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112219 Friday Staff Report I-,,- City Manager's Office � 215 E. McKinney St., Denton, TX 76201 • (940) 349-8307 DENTON MEMORANDUM DATE: November 22, 2019 TO: The Honorable Mayor Watts and Council Members FROM: Todd Hileman, City Manager SUBJECT: Friday Staff Report I. Council Schedule A. Meetings 1. No - City Council Meeting on Tuesday, November 26, 2019. 2. Agenda Committee Meeting Wednesday,November 27, 2019 at 2:30 p.m. in the City Manager's Conference Room. 3. Thanksgiving Holiday—Thursday, November 28, 2019 4. Thanksgiving Holiday—Friday, November 29, 2019 II. General Information & Status Update A. Pending Council Requests Work Session Topics — The following item will be discussed during the December 3 City Council work session. Each week, the topics that will be presented during the next week's agenda will be included in the Friday Report the prior week. Staff contact: Stuart Birdseye, City Manager's Office 1. Labor contracts minimum wage criteria • Requestor: Council Member Armintor • Council Member Request: Requesting a work session to consider amending our rubric for evaluating and awarding contracts for temporary labor services (i.e. reconsidering how we weigh qualified bids from external labor-providing agencies whose temporary workers are paid by the agencies themselves, not by the city of Denton). Consider amending our evaluation rubric to ensure that in competitive bidding situations (i.e. when there are two or more qualified bids), preference for some or all contracts be given to bidders who pay their employees a more livable (i.e. higher) minimum wage. This would not apply to non-competitive bidding situations, i.e. requests that attract only one qualified bidder. OUR CORE VALUES Integrity • Fiscal Responsibility • Transparency • Outstanding Customer Service • Information from Staff During the June 3, 2019 City Council work session discussion about establishing a living wage policy for city contract, Council gave staff direction to gather wage rate information in future bids for services, and increased City employee rates to a$15 minimum wage for regular employees, excluding temporary and seasonal employees. • Date Requested: November 4, 2019 • Related Information: • 2018-166 Living Wage for City Contractors • 2019-138 Contract Options for Living Wage B. Holiday Closings and Delays—City of Denton facilities will be closed on Thursday, November 28 and Friday,November 29 in observance of the Thanksgiving holiday. Facilities will reopen at 8:00 a.m. on Monday, December 2. There will also be no solid waste or recycling on Thursday, November 28. Thursday's route will be collected on Friday.A full list of closures can be found in the attached press release. Additionally, there will not be a Friday Report distributed next week. Staff contact: Amy Cunningham, Public Affairs C. North Lakes Recycling Center — On November 17, Council Member Briggs requested information about the plans for the North Lakes Recycling Center. There is a supplemental package in this year's Solid Waste and Recycling budget for the design and relocation of this recycling center, which is necessitated by the development and expansion of an adjacent tennis facility at the park. Future use of this site is anticipated to be for large vehicle (van, bus, etc.)parking. The recycling center will be relocated near the parking lot that serves the Vela Soccer Complex. To address contamination and illegal dumping, the new site will include fencing to control access and prevent windblown litter. Staff is working with the Facilities department complete design work and initiate construction. The project is anticipated for completion within the next year. Staff contact: Brian Boerner, Solid Waste and Recycling D. 2018-19 Consolidated Annual Performance and Evaluation Report — The Consolidated Annual Performance and Evaluation Report (CAPER) is a year-end performance report required by the U.S. Department of Housing and Urban Development(HUD). The purpose of the CAPER is to provide an overall evaluation of federally-funded activities and accomplishments to HUD and the community. Citizens were invited to participate in the 2018/19 performance report process, and the City followed the 2015-19 Citizen Participation Plan.A public notice was placed in the Denton Record Chronicle on October 13 requesting public comments on the Draft 2018/19 CAPER. Comments were accepted on the draft report from October 14 through October 28. Copies of the report were available at City Hall East at 601 E. Hickory, Suite B, and on the City's website at http://bit.ly/CAPER2018-19. No comments were received during the comment period. The 2018/19 CAPER, providing information from August 1, 2018 through July 31, 2019, was submitted electronically to HUD via the Integrated Disbursement and Information System (IDIS) on October 30, 2019, and covered the following formula grant programs: 2 • Community Development Block Grant(CDBG) • HOME Investment Partnerships (HOME) While the CAPER focuses on federally funded activities, the City of Denton recognizes the importance that local funding plays in the provision of community development activities, especially in social services and homelessness. Information related to accomplishments that were supported by both local and federal funds are provided in the following CAPER sections: resources leveraged, homeless and homeless prevention narratives, and summary of households/persons assisted. The Final CAPER may be reviewed on City's website at http:/ibit.ly/2018-19CAPER. Staff contact: Luisa Garcia, Community Development E. Woodrow Wilson Elementary School Construction Plans — Woodrow Wilson Elementary School will continue to be under construction for the next two years; therefore,City of Denton and Denton Independent School District(DISD)staff have been working together to plan for potential traffic concerns during the timeframe of the redevelopment.A community meeting was held on November 14th and based on the feedback received Woodrow Wilson staff will continue to utilize on-street parking instead of constructing a temporary parking long on Avondale Park. Traffic Engineering City staff will work with DISD to make recommendations for the on- street parking along Emerson Lane and adjacent streets. On-street parking regulations found online at www.cityofdenton.com/parking will be shared with school staff to avoid parking too close to intersections or driveways. The second item that will be further discussed is providing a safe walking route along Windsor Drive due to the sidewalk closure. The City and DISD will continue to communicate on any concerns that are observed during the reconstruction of the elementary school. Staff contact: Pam Alummoottil, Transportation Engineering F. All Walk Crosswalks — A pedestrian-only traffic phase known as an all-walk crosswalk has been implemented at four Downtown Denton intersections for a planned pilot project through spring 2020. The project will test the effectiveness of stopping all vehicle traffic when a walk signal is activated, allowing pedestrians to safely and simultaneously cross an intersection in any direction. All-walk crosswalks,also known as exclusive-pedestrian intersections, are designed to reduce or eliminate collisions between pedestrians and vehicles. When vehicles have a green light, pedestrians will be stopped. When vehicles have a red light, and the walk button is pressed, pedestrians are permitted to cross, and vehicles are not allowed to make turns. The pilot project concept was presented to the Denton Main Street Association, Downtown Economic Development Committee of the Denton Chamber of Commerce, Traffic Safety Commission, Denton Mobility Committee, and Committee on Persons with Disabilities. All groups provided input and support for the pilot program. Residents and property owners will be able to share feedback and learn more about the pilot project, including the attached document with answers to frequently asked questions,at www.cityofdenton.com/allwalk. Staff contact: Brian Jahn,Engineering 3 G. Center Point Mobile Home Community— On November 14, a contractor working on the TxDOT Ft. Worth Drive/US377 construction project hit a private gas line serving the Center Point Mobile Home Community. Upon repair of the section hit by the contractor, testing revealed additional leaks on the private system which prevented service from being restored.The next day,November 15,the maintenance manager for Center Point purchased space heaters for approximately 20 homes that were without heat. Since that time, Center Point advised TxDOT that they have contracted with a plumber to make the necessary repairs to the private system on November 20, and City staff has confirmed that a permit has been pulled by the plumber to make the repairs. Staff contact: Mario Canizares, City Manager's Office H. HUD-VASH Program for Veterans Experiencing Homelessness — HUD-Veterans Affairs Supportive Housing (HUD-VASH) Program reduces veteran homelessness because it provides funding for both the housing and supportive services that are essential for ending homelessness for veterans, many of whom are living in unsheltered locations. These vouchers are critical tools in helping communities effectively end homelessness among veterans. Since 2008, more than 93,000 vouchers have been awarded and approximately 150,000 homeless veterans have been served through the HUD-VASH program. More than 600 PHAs administer the HUD-VASH program, including the Denton Housing Authority(DHA). In the HUD-VASH program, VA Medical Centers (VAMCs) assess veterans experiencing homelessness before referring them to local housing agencies for these vouchers. Decisions are based on a variety of factors,most importantly the duration of homelessness and the need for longer term, more intensive support in obtaining and maintaining permanent housing. The HUD-VASH program includes both the rental assistance the voucher provides and the comprehensive case management that VAMC staff offers. Veterans participating in the HUD-VASH program rent privately owned housing and generally contribute no more than 30 percent of their income toward rent. In accordance with HUD notice of funding availability issued in July, DHA completed a request to HUD in August for additional VASH vouchers. The request was support by the VA to apply for five (5) additional HUD-VASH. Although the VA's letter only supported five (5)vouchers, we have previously been issued 10 at a time. We currently have 20 HUD-VASH issued. The process required DHA to submit a "Registration of Interest" to HUD, along with a letter from the Veteran's Administration to support their (VA's) ability to provide the required case management. Selected PHA's receive an"invitation"to apply for a certain number of vouchers. The Denton Housing Authority did reply to the invitation and was awarded the five (5) new HUD-VASH. DHA receives these families from the VA, once they (VA) have determines eligibility. Staff Contact: Dani Shaw, Community Development I. 2020-2022 Consolidated Plan Needs Survey and Public Hearings — Each year, the City of Denton receives federal funds from the U.S. Department of Housing and Urban Development for community development, housing, and public services for 4 low and moderate-income persons. The Community Development Division is creating a 2020-2022 Consolidated Plan that guides how the federal funds will be used over the next three years. The plan uses citizen input and local service agency guidance to develop and implement programs and projects designed to assist low and moderate-income households and revitalize neighborhoods. The upcoming Public Hearings will give citizens