,000 $13,333 67% 652 594 482 81% People 9/30/18 Outcomes are on target GF Denton Christian Preschool Early Childhood Education $0 $26,000 $21,202 82% 80 92 48 52% People 9/30/18 Outcomes are below target CDBG Denton City Co Day School Early Childhood Education $0 $36,600 $21,978 60% 142 160 105 66% People 9/30/18 Outcomes are below target GF Denton Community Health Healthcare Services $0 $30,000 $13,915 46% 169 300 68 23% People 9/30/18 Outcomes are below target Outcomes are above target. GF Denton County MHMR Residential Care Services $0 $15,000 $4,234 28% 30 32 32 100% People 9/30/18 Waiting on June's request. GF Fred Moore Nursery School Early Childhood Education $0 $48,000 $35,482 74% 391 365 301 82% People 9/30/18 Outcomes are above target GF Giving, HOPE Inc. Transitional Housing $0 $26,500 $9,600 36% 56 81 20 25% People 9/30/18 Outcomes are below target GF Health Services of N.TX Indigent Primary Care $0 $45,000 $32,378 72% 189 180 189 105% People 9/30/18 Outcomes are above target CDBG Parks and Recreation Dept. Kids Summer Camp $0 $27,500 $0 0% 48 56 0 0% People 9/30/18 2018 Summer Camp funding GF RSVP: Serving Denton Co. VISTA program $0 $12,500 $8,333 67% 39 40 27 68% People 9/30/18 Outcomes are below target GF RSVP: Serving Denton Co. Senior Volunteers $0 $5,000 $3,331 67% 437 615 437 71% People 9/30/18 Outcomes are on target GF/CDBG Special Programs Aging Needs Meals $0 $23,000 $18,400 80% 355 370 274 74% People 9/30/18 Outcomes are on target Outcomes are on target. GF United Way of Denton County HMIS $0 $18,000 $8,050 45% N/A 30 22 73% License 9/30/18 Waiting on June's request. GF Youth and Family Counseling Counseling Program $0 $5,000 $3,640 73% N/A 88 113 128% People 9/30/18 Outcomes are above target SUBTOTAL $0 $504,197 $329,169 65%1 3478 3803 2886 2017/18 Performance Measure: # Persons served through homeless assistance and prevention programs. 2015-19 • . • . HOMELESSPREVENTION AND ASSISTANCE SINGLE-YEAR FUNDING ESG Christian Community Action Homeless/Homeless Prevention $0 $145,000 $87,922 61% 48 95 110 116% People 10/31/18 Outcomes are above target CDBG Denton Co. Friends of the Family Domestic Violence services $0 $35,000 $22,325 64% 3144 322 176 55% People 9/30/18 Outcomes are below target ESG Denton Co. Friends of the Family Homeless/Homeless Prevention $0 $147,000 $40,898 28% 343 196 189 96% People 10/31/18 Outcomes are above target ESG Giving, HOPE, Inc. Homeless/Homeless Prevention $0 $158,000 $57,672 37% 275 321 293 91% People 10/31/18 Outcomes are above target GF Interfaith Ministries Emergency Rent & Shelter $0 $5,000 $3,748 75% 53 108 69 64% People 9/30/18 Outcomes are below target Outcomes below target GF (DME) Interfaith Ministries Utility Assistance Program $0 $100,000 $53,569 54% 716 N/A 399 N/A People 9/30/18 based on prior year GF Monsignor King Outreach Center Emergency Shelter $0 $20,000 $13,334 67% 456 275 546 199% People 9/30/18 Outcomes are above target CDBG The Salvation Army Kitchen and Food Pantry $0 $20,000 $13,169 66% 2192 1951 1879 96% People 9/30/18 Outcomes are above target GF (NON-DEPT) Serve Denton Employ2Empower $21,000 $21,000 $6,510 16% N/A 5 4 80% People 9/30/18 Project was cancelled. ESG The Salvation Army Homeless Activities $0 $150,000 $84,714 56% 518 150 345 230% People 10/31/18 Outcomes are above target I..11 u11Ia«,Ii GF (NON-DEPT) United Way of Denton County Coordinated Entry $0 $80,000 $80,000 100% N/A 2 2 100% People 9/30/18 Outcomes are on target SUBTOTAL $21,000 $881,000 $463,861 51% 7745 3425 4012 2017/18 Performance Measure: # of Housings served by federally funded housing programs. COMMUNITY DEVELOPMENT DIVISION CITY 2017/18 QUARTERLY REPORT (10/1/17 - 9/30/18) DENTON PRELIMINARY 3rd Quarter (04/01/18 - 06/31/18) Financial Data . . Funding Prior Yr Proposed Target Funding 2017/18 Source Description Balance FY Date 115-19 CONPLAN GOAL: • • ASSISTANCE AND EDUCATION MULTI-YEARFUNDING 2018 Action Plan- Funds reallocated to HOME DAHC-AHOP Program Acquisition, rehab and resale $0 $0 N/A N/A N/A N/A N/A N/A N/A N/A Rental Rehab. New housing construction for 2018 Action Plan - Funds reallocated to HOME Habitat for Humanity sale $0 $0 N/A N/A N/A N/A N/A N/A N/A N/A Home Improvement Working on 3 apps and changes to program to including major rehab of CDBG/HOME Homebuyer Assistance Program Down payment/closing costs asst. $115,631 $69,000 $26,922 15% 5 10 2 20% Households 7/31/18 existing units to start 10/18. Working w/Real Estate on 901 E. New housing construction and Sycamore (city-owned) & two private HOME Infill New Construction Program sale N/A $150,000 $0 0% N/A 1 0 0% Households 7/31/18 properties on S. Wood St. SUBTOTAL $115,631 $219,000 $26,922 8% 5 11 2 115-19 CONPLAN GOAL: • ` ` • ` MULTI-YEAR FUNDING 3 repairs in progress and working on 5 Minor repairs up for new applications. Working on increasing CDBG Minor Repair Program homeowners $101,983 $126,260 $74,190 33% 28 32 15 47% Households 7/31/18 maximum to $10,000 instead of$5,000. 1 reconstruction in progress and one Substantial rehab or substantial rehab in the bidding process CDBG/HOME Home Improvement Program reconstruction for homeowners $841,826 $176,015 $374,919 37% 4 7 5 71% Households 7/31/18 and working 2 new applications SUBTOTAL $943,809 $302,275 $449,109 36% 32 39 20 2015-19 CONPLAN GOAL: AFFORDABLE RENTAL UNITS MULTI-YEAR FUNDING HOME DAHC- Bolivar Rehabilitation Proj. Rehabilitation of the Bolivar Apts. $100,000 N/A $96,710 97% 0 6 6 100% Households 1/31/18 Bolivar six-plex project is complete. DAHC- Rental Rehabilitation 2 projects to be completed soon and to HOME Program Rehab of DAHC's rental units $52,257 $56,950 $34,698 32% N/A 7 1 14% Households 7/31/18 begin rehab on 4 rental units Improvements to fire risers and In the bidding process. Bids are due in CDBG Fairoaks Senior Housing Project community room N/A $105,338 $0 0% N/A 41 0 0% Households 7/31/18 July and work to begin in August 2018. SUBTOTAL $152,257 $162,288 $131,408 42% 0 54 7 TOTAL FOR HOUSING PROGRAMS $1,211,697 $683,563 $607,440 32%1 37 104 29 2017/18 Performance Measure: # of persons served by federally funded public facilitates/infrastructure improvements. 115-19 CON PLAN GOAL: IMPROVEMENTS Working with Materials Management to CDBG Carl Young Park Restroom Project Construction of restrooms $85,000 N/A $0 0% N/A 2225 0 0% People 7/31/17 bid out projects soon. Equipment installation complete. Minor CDBG Fred Moore School Improvements Activity Room Improvements $108,927 N/A $87,444 80% N/A 226 301 133% People 7/31/17 fence and concrete work to begin soon. Working with Materials Management to CDBG Quakertown Park Restroom Project Replacement of restrooms $152,000 N/A $0 0% N/A 4685 0 0% People 7/31/17 bid out projects soon. SUBTOTAL $345,927 $0 $87,444 25% 0 7136 301 Accomplishments will be reported when projects are complete. i Quarterly expenditures do not include encumbrances that have already been committed to an activity. REPORTS OF QUARTER 1ST Q 12/31/2017 1/31/2018 2ND Q 3/31/2018 4/30/2018 3RD Q 6/30/2018 7/31/2018 4TH Q 9/30/2018 10/31/2018 Date: July 20, 2018 Report No. 201 8-090 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Update on Parks and Recreation Department's (PARD) Park Dedication and Park Development programs EXECUTIVE SUMMARY: PARD began the process of assessing its Park Dedication and Park Development programs,known respectively as 915 and 916 funds, in December 2017. The department has been analyzing and mapping available funds for use on current projects. With the assistance of Technology Services and the Finance Department, PARD is also evaluating process improvements for recording and allocating future funds. A major component of the project is the review of the existing ordinance (98-039). In addition to addressing outdated information and incorporating present needs, the ordinance must be updated to comply with legal standards set specifically for park dedication and development type funds. Dr. John Crompton with the Department of Recreation,Park and Tourism Sciences at Texas A&M University has been engaged to lead PARD through the process of revising the current ordinance. Dr. Crompton specializes in marketing and financing in parks, leisure management, tourism, and conservation. He has worked with other municipalities to develop policies tailored for the community and meeting legal standards. Stakeholder and staff meetings will be held in August with an initial draft of the revised ordinance planned by the end of September. Meetings and presentations will continue to be held until a final draft is prepared and approved. Current funding is being used to complete several capital projects and maintenance repairs including the development of Vela Athletic Complex, Industrial Park, Sequoia Park trail, the rebuilding of the American Legion Hall, and updates to Wiggly Field. BACKGROUND: The City of Denton assesses park land dedication and park development fees on all new residential developments. The requirements, criteria, and process for both park land dedication and development fees are outlined in Ordinance 98-039 approved on February 17, 1998. Park dedication is reinforced in Chapter 22, Article III, Section 22-33 to 22-42 of the Code of Ordinance. The purpose of the park dedication and park development programs is to provide recreational areas in the form of neighborhood and community parks as part of the planning and development of property and subdivisions. New residential development generates a need for additional park amenities. Neighborhood and community parks are intended to serve people in the areas near them. The park dedication and park development programs are established with the intent of conveying the cost of a new park to the developer and new homeowners responsible for creating the demand for new park amenities. By ordinance, the programs apply to residential subdivisions with five or more lots, tracts, sites or parcels for the purpose of developing residential dwelling units. The land dedication and use of development fees are restricted to one-half mile to one mile from the related development. Date: July 20, 2018 Report No. 201 8-090 Specific formulas are outlined in the ordinance to assess the park dedication requirement and the park development fee. The park dedication requirement is based on a park standard of 2.5 acres per 1,000 population. It prescribes a fixed number for persons per unit in single family and multi-family homes. The number of homes in a new development is used to calculate park land needs. Provisions are included to accept privately owned and maintained park areas, a constructed parks, a fee in lieu of land dedication, and a combination of land and fee. Any proposed private or constructed park must meet specific criteria to qualify for credit. A payment of fee in lieu of park land dedication is calculated on the value of land per acre and the acreage of dedication requirement. The fee is allocated to the acquisition of park land. Park dedication is imposed at the time of preliminary plat approval and is due prior to release by the City of any final plat. Park development fees are based on an assumed cost for the development of a five acre neighborhood park and apportioned into fixed costs between single family and multi-family dwellings. The fee funds neighborhood park improvements directly benefitting the dwelling units paying the fee. The development fee is imposed at the time of the building permit application and must be paid prior to the issuance of the permit. All fees in lieu of park land dedication and all park development fees must be expended within 10 years of the date of receipt. Funding can be used on acquisition and development of neighborhood parks. If the funds are not expended in the established timeframe, the developer is entitled to a refund of the amount deposited together with accrued interest. The developer must request the refund within a year of entitlement or the right shall be waived. DISCUSSION: On December 5, 2017, PARR presented an overview of the 915 and 916 programs to Council. Challenges in spending the allocated funds such as the distance parameter requirements and administrative complexities related to recording and tracking funds were discussed. Additionally, the legal requirements set by court case precedent were also outlined. Council provided direction to move forward with staff s recommendation of performing a comprehensive review and update of the current ordinance through a professional service contract. A detailed analysis of population, park acreage, park type, and park usage trends is being performed to develop an updated method of assessing and applying the park dedication and park development programs. CONCLUSION: Staff is working with Technology Service and the Finance Department to implement an improved process for allocating and spending current park dedication and park development funds. The collection of information needed to develop an updated method of assessing and applying the park dedication and park development funding is on-going. The professional services of Dr. John Crompton with Texas A&M University have been secured. Meetings are scheduled to begin in August and a final draft of a revised ordinance is expected by the end of the year. In the interim, PARD evaluates current park dedication and development funds in the process of preparing financing options for park projects. Park development funding has been allocated for the development of Vela Athletic Complex, Industrial Park, Carl Young Sr. Park restrooms, the American Legion Hall rebuild, Sequoia Park trail, pavilion roof repairs, and upgrades to Wiggly Date: July 20, 2018 Report No. 201 8-090 Field. Park dedication funds were recently used for the purchase of property at 700 Audra Lane to complete the Mack Park footprint. ATTACHMENT(S): Exhibit 1 Scope of Services STAFF CONTACT: Laura Behrens Assistant Director of Parks and Recreation Laura.B ehren s ncityo fdenton.c om TEXAS A&M I • • : fIGRI LI FE RESEARCH I EXTENSION COLLEGE OF AGRICULTURE AND LIFE SCIENCES RECREATION, PARK&TOURISM SCIENCES Proposal by Dr.John L Crompton for development and presentation of a new Park Dedication and Development Fee Ordinance for the City of Denton. The Consultant will deliver the following services: 1. Visit Denton sometime after August 15 that is convenient to the city to collect information, consult with staff and meet with any stakeholders the city deems appropriate. 2. Within two weeks after the initial visit,submit a draft ordinance for the city's review and amendment. 3. After receiving the city staff s feedback,present the draft to the city's Park and Recreation Advisory Board to receive their feedback. 4. Meet with representatives of the development community to receive their feedback. 5. Present the draft to the city's Planning and Zoning Committee to receive their feedback. 6. Meet with individual city council members as needed to solicit their concerns and feedback. 7. Formally present the proposed ordinance to the city council for them to act upon it. In return for these services,the city of Denton will make a contribution of$18,000 to the Department of Recreation,Park and Tourism Sciences at Texas A&M University in three installments of$6,000 payable after Stages 2,6 and 7. The City of Denton will pay the consultant's reasonable travel expenses from College Station to Denton. The authorizing officer for this contract at Texas A&M is: Dr. Scott Shafer, Head,Department of Recreation,Park and Tourism Sciences, Texas A&M University, College Station, Texas 77843-2261 Agriculture and Life Sciences Building 600 John Kimbrough 2261 TAMU College Station,Texas 77845 Tel.979.845.7324 Fax.979.845.0446 http://www.rpts.tamu.edu Date: July 20, 2018 Report No. 2018-091 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Denton All Star Youth Football League (DAYFL) EXECUTIVE SUMMARY: On July 2, 2018, the Parks and Recreation Department (PARD) was notified by DAYFL that they would not be offering a football league this upcoming season and would be closing their operations permanently. Per the Facility Utilization Agreement for Youth Sports Associations,DAYFL organized and managed the tackle football program for children ages 5-12 and operated the concession stand during league play. In exchange, PARD provided and maintained the facilities for use. The partnership was mutually beneficial in creating cost saving efficiencies and program effectiveness while delivering a service to our community and the surrounding area. Due to timing and staffing limitations, PARD is unable to organize a tackle football program for the fall season. Staff is currently assessing the interest and resources needed for the program and will explore all options to resume the league in the fall of 2019. In the interim, staff is in communications with a select league for the rental of the fields this season. BACKGROUND: The DAYFL notified PARD of the league's intent to close operations effective July 2, 2018. PARD partnered with DAYFL, a non-profit organization, to be the sole provider of the tackle football program. DAYFL also offered flag football and cheerleading as part of their league programming. The league managed registrations, practices and games including tournaments. They also purchased and provided uniforms, equipment and other supplies related to league operations. In exchange, PARD provided scheduling assistance, allocated field time for the association's sole use, and ensured proper maintenance of the facilities. Field use allocation was based on enrollment. DAYFL utilized the three football fields located at North Lakes Park for their programs and operated the concession stand at the facility to sale concessions during league play. The league was assessed an Impact Fee of$15 per child per season for recreational players and $25 per child per season for select players. An additional $5 fee was assessed for nonresident participants. In FY 2016, DAYFL remitted $7,360 to PARD and $5,275 in FY 2017. DISCUSSION: PARD staff met with a board member from the DAYFL on July 10, 2018, to discuss the closure. The following information was shared as factors leading to the decision: - Declining registration due to competition from select leagues in the area. - Challenge of achieving the Facility Utilization Agreement for Youth Sports Associations requirement that 50% of registrations came from City of Denton residents. - Growing concern over football related injuries. The league reported that a minimum of 60 registrants are needed to form the league. At the time of closure, approximately 40 participants were registered for the 2018 season. PARD records show a steady decline in enrollment over the last four years from a high of 436 participants in the FY 13-14 to 117 participants in FY 16- 17. DAYFL has a process in place to refund the registrants and is assisting them in finding another league by Date: July 20,2018 Report No. 2018-091 making referrals and offering to transfer the paid registration directly to another league. DAYFL also reported looking into the creation of a scholarship fund using any remaining funds after all financial commitments are met. CONCLUSION: DAYFL provided the appropriate notice of their closure per the Facility Utilization Agreement for Youth Sports Associations and is in compliance with all terms at this time. PARD staff has begun to explore options for resuming the tackle football program next season. In the interim, staff is in communications with a select league for the rental of the fields this season. ATTACHMENT(S): 2018 Facility Utilization Agreement for Youth Sports Associations STAFF CONTACT: Jason Barrow Athletics Supervisor Jason.Baffow@cityofdenton.com CITY OF DENTON PARKS AND RECREATION DEPARTMENT 2018 FACILITY UTILIZATION AGREEMENT FOR YOUTH SPORTS ASSOCIATIONS This Annual Facility Utilization Agreement, herein called "Agreement" is made and entered this l(ld'ay between the City of Denton, herein called "City", and the Denton All- Star Youth Football League, herein called "Association." For and in consideration of the mutual undertakings herein set out, the parties agree as follows: The Association utilizes public athletic facilities that are provided and maintained by, and at the cost of, the City. In return for the use of those facilities, the Association hereby agrees to abide by the following standards, requirements, and guidelines set by the City for all recreational youth sports. Failure to abide by these standards and guidelines could result in restriction of facility use or the cancellation of the Agreement. Section 1. FIELD ALLOCATION Both the City and the Association agree that these allocated fields are owned by the City and provided for the benefit of all citizens of Denton. The City shall maintain final approval over the use of these fields at all times. The City reserves the right to use any field for other events or programs if notice is given to the appropriate Association at least one month prior to registration for the next season, or if the Association's schedule allows for additional field usage by the City. The City reserves the right to change field or concession assignments. Associations will report enrollment numbers to the Athletics Office at least one week prior to practices beginning for each season in order to receive their field allocation for that season. Associations should accurately estimate their enrollment for the season. At minimum, fees will be based on this reported enrollment. The allocation chart is attached to this Agreement as Exhibit A. The City may utilize any fields not allocated. Based on enrollment numbers: • Denton All-Star Youth Football League (DAYFL) will use North Lakes Football Complex and its concession stand Monday — Saturday during its season, as defined in Exhibit A. • Denton Boys Baseball (DBBI) will use Evers Baseball Complex and Mack Baseball Complex along with the concession stands at each complex during its seasons, as defined in Exhibit A. • Denton Soccer Association (DSA) will use North Lakes Soccer Complex and the building/concession stand during its seasons, as defined in Exhibit A. North Lakes Soccer and Football Complex, Evers Baseball Complex, and Mack Baseball Complex are herein called "Premises" in accordance with the terms of this Agreement. Requests for additional field space will follow the same guidelines and fees outlined in the City's regular Field Agreement. Section 2. SEASON DATES, HOURS, AND SCHEDULES Fields will be made available for practice and games to Associations anytime between the dates outlined in Exhibit A. 1. All fields must be reserved through the Athletics Office for practices and games. 