an opportunity to discuss how federal funds can be used in the 2020-21 funding year. Public Hearings are: • Monday, Dec. 9, 2019, at 6 p.m. at Denton Civic Center, 321 E. McKinney St. (Spanish translators will be available) • Monday,Jan.27,2020,at 6 p.m. at MLK Jr.Recreation Center, 1300 Wilson St. (Spanish translators will be available) A survey is also available online at htt2s://www.surveymonkey.com/r/JF99NMF for input regarding the use of federal funding in our community. A Spanish survey is also available at https://www.surveymonkey.com/r/KMFHP8X. Written comments can also be mailed to Community Development at 601 E. Hickory, Suite B, Denton, TX 76205, fax (940) 349-7753, or by email at Community.DeveloRmentncityofdenton.com. Staff contact: Dani Shaw/Luisa Garcia, Community Development J. Stop Sign Request on Ryan Road at Good Samaritan - On November 10, Council Member Briggs requested information regarding the potential installation of stop signs at the intersection of Ryan Road and the entrance to Good Samaritan - Lake Forest. In order to determine the feasibility of these signs, staff will need to collect traffic count data and perform an all-way stop analysis. Because the holiday season is approaching, this data cannot be collected until the first part of December. If the study concludes that stop signs are warranted, staff can design and install these signs within 30 days. Staff Contact: Brian Jahn, Capital Projects K. Water Works Park Season Pass Savings — The Parks and Recreation Department will be offering a 2020 Friends and Family Season Pass Sale beginning Friday, November 29 through Friday, January 31. Customers may purchase up to four passes for $50 per pass; each additional pass is $40. Passes must be purchased together; offer expires January 31. Passes may be purchased online at www.dentonwaterworks.com, in person at any recreational facility, or by calling the Natatorium at(940) 349-8800. A payment plan is also available with four equal payments due by April 30, 2020. Staff contact: Cathy Avery, Parks and Recreation L. Comprehensive Community-Based Needs Assessment SurveX—Over the past year, the Parks and Recreation Department worked with National Service Research (NSR), a market research and consultant company, to design and administer a statistically valid comprehensive needs assessment survey as part of the new Parks, Recreation, and Trails Master Plan. Working with staff, NSR developed an online bilingual survey that debuted at the State of the City event on January 17. The following month, NSR administered a direct mail postcard to 10,000 randomly selected households that encouraged residents to participate in the online survey. 5 Hard copies of the survey were made available at the recreation centers for residents who did not have access to a computer. Once completed, NSR tabulated and analyzed a total of 2,028 survey responses, a 407% increase from the previous master plan. Although the needs assessment survey closed, staff remains committed to obtaining an accurate representation of the community and continues to make significant efforts to gather data and public input. Since March, staff hosted 35 public meetings to explore needs and priorities. In addition to the public meetings, Open Houses were organized to encourage the community to "Play a Part in the Future of Parks," with play money interactive workshops that were also recreated online as the"Pick, Click, and Play" survey. Other public outreach included social media campaigns and email distribution. Some of the staff s most meaningful investments have been the collaboration of special interest focus groups having hosted one as recent as November 6 for adapted recreation. Staff is developing the Parks, Recreation, and Trails Master Plan in-house. They have gathered public input and data using various platforms while simultaneously identifying and assessing the City's current inventory of parks, trails, recreation facilities, and programs. Initial estimation of this process had an end of year completion date;however,the timeline has been extended in exchange for additional investments in community input and on-going projects and initiatives. The next phase of the planning process is to apply data collected in the first two phases, establishing plans and priorities for the next ten years, then present a draft next spring to the Parks, Recreation, and Beautification Board and City Council for consideration. Assessment survey results are attached. Staff contact: Gary Packan, Parks and Recreation III. Upcoming Community Events and Meetings A. Events 1. None B. Community Meetings 1. Bonnie Brae Phase 6 — Thursday, December 5 from 6:00 to 8:00 p.m. at Newton Rayzor Elementary(1400 Malone Street) Staff contact: Robin Davis, Capital Projects IV. Attachments A. Press Release—Holiday Closings and Delays .......................................................8 B. All-walk crosswalk FAQ......................................................................................10 C. Denton Parks and Rec Needs Assessment Survey Results ..................................11 6 V. Informal Staff Reports A. 2019-188 Council Requested Rules of Procedure Revisions...............................45 B. 2019-189 HSAC Recommendations....................................................................97 VI. Council Information A. Council Requests for Information .....................................................................104 B. Council Calendar ...............................................................................................105 C. Draft Agenda for December 2............................................................................107 D. Draft Agenda for December 3............................................................................109 E. Future Work Session Items ...............................................................................116 F. Street Construction Report ................................................................................117 -40 o FOR IMMEDIATE RELEASE DENTON Ryan Adams • (940) 349-8565 • Ryan.Adams@cityofdenton.com Thanksgiving Holiday Operating Hours and Closings City Facilities Closed Nov. 28-29 DENTON, TX, Nov. 21, 2019—City of Denton facilities will be closed on Thursday,Nov. 28 and Friday, Nov. 29 in observance of the Thanksgiving holiday. Facilities will reopen at 8 a.m. on Monday, Dec. 2. Please note the following with respect to specific City of Denton services and facilities. Libraries All libraries will close at 6 p.m. on Wednesday,Nov. 27 and will be closed on Thursday,Nov. 28 and Friday,Nov. 29. Regular hours will resume on Saturday,Nov. 30. Animal Services and Shelter Animal Services and the Linda McNatt Animal Care &Adoption Center will be closed on Thursday,Nov. 28 and Friday,Nov. 29. Regular hours will resume on Saturday,Nov. 30. To report an animal-related non-emergency, call (940) 349-8181 and select option 8. In case of an emergency, call 911. Parks and Recreation The Denton Civic Center, Denia Rec Center, MLK Jr. Rec Center,North Lakes Rec Center, North Lakes Driving Range, Denton Senior Center, ALH Senior Center, Denton Natatorium, and Goldfield Tennis Center will all be closed on Thursday,Nov. 28 and Friday, Nov. 29. Public Safety Public safety personnel will be on duty during the holiday. The Denton Police Department non- emergency number is (940) 349-8181, and in case of an emergency, dial 911. Utilities Customer Service will be closed on Thursday,Nov. 28 and Friday,Nov. 29 and will reopen at normal business hours on Monday, Dec. 2. To report a utility service emergency, call Utilities dispatch at(940) 349-7000. Solid Waste & Recycling There will be no curbside trash, recycling, home chemical collections, or yard waste collection on Thursday,Nov. 28. Thursday's route will be collected on Friday,Nov. 29. The City of Denton Landfill will be closed on Thursday,Nov. 28 and will be open 7 a.m. to noon on Friday,Nov. 29. Dyno Dirt Dyno Dirt facilities will be closed Thursday,Nov. 28 through Saturday,Nov. 30. Regular sales OUR CORE VALUES Integrity•Fiscal Responsibility•Transparency• Outstanding Customer Service ADA/EOE/ADEA www.cityofdenton.com TDD(800)735-2989 8 hours will resume Tuesday, Dec. 3. Airport Airport administrative offices will be closed on Thursday,Nov. 28 and Friday,Nov. 29. The air traffic control tower will be open from 6 a.m. to 10 p.m., and the airfield will remain open 24 hours per day. Flight services will be available from 6 a.m. to 10 p.m. throughout the holiday. On behalf of the City of Denton, have a safe and happy holiday. Visit www.cityofdenton.com for more news and to stay updated. 2 9 ALL-WALK CROSSWALK FAQS What is an all-walk crosswalk? How do I travel through an all-walk crosswalk in my An all-walk crosswalk is a traffic signal movement that vehicle? temporarily stops all vehicular traffic, thereby allowing When the traffic light is green at an all-walk crosswalk pedestrians to cross an intersection in every direction intersection, motorists are permitted to make left or right safely at the same time. turns, and travel straight through the intersection.When the traffic light is red at an all-walk crosswalk intersection, What intersections are currently all-walk crosswalks? motorists are prohibited from making any vehicular The all-walk crosswalk is currently only a pilot project at movements. the following intersections:W.Oak Street and N. Locust Can I make a right turn on red in my vehicle at an all- Street, W. Oak Street and N Elm Street, W. Hickory Street walk crosswalk? and N. Locust Street, and W. Hickory Street and N. Elm No.Vehicles are prohibited from making right turns at Street. an all-walk crosswalk intersection. How do I travel through an all-walk crosswalk as a Can I make a left turn on red in my vehicle at an all- pedestrian? walk crosswalk? When pedestrians approach an all-walk crosswalk,they No.Vehicles are prohibited from making left turns at must press the "walk"button to activate the exclusive an all-walk crosswalk intersection, even onto a one- pedestrian phase. Once the cross-signal prompts you to way street. do so, cross on the walk signal in any direction. Am I required to press the pedestrian crossing How do I travel through an all-walk crosswalk on my button to activate the exclusive pedestrian phase? bicycle? Yes.To activate the all-walk crosswalk phase, press If you approach one of these four intersections on a the "walk"button at the intersection and wait for the bicycle and you need to make a left turn,you have two walk prompt to appear and sound. options: What is the benefit of an all-walk crosswalk • Move into the appropriate lane to safely cross the intersection and turn left as a vehicle in the flow of intersection for motorists? traffic, or An all-walk crosswalk intersection is designed so • Dismount and walk your bike across the crosswalk as pedestrians can cross in any direction while the light a pedestrian. is red.This allows vehicles to make turns without You must not cycle through a crosswalk and you must delays from pedestrians in turn, reducing the risk of stop behind the white stop line. Being in front of the motorists injuring a pedestrian. white stop line is illegal, and can be dangerous,too. How I can provide feedback on the 6 month all- walk crosswalk pilot project? Visit www.cityofdenton.com/allwalk to share your feedback on the all-walk crosswalk pilot project. 