2. All practice and game schedules must be submitted to the Athletics Office in calendar form no later than one week prior to practices and games beginning. In addition to the calendar schedules, a copy of the full practice and game schedule must be provided. A link to the online schedules is acceptable. 3. Each Association will need to provide the City two business days' notice for any make- up games needed. 4. Weekend games may not start prior to 8 a.m. to allow enough time for maintenance to evaluate playing conditions. 5. All games on the Athletic fields must end by 10 p.m. 6. Athletic fields are closed between the hours of 7 a.m. — 3:30 p.m. Monday— Friday to allow City crews to maintain fields. 7. No team should be allowed more than four hours of field use per week. Section 3. TOURNAMENTS AND CAMPS Due to the increase in requests for field allocations to host tournaments and camps, and the added impact on personnel and operational budgets, the City will determine the types of tournaments and camps that will be selected and the responsibility of the requesting groups when hosting these activities. Selected tournaments may require additional maintenance costs such as labor and field preparation supplies, at the discretion of the City. Tournaments within the Parameters of League Play: Intra-league tournaments for Associations that have one pre- or post-season tournament as part of the recreational league will be allowed by the City. Invitational Tournaments and Camps: The City will allow one invitational tournament and one camp per season at no cost. The City will also allow one fundraising tournament per calendar year. All tournaments allowed hereunder must provide the opportunity for the Association's teams to participate in the tournament. Requests for additional tournaments will follow the same guidelines outlined in the City's regular Field Agreement. Requirements for all tournaments: 1. Tournaments may only take place within the allowable season dates per the Agreement, except for pre-season tournaments. Pre-season tournaments may be held the weekend before games begin, at the discretion of the City. 2 2. The Association will be responsible for picking up trash. The City will provide extra trash bags, if needed. A fee of$38/man-hour will be charged if the Parks Maintenance must pick up trash on Monday. 3. Fields will be marked on Friday for the weekend. Additional field prep will be the responsibility of the Association. 4. Games may not begin prior to 8 a.m. on weekends. 5. If the Association requests weekend maintenance, a fee of$38 per man-hour will be charged for preparation of the fields, trash pick-up, restocking and cleaning of restrooms, etc. 6. A fee of$150 per field will be charged for additional temporary fencing or installation. 7. Additional port-a-lets will be at the expense of the Association and must be by a City approved company. 8. Additional bleacher placement (rental or City transfer) will be at the expense of the Association and must be by a City approved company. 9. Tent rentals will be at the expense of the Association and must be by a City approved company and meet fire code guidelines. 10.A detailed financial report (conforming to a template supplied by the City) must be submitted within two weeks of the conclusion of the tournament, detailing the following information: revenue and expenses for the tournament (including concessions), listing of team names and the city they represent, average number of players per team, host hotel(s) name, number of hotel nights generated from the tournament, and any sponsors involved with the tournament. Section 4. ATHLETIC FIELD USAGE REQUIREMENTS AND ROGUE PLAY 1. Associations are prohibited from subletting fields. Teams must be a registered member of the Association to receive game and practice privileges. Teams, whether recreational or select, are never permitted "practice only" privileges as this would be considered subletting the fields. Recreational teams in leagues that have combined with other associations and/or leagues are permitted up to two games in Denton before having to register with the Association and pay all applicable fees. Select teams are exempt from this game limit rule since they travel more often and pay select impact fees. 2. Athletic fields may be closed due to fields being too wet for play, safety concerns, require maintenance, renovation, or construction. 3. The City will have the final say on field playability, in its sole discretion. The athletics field condition line is (940) 349-8276 and will be updated by 4 p.m. on weekdays and by 8 a.m. on weekends when conditions are questionable. The only time it is up to the Association's discretion for play is if inclement weather occurs after 4 p.m. on weekdays or 8 a.m. on weekends and no determination has been made by the City. 3 4. It is a violation of Section 22-26 of the Code of Ordinances of the City of Denton, Texas to enter a field that has a closed sign posted, unless such person is a City employee, or contractor, performing maintenance. 5. It is a violation of Section 22-26 of the Code of Ordinances of the City of Denton, Texas to enter a field without having a reservation that has a "field use with permit only" sign posted. 6. It is a violation of Section 22-30 of the Code of Ordinances of the City of Denton, Texas to park any vehicle in a park after 10 p.m. or before 6 a.m. Overnight camping and parking is not permitted. 7. All parking must be done in the parking lots. No parking is allowed on any grass area, unless the area has been designated for overflow parking by the City. 8. Driving inside the athletic complexes should only be completed for loading or unloading of supplies. Vehicles must remain on paved areas. Immediately after loading and unloading, vehicles must return to designated parking areas. 9. If a tent larger than 400 square feet or a canopy larger than 700 square feet will be used, the Association must contact the Fire Marshall at (940) 349-8360 to secure a Fire Code Permit. A fire extinguisher is required for these tents. 10.No alcohol is permitted in any park area, including parking lots. 11. It is not permitted to smoke or possess a lit tobacco product within the Premises, or other plant product, or to smoke electronic cigarettes (e-cigarette) except in designated areas. The designated smoking area is the parking lot, unless otherwise noted by a specific "designated smoking area" sign. 12.The Association will adhere to all City Ordinances and regulations that regulate use of City athletic facilities, including, but not limited to, compliance with the Sign Ordinance. Rogue Play: Association board members, commissioners, and staff are expected to enforce the City of Denton's ordinance regarding playing on fields without a reservation. If rogue play is seen, the violators should be asked to leave and told they are not able to use fields without a reservation as it is a violation of City Ordinance. Please provide the (940) 349-PARK number for them to call for rental availability. If the violators refuse to leave or they are repeat offenders, the Denton Police Department should be called and told that people are using the field(s) illegally in violation of City Ordinance 22-26. Depending on the severity of the situation, the non-emergency Police number can be called (940) 349-8181, or please use 911 if it is an emergency or escalated situation. The Police have the authority to write tickets for violations. Denton Parks and Recreation (DPARD) staff is not able to write tickets. If an Association experiences rogue play, follow above steps and report the rogue play to the Athletics Office by email. Specify the date, time, number of violators, and field(s) on which the rogue play occurred. The Athletics Office will keep a record of all reported rogue play. 4 Section 5. TEAM FORMATION AND LEAGUE MANAGEMENT Each Association must have a fair and detailed selection process for recreational teams in an effort to evenly distribute talent. This process must be documented in the Association's By Laws, Manual of Procedures, or similar document. 1. A minimum of 50 percent of the Association's active membership must reside within the City of Denton limits. Please note, not all Denton ISD boundaries are within the City of Denton. 2. Teams from outside the City of Denton may join the Association's recreational league play, providing they register through the Association and pay all applicable fees. 3. Combining of leagues with other cities or programs is sometimes necessary in order to have enough teams to play. However, if non-Association teams play more than two of their games on Denton fields, they must register with the Association and pay all fees. This rule does not apply to select leagues, in which the Denton teams have registered and paid the select impact fees. 4. Before practices or games can begin, the Association must have a mandatory background check completed on all coaches by a reputable organization. (New coaches added during the year must also have this completed prior to performing coaching duties.) Background checks need to be completed on all coaches annually. 5. It is recommended that all coaches complete a sport specific certification program through a reputable organization. 6. Under no circumstance should parents be used as umpires or officials unless they are affiliated with an insured umpires/officials/referees' organization. 7. All participants of recreational teams will receive the same uniform in respect to parts and quality of material. 8. All teams in an age division shall be provided the same playing equipment in respect to number of items and quality of materials. 9. In naming divisions/teams, no derogatory or controversial name may be used unless the name is a trademark of a nationally franchised organization. 10.The Athletics Office must approve allocation for any expansion or changes in the Association's programming that may affect field preparation or league programming. Requests must be in writing, received, and approved prior to signing of the Agreement. Decisions will be based on overall benefit to the participants. 11.Every effort shall be made to allow participants to play regardless of his/her inability to pay. A scholarship program must be established with criteria evaluating the participant's ability to pay. Fees are to be set on a sliding scale, installment, or grant basis. The City Council mandated impact and nonresident fee per child per season will apply to scholarship players. 5 Section 6. SELECT/CLUB TEAMS All Select/Club Teams must register with the Association and pay all fees outlined by the Agreement. These teams must then coordinate all scheduling (practice and games) through the Association member league that will have final approval as it relates to scheduling. 1. Recreational league play must receive top priority when scheduling field allotments. 2. Select/Club Team field usage cannot have a negative impact upon Recreational League Play or generate excessive field maintenance, as determined by the City. Section 7. BUDGET AND FISCAL CONTROLS The Association will submit a projected budget prior to season registration. Associations will be required to submit financial documents, which include bank statements, cash flow report and check register (such as Quicken) on January 10 for the previous year. The financial reports need to show income, expenses, and all fund balances for all league play and any tournaments or camps. To assure fiscal control, the Association will: 1. Keep all financial records in accordance with IRS regulations for 501C (3). 2. Submit documentation that verifies valid nonprofit or 501 C (3) status. If an Association loses their nonprofit status from the IRS or State of Texas, the City must be immediately notified in writing. The Association must get reinstated no later than one month prior to the start of the upcoming season, or the Agreement will be terminated. 3. Submit accounting reports that detail all financial activity by using an accounting program such as Quicken. 4. Immediately notify the City, in writing, of any financial difficulty. 5. Immediately notify the City, in writing, if any sanctions, probations, or warnings have been given to the Association by their governing body. 6. If the Association's accounting practices are found to be fraudulent or mismanaged, the City reserves the right to suspend or cancel the Agreement. 7. The Association's budget and financial documentation as defined in this section may be requested at any time and will be due to the Athletics Office within three business days of the request. 8. To ensure the City is being good stewards with publically funded fields, an independent financial audit may be conducted once per year of each Association's financial records. Section 8. ASSOCIATION BOARD MEMBER GUIDELINES 1. Must notify the Athletics Office of all upcoming board meetings. 2. The minutes from all board meetings must be submitted to the Athletics Office no later than the last day of the month following each meeting. For example, if a board meeting was held 6 on July 25, the meeting minutes will be due by August 31. 3. The Athletics Office reserves the right to attend any board meetings without notice. Each association is allowed to book one free meeting room per month at one of the City's recreation centers, pending availability. These free meetings are to be used for the Association's board meetings, umpire meetings, or coaches' meetings. The meetings are not to be used for individual team meetings, team parties, or practices. One primary contact from the Association should e-mail meeting room requests to the Athletics Office. Section 9. DENTON YOUTH SPORTS ASSOCIATION MEETINGS The Denton Youth Sports Association (DYSA) is a combination of representatives from each Association with a Facility Utilization Agreement in place with the City. The DYSA and City staff will meet the first Thursday of February, May, September, and November at 6:30 p.m. at a location to be announced by the City. At least one representative from each Association must be present at each scheduled general board meeting. Any Association missing more than one meeting will be subject to dismissal, and have their Agreement with the City terminated. The City may cancel a meeting if there are not sufficient items on the agenda to warrant holding a meeting. The City will notify that Associations if a meeting is canceled. Section 10. ON-SITE COMMISSIONER The Association agrees to provide a league representative on-site at each practice, game, or tournament held at the Athletic Fields. Section 11. DOCUMENTATION AND FEES The Association shall submit to the City a copy of their bylaws, fair play time and team formation statement, minimum and maximum roster requirements, 501 C (3) status, projected budget, projected start dates, insurance, light deposit, game and practice schedules in calendar form, health permit, schedule of board meetings, board meeting minutes, applicable fees, final player rosters, end of season summary report, and financial statements. Associations will also submit names, position title, best contact number, and email address of all officers and board members within two weeks after election or appointment. A listing of these documents and fees with due dates is attached to this Agreement as Exhibit B. The following fees will apply to the Association- 1. The Association will be assessed an Impact Fee of $15 per child per season for recreational players and $25 per child per season for select players that will be submitted to the City of Denton. This fee will be due on June 15 for the spring season and September 15 for the fall season. 2. A Nonresident Fee shall be collected in addition to all fees required to participate. The Association must pay a $5 fee for each player who is a nonresident of the City of Denton, each season. Rosters must show the city of residence for each player, so residency can be verified. This fee will be due on June 15 for the spring season and September 15 for the fall season. Section 12. INSURANCE AND INDEMNIFICATION The Association shall be required to carry commercial general liability insurance with bodily injury limits of not less than $1,000,000 for each occurrence, and not less than $1,000,000 in the aggregate, and with property damage limits of not less than $250,000 for each occurrence, and not less than $500,000 in the aggregate. It is also recommended that the Association purchases an accident policy with $5,000 coverage to assist participants with minor medical bills. During the performance of the Agreement, the Association shall maintain the above insurance with an insurance company licensed to do business in the State of Texas and must have an AM Best rating of at least A-. The Association shall furnish the insurance certificate no later than one week before practice begins. The insurance policies shall name the City of Denton as an additional insured on all such policies, and shall contain a provision that such insurance shall not be canceled or modified without 30 days written notice to the City and the Association. In such event, the Association shall, prior to the effective date of the change or cancelation, serve substitute policies furnishing the same coverage. THE ASSOCIATION SHALL DEFEND, INDEMNIFY, PROTECT, AND HOLD HARMLESS THE CITY, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, SUCCESSORS, CONTRACTORS, SUBCONTRACTORS, ASSIGNS, SPONSORS, AND VOLUNTEERS ASSISTING IN CITY ACTIVITIES FROM AND AGAINST ANY AND ALL LIENS, CLAIMS, DEMANDS, LOSS, LIABILITY, COST (INCLUDING BUT NOT LIMITED TO ATTORNEYS' FEES, ACCOUNTANTS' FEES, ENGINEERS' FEES, CONSULTANTS' FEES AND EXPERTS' FEES), EXPENSE, DAMAGE, AND CAUSES OF ACTION FOR DAMAGES BECAUSE OF INJURY TO PERSONS (INCLUDING DEATH) AND INJURY OR DAMAGE TO OR LOSS OF ANY PROPERTY OR IMPROVEMENTS ARISING FROM OR CAUSED BY THE ACTS AND/OR OMISSIONS OF THE ASSOCIATION, ITS OFFICERS, DIRECTORS, AGENTS, COACHES, EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, VOLUNTEERS, AND PARTICIPANTS IN ASSOCIATION ACTIVITIES. Section 13. CONCESSIONS STANDS AND VENDORS The Association may operate concession stands under the following guidelines: 1. Only in regular season league play and tournaments allowed by the City under this Agreement. 2. If permanent City stands are available on the Premises, they will be available to the Association that have games scheduled at the location. 3. All food or drink prepared, served, sold, or stored shall be done so in strict conformity with all city, county, state, and federal law. It shall be the Association's responsibility to coordinate all health inspections and licensing for their concession operations. All associations will be required to present their health permit one week prior to the concession stand opening. 4. All associations will be required to submit the name of their concession representative to the Athletics Office. This contact information will be given to the City health inspector. The concession representative must obtain their food handling card and present a copy of this 8 card to the Athletics Office one week prior to the concession stand opening. 5. The Association must pick up litter in the area of its stand on a daily basis, including the breakdown of all boxes to be placed in the dumpsters (not in the trash barrels) located at each site. The Association will tie and remove all trash bags from cans that are three fourths full or more and put said trash bags in the dumpster. Non-compliance with concession and litter collection will result in forfeiture of concession privileges by the Association. 6. The Association is only permitted to run a concession stand if it has a current signed Agreement in place with the City. 7. The Association may subcontract this operation. However, the City must be given written notice 14 days in advance indicating the desire for the Association to have a third party operate the concession stand and must also be provided with the details of the agreement between the Association and third party concessionaire. The Athletics Office must review any proposed agreement between the Association and the third-party concessionaire and provide written approval of the agreement to both parties. The third-party concessionaire must provide proof of insurance to the City and must assume all liability for vandalism, theft, etc. 8. The Association will not be required to pay an additional fee for the privilege of operating a concession stand. If vendors sell at the Athletic Fields, the following guidelines must be met: 1. The City must be notified at least two business days in advance if any vendors will be selling at the Athletic Fields. Associations must give the dates and times the vendor will be on the Premises, as well as what goods are being sold. 2. Anyone selling an item at the Athletic Fields must purchase a vendor permit. This permit can be purchased at the Denton Civic Center. The fees are: $15 per day for nonprofit or $25 per day for profit. 