00 OP IMMM DENTON Produced by the City of Denton 10 ADA/EOE/ADEA (800)735-2989 www.cityofdenton.com UNITEIGRQ%v*, CITY OF DENTON � Parks, Recreation and Trails Master Plan Needs Assessment Survey �r Table of Contents Pages ISurvey Objectives and Methodology 3 IHow do you learn about the City of Denton Parks and Recreation Citizen Survey? AlliM IIn which sector of Denton do you reside? �_ "ency of Use—Denton Facilities _ FM inute Walk _ IReasons for Not Using Denton Facilities _ IQuality of Parks, Programs and Facilities _ I Program ParticipationL _ t Programs of Interest _ inte g — n F s [Maintenance Rating —Denton compare to Peer Cities _ e enior s Amenities/Features in a New Recreation Center r"ffisties/F s to Ad Existin enter Lunding Priorities for a New or Expanded Recreation Center , i 1"Operty WRase 9 23 ■ ICurrent and Preferred Communication about Denton ' 24 ■ I Comments ' 25 ■ I Demographics 27 ■ 1 I Summary 30MENROMMIUM ■ Contact Information: National Service Research 32 MEMO • National Service Research (NSR) completed a comprehensive needs assessment study for the City of Denton Parks and Recreation Department. The purpose of the needs assessment study was to provide guidance regarding park, recreation and open space citizen needs and priorities. NSR worked closely with the City of Denton staff throughout the research process. • A citizen survey instrument was designed by NSR and the City of Denton staff. The survey instrument was available online through the City's website and various social media sites. • A postcard announcing the survey was mailed to 10,000 randomly selected Denton households. Each postcard included a unique survey password. The survey password was required to participate in the online survey. • An exact duplicate survey, with no password, was also available on the City of Denton's website and various social media sites. The City of Denton staff heavily promoted the "open" online survey throughout the data collection period through various public meetings, social media, and email communications. • The postcard was mailed February 27, 2019 and the survey closed April 30, 2019. • The open survey was available on the city's website beginning February 27 and closed July 31, 2019. • Surveys were also collected at several public meetings and at the Denton Senior Center. A total of 123 were collected and tabulated. • A total of 1,739 responses were received from the open survey, 166 from the postcard survey and 123 from public meetings and the senior center for a total of 2,028. The margin of error of this sample size at a 95% confidence level is plus or minus 2.2%. 3 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH hEAMT RESEARCH Survey Objectives and Methodology - primary research objectives . . - Frequency of Park and Recreation Use Recreation ProgIRM ram1111 s of1 FIRMInterest Maintenance Ratings of Facilities NATIONAL Amenities/Features Most Important in a New or Expanded Recreation Center Funding Priorities Source: National Service Research -Survey of Denton Residents -August 20 SERVICE RESEARCH Q. How do you learn about Denton Parks I • Recreation Citizen Survey? 38% of respondents found out about the survey through email and 31% found out about it through social media. Emails from Denton =` 38% Social media `--- _ 31% Postcard in mail 12% City of Denton website 6% Friends/family 5% Public meeting MP 4% Sports association J 1% Special event 1 1% Other 10% 0% 20% 40% 60% 5 Percentages will total to more than 100% due to multiple responses allowed NATIONAL SERVICE Source: N ional Service Researc rvey of Denton ResidentsAugust RESEARCH NLPMT RESEARCH Q. In which sector of Denton do you presently reside? N=2028 C1 r •ter Districts - April 2018 • District ` r -' One f - Two 29% • • 4' . ' - Live outside Denton 10% Don't Know 1% 17 t J • PENDENTON NATIONAL Source: National Service Research -Survey of Denton Residents -August 2019 SERVICE RESEARCH Frequency of Use — Denton Facilities Q. Within - past year, howoften have you or • -• - in your • - • • visited or '• the facilities listed below in D- • N=2,028 Overall, 63% use parks, 44% use playgrounds, 40% use the trails , and 24% use the recreation center monthly or more. Parks 18% 10% Playgrounds 14% 11% 31% Trails 20% L 16% 24% Recreation Center -M 12%-F- 241, 41% Park restrooms 17% 38% Athletic fields/courts 11% 15% 53% 0% 20% 40% 60% 80% 100% ■At Least Weekly ■At Least Monthly ❑At Least Quarterly ■Twice a year or less ❑Never 7 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH NLPHT RESEARCH Frequency of Use — Denton . Continued Q. Within - past year, howoften have you or • -• - in your • - • • visited or '• the facilities -• below in D- • N=2,028 Overall, 18% use the natatorium, 18% use Water Works Park, 15% use the dog park, 13% use Clear Creek Natural heritage Center, and 12% use the senior center monthly or more. Natatorium 150/1 % 1 41% Water Works Park 15% 300) 37% Dog park 10% 65% Clear Creek Natural 130 55% Heritage Center Senior Center °� 75% Pavilions 14% 48% Civic Center Pool 8% 18% 64% 0% 20% 40% 60% 80% 100% 8 ❑At Least Weekly M At Least Monthly ❑At Least Quarterly ❑Twice a year or less ❑Never NATIONAL SERVICE Source: Dentonce -Survey Residents August 2019RESEARCH NLPHT RESEARCH Frequency of Use — Denton . Continued Q. Within - past year, howoften have you or • -• - in your • - • • visited or '• the facilities -• below in D- • N=2,028 Overall, 9% use the Civic Center, 7% use the skate park, 6% use the sprayground, 5% use the community garden and 5% use the disc golf course monthly or more. Civic Center - 37% 40% Skate park 85% Carl Gene Young Sr. �% 78% Park Sprayground Community garden 81% Disc golf course 80 82% Golf driving range % 1 84% Cemeteries o 84% 0% 20% 40% 60% 80% 100% [:]At Least Weekly [:]At Least Monthly ❑At Least Quarterly ❑Twice a year or less ❑Never 9 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH NLPHT RESEARCH Ten Minute Walk Q. Are you 1 minute walk of Denton park or • N=2,028 Overall, 54% of respondents reported they are within a 10 minute walk of a Denton park or recreation facility. 4% No 42% - No 54% - Yes Yes Don't know 10 NATIONAL SERVICE Source: Dentonce -Survey Residents RESEARCH MRIET RESEARCH Reasons forNot • Denton L Q. If your household members DO NOT USE Denton parks,facilities or programs,what are the primary reasons? N=922 A total of 922 respondents answered this question or 45% of all respondents. Top reasons for not using Denton facilities: 34% said the facilities are not conveniently located, 29% are not aware of the programs or facilities and 28% have no personal time. Not conveniently located 34% Not aware of programs or facilities 29% No personal time 7P 28% Do not meet my needs 21% Not interested 12°i Quaity and/or condition 12% Hours of operation - 9% Cost prohibitive 8% Safety and/or security 7% Lack of transportation 5% Prefer other providers 5% 0% 20% 40% 60% 11 Percentages will total to more than 100% due to multiple responses allowed NATIONAL SERVICE Source: Dentonce -Survey Residents RESEARCH NLPHT RESEARCH Quality of Parks, Facilitiesand Programs Q. How important •• you think quality parks, programs and events are to the overall pursuit of • active lifestyle foryou L and your household members? N=2,028 -A 98% of all respondents said quality parks, facilities, programs and events are very or somewhat important to a healthy and active lifestyle. These findings are consistent across all age groups and Districts. 83% Very important Somewhat important 15 0 Somewhat unimportant 1% 1% Not important 0% 20% 40% 60% 80% 100% 12 NATIONAL SERVICE Source: ce -Survey Denton Residents 1 RESEARCH MRIET RESEARCH ProgramParticipation Q. Within the past year, who in your • • • has participated in a Denton program such as aquatics, •• camps, • • • care, health • fitness programs, seniorprograms/activity, adapted recreation, - N=2,028 71% of all respondents reported they or someone in their household has participated in a Denton recreation program within the past year. 16% Senior (Age 65+ Adult (Age 18 to 64) 38% Youth (Age 17 & younger) 41% None 29/ 0% 20% 40% 60% 80% 100°% 13 Percentages will total to more than 100% due to multiple responses allowed NATIONAL SERVICE Source: Dentonce Survey Residents2019RESEARCH NLPMT RESEARCH Programsof Q. Which of - programs would interest you • • •ur household members of .•- 1 Outdoor concerts/movies, outdoor nature programs, kayaking, rock climbing and archery, fitness equipment, group exercise and health/wellness classes were programs of most interest to the respondents. Programs of Interest % Programs of Interest % Programs of Interest % Outdoor concerts/movies 54% Soccer 25% Volleyball 18% Outdoor nature programs 51 Party/facility rentals 25 Ice skating 16 Kayaking, rock climbing, 41 Travel programs 25 Disc golf 15 archery Parent/child programs 23 Softball 14 Fitness equipment 40 Basketball 22 Sand volleyball 14 Group exercise 39 Senior programs 22 Skateboarding 11 Health/wellness classes 39 Gymnastics 21 Inline skating 10 Performing and visual arts 38 General education programs 21 Football 10 Music/dance programs 37 Youth/teen programs/camps 20 Pickleball 9 Swim lessons 36 Early childhood programs 20 Adapted rec programs 8 Mountain biking, hiking 35 Adult sports leagues 20 Ice hockey 8 Fun runs (5K, 10K, etc.) 35 Child care 19 Other 10 Community gardening 29 Baseball 18 Youth sports leagues 28 Tennis 18 Aquatic programs/camps 27 Fishing 26 14 Percentages will total to more than 100% due to multiple responses allowed NATIONAL SERVICE Source: Dentonce -Survey Residents RESEARCH NLPHT RESEARCH Maintenance . • Denton Q. How would you rate the maintenance of Denton parks and facilities? N=2,028 Excellent or good ratings: 69% parks, 57% playgrounds, 53% trails, 45% recreation center, 36% athletic fields/courts and 27% park restrooms. A total of 26% reported park restrooms need some improvement and 11% said they need much improvement Parks • ' , 616 16% 12% Playgrounds • ' . 15% ° 26% Trails ' . - ' , 18% 4°% 26% Recreation Center ' . 12% 41 Park restrooms ' , ' , 26% 1 36% Athletic fields/courts 9% ° 53% 0% 20% 40% 60% 80% 100% 15 ❑Excellent ■Good ❑Needs some improvement [:]Needs much improvement ❑ Don't know/Don't use NATIONAL SERVICE Source: Dentonce -Survey Residents2019RESEARCH NLPHT RESEARCH Maintenance Rating — Denton Facilities - Continued Q. How would you rate the maintenance of Denton parks and i Excellent or good ratings: 50% natatorium, 52% Water Works Park, 43% pavilions, 41% Civic Center, 32% Civic Center Pool, 25% dog park and 24% Senior Center. A total of 11% reported the dog park and pavilions need some improvement . Natatorium ' . 9% 39% Water Works Park • ' , ' . 80/0 38% Dog park • ' , 11% 30 62% Senior Center - ' , 6% 69% Pavilions - ' , 44% Civic Center Pool 7% ° 60% Civic Center 15% 43% 0% 20% 40% 60% 80% 100% 16 ❑Excellent ■Good [:]Needs some improvement ❑ Needs much improvement ❑ Don't know/Don't use NATIONAL SERVICE Source: Dentonce -Survey Residents RESEARCH NLPHT RESEARCH Maintenance Rating — Denton Facilities - Continued Q. How would you rate the maintenance of Denton parks and i Excellent or good ratings: 66% City trees in parks, 51% recreation center/facility landscapes, 40% medians and right-of-ways, 18% golf driving range, 18% sprayground, 15% disc golf course, 17% community garden and 11% skate park. A total of 19% reported the medians and right-of-ways need some improvement. Skate park : ' , 3° 82% Carl Gene Young Sr. Park -7 Sprayground 76% Community garden nl ' , 78% Disc golf course ' , 78% Golf driving range ' , 80% Medians and Right-of-Ways La 70 33% Recreation center/facility o landscapes • , °/ 33 /o City trees in parks 17A. . ' , °/ 16% 0% 20% 40% 60% 80% 100% 17 ❑Excellent ■Good ❑Needs some improvement [:]Needs much improvement ❑Don't know/Don't use NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH NLPHT RESEARCH Maintenance . • Denton • The chart below shows Denton excellent or good ratings compared to peer cities and the State of Texas. Percentages exclude no opinion/don't use responses. • In some cases not all cities listed below are included in the benchmark averages because some rating questions were not included in each municipal survey. • Peer cities (population and total park acres are presented in the table below): * College Station * Frisco * Fort Worth *Grand Prairie * Grapevine *Arlington * Flower Mound *Round Rock * McKinney * Plano * Lewisville *New Branfels Facility Denton Peer Cities Texas Park Maintenance 79% 81% 62% Biking/walking trails 71 73 60 Senior Center 78 73 - City Population(year) Total Park Acres City Population(year) Total Park Acres College Station 113,560(2017) 1,322.50 Fort Worth 874,000(2017) 12,065 Grapevine 50,400(2017) 1,556 Flower Mound 76,700(2017) 979.9 McKinney 181,330(2017) 2,756 Lewisville 106,020(2017) 4,153 Frisco 177,300(2017) 1,840 Grand Prairie 193,800(2017) 4,995.2 Arlington 272,000(2018) 4,700 Round Rock 123,680(2017) 2,270 Plano 286,000(2017) 4,343 New Branfels 79,150(2017) 700 18 NATIONAL SERVICE Source: National Service Research Survey of Denton ResidentsAugust RESEARCH NtkRIET RESEARCH Recreation/Senior Center Meeting Your Needs Q. Are the existing recreation and/or • -rs currently meeting your needs? 