3. If food items are being sold, the vendor must present a valid health permit in order to purchase a vendor permit. Section 14. FIELD LIGHTS The Association will pay the City a $200 deposit at least two weeks prior to using lights. The Association will only use athletic field lights necessary for the fields in use (i.e. if play is only on field 1, then lights should be on only for this field, not the entire complex.) When play concludes on any field for the night, the Association is responsible for turning off the lights within 15 minutes after the conclusion of play per field. If the Association fails to turn off lights, it will forfeit its deposit and a new $200 deposit must be paid within one week. The $200 deposit will be returned to the Association at the end of its last season, or rolled over to the next year at the request of the Association. Light codes will be given to the Association. There is a code to the push button box and the bypass box. Bypass boxes should only be used if there is a malfunction with the push button box. Any light malfunctions should be reported to the City the next business day. 9 Failure to abide by these policies may result in loss of light privileges. Section 15. PERMISSION FOR INSTALLATION, CONSTRUCTION OR MAINTENANCE The Association shall submit to the Athletics Office any proposal to install, construct, or modify temporary or permanent structures, signs, equipment, or other related items prior to the commencement of any work. All communication regarding maintenance and/or field improvements may only be submitted with the Association's president's approval. All applicable City codes, including the City's Sign Ordinance, must be followed. Approval of the proposal shall rest solely with the City. Permanent structures shall become the property of the City. These requests must be submitted to the Athletics Office at least 30 days in advance. Prior to placing anything in the ground (stakes, t-posts, etc.) the Association must call 811 to schedule a dig survey. Additionally, the Association must secure written approval from the City. Section 16. TEMPORARY REGISTRATION SIGNS Temporary "real estate" style yard signs which announce registration information for the upcoming season may be placed on park property with the following guidelines: 1. Signs must adhere to all City codes, including the Sign Ordinance. 2. Signs may not be placed in the right of ways. 3. Signs must display the approved City of Denton logo. 4. Signs must be taken down by the Association no longer than two weeks after initial posting. Section 17. STORAGE UNITS The Association may purchase storage units and place them at a site in the park that has been designated by the City. Units must meet standards set by the Parks Superintendent, or designee. Requests to purchase and place storage units be submitted to the Athletics Office at least 30 days in advance. Section 18. MAINTENANCE STANDARDS FOR PREMISES 1. City shall maintain quality turf areas, including mowing, weed control, fertilizing, and herbicide spraying as allowed by budget. 2. The City shall prepare and line fields for weekday games. All fields will be marked on Fridays for weekend games. Additional field prep over the weekend will be the responsibility of the Associations. Fields will be maintained periodically as needed for practice purposes. 3. The City shall maintain all City-supplied bleachers in a safe and secure condition. 4. The City shall provide and maintain all area and field lighting systems. 5. The City shall be responsible for the maintenance of all irrigation systems on the Premises. 10 6. The City shall be responsible for the maintenance of adjacent park irrigation systems and the watering of athletic turf areas. 7. The City shall maintain the restrooms in a safe and sanitary condition during the approved season(s). Restrooms will be closed from November 15 — March 15 for winterization. If the Association requests restrooms open prior to March 15, then the Association will be responsible for all costs associated with any repairs as a result of opening the restrooms during winter, such as busted pipes, etc. 8. Associations shall be responsible for daily practice and game day collection of all litter on the Athletic Fields, including playing areas, fences, bleachers, concession stands, and adjacent grounds. (See section 13 for collection of litter at concessions.) All litter shall be placed in the receptacles provided by the City. The City shall provide pick up for these receptacles. If within the City's judgment the Association does not comply with litter collection, a notification will be issued in writing by the City requesting immediate compliance. If the City deems applicable, further non-compliance by the Association will result in a fee of$38 per hour/per staff member for litter clean up. 9. The Association shall be prohibited from performing any maintenance to any turf or infield areas on the Premises, without written permission from the City. 10.The Association shall ensure that all secured areas remain locked and/or locked at the completion of each activity. 11. No "ball toss" or"soft pitch" batting practice is allowed into any chain link fence fabric on the premises. 12. No kicking or hitting balls against the Denton Soccer Association Building. 13. Metal cleats will be permitted at Mack and Roberts baseball fields only. 14.Associations must pay for the repair or replacement of score board controllers. Section 19. UNLAWFUL ACTIVITIES The Association shall not engage in any activities on the Premises which are in violation of any existing state, federal, local law, or use the Premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. Section 20. EXHIBITS The City and the Association agree that the exhibits attached to the Agreement are incorporated into the Agreement as if set out in their entirety. Such exhibits may be modified in accordance with the terms and conditions stated herein. A revised copy shall be provided to all parties. Exhibits included are: • Exhibit A — Field Allocation and Season Dates • Exhibit B — Schedule of Required Documents and Deadlines Section 21. SCHEDULE OF REQUIRED DOCUMENTS AND DEADLINES There will be a $5 per business day late fee assessed on all late documentation and fees. Late fees must be paid within 30 days of invoice or the City will deny access to fields, lights, restrooms, and concessions until documentation is received. Exhibit B summarizes the deadlines of required documentation and fees which are due to the City of Denton, Parks and Recreation Department. All forms are to be submitted to the Athletics Office at the following address: Athletics Manager Denton Parks and Recreation Department 321 E. McKinney Street Denton, Texas 76201 Phone (940) 349-7218 Fax (940) 349-8384 e-mail: heather.gray(aTcityofdenton.com Section 22. TERM This Facility Utilization Agreement will be in effect from January 2018 through December 2018. Section 23. AGREEMENT APPROVAL The person executing the Agreement on behalf of the Association, or representing themselves as executing the Agreement on behalf of the Association, warrants that they have been fully authorized by the Association to execute the Agreement and that it will comply and uphold all terms and provisions contained herein. If the Association violates any term of the Agreement, and/or provides false documentation (i.e. enrollment numbers reported are inaccurate or do not match numbers reported to governing body), the City may find it in default and terminate or suspend the Agreement. If required documents are not submitted in a timely manner, the City reserves the right to deny access to fields, lights, restrooms, and concessions until documentation is received. If this Agreement is terminated, the Association will forfeit all rights to allowed use of all athletic fields, concession privileges, and field lights. Signature:. �r City Representative`- c_21lf� �✓� !t c Association: DA-y R_ Title: AW1117/iC Date:__I_r 1 D ` I e) Date: llo a 12 Exhibit "A" FIELD ALLOCATION AND SEASON DATES Denton All-Star Youth Football League — North Lakes Football Complex Mon.-Sat. 2018 Season and Event Dates 2018 Field Allocation Based on Enrollment Coach Look — second weekend of July 1 field Up to 170 Practice Dates — July 9 — Nov. 17 2 fields 171 - 339 Game Dates — Sep. 8 — Nov. 17 3 fields 340 or more Camp & Tournament dates —TBA Additional use of this complex or other City fields will be at regular rental rates. DAYFL Exceptions to Allocation: • DAYFL will have the opportunity to operate the North Lakes Football concession stand during DPARD programs and rentals from Feb. — Nov. with schedule and event approval by the City. • If enrollment does not meet the 2 fields allocation requirement, DAYFL may request a second field on Mondays and/or Wednesdays (without additional fees) to help with practice load. Based on current availability at time of request and demand for the season. • If enrollment does not meet the 3 fields allocation requirement, DAYFL may request a third field on Mondays and/or Wednesdays (without additional fees) to help with practice load. Based on current availability at time of request and demand for the season. • The City will use all three football fields on Sundays and reserves the right to use the fields on Saturdays around DAYFL's existing game schedule. Denton Boys Baseball — Evers and Mack Baseball Complex 2018 Season and Event Dates 2018 Field Allocation Based on Enrollment Spr. Coach Look — last weekend of Jan. 1 field Up to 55 Spr. Practice Dates — Feb. 12 — March 16 2 fields 56 - 110 Spr. Game Dates — March 17 — June 30 3 fields 111 -166 Tourn. date for spring — May 5-6 4 fields 166 - 220 Tourn. date for summer— June 2-3 5 fields 221 - 276 6 fields 276 - 330 Fall Coach Look —first weekend of Aug. 7 fields 331 - 386 Fall Practice Dates —Aug. 13 — Sep 3 8 fields 386 -440 Fall Game Dates — Sep. 4 — Oct. 31 9 fields 441 -496 Tourn. date for fall — Sep. 22-23 10 fields 496 - 660 11 fields 661 - 606 12 fields 606 - 660 13 fields 661 or more Additional use of these complexes or other City fields will be at regular rental rates. 13 DBBI Exceptions to Allocation: • Regardless of enrollment, DBBI will have access to all fields during defined practice dates above, to help with practice load. After such time, the allocation will apply. Note, Mack 1 will only be available after 6 p.m. during the spring season. • During the spring season, the City will use Mack 1 for weekday practice rentals from 4-6 p.m. and up to six game dates until 7:30 p.m. for local schools. Game dates will be communicated to DBBI in advance of its spring season schedule creation. Rainout/make- up of game dates may be scheduled around DBBI's existing spring season game schedule. • The City will open up Evers 6 for rentals on Wednesdays and Sundays in the spring and fall seasons once the defined practice dates have concluded, even if full allocation is reached. Additional days and fields will be opened up if full allocation is not reached. Denton Soccer Association - North Lakes Soccer Complex 2018 Season and Event Dates 2018 Field Allocation Based on Enrollment Percentage of Soccer Pad Allocated Spr. Practice Dates — Feb. 5 — May 31 Spr. Game Dates — Feb. 17 — May 31 25 % Up to 350 50 % 361 - 700 Fall Practice Dates —Aug. 6 — Nov. 24 75 % 701 - 1059 Fall Game Dates —Aug. 18 — Nov. 24 100 % 1060 or more Tourn. Practice — Nov. 25-30 (no goals) Camp & Tournament Dates —TBA Additional use at this complex or other City fields will be at regular rental rates. DSA Exceptions to Allocation: • If enrollment does not meet the 75% of the pad allocation requirement, DSA may request use of one additional field on Tuesdays and/or Thursdays (without additional fees) to help with practice load. Based on current availability at time of request and demand for the season. • If enrollment does not meet the 100% of the pad allocation requirement, DSA may request use of field #11 on Tuesdays and/or Thursdays (without additional fees) to help with practice load. Based on current availability at time of request and demand for the season. 