1 45%, said the existing recreation and/or senior centers are meeting their needs. Comments if "no" or "don't use": *Just don't use, recreation center not nearby, no time, no need, don't know what is offered. *North Lake Recreation Center, needs updating, too small, classes crowded, update equipment, more fitness classes with greater variety of time options. *Senior Center, expand, more parking, classes crowded. 36% - Don't ' 19% - No No Use Yes 45% - Yes Don't use 19 NATIONAL SERVICE Source: Dentonce -Survey Residents RESEARCH MRIET RESEARCH Amen ities/Featu res in a New Recreation Center Q. What amenities and/or features would be most important to include in a new recreation center? (Rank each as very important, somewhat important or not important) N=2,028 The top facility needs in a new recreation center are; cardio fitness room, group exercise studio, weight lifting room and an indoor play structure. Very Somewhat Not No IMPORTANCE Important Important Important Opinion RANK* Cardio fitness room 57% 22% 3% 18% 1 Group exercise studio 47 24 7 22 2 Weight lifting room 48 25 7 20 3 Indoor play structure 36 27 12 25 Indoor track 39 28 12 21 Natatorium (lap lanes, aquatic programs, etc.) 41 27 10 22 Child watch room 40 21 9 30 Natatorium with play features (slide, spray features, etc.) 34 23 16 26 Gymnasium 38 26 9 27 9 Outdoor play structure 39 28 9 24 LO Indoor ice rink 15 20 30 35 11 Multi-use rooms (meetings, rentals, etc.) 30 28 15 27 12 Dedicated teen area 20 30 15 35 13 Communal area 1 23 1 31 1 15 1 30 1 14 Indoor pickleball 1 6 1 15 1 29 1 50 1 15 *Importance Rank—Each respondent ranked their TOP three park facilities. The Importance rank is the sum of the first, second 20 and third most important ranked facilities. NATIONAL SERVICE RESEARCH MRUT RESEARCH Amen ities/Featu res to Add/Expand in an Existing Recreation Center LQ. What amenities and/or • • be most importantto .•• or •. • to an existing recreation (Rank each as very important, somewhat important or not important) N=2,028 The top facilities to add/expand in an existing recreation center are; cardio fitness room, group exercise studio, weight lifting room and an indoor play structure. Very Somewhat Not No IMPORTANCE Important Important Important Opinion RANK* Cardio fitness room 39 22 3 37 1 Group exercise studio 31 23 7 39 2 Weight lifting room 30 22 7 41 Z Indoor play structure 32 20 7 40 Child watch room 29 19 7 44 Outdoor play structure 25 23 8 44 Multi-use rooms (meetings, rentals, etc.) 17 23 13 47 Dedicated teen area 14 24 12 50 Communal area 12 24 14 50 Indoor pickleball 5 13 20 62 *Importance Rank—Each respondent ranked their TOP three park facilities. The Importance rank is the sum of the first, second and third most important ranked facilities. 21 NATIONAL SERVICE Source:cc�=� Dentonce -Survey Residents RESEARCH MRHT RESEARCH Funding Priorities for New or Expanded Recreation Center Q. If a new recreation center was built or we expand an existing one, how would you prefer the building operations • programs to be • -• N=2,028 More than half strongly support sponsorship, naming, advertising rights, and 39% support voter approved bond programs. 100% , ■Strongly Oppose 0 80% 16% 16% Mildly Oppose 60% ' 26% Neutral 40% ' ' ° ° 37% Mildly 56% Support 20% p% ■Strong W 1 0 . Support 0% Implement advertising, Voter approved bond Increased membership Increase program Implement sales tax Increase property taxes sponsorship,naming programs fees registration fees rights 22 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust ��E RESEARCH NL PHT RESEARCH Property • I Increase Q. How much more per year in additional property taxes would you be willing to pay in order to fund a new 01 recreation center or an addition or expansion of an existing recreation center? N=2,028 46% of respondents are willing to pay more in property taxes to fund a new recreation center or an addition/expansion of an existing recreation center. i No increase 44% Up to $75/year 21% Up to $100/year 16% Up to $200/year 76%o Up to $350/year 2% More than $350/year 2% Don't reside in Denton 10% 0% 20% 40% 60% 23 NATIONAL SERVICE Source: National Service Research Survey of Denton ResidentsAugust RESEARCH L ��E NLIRIET RESEARCH Q. What is your CURRENT method of gathering information about Denton parks, facilities, programs & events? Q. What is your PREFERRED method of gathering information about Denton parks, facilities, programs and events? Current and Preferred Communication about Denton Preferred communication methods; City website, social media, email and Play Guide. 40% City website 48% 38% Social media 39% Email 36% 29% 35% PlayGuide 40% Direct mail 16%1 21% -15% Flyers 18% 1 �� In-park and or facility 21% � 14% Search engine 22% i�11% Word of mouth 28% 0% 20% 40% 60% ■ Preferred ■ Current 24 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH MRIET RESEARCH Comments Q. D• you have any additional commentsor •• - • • respondents answering A few comments from respondents: Parking is getting more difficult at the Senior Center. Exercise class is getting crowded, the building does not have a larger room to accommodate us. Senior needs in Denton needs to be addressed. Seniors need to be included in every step of progress/development location/equipment and class choice, etc. y Thankful for the senior center, the food service is an important program. Parks department does a great job. I want the North Lakes Recreation Center expanded or need a new facility. North Lakes needs updating, expand building. Amphitheater would be nice for concerts downtown. Build a skate park and let the skaters design it. Add another indoor pool so everyone can swim at all times. Create a forum of promotion to bring to Denton school campuses to get more volunteer support from those that need hours. Many teenagers and young adults don't volunteer because they don't know about it. Denton is growing too quickly. I want more open space set aside for parks and rec. which currently isn't keeping up with growth. I want to see expansion of our rec centers and maybe a new center in an underserved area. Too many days when the weather dictates indoor activity. There should be a Clear Creek Nature center (no concrete walkways) in every quadrant of Denton. I want to see children playing outside and I'm not referring to "youth sports". If Parks & Rec could use an app like NextDoor or EventBrite to list important events, festivals, etc., that would be really helpful. I still like the old school paper Play guide, too. I'm sure it's especially useful for older folks who aren't as techy. 25 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH NLPHT RESEARCH CommentsContinued qW Q. Additional informationor • you • • like to bring to the Parks and Recreation Department's attention. N=436 respondents answering A few comments from respondents: ➢ As our community grows, it is vitally important that we incorporate more green spaces and nature preserves into our community master plans! A growing body of research suggests that access to natural spaces is key to maintaining the mental and physical health of children and adults alike! I would like to see more resources invested in acquiring and preserving green spaces for hiking and biking trails, especially in the Northern part of our city where the growth rate has recently increased. ➢ When our children were younger, we accessed the parks and camps very often. Now that they are older, we rarely access the parks. However, my husband bikes the trails and our children are employed at Waterworks. As a family, we appreciate the Denton Park System, the beauty of the parks and the amenities provided to the residents of Denton. ➢ I think it would be awesome to have a giant running trail with outdoor workout stations along the way. ➢ I believe we need more green space, parks and trees in our community within walking distance of neighborhoods. ➢ I love community activities, environmental awareness, and our attention to animals. ➢ Please expand the natatorium. We really need an additional full-size pool for swim team and water polo events. ➢ Thank you, City of Denton, for providing good facilities to help keep our population healthy. ➢ Additional free spray park or add to the existing spray park. Currently we drive to Grapevine so our 7 year old can play in a well-equipped spray park. ➢ I would love it if it were easier to learn about opportunities at the rec centers. I feel like everything we have participated in, I have found out about from someone, not from the city itself. 26 NATIONAL SERVICE Source: DentonSurvey ResidentsAugust RESEARCH NLPHT RESEARCH t i t 5 I Respondent Demographics •�*try'=_ 3' _ `t �_ �1',,_,- 1 14 27 NATIONAL i Source: National Service Research -Survey of Denton Residents -August 2019 SERVICE RESEARCH How long have you been a resident of Denton? Ethnicity Less than 2 years = 7/ White 2 to 5 years 12% Hispanic/Latino ;y_d 6 to 10 years 17% 11 to 20 years 23% African.American 3/ Over 20 years 32% Other 8% Not a Denton resident 10% Respondent Age — Mean Age: 45.6 years of age Under 35 35 to 44 45 to 54 55 to 64 65+ 30% 27% 15% 1 Source: National Service Research -Survey of Denton Residents -August 20 , ' Household Size Own vs. Rent One 0 Rent 23% Two % Own ' 77% 35 29 Percentages will total to more than 100% due to multiple responses allowed NATIONAL Three Four 25% Five+ 17% What age groups are represented in your household? 0 to 5 years of age 6 to 10 years of age 25% 11 to 13 years of age 14 to 18 years of age 15% 19 to 24 years of age 13% 25 to 34 years of age 29% 35 to 44 years of age 45 to 54 years of age r 22% 55 to 64 years of age — 19% 65 or older 22% Source: National Service Researc rvey of Denton Reside August 20 SERVICE RESEARCH Summa ry Source: National Service Research -Survey of Denton Residents -August 20SERVICE RESEARCH Summary PROGRAMS ➢ Top programs/activities of interest: ➢ Outdoor concerts/movies — 54% ➢ Kayaking, rock climbing, archery — 41% ➢ Fitness equipment — 40% ➢ Group exercise - 39% ➢ Health/wellness classes — 39% FACILITIES/AMENITIES — RECREATION CENTER ➢ The most important facilities and/or amenities in a new recreation center or an expanded existing recreation center: ➢ #1 - Cardio fitness room ➢ #2 - Group exercise studio ➢ #3 - Weight lifting room ➢ #4 - Indoor play structure ➢ For a new recreation center, the next two most important facilities were an indoor track and a natatorium with lap lanes. ➢ For an expansion to an existing recreation center, the next two most important facilities 31 were a child watch room and an outdoor play structure. NATIONAL SERVICE Source: National Service Research Survey of Denton ResidentsAugust RESEARCH hEAMT RESEARCH ➢ 98% of all respondents said quality parks, facilities, programs and events are very or somewhat important to a healthy and active lifestyle. These findings are consistent across all age groups and Districts. FUNDING SOURCES ➢ More than half strongly support sponsorship, naming, advertising rights, and 39% support voter approved bond programs. ➢ 46% of respondents are willing to pay more in property taxes to fund a new recreation center or an addition/expansion of an existing recreation center. PREFERRED COMMUNICATION ➢ The top preferred communication methods from Denton about park, facilities and programs; City website, social media, email and Play Guide. 