14 Exhibit "B" SCHEDULE OF REQUIRED DOCUMENTS AND DEADLINES 2018 o January 10 — Signed Facility Utilization Agreement due o January 10 - Submit documentation that verifies valid nonprofit or 501 C (3) status o January 10 -Association bylaws, which include statements regarding minimum/maximum roster requirements, team formation, and fair playing time (player participation) due o January 10 - Projected budget due o January 10 - Projected season start dates and concession opening date due o January 10 - Schedule of upcoming board meetings, or notice given within 48 hours of a called meeting o January 10 - Financial statements from previous year o Two weeks prior to first practice of the year (or when board member changes occur) — Board member name, position title, best contact phone number, and email address o Two weeks prior to first practice of the year— $200 Light Deposit due (unless rolled over) o One week prior to first practice of the year - Insurance due o One week prior to first practice each season — Report enrollment numbers to receive field allocations o One week prior to first practice each season - Practice schedule (calendar form and link to full schedule) o One week prior to first game each season — Game schedule (calendar form and link to full schedule) o One week prior to concession stand opening —Valid health permit and food handling card o No later than the last day of the month following each meeting - Board/Officers meeting minutes due (Example, July 25 minutes are due by August 31.) o June 15— Spring Season Impact, Nonresident Fees and End of Season Summary Report due o September 15— Fall Season Impact, Nonresident Fees and End of Season Summary Report due 0 45 days after the last scheduled game - Final Player Rosters due There will be a $5 per business day late fee assessed on all late documentation and fees. Late fees must be paid within 30 days of invoice or the City will deny access to fields, lights, restrooms and concessions until documentation is received. 15 Date: July 20, 2018 Report No. 2018-092 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Planning and Zoning Tie-Vote Text Amendment EXECUTIVE SUMMARY: The purpose of this memo is to address the complications associated to a tie-vote, specifically with the Planning and Zoning Commission actions. Currently, a tie-vote or failure to obtain a majority vote of the Planning and Zoning Commission on any motion follows City Council Rules of Procedure(City Code, Sec. 2-29)which contains a provision that treats tie-votes as a pending matter which is carried over to the next regular meeting where the full Commission can be convened. The challenge lies with cases where an individual Commissioner may need to recuse him/herself due to a conflict of interest on a particular item will to continue to have the conflict,which guarantees that there will not be a full board of seven(7)Planning and Zoning Commissioners. In short,the Planning and Zoning Commission's inability to forward either a negative or positive recommendation prevents the item from being transferred from the Commission to the City Council. There are a few options to address the tie-vote issue with Council,the options are dependent on if the desired outcome is to amend the Denton Development Code(DDC)to solely exempt zoning items from the 3-3 Council Rules of Procedure tie-vote requirement or if Council desires to delete the tie-vote provision entirely. For the purpose of appropriateness, staff is recommending an amendment to the DDC, specifically addressing the Planning and Zoning Commission operational procedures. For a DDC amendment,Development Services staff would provide separate work sessions for the Planning and Zoning Commission and the Council. To have an amendment adopted, staff would follow the process for the DDC's dual public hearing requirement. Draft language is underscored and highlighted below: 35.4.1. -Planning and Zoning Commission. A. A Planning and Zoning Commission is established which shall consist of seven (7) real property taxpayers, who, during their respective terms of office and for at least one(1)year prior to the beginning thereof, shall be residents of the City. They shall be appointed by the City Council for a term of two (2)years,provided four(4) members shall be appointed each odd-numbered year and three(3) members each even-numbered year. The City Manager, Mayor, and Director of Planning and Development shall serve as ex officio members of the Planning and Zoning Commission, but shall have no vote. B. None of the appointed members shall hold any other public office or position in the City while serving on the Planning and Zoning Commission. The Planning and Zoning Commission shall elect its chairman from among its members. Seven (7)members shall serve without pay and shall adopt rules and regulations as they deem best governing their actions,proceedings, deliberations, and the times and places of meetings. C. If a vacancy occurs on the Planning and Zoning Commission the City Council shall appoint a commissioner to fill such vacancy for the unexpired term. Date: July 20, 2018 Report No. 2018-092 35.4.1.1. Operational Procedures. A. The Planning and Zoning Commission may adopt rules to govern its proceedings provided, however, that such rules are not inconsistent with this Chapter or state law. Meetings of the Planning and Zoning Commission may be held at the call of the chairman or at such other times as the Planning and Zoning Commission may determine and in accordance with the Open Meetings Act. The chairman or, in his or her absence, the acting chairman may administer oaths and compel the attendance of witnesses. B. The Planning and Zoning Commission shall keep minutes of its proceedings, showing the vote of each member upon each question or, if absent or failing to vote, indicating such fact, and shall keep a record of its examination and other official actions, all of which shall be immediately filed in the office of the Planning and Zoning Commission and shall be a public record. C. Any motion resulting in a tie-vote of the Commission would automatically be deemed as a denial recommendation to be forwarded to Council for a final decision. Such tie-vote is not subject to City Code Sec. 2-29. 35.4.LZ Powers and Duties of the Planning and Zoning Commission. A. The Planning and Zoning Commission shall have the powers and exercise the duties of a Planning and Zoning Commission in accordance with Section 211.007 and Section 371.042 of the Texas Local Government Code. The Planning and Zoning Commission's jurisdiction shall extend to and include the hearing and deciding of the following types of appeals and applications, and to that end it shall have the necessary authority to ensure continuing compliance with its decisions. The Planning and Zoning Commission powers and duties shall include: 1. Make recommendations to the City Council regarding: a.Adoption of a new Comprehensive Plan or amendment to The Denton Plan. b.Adoption of a new development code or amendment to the Development Code. c. An application for a Zoning District change. d.An application for a Specific Use Permit. e. An application for an Exaction Variance. f An application for a Special Exception. 2. Make final decisions regarding Plat applications. 3. Make final decisions regarding Hardship Variances. 4. Make final decisions regarding Alternative Development Plans. CONCLUSION: Staff currently plans to discuss options to address the tie-vote issue with the City Council during their August 7, 2018, meeting. STAFF CONTACT: Scott McDonald Development Services Director Scott.McDonaldkCityofDenton.com Date: July 20, 2018 Report No. 2018-093 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Denton Municipal Electric FY 2018-19 Proposed Budget and CIP BACKGROUND: The purpose of this report is to respond to questions asked by Council during the May 22 meeting regarding the impact of the Denton Energy Center on DME's financials. DISCUSSION: The DME FY 2018-19 Proposed Budget and CIP were presented to Council on May 22. During the meeting, Council requested that staff provide additional detail regarding the impact of the DEC on DME's financials. Exhibit 1 attached is a proforma reflecting DME's current financials which include the DEC. Exhibit 2 attached lists the assumptions of the DME Proforma with the DEC excluded, and Exhibit 3 attached is a proforma with the DEC excluded. ATTACHMENT: Exhibit 1 —DME Proforma with DEC Exhibit 2—Assumptions for DME Proforma without DEC Exhibit 3 —DME Proforma without DEC STAFF CONTACT: Antonio Puente, Jr., Director of Finance (940)-349-7283 Antonio.Puente(cr�,cityofdenton.com George Morrow, DME General Manager (940)-349-8487 George.Morrowgcityofdenton.c om Exhibit 1 DME Pro Forma with DEC Revenue and Expenses Actual Estimate Proposed Projected Projected Projected Projected 2017 2018 2019 2020 2021 2022 2023 Revenues Non-DEC Base Rate Revenues $87.3 $55.0 $48.2 $48.5 $58.0 $67.2 $69.6 DEC Revenues - 31.0 36.3 37.1 28.7 20.8 19.6 TCRF Revenues 4.2 5.6 - - - - - ECA Revenues 49.4 50.7 51.0 52.5 54.9 58.6 59.5 Rate Revenues $141.0 $142.2 $135.5 $138.1 $141.6 $146.6 $148.7 Non-DEC Non-Rate Revenues 31.6 40.9 43.8 46.6 51.9 59.8 62.1 Subtotal $172.6 $183.2 $179.3 $184.7 $193.5 $206.4 $210.7 Planned Use of Reserves - 14.0 27.9 - - 0.5 - Total Revenues $172.6 $197.2 $207.2 $184.7 $193.5 $206.9 $210.7 Expenditures Non-DEC Purchased Power $88.8 $67.5 $30.9 $23.2 $24.9 $30.7 $32.6 DEC Fuel - 9.1 15.0 17.7 13.6 11.4 10.3 Total Purchased Power and Fuel $88.8 $76.6 $45.8 $40.9 $38.5 $42.1 $42.9 Transmission of Power 4.2 5.6 12.5 13.0 13.5 14.0 14.5 Operations & Maintenance 22.4 30.2 34.4 35.0 36.1 37.1 38.2 Cost of Service Transfers 12.4 12.5 14.2 14.6 15.0 15.5 15.9 ROI & Franchise Fee 13.1 14.0 15.1 15.5 16.1 16.9 17.3 Non-DEC Debt Service 29.1 34.4 36.2 31.8 31.9 31.8 31.1 DEC Debt Service - - 4.5 17.7 17.7 17.7 17.6 Operating Expenditures $81.3 $96.6 $116.8 $127.6 $130.2 $132.9 $134.6 Debt Defeasance - - 28.6 - - - - Revenue Funded Capital - 24.0 15.9 15.2 24.4 31.8 23.0 Non-Operating Expenditures - $24.0 $44.5 $15.2 $24.4 $31.8 $23.0 Total Expenditures $170.1 $197.2 $207.2 $183.7 $193.1 $206.9 $200.4 Net Income $2.5 $0.0 $0.0 $1.0 $0.3 $0.0 $10.3 Base Average Revenue$/kWh 0.0602 0.0582 0.0565 0.0565 0.0565 0.0565 0.0565 Transmission Cost Recovery Factor$/kWh 0.0029 0.0038 0.0000 0.0000 0.0000 0.0000 0.0000 Energy Cost Adjustment$/kWh 0.0361 0.0341 0.0341 0.0346 0.0357 0.0376 0.0376 Total Average Revenue$/kWh 0.0992 0.0961 0.0906 0.0911 0.0922 0.0941 0.0941 FYE Fund Balance including ECA Balance $87.3 $73.3 $45.5 $46.5 $46.9 $46.4 $56.7 Debt Coverage Ratio- 1.25 1.54 1.70 1.78 1.64 1.82 1.98 2.04 Exhibit 2 No DEC Pro Forma Assumptions To illustrate the impact of removing the DEC on the DME Financial Forecast, the below assumptions have been used. Aside from these assumptions all other variables are held constant in this model. A decision to move forward without the DEC would require additional financial and policy discussion. 1. Total revenue remains the same without DEC because rates charged to customers are not changed in this forecast. This results in the significant under-collection of the ECA from 2018—2020. 