32 NATIONAL SERVICE Source: Dentonce Survey ResidentsAugust RESEARCH MRIET RESEARCH Summary — WHERE DO WE GO FROM HERE? Community Employees Communicate Use resu Its to Budgeting nform decision Resource Allocation/ m kin Planning a g 33 NATIONAL Source: National Service Research -Survey of Denton Residents -August 20 ' National Research Background/Contact Information Contact: Andrea Thomas, Owner 2601 Ridgmar Plaza, Suite 2 Fort Worth, Texas 76116 817-312-3606 e-mail: andrea@nationalserviceresearch.com web site: www.nationalserviceresearch.com National Service Research (NSR), founded in 1989, is a full-service market research consulting firm and conducts market studies for the public and private sector. NSR conducts various types of consumer and business research including focus groups and surveys nationwide. NSR's owner and founder, Andrea Thomas, over thirty- five years of professional market research experience. 34 NATIC»i 1 SERVICE Source: Dentonce Survey ResidentsAugust RESEARCH NLPMT RESEARCH Date: November 22,2019 Report No. 2019-188 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: City Council requested Rules of Procedure and Code of Ordinances revisions BACKGROUND: On September 24,2019,a City Council Work Session discussion was held to review eight different City Council-requested Rules of Procedure and Code of Ordinances revisions. Potential Code of Ordinances and/or Code of Ordinances revisions discussed on September 24 included: 1. Unlimited Public Comment during City Council meetings or a dedicated monthly Public Comment meeting; 2. Allowing residents to speak more than once during a Public Hearing; 3. Revising the Motion for Reconsideration process to allow additional time for elected officials to make such a motion; 4. Determining how to handle a reported leave of absence from a board, commission, or committee member; 5. Proving clarity on the Mayor's ability to make or second a motion; 6. Mirroring the tie-vote provision in the Denton Development Code to apply to all boards, commissions, and committees; 7. Clarifying if City Council turnover qualifies as cause for existing board, commission, and committee members to be removed from office; and 8. Requiring emails or other correspondence read aloud during meetings to be provided to the full City Council for inspection. DISCUSSION: During the September 24 Work Session discussion, staff was directed to draft applicable Rules of Procedure and/or Code of Ordinances revisions to items 1, 2, 3, 4, and 6 listed above. Below is a summary of the requested revisions. Public Comment—Increase the number of residents allowed to speak during the Public Comment period from six two seven and allow any combination of Citizen Comment (requires notice prior to publishing the City Council agenda) and Open Microphone (requires filling out blue card prior to start of the City Council meeting) during City Council meetings. This requires a revision to the Rules of Procedure. Public Hearing—Allow each resident who provided initial input during a Public Hearing to provide a rebuttal for up to four minutes following the applicant's rebuttal. 45 Date: November 22,2019 Report No. 2019-188 This requires a revision to the Rules of Procedure. Motion for Reconsideration—Clarification on if a motion for reconsideration could be made during the same meeting that an initial vote was made. The City Attorney's Office confirmed that,under the current Motion for Reconsideration Ordinance, Council members may make a motion to reconsider during the same meeting where an item is considered. The actual reconsideration must occur at a later date to comply with the Texas Open Meetings Act (TOMA). To further avoid potential TOMA violations that could result from a motion for reconsideration not being posted; the City Secretary's Office now posts a blanket notice on all City Council agendas stating that any item can be subject to a motion for reconsideration at any time during the meeting. Additional information on the Motion for Reconsideration Ordinance was provided in the November 15 Friday Report. Unless the City Council wishes to revise the current Motion for Reconsideration Ordinance, no additional action is necessary. Leave of Absence— Grant the sole discretion to determine if board, commission, and committee absences are excused or unexcused to the City Council. This requires a revision to Section 2-83(c) of the Code of Ordinances. Tie-Vote—Treat tie-votes for all boards, commissions, and committees as a denial. This requires a revision to the Rules of Procedure. CONCLUSION: In order to amend the Rules of Procedure, the proposed revisions must be introduced prior to City Council consideration.In order to ensure full compliance with the Rules of Procedure,the timeline below was developed for Council introduction and consideration of the requested Rules of Procedure and Code of Ordinances revisions: • November 3: Introduction of requested Rules of Procedure Revisions • November 10: City Council consideration of requested Rules of Procedure and Code of Ordinances revisions STAFF CONTACT: Rachel Wood, Development Services Rachel.Woodkcityo fdenton.com REQUESTOR: City Council PARTICIPATING DEPARTMENTS: City Manager's Office, City Attorney's Office, City Secretary's Office 46 Date: November 22, 2019 Report No. 2019-188 STAFF TIME TO COMPLETE REPORT: 2.5 hours ATTACHMENTS: 1. September 24 Work Session Materials 2. Rules of Procedure Decision Matrix 47 City of Denton City Hall I%Wm� 215 E.McKinney Street DENTON Denton,Texas www.cityofdenton.com AGENDA INFORMATION SHEET DEPARTMENT: City Manager's Office CM: Todd Hileman DATE: September 24, 2019 SUBJECT Receive a report,hold a discussion,and give staff direction on potential revisions to the Denton City Council Rules of Procedure, and potential revisions to Denton City Code of Ordinances and Charter provisions relating to Boards and Commissions. BACKGROUND Over the course of the past year,the City Council has requested several potential Rules of Procedure and/or Code of Ordinances revisions. Staff is seeking feedback on the requested revisions to determine if proposed amendments to the Rules of Procedure (Section 2-29 of the Denton City Code of Ordinances) and/or City of Denton Code of Ordinances "Code" should be prepared and brought forward on a future City Council agenda for consideration. Below is a summary of the revisions that have been contemplated over the past twelve months. Staff is seeking feedback on how to proceed with each requested revision. Public Participation in Meetings Under the Rules of Procedure, members of the public currently have the following options to address the City Council at a City Council meeting (additional details on current public comment options can be found in Exhibit 4): • Presentations from Members of the Public o Schedule a Citizen Report o Speak During Open Microphone • Comment on Consent Agenda Items • Comment on Individual Consideration Items • Public Hearings Presentations from Members of the Public: During the January 15, 2019 City Council meeting, staff was asked to provide information on what could be done to either pilot an unlimited public comment period where the limit of four speakers would be removed, or potentially hold a dedicated monthly meeting for public comment on any subject. The Rules of Procedure currently allows two types of presentations from members of the public during Council meetings, prior registration and open microphone, with limitations on both. • Prior Registration: The Rules of Procedure allows up to four individuals to register to speak for up to four minutes per meeting. In order to register to speak, residents are asked to contact the City Secretary by noon on the Thursday prior to the City Council meeting date. Scheduled citizen reports can include audio/visual aids, as long as they are submitted to the City Secretary's Office at least 24 hours prior to the start of the meeting. Scheduled citizen reports take place immediately following the proclamations portion of the City Council agenda. 48 • Open Microphone: Following scheduled citizen reports, up to two individuals who have not registered to speak may make comments through the open microphone procedure. Those speaking during the open mic portion of the agenda have up to four minutes to make their remarks. There is currently not an option in the Rules of Procedure for an unlimited public comment period during City Council meetings. Should the City Council wish to have unlimited speakers during the Open Microphone portion of Public Comment, a Rules of Procedure revision would need to be adopted. Public Hearing Public Comment Process: During the January 8 City Council meeting, staff was asked to provide information about whether residents who sign up to speak at a public hearing can have the opportunity to speak more than once while that item is being considered. The Rules of Procedure currently allows four minutes per speaker on each public hearing item. Under the current Rules of Procedure, residents are allowed to speak only once per Public Hearing item. Should the City Council wish to allow residents to speak more than once per public hearing item, a Rules of Procedure revision would need to be adopted. Motion for Reconsideration The Code currently states that, "A motion to reconsider any action of the council can be made not later than the next succeeding official meeting of the council."As the Code is written, City Council luncheons would be considered an "official meeting" because of these meetings are posted as a meeting of the full City Council. If an elected official wished to make a motion for reconsideration on an item and the next official meeting was a luncheon, the motion for reconsideration would need to be made during the luncheon. In order to comply with the Texas Open Meetings Act (TOMA), any Council Member who wishes to make such a motion at a meeting succeeding the meeting where the action was taken shall notify the City Manager in time for the item for reconsideration to be placed on the Council agenda and posted at least 72 hours prior to scheduled meeting. It is important to note that since Council may have meetings which are set closely together (such as a Monday meeting then a Tuesday meeting) the current ordinance may not provide enough time to comply with TOMA agenda notice requirements. The City Attorney's Office provided the City Council with additional guidance on TOMA issues presented by the current motion for reconsideration ordinance on April 12, 2019. The City Attorney's Office identified two issues with the reconsideration ordinance. The first issue is that the ordinance uses the term "official meeting" but the term is not defined in our Rules of Procedure. As a result it is not clear as to whether"next succeeding official meeting"means any scheduled Council meeting or if it means the next"regular meeting" as defined in the Rules of Procedure. Given that a "regular meeting" is defined by the Rules of Procedure, and such term was not used in the motion for reconsideration provision, then the interpretation has been over the last several years that the motion must be made not later than the next scheduled Council meeting. Since the Council now has four meetings per month, a motion for reconsideration must be requested of the City Manager not later than the Friday before the next Tuesday meeting; otherwise the Council decision stands. The second issue identified by the City Attorney's Office with the current reconsideration provision involves TOMA. TOMA requires that that agendas and items being considered be posted a minimum of 72 hours in advance of the meeting. This means that the City Manager's Office must be notified to place a motion for reconsideration on an agenda no later than the Friday following the Council's Tuesday meeting in order to comply with TOMA. As a result, this leaves a short window of time for a Council Member to make such a motion. An option to address the reconsideration concern is to amend the ordinance language to provide a 14-day deadline to make a motion or place a motion on an agenda. The 14-day window would give elected officials 49 flexibility to make a request during the Concluding Items Section at either the first or second Council meeting following the meeting where the item to reconsider was decided. Alternatively, an elected official may place the motion on an agenda by notifying the City Manager. These changes would ensure that the City Council Member has enough time to make a motion for reconsideration while also allowing the City to comply with TOMA. If the City Council chooses to make changes to the current Rules of Procedure, clarifying the language and resolving the potential TOMA issues can both be accomplished through one simple ordinance amendment. Exhibit 13 includes the proposed ordinance revision prepared by staff. Leave of Absence In spring 2019, two members of the Board of Ethics reported a"leave of absence." Article III, Division 3, Section 2-83(c) of the City of Denton Code Ordinances addresses attendance requirements for Boards and Commissions. There is no reference within this article about members taking a "leave of absence." As a result, any absences at future meetings could be considered"unexcused,"thereby triggering the clause that missing, "...more than(3)regularly called and scheduled meetings of the board,commission, or committee of which he or she is a member in any one (1)year or lack of attendance at fifty(50)percent of the number of regular meetings in a year,unless such absence is excused, shall be considered `cause"' for removal. As 2-83(c) is currently written, members of the board, commission, or committee have the discretion to determine instances that qualify as an excused absence. On April 2, 2019, a work session presentation was held to seek Council direction on leaves of absence. At that work session,individual members of the City Council expressed support to have the City Council make final determination regarding absences being excused or unexcused, including when a board, commission, or committee member reports a leave of absence. Should the City Council wish to have sole discretion to remove individual board,commission,or committee members and deem if an absence, including a leave of absence is excused or unexcused, a revision to Section 2-83(c) of the Code would be necessary. Tie-Vote (Excluding Planning and Zoning Commission) The Rules of Procedure currently requires an affirmative vote of four members to take official action and treats a tie-vote as a pending matter which is carried over to subsequent meetings until the full board is present. This tie-vote provision is applied to all boards and commissions with the exception of the Planning and Zoning Commission. Possible revisions for tie-vote procedures were discussed in a City Council work session on September 11, 2018. At that meeting, City Council directed staff to modify the Denton Development Code to address the Planning and Zoning Commission's tie-vote procedures; direction was not given to expand the Planning and Zoning tie-vote process to all boards, commissions, and committees. Following Council direction, staff drafted revisions to the Denton Development Code that were adopted on December 18, 2018. The adopted process treats tie votes as a denial by the Planning and Zoning Commission and removed the super-majority(3/4 vote)requirement for approval; making a simple majority apply for Council consideration. If the City Council wants to expand the tie-vote provision to all boards, commissions, and committees, a revision to the Rules of Procedure would be required. Mayor's Ability to Make and Second a Motion The Rules of Procedure are currently silent on the Mayor's ability, as chair of the meeting, to make or second a motion for an item to be considered. In matters where the Rules of Procedure are silent, Robert's Rules of Order applies. 50 According to Robert's Rules of Order, if the president(Mayor) is a member of the voting body,then he has the same rights and privileges as all other members. This includes the right to make motions (including seconding motions), to speak in debate, and to vote on all questions. Nominations to Citizen Boards, Commissions, and Committees Members of the City Council have inquired about the ability of new elected officials to update or replace nominations for board, commission, and committee seats made by their predecessor. Section 14.16 of the City Charter states that "Members of such boards and commissions may be removed only for cause and only after being given notice by the Council." Section 2-61 through 2-65 of the Code outlines the qualifications for board, commission, and committee members and outlines the process for removing members from office. Currently, City Council turnover is not listed as "cause" for a board, commission, or committee member to be removed from office. Should the City Council wish to expressly allow new Council Members the opportunity to update or replace nominations for board, commission, and committee seats made by their predecessor, a Charter amendment would be required. Reading Constituent Emails during City Council Meetings Elected officials occasionally read emails from constituents aloud during City Council meetings. Often,the full City Council is not included on the email exchange that the elected official is referencing. Typically, when an elected official references or reads an email exchange aloud during a meeting, that email is then included in the same week's Friday Report for the full City Council and general public to review. If the City Council wishes to formally require emails read aloud during Council meetings be provided to the full elected body via the Friday Report,or some other means,a revision to the Rules of Procedure would need to be adopted. OPTIONS Exhibit 3 is a matrix that outlines each of the potential Rules of Procedure and Code of Ordinances revisions that have been contemplated along with the mechanism required to make the suggested revision. Staff is seeking feedback on each of the potential revisions and will bring forward any revisions receiving support from a consensus of Council on a future agenda for City Council consideration. EXHIBITS Exhibit 1 —Agenda Information Sheet Exhibit 2—Presentation Exhibit 3 —Decision Matrix Exhibit 4— Section 2-29 Rules of Procedure Exhibit 5 —April 2 Board and Commission Appointment and Removal Process Exhibit 6—ISR 2019-076 Potential Rules of Procedure Revisions for Public Participation in Meetings Exhibit 7— Section 2-61 through 2-65 Qualifications for Members Exhibit 8— Section 2-63 Removal from Office Exhibit 9— Section 2-83c Absences Exhibit 10— Section 2-84 Nominating and Appointing Members to Certain Boards Exhibit 11 — Section 12-07 Public Utilities Board Exhibit 12— Section 14.16 City Charter—Boards and commissions Exhibit 13 —Proposed Ordinance Amendment to Address Motion for Reconsideration Respectfully submitted: Rachel Wood Development Services 51 �h �/ ♦ z ! � JIF CITY Y ,. it Couh 11 RU s Procedure and Code f Ordin ces y' - _ 1 . � - � �•- � ' � 1, � � 1 1 1 1 �. September 24, 2019 r . ♦ ^ ems:,•� Potential Revisions Rules of Procedure Code of Ordinances • Public participation in meetings Leave of Absence (Section 2-83(c)) ➢ Open Microphone ➢ Public Hearing Charter Amendment • Motion for reconsideration provision Nominations to citizen boards, • Mayor's ability to make or second a commissions, and committees motion (Robert's Rules of Order) • Tie-Vote (excluding Planning & Zoning Commission) • Reading stakeholder emails aloud during Council meetings LEM <D �; i _ DENTON File ID ' ' 53 Rules of Procedure Overview Section 2-29 of the City of Denton Code of Ordinances sets forth the City Council Rules of Procedure, which guide the following : • General rules for meeting conduct and decorum • Types of meetings • Presiding officer and duties • Order of business • Presentations from members of the public • Consideration of ordinances, resolutions, and motions • Creation of committees, boards, and commissions DENTON File ID 19-195 54 Current Options for Public Participation in Meetings (ISR 2019-076) Topics Not on the Aged Scheduled Agenda Items Schedule a Citizen Report Comment on Consent Agenda Items • Up to four speakers may present a report for up to • Citizen comments on Consent Agenda items are four minutes, the topic cannot be an item listed on considered during the Work Session portion of the the agenda meeting, prior to work session items y Speaker must register with the City Secretary by noon • Speakers must file a speaker registration card before the Thursday before the Council meeting the Work Session begins and have up to three minutes to speak Speak During Open Microphone Comment on Individual Consideration Items • Up to two people may speak for up to four minutes Citizens can speak for up to three minutes ➢ Speaker must file a speaker registration card with the y Interested speakers must sign up by 6:00 p.m. or 30 minutes City Secretary before the meeting prior to the scheduled meeting start time Public Hearings • Citizens can speak one time per Public Hearing item and may speak for up to four minutes _ LE .k. # i DENTON " ' 19-1959 55 Public Participation Considerations (ISR 2019-076) • Unlimited Open Microphone or dedicated Public Comment meeting ➢ Rules of Procedure currently permits two types of presentations from members of the public on any subject: • Prior Registration/Citizen Report • Open Microphone Decision Point ➢ Consider having unlimited Open Microphone speakers or a dedicated monthly Public Comment Town Hall ➢ Having unlimited Open Microphone would require a Rules of Procedure revision • Residents speaking more than once during a Public Hearing ➢ Residents are currently allowed to speak once for up to four minutes per Public Hearing item Decision Point ➢ Should residents be allowed to speak more than once per Public Hearing item? ➢ Allowing residents to speak more than once per Public Hearing item would require a Rules of Procedure revision i uR DENTON File ID19-19590 56 Motion to Reconsider • The Rules of Procedure currently requires that motions for reconsideration be made at the next succeeding official Council meeting ➢ Due to Texas Open Meetings Act requirements, there is a short window for elected officials to make such a motion • City Council Luncheons do qualify as official meetings Decision Point • Should revisions be made to allow additional time for elected officials to make a motion for reconsideration? • A Rules of Procedure revision would be required to allow