2. DEC Fuel expense, debt service and operating costs are eliminated. 3. Purchased Power costs are increased since more energy will be purchased at market prices. 4. Debt defeasance of$28.6 Million for the 2010 TMPA Scrubber is deferred beyond the current planning horizon. 5. Revenue funded capital is eliminated for 3 years (2019—2021), and the required debt for these capital expenses is added. Partial funding of Capital Improvement Program is included in 2022 and 2023. Exhibit 3 DME Pro Forma without DEC Revenue and Expenses Actual Estimate Proposed Projected Projected Projected Projected 2017 2018 2019 2020 2021 2022 2023 Revenues Base Rate Revenues $87.3 $86.0 $84.5 $85.6 $86.7 $88.0 $89.2 TCRF Revenues 4.2 5.6 - - - - - ECA Revenues 49.4 50.7 51.0 52.5 54.8 58.6 59.4 Rate Revenues $141.0 $142.2 $135.5 $138.1 $141.6 $146.5 $148.6 Non-Rate Revenues 31.6 40.9 43.8 46.6 51.9 59.8 62.1 Subtotal $172.6 $183.2 $179.3 $184.6 $193.4 $206.4 $210.7 Planned Use of Reserves (Exp - Rev) - 34.0 - - - - - Total Revenues $172.6 $217.2 $179.3 $184.6 $193.4 $206.4 $210.7 Expenditures Purchased Power $88.8 $98.5 $67.2 $60.4 $53.6 $51.5 $52.2 Transmission of Power 4.2 5.6 12.5 13.0 13.5 14.0 14.5 Operations & Maintenance 22.4 28.3 30.8 31.4 32.3 33.3 34.3 Cost of Service Transfers 12.4 12.4 14.2 14.6 15.0 15.5 15.9 ROI & Franchise Fee 13.1 14.0 15.1 15.5 16.1 16.9 17.3 Debt Service 29.1 34.4 36.2 38.1 39.4 41.0 40.5 Operating Expenditures $170.1 $193.2 $176.0 $173.0 $170.0 $172.2 $174.6 Debt Defeasance - - - - - - - Revenue Funded Capital - 24.0 - - - 31.8 23.0 Non-Operating Expenditures - $24.0 - - - $31.8 $23.0 Total Expenditures $170.1 $217.2 $176.0 $173.0 $170.0 $204.0 $197.6 Net Income $2.5 $0.0 $3.3 $11.7 $23.5 $2.4 $13.1 Base Average Revenue $/kWh 0.0602 0.0582 0.0565 0.0565 0.0565 0.0565 0.0565 Transmission Cost Recovery Factor$/kWh 0.0029 0.0038 0.0000 0.0000 0.0000 0.0000 0.0000 Energy Cost Adjustment$/kWh 0.0361 0.0341 0.0341 0.0346 0.0357 0.0376 0.0376 Total Average Revenue $/kWh 0.0992 0.0961 0.0906 0.0911 0.0922 0.0941 0.0941 FYE Fund Balance including ECA Balance $87.3 $53.2 $41.6 $35.6 $45.5 $36.5 $39.3 Debt Coverage Ratio- 1.25 1.54 1.12 1.51 1.71 2.00 2.25 2.32 Revision Date 07/20/2018 Council Requests for Information Request Request Date Staff Responsible Status 1. TWU master plan and how trees are impacted; can 5/1/18 McDonald TWU will give a brief presentation trees be saved and protected; next steps. on their Master Plan during the August 21 work session. 2. Work session on proposed permitting processes for 5/15/18 McDonald A work session is scheduled for businesses under the new DDC. Benchmark against August 14. other similar cities such as Carrollton or McKinney. 3. Work session on Council appointed ad hoc 5/22/18 Leal A work session is scheduled for committees and adherence to TOMA. August 7. 4. Work session focused on downtown development to 6/4/18 Booth/Puente/McDonald A work session is planned for August include an update on downtown master plan, a 21. complementary master plan for PEC 4 area, and an overview of current uses and potential expansion of the Downtown Reinvestment Grant Fund. 5. Information on what electric rates would be if we did 6/4/18 Morrow/Puente Staff will provide this information in not have the DEC and how the DEC impacts rates the July 20 Friday Report. 6. Work session on the status of Quiet Zone 6/12/18 Deshmukh/Nelson ISR was included in the June 15 establishment. Friday report. A work session is scheduled for August 14. 7. Present information gas well setback requirements 6/19/18 Banks/Leal/ A work session is scheduled for including a history of setbacks in Denton and setback McDonald/Cannone August 6. requirements in other cities. 8. ISR on the San Antonio legal services model, 6/26/18 Leal/Wood Staff is currently researching. ISR including the feasibility of partnering with non-profit will be provided in an August Friday agencies to provide information on renter rights, report. immigration services, and veteran services. 9. Work session on ways to improve the City's 6/26/18 Kuechler Information will be provided during Municipal Equality Index score, including an update the August 14 work session. to the City's antidiscrimination policy. 10. Work session on implementing a similar program to 6/26/18 McDonald/Birdseye Staff is currently researching, an ISR Southlake's SPIN program in Denton. will be provided on July 27, followed by a work session in September. 11. Schedule group TOMA training for the full City 6/26/18 Leal Staff is researching facilitators with a Council using an outside facilitator. goal of scheduling the training in September. Request Request Date Staff Responsible Status 12. Information on red light camera ticket enforcement. 6/26/18 Howell This information is provided in the July 20 Friday Report. 13. Work session on permitting options to incentivize 6/26/18 McDonald/Wood A work session is scheduled for affordable housing including a survey of practices August 14. from other municipalities. 14. Information regarding the use of project names used 6/26/18 Booth Information will be provided during a in conjunction with economic development projects. work session in September. 15. Work session providing an overview of the City's 6/26/18 Rosendahl/Kuechler Information will be provided during a Smoking Ordinance. work session in October or November. 16. Overview of the emissions permitting process, 6/26/18 Morrow/Banks Information will be provided during including the number of hours the DEC can operate an August or September work and the methodology used to determine those limits. session. 17. Information on factors impacting air quality in Denton 6/26/18 Morrow/Banks Information will be provided during including a comparison of DEC emissions to other an August or September work sources in the DFW area. session. 18. Work session on ways to use density incentives to 7/17/18 McDonald/Cannone Information will be provided during a promote public policy goals. September work session. 19. Develop a strategic plan for homeless shelters in 7/17/18 Kuechler Staff is developing a working group Denton (current environment, capacity, need, with other organizations for shelter emergency circumstances, best practices, family and transitional housing. shelter options). 20. Information on the City's authority to block websites 7/17/18 Bekker This information is provided in the to prevent patrons from printing contraband using 3D July 20 Friday Report printers at the North Branch Library. 21. Information on the potential establishment of a citizen 7/17/18 Canizares/Wood Staff is currently researching. ISR advisory committee on disabilities. will be provided in a future Friday Report. 22. Information on communications company franchise 7/17/18 Canizares Staff will provide this information in agreements and the controls the City has to allow the July 20 Friday Report. additional companies in the market. 23. Revise the Council Rules of Procedure to amend the 7/17/18 Leal/Wood A work session is scheduled for tie-vote provision as it impacts the Planning& Zoning August 7. Commission. Request Request Date Staff Responsible Status 24. Comprehensive review and possible revisions to the 7/17/18 Leal/Wood Information will be provided during a Council Rules of Procedure. work session in September. 25. Information on park land dedication fees and 7/17/18 Packan ISR on park land dedication fees will discussion on the location of an additional splash be provided in the July 27 Friday park. Report. Information on splash pads is provided in the July 20 Friday Report. Cityof Denton City Hall 215 E. McKinney St. Denton,Texas 76201 www.cityofdenton.com DENTON Meeting Agenda City Council Thursday,August 2, 2018 8:30 AM Work Session Room After determining that a quorum is present, the City Council of the City of Denton, Texas will convene in a Work Session on Thursday, August 2, 2018 at 8:30 a.m. in the Council Work Session Room at City Hall, 215 E. McKinney Street,Denton, Texas at which the following item will be considered: 1. Work Session Reports A. ID 18-1171 Receive a report; hold a discussion, and give staff direction regarding the FY 2018-19 City Manager's Proposed Budget, Capital Improvement Program, and Five-Year Financial Forecast. Following the completion of the Work Session, the City Council will convene in a Special Called Meeting to consider the following items: 1. ITEMS FOR INDIVIDUAL CONSIDERATION A. ID 18-1172 Consider approval of a resolution of the City Council of the City of Denton, Texas placing a proposal on the September 18, 2018, City Council public meeting agenda to adopt a 2018 Tax Rate that will exceed the lower of the rollback rate or the effective tax rate; calling two public hearings on a tax increase to be held on August 14, 2018, and September 11, 2018 and calling a budget public hearing on the Fiscal Year 2018-2019 Annual Program of Services of the City of Denton to be held on September 11, 2018; requiring publication of notices of the public hearings in accordance with the law; requiring the posting of the notices of the public hearings on the City's Internet website; requiring the posting of the notices on the City's public access channel; and providing an effective date. 2. CONCLUDING ITEMS A. Under Section 551.042 of the Texas Open Meetings Act, respond to inquiries from the City Council or the public with specific factual information or recitation of policy, or accept a proposal to place the matter on the agenda for an upcoming meeting AND Under Section 551.0415 of the Texas Open Meetings Act, provide reports about items of community interest regarding which no action will be taken, to include: expressions of thanks, congratulations, or condolence; information regarding holiday schedules; an honorary or salutary recognition of a public official, public employee, or other citizen; a reminder about an upcoming event organized or sponsored by the governing body; information regarding a social, ceremonial, or community event organized or sponsored by an entity other than the governing body that was attended or is scheduled to be attended by a member of the governing body or an official or employee of the municipality; or an announcement involving an imminent threat to the public health and safety of people in the municipality that has arisen after the posting of the agenda. Page I Printed on 712012018 City Council Meeting Agenda August 2, 2018 NOTE: The City Council reserves the right to adjourn into a Closed Meeting on any item on its Open Meeting agenda consistent with Chapter 551 of the Texas Government Code, as amended, or as otherwise allowed by law. CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the City of Denton, Texas,on the day of ,2018 at o'clock(a.m.)(p.m.) CITY SECRETARY NOTE: THE CITY OF DENTON CITY COUNCIL WORK SESSION ROOM IS ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT. THE CITY WILL PROVIDE SIGN LANGUAGE INTERPRETERS FOR THE HEARING IMPAIRED IF REQUESTED AT LEAST 48 HOURS IN ADVANCE OF THE SCHEDULED MEETING. PLEASE CALL THE CITY SECRETARY'S OFFICE AT 349-8309 OR USE TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800-RELAY-TX SO THAT A SIGN LANGUAGE INTERPRETER CAN BE SCHEDULED THROUGH THE CITY SECRETARY'S OFFICE. Page 2 Printed on 712012018 Sunday Monday Tuesday Wednesday Mursday Friday Saturday 1 2 3 4 5 6 7 No Council Luncheon No Council Meeting 41h of July - 4 p.m. Public Art 11.00 Development 1:30pm Committee on the City Holiday Committee Code Review Environment-Cancelled 5:3 0p m Traffic Sa fe ty Commission Park Board 6pm 8 9 10 11 12 13 14 9:00am Public Utilities No Council Meeting 11:00am EDP Board 11:00 Development Board Code Review 5:00pm P&Z Work 5:30pm HLC Session 6:30pm P&ZRegular Se ssio n 15 16 17 18 19 20 21 6:00 pm Council 10:00 am CC Work 11:30am Mobility HaBSCo Meeting 11:00 Development Ethics Training Session Committee Cancelled Code Review 6:30 pm CC Regular Session 22 23 24 25 26 27 28 6:00pm Public Utilities 10:00am Council 12:00 Downtown TF 11:00 Development Board Airport Committe e- Cancelled Code Review Cancelled 5:00pm P&ZWork 1:00 pm 4th Tuesday Session Session 6:30pm P&ZRegular Se ssio n 29 30 31 No Council Meeting 4:00pm7BA 7/20/2018 2:40 PM August • Sunday Monday Tuesday Wednesday 'hursday Friday Saturday 1 2 3 4 8:30 am Council Budget Workshop 4 p.m. Public Art Committee 5 611:30 am Council 7 8 9 10 11 Luncheon 2:00 pm CC Work 11:00am EDP Board 1:30pm Committee on Session the Fnvironment 6:30 pm CC Regular 5:00pm P&ZWork 5:30pm Traffic Safety Session Session Commission 6:30pm P&ZRegular ParkBoard 6 p m Session 12 13 14 15 16 17 18 9:00am Public Utilities 2:00 pm 2nd Tuesday 11:30am Mobility Board Session Committee Ha BSC o Meeting 5:30pm HLC 19 20 21 22 23 24 25 2:00 pm CC Work 5:00pm P&Z Work 8:00 am Session Session City Council 6:30 pm CC Regular 6:30pm P&ZRegular Retreat Se ssio n Se ssio n Lo c a do n 'IBD 26 27 28 29 30 31 6:00pm Public Utilities 10:00am Council Board Airport Committee 4:00 pm ZBA 2:00 pm 4th Tuesday Session 7/20/2018 2:40 PM 7/20/18 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 July 24—4 thTuesday Session Captions—July 9 WS—Department Budget Presentations Backup—July 20 CA—Utility Management Stud July 31 —No Meeting August 2—Budget Workshop— 8:30 a.m. Captions—July 16 Backup—July 27 August 6—Luncheon Captions—July 23 WS—Department Budget Presentations Backup—August 2 WS—Gas Well Setbacks August 7—Work/Regular Session Captions—July 23 WS—Department Budget Presentations Backup—August 3 WS—Budget Workshop WS—Gas Well Inspection Annual Report WS—Tree discussion WS—Plan Concept for North Lakes Tennis Center IC—Radio contract August 14—2n Tuesday Session Captions—July 30 WS—Budget Workshop Backup—August 10 WS—Chamber ED contract WS—Municipal Equality Index discussion WS—Parliamentary Procedures discussion WS—Boards, Commissions and Council Committees and Texas Open Meetings Act requirements WS—Dog park WS—Board of Ethics Rules and Procedures WS—Development process overview WS—Quiet Zones August 21 —Work/Regular Session Captions—August 6 WS—Budget Workshop Backup—August 17 WS—TWU Master Plan discussion WS—Downtown Reinvestment Grant IC—Chamber ED contract IC—EDP Board nominations August 25 —Council Retreat—9:00 a.m. August 28 —4th Tuesday Session Captions—August 13 WS—Budget Workshop Backup—August 24 IC—Approval of Board of Ethics Rules and Procedures PH— 1 st Public Hearing on the Tax Rate September 3 —No Luncheon Labor Day holiday September 4—No Meeting CA-Consent Agenda IC-Individual Consideration WS-Work Session CM-Closed Meeting PH-Public Hearing Meeting Date Deadlines Item 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 Joint DISD luncheon 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 November 5 —Luncheon Captions—October 22 Airport Update—meeting at Airport 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 Library Update—meeting at Library 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 dif Week of July 23-29, 2018 `OF' 8 DENTONFor general inquiries and auestions, please contact the Proiect Manaizement Office at (940) 349-7227 DENT�(, N 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 Amarillo St. Congress Egan 7/9/18 8/17/18 Street Reconstruction Streets (940)349-7160 (Temporary Lane Closures) 7/5/18 UNT 2018 Residence Hall Project Coordinate with Ave.A Maple Eagle 3/19/18 8/24/18 (Both SB Lanes Closed) Engineering N/A UNT (940)349-8910 Bernard St Sycamore Mulberry 7/23/18 7/24/18 Utility Construction Engineering (940)349-8910 (Street Closures) lawn Rose West Street Widening Bonnie Brae St. lawn Line Vintage 7/1/17 8/30/18 Engineering N/A Electronic Signs (940)349-8910 of (Phase 1) Capetown Dr. Desert Willow Bishop Pine 6/25/18 8/3/18 Concrete Street Panel Repair Streets 6/5/18 Door Hangers (940)349-7160 (Temporary Lane Closures Possible) Edwards Rd. Camino Real Swisher Rd. 6/4/18 9/10/18 Street Reconstruction Streets 5/17/18 HOA Contacted (940)349-7160 TH. (Temporary Lane Closures) m East Emerson Wastewater Emerson Ln. Nottingham 7/25/18 8/15/18 (Road and Lane Closure) Wastewater 940-349-7300 Emery St. Alice Coit 6/25/18 8/3/18 Street Resurfacing Streets 6/11/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Fulton St. Oak University 6/11/18 11/16/18 Water Main Construction Water 6/5/18 (940)349-7181 (Street Closure) Fulton St. Linden Broadway 7/20/18 8/8/18 Wastewater Wastewater (940)349-7300 (Street Closure) Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: Fulton St. TBD TBD Streets Streets (940)349-7160 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) Highland Park Rd. Laurel Wisteria 7/25/18 8/30/18 Street Reconstruction Streets (940)349-7160 (Temporary Road Closures) Holiday Park Phase 2 Manhattan Kings Row 11/10/17 12/1/18 Wastewater Main Construction Wastewater 11/16/18 Door Hangers (940)349-7300 (Temporary Lane Closures Possible) Hollyhill Ln. Longridge Pennsylvania 7/9/18 8/24/18 Street Reconstruction Streets 6/20/18 (940)349-7160 (Temporary Street Closures) Jim Christal Rd. Western Blvd Scripture 7/3/18 10/1/18 Utility Line Construction Water/WW N/A (940)349-8463 (Road Closure) Laurel St. Highland Park Wisteria 7/25/18 8/30/18 Street Reconstruction 7/12/18 (940)349-7160 (Temporary Lane Closures) Malone St. Scripture W. University 7/9/18 8/24/18 Street Reconstruction Streets 6/28/18 Electronic Signs (940)349-7160 (Temporary Lane Closures) McKinney St. Loop 288 Ryan H.S 5/29/18 TBD Sidewalk Construction Engineering N/A Electronic Signs (940)349-8910 (Temporary Lane Closures) Mayhill Rd. E. McKinney Morse 7/25/18 7/27/18 Utility Construction Engineering (940)349-8910 (Temporary Lane Closures) Mayhill Rd. US 380 Edwards 9/1/17 2/1/20 Street Reconstruction Engineering 1/3/18, Door Hangers (940)349-8910 (Temporary Road Closures) 1/24/18 Water and Wastewater Construction Mills Rd. Mayhill Denton ISD 5/29/18 7/30/18 and Road Widening Engineering N/A Electronic Signs (940)349-8910 driveway (Street Closure) Montecito Dr. EI Paseo Seville 6/25/18 7/30/18 Street Resurfacing Streets 6/11/18 (940)349-7160 (Temporary Lane Closures) Prominence Pkwy. Mayhill Atlanta 1/31/18 8/31/18 Water and Wastewater Crossing Engineering 1/24/18 Door Hangers (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: Riney Rd. N Elm Solana 9/29/17 9/30/18 Road Removal and Replacement Engineering Yes Electronic Signs (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 Spencer Rd. Mayhill Lowe's 4/2/18 9/29/18 Water Line Replacement Water 3/16/18 Contacted (940)349-8910 Driveway (Road Closure) departments affected Spencer Rd. Mayhill Lowe's 4/2/18 9/29/18 Drainage Rebuild Drainage 3/16/18 Contacted (940)349-8910 Driveway (Road Closure) departments affected Spencer Rd. Mayhill Lowe's 4/2/18 9/29/18 Road Reconstruction Engineering 3/16/18 Contacted (940)349-8910 Driveway (Road Closure) departments affected Sycamore St. Sycamore Wainwright 6/29/18 7/31/18 Wastewater Main ReconstructionWastewater N/A Door Hangers (940)349-7300 (Temporary Lane Closures) Dead End Street Resurfacing,Curb and Gutter Sun Valley Dr. Stuart 5/14/18 8/6/18 Streets 5/1/18 Door Hangers (940)349-7160 West (Temporary Lane Closures) Valley View Rd. Kings Row Sun Valley 5/14/18 8/6/18 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 8/24/18 Drive approach/Sidewalk Engineering 3/19/18 3/30/2018 (940)349-8910 (Temporary Lane Closures) Pheasant Concrete Sidewalk Repairs Windbrook St. Shady Trl. 7/16/18 8/10/18 Streets N/A (940)349-7160 Hollow (Temporary Lane Closures) COMPLETED PROJECTS Cobblestone North Dead Street Reconstruction Ashcroft Ln. 5/14/18 8/9/18 Streets 5/4/18 Door Hangers (940)349-7160 Row End (Temporary Lane Closures) Canterbury Ct. Hollyhill 1-35 4/9/18 7/20/18 Drainage Improvements Drainage 3/26/18 Door Hangers 940-349-8488 (Temporary Lane Closures) Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: Cobblestone Row N. Locust Evers Pkwy 6/11/18 8/9/18 Street Reconstruction Streets 6/5/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Hickory St. Ave C 550 ft.West 7/5/18 7/20/18 Wastewater Main Reconstruction Wastewater 5/15/18 (940)349-7300 (Road Closure) Highland St. Carroll IOOF 6/11/18 7/2/18 Street Resurfacing,Curb and Gutter Streets N/A (940)349-7160 (Temporary Lane Closures) Hollow Ridge Dr. Paint Dr. Big Horn Trail 5/14/18 7/9/18 Concrete Street Panel Repair Streets 5/3/18 Door Hangers (940)349-7160 (Temporary Lane Closures Possible) Huisache St. Yucca Retama 5/21/18 7/20/18 Streets Construction Streets 5/15/18 Door Hangers (940)349-7160 (Temporary Lane Closures Possible) Lakeview Blvd. Black Walnut Burr Oak 6/18/18 7/13/18 Concrete Street Panel Repair Streets 6/5/18 HOA Contacted (940)349-7160 (Temporary Lane Closures Possible) Linda Ln. Cobblestone North Dead 4/23/18 8/9/18 Street Reconstruction Streets 4/9/18 Door Hangers (940)349-7160 Row End (Temporary Lane Closures) Lindsay St. McCormick 1-35 Service 6/8/18 7/31/18 Wastewater Main Reconstruction Wastewater 6/5/18 Door Hangers (940)349-7300 (Temporary Lane Closures Possible) Malone St. Crescent Westchester 6/11/18 7/13/18 Water Main Construction Water 6/28/18 (940)349-7181 (Street Closure) Mingo Rd. Sirius Mockingbird 6 25 18 7/13/18 Wastewater Main Construction Engineering N A (940 349-8910 g g / / g� g / ) (Road Closure) Paint Dr. Arabian Hollow Ridge 6/11/18 7/20/18 Concrete Street Panel Repair Streets 5/25/18 Door Hangers (940)349-7160 (Temporary Lane Closures) Retama St. Sagebrush Huisache TBT 7/20/18 Streets Construction Streets 5/15/18 Door Hangers (940)349-7160 (Temporary Lane Closures Possible) Sagebrush Dr. Kings Row Retama 5/21/18 7/20/18 Streets Construction Streets 5/15/18 (940)349-7160 (Temporary Lane Closures Possible) Sena St. Malone Ector 4/23/18 7/20/18 Street Reconstruction Streets 4/17/18 (940)349-7160 (Temporary Lane Closures) 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) 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) Panhandle St. Carroll Bolivar TBT TBT Street Resurfacing, Curb and Gutter Streets 4/9/18 Door Hangers (940)349-7160 (Temporary Lane Closures) 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 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 Proposed Date of Proposed Date Other Department Street/Intersection From To Construction of Completion Brief Description of Construction Department Letters Communication Contact: Windsor Dr. TBD TBD Water,Wastewater,Drainage,Streets Engineering (940)349-8910