for additional time to make a motion for reconsideration • If City Council wishes to extend the amount of time to make a motion for reconsideration, staff recommends amending the ordinance language to provide a 14-day deadline to make a motion or place a motion on the agenda _ LE . # <D �; DENTON File ID ' ' 0 57 Leave of Absence • The Code of Ordinances does not currently include a provision for board, commission, committee, or Council members to take a leave of absence ➢ Discussed with City Council during the April 2 Work Session • Article II, Division 3, Section 2-83(cl of the Code of Ordinances addresses attendance and includes provisions Tor excused and unexcused absences: ➢ More than 3 unexcused absences or missing more than 50% of meetings in a calendar year would be considered "cause"' for removal ➢ Excused absences include things such as personal or family illness, jury duty, absences necessary for the member's employment and any related emergencies or other matters which the board, commission, or committee finds qualify as an excused absence Decision Point • Should the City Council or board, commission, or committee determine if a Leave of Absence is an excused or unexcused absence? • If the preferred method is for City Council make that determination, a revision to Section 2-83(c) would be required DENTON File ID19-19590 58 Tie-Vote • Under the Rules of Procedure, matters which end in a tie-vote are automatically placed on each subsequent agenda until the tie is broken • On December 18, 2018 a revision to the Denton Development Code (PDC) was approved which treats tie-votes as a denial by the Planning & Zoning Commission ➢The revision removed the super-majority (3/4 vote) requirement for Council approval; making a simple majority apply Decision Point • Should the tie-vote provision currently in the DDC be extended to all boards/commissions/committees? • Extending this provision to all boards/commissions committees would require a revision to the Rules of Procedure *Robert's Rules of Order treats tie-votes as a failed motion <D ; (-I S o ✓: - .ai DENTON File ID19-1959 59 Mayor's Ability to Make or Second a Motion • Rules of Procedure is silent on the Mayor's ability to second a motion, making Robert's Rules of Order apply • Per Robert's Rules of Order, the Mayor is a member of the voting body and has the same rights and privileges as all other members including : ➢ Making and seconding motions ➢Speaking during a debate ➢Voting on all questions Decision Point • Unless the City Council wishes to change the current process, no decision is necessary on this matter -4 9 7%��-Z, DENTON File ID ' ' 60 Nominations to Boards, Commissions, and Committees The nomination process for all citizen boards commissions/committees is set forth in the Rules of Procedure. Individual City Council members make nominations to the full City Council for the governing body's approval or disapproval ➢ Section 14.16 of the City Charter states that "Members of such boards and commissions may be removed only for cause and only after being given notice by the Council" ➢ Section 2-61 through 2-65 outlines the qualifications for board/commission/committee members and the process for removing members from office Decision Point ➢ Is Council turnover "cause"' for new elected officials to update nominations for the respective board/commission/committee members assigned to their seat? ➢ Making Council turnover "cause" for removal would require a Charter amendment and revisions to applicable provisions of the Code of Ordinances *PUB and Parks and Recreation Board have additional requirements in Sec. 2-84 11.0 DENTON File ID19-1959 61 Reading Constituent Emails during Council Meetings • Elected officials occasionally read emails from constituents aloud during City Council meetings ➢When this has occurred, these emails have been attached in the Friday Report for full Council to review Decision Point • Does the City Council wish to formally require emails read aloud durin Council meetings be provided to the full body via the Friday Repor or some other means? • Formalizing this requirement would require a revision to the Rules of Procedure <D ; ; i uR DENTON " ' ' ' 62 Next Steps • Seeking feedback from the City Council on potential Rules of Procedure/Code of Ordinances revisions • Staff will then draft necessary revisions and place those revisions on a future City Council agenda for consideration 12 <D ; DENTON File ID ' ' 63 Potential Rules of Procedure and Code of Ordinances Revision Considerations Subject Current State Potential Revision Revision Mechanism Up to four speakers may schedule a Citizen Report per Council meeting Unlimited Public Comment at Council Meetings or Dedicated Monthly Public Up to two speakers may speak for up to four minutes per Council Allow for unlimited Public Comment or have monthly Comment Meeting meeting on topics not listed on the agenda Public Comment Town Hall Rules of Procedure Revision Speaking More Than Once at a Public Citizens may one time for up to four minutes per Public Hearing Allow for citizens to speak more than once during a Public Hearing item Hearing Rules of Procedure Revision Consider options to give Council Members more time to make a motion for reconsideration;staff is recommending Motions for reconsideration must be made at the next succeeding an ordinance revision allowing up to 14-days to make such Motion for Reconsideration official Council meeting, this includes City Council Luncheons a motion or place the motion on an agenda Rules of Procedure Revision The Code of Ordinances does not currently include a provision for board,commission,committee,or Council members to take a Reassign discretion on excused and unexcused absences, Leave of Absence leave of absence including reported leaves of absence to the City Council Code of Ordinances Revision Rules of Procedure is silent on the Mayor's ability to second a The request was for clarification on if the Mayor could motion,making Robert's Rules of Order apply make a motion or second a motion.Given the application A revision is unnecessary if City of Robert's Rules of Order,the Mayor currently has the Council is comfortable with the Mayor's Ability to Make or Second a Per Robert's Rules of Order,the Mayor is a member of the voting same rights and privileges as City Council members, application of Robert's Rules of Motion body and has the same rights and privileges as all other members including the making and seconding motions Order Mirror the tie-vote provision in the Denton Development Code that applies to the Planning&Zoning Commission in Matters voted on are automatically placed on each subsequent the Rules of Procedure so that tie-votes would be treated Tie-Vote(Excluding P&Z) agenda until a quorum is present and the tie is broken as a denial by the board/commission/committee Rules of Procedure Revision Include Council turnover as"cause"for existing New Elected Officials Replacing Existing Code of Ordinances is silent on an election or Council turnover board/commission/committee members to be removed Board,Commission,and Committee being"cause"for a Council Member to update or replace from office if desired by the new elected official assigned Charter Amendment and Code of Members nominations assigned to their respective seat to the seat that nominated them Ordinances Revision Formally requiring that emails or other correspondence Typically,emails read aloud by elected officials during Council read aloud during official meetings be provided in the Reading Constituent Emails during Council meetings are included in that week's Friday Report for full Council same week's Friday Report(or other means)would require Meetings review a Rules of Procedure revision Rules of Procedure Revision 64 Sec. 2-29. -City council rules of procedure. (a) Authority. (1) Charter: Pursuant to the provisions of Section 2.07 of the Charter of the City of Denton, Texas, the City Council hereby enacts these rules of procedure for all meetings of the City Council of the City of Denton, Texas. During any meeting, a reasonable opportunity shall be given for citizens to be heard under these rules. These Rules of Procedure are enacted as guidelines to be followed by all persons in the Council Chamber including the city administrative staff, news media, and visitors. (b) General rules. (1) Meetings to be public: All official meetings of the Council and Council committees and subcommittees, except closed meetings permitted by the provisions of the Texas Open Meetings Act, V.T.C.A. Government Code Ch. 551, (Vernon 2014), as amended, shall be open to the public. (2) Quorum: Four (4) members of the council shall constitute a quorum for the transaction of business. (Charter, Section 2.06) (3) Compelling attendance: No member shall be excused from attendance at a council meeting except for good and valid reasons. It will be the duty of the council member to notify the city secretary prior to the meeting at which he or she is going to be absent. The city secretary will record each council member as being present or absent as a part of the minutes prepared for each council meeting. (4) Misconduct: The council may punish its own members for misconduct consistent with any ethics policy adopted by the council. (5) Minutes of meetings: An account of all proceedings of the council shall be kept by the city secretary and shall be entered in a book constituting the official record of the council. A certified agenda shall be prepared and shall be approved by the mayor for all closed meetings for which a certified agenda is required to be kept in accordance with the Texas Open Meetings Act. (6) Questions to contain one subject: All questions submitted for a vote shall contain one subject, except the city council may approve all items which are on the consent agenda in one motion, regardless of how many subjects are contained in the consent agenda, so long as all items have been properly posted in accordance with the Texas Open Meetings Act and have not been removed from the consent agenda by a council member. If two or more points are involved, any member may require a division, if the question reasonably admits of a division. (7) Right to floor:Any member desiring to speak shall be recognized by the chairperson, and shall confine his or her remarks to the subject under consideration or to be considered. No member shall be allowed to speak more than once on any one subject until every member wishing to speak shall have spoken. (8) City manager:The city manager, or acting city manager, shall attend all meetings of the council unless excused. He or she may make recommendations to the council and shall have the right to take part in all discussions of the council, but shall have no vote. (Charter, Section 5.03 (d)) (9) City attorney. The city attorney, or acting city attorney, shall be available upon request for all meetings of the council unless excused and shall, upon request, give an opinion, either written or oral, on questions of law. The city attorney shall act as the council's parliamentarian. (10) City secretary: The city secretary, or acting city secretary, shall attend all meetings of the council unless excused, and shall keep the official minutes and perform such other duties as may be requested by the council. 65 (11) Officers and employees: Any officer or employee of the city, when requested by the city manager, shall attend any meeting of the council. If requested to do so by the city manager, such employee may present information relating to matters before the council. (12) Rules of order: These rules govern the proceedings of the council in all cases, except that where these rules are silent, the most recent Edition of Robert's Rules of Order shall govern. (13) Suspension of rules: Any provision of these rules not governed by the City Charter or other City Code provisions may be temporarily suspended by the affirmative vote of four(4) members of the council. The vote on any such suspension shall be taken by yeas or nays and entered into the minutes of the council. (14) Amendment of rules: These rules may be amended, or new rules adopted by the affirmative vote of four members of the council, provided that the proposed amendments or new rules shall have been introduced before the city council at a prior council meeting. (c) Code of conduct. (1) Council members: a. During council meetings, council members shall preserve order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings nor refuse to observe the rules of the council. b. A council member, once recognized, shall not be interrupted while speaking unless called to order by the mayor or presiding officer, unless a point of order is raised by another member or the parliamentarian, or unless the speaker chooses to yield to questions from another member. If a council member is called to order while he or she is speaking, he or she shall cease speaking immediately until the question of order is determined. If ruled to be in order, he or she shall be permitted to proceed. If ruled not to be in order, he or she shall remain silent or shall alter his or her remarks so as to comply with rules of the council. (2) Administrative staff.- a. Members of the administrative staff and employees of the city shall observe the same rules of procedure and decorum applicable to members of the council, and shall have no voice unless and until recognized by the chair. b. While the presiding officer shall have the authority to preserve decorum in meetings as far as staff members and city employees are concerned, the city manager also shall be responsible for the orderly conduct and decorum of all city employees under his or her direction and control. c. The city manager shall take such disciplinary action as may be necessary to insure that such decorum is preserved at all times by city employees in council meetings. d. All remarks and questions addressed to the council shall be addressed to the council as a whole and not to any individual member thereof. e. No staff member, other than a staff member having the floor, shall enter into any discussion either directly or indirectly without permission of the presiding officer. (3) Citizens: a. Citizens and other visitors are welcome to attend all public meetings of the city council, and will be admitted to the city council chamber or other room in which the city council is meeting, up to the fire safety capacity of the room. b. All meeting attendees shall conduct themselves with propriety and decorum. Conversations between or among audience members should be conducted outside the meeting room. Attendees will refrain from excessively loud private conversations while the council is in session. 66 c. Unauthorized remarks from the audience, stamping of the feet, applauding, whistles, yells, and similar demonstrations shall not be permitted. d. Placards, banners, signs, pamphlets, flyers, or political materials of any type will not be permitted in the city council chamber or in any other room in which the city council is meeting. Exhibits, displays, and visual aids used in connection with presentations to the city council, however, are permitted. e. Audience members may not place their feet on any chairs in the city council chamber or other room in which the city council is meeting. f. Only city council members and city staff may step onto the dais. g. All people wishing to address the city council shall first be recognized by the presiding officer and shall limit their remarks to the matter under discussion. h. All remarks and questions addressed to the city council shall be addressed to the city council as a whole and not to any individual members. i. Any person addressing the city council in the city council chamber shall do so from the lectern unless physically unable to do so. People addressing the city council shall not be permitted to approach the dais. If they wish to hand out papers or other materials to the city council, they should express that desire to the presiding officer, and the city manager shall direct a staff member to hand out the materials. j. When the time has expired for a presentation to the city council, the presiding officer shall direct the person speaking to cease. A second request from the presiding officer to cease speaking shall be cause of the removal of the speaker if that person continues to speak. k. Equipment, apparatus, or paraphernalia such as camera tripods, easels, or wheelchairs shall not obstruct, block, or otherwise be located in the doorway, entranceway, or walkways of the city council chambers or of any other room in which the city council may choose to meet. Representatives of the electronic media may set up cameras and other equipment only in the back of the room. It is permissible for television camera operators to film for short periods of time (several minutes) from the entranceway to the city council chambers. Any radio station, which broadcasts the regular city council meetings live, may hook their equipment up at the front of the room as long as it remains out of sight and out of the way. I. There will be a uniformed City of Denton police officer present at all regular meetings of the city council. This police officer shall act in the capacity of a security officer/sergeant-at- arms, and shall enforce the meeting rules and act upon the direction of the presiding officer. M. Any person making personal, impertinent, profane, or slanderous remarks, or who becomes boisterous while addressing the city council or who otherwise violates any of the above-mentioned rules while attending a city council meeting shall be removed from the room at the direction of the presiding officer, and the person shall be barred from further audience before the city council during that session of the city council. If the presiding officer fails to act, any member of the city council may move to require the offending person's removal, and the affirmative vote of a majority of the city council shall require the presiding officer to act. The sergeant-at-arms, if so directed by the presiding officer or an affirmative vote of the majority of the city council, shall remove the offending person from the meeting. (4) Enforcement: The city manager, in the absence of a designated law enforcement officer, shall act as sergeant at arms for the council, and shall furnish whatever assistance is needed to enforce the rules of decorum herein established. (5) Seating arrangement: The city secretary, city manager and city attorney shall occupy the respective seats in the council chamber assigned to them by the mayor, but any two (2) or more members of the council may exchange seats. 67 (6) Videoconferencing: City council members may elect to participate in a city council meeting by videoconference in the event the member is traveling or unable to attend a meeting due to illness. a. Procedures for meeting by videoconference if a quorum will be in one physical location: The council meeting notice shall specify where the quorum of the governmental body will be physically present, and the intent to have a quorum present at that location. The video and audio feed of a remote councilmember or employee shall be broadcast live at the meeting. Each portion of the meeting held by videoconference call that is required to be open to the public shall be visible and audible to the public at the location where the quorum is present. The location at which the quorum is present, and each remote location from which a member of the governmental body participates, shall have two-way audio and video communication with each other location during the entire meeting. Each participant's face in the videoconference call, while speaking, shall be clearly visible and audible to each other participant and, during the open portion of the meeting, to the members of the public in attendance at the location where a quorum is present, and at any other location of the meeting that is open to the public. The audio and video signals perceptible by members of the public at each location of the meeting shall meet or exceed minimum standards established by Texas Department of Information Resources (DIR) rules. The audio and video signals perceptible by members of the public at the location where the quorum is present and, any other location open to the public, shall be of sufficient quality so that members of the public at each location can observe the demeanor and hear the voice of each participant in the open portion of the meeting. If a problem occurs that causes a meeting to no longer be visible and audible to the public at the location where a quorum is present, the meeting shall be recessed until the problem is resolved, and if the problem is not resolved in six hours or less, the meeting shall be adjourned. The city shall make at least an audio recording of the meeting, and the recording shall be made available to the public. b. Procedures for meeting by videoconference if a quorum will not be in one physical location: The city shall make available to the public at least one suitable physical space in the city that is equipped with videoconference equipment that provides an audio and video display, as well as a camera and microphone, by which a member of the public can provide testimony or otherwise participate in the meeting. The member of the governmental body presiding over the meeting shall be present at this site, and the location must be open to the public. The meeting notice shall specify the physical space provided, and shall also specify the intent to have the presiding officer present at the location. Any member of the public present at this location shall be provided the opportunity to participate in the meeting by means of a videoconference call in the same manner as a person who is physically present at a meeting of the governmental body that is not conducted by videoconference. Each portion of the meeting held by videoconference call that is required to be open to the public shall be visible and audible to the public. The video and audio feed of a remote councilmember or employee shall be broadcast live at the meeting. The site provided in the city and each remote location from which a member participates, shall have two-way audio and video communication with each member who is participating by videoconference during the entire meeting. Each participant's face in the videoconference, while speaking, must be clearly visible and audible to each other participant and, during the open portion of the meeting, to the members of the public in attendance at the meeting location in the city, and at any other location of the meeting that may be open to the public. The audio and video signals perceptible by members of the public at each location of the meeting shall meet or exceed minimum standards established by DIR rules. The audio and video signals perceptible by members of the public at each location of the meeting that is open to the public, and each remote location, must be of sufficient quality so that members of the public at each location can observe the demeanor and hear the voice of each participant in the open portion of the meeting. If a problem occurs that causes the meeting to no longer 68 be visible and audible to the public at the meeting site in the city, the meeting must be recessed until the problem is resolved, and if the problem is not resolved in six hours or less, the meeting shall be adjourned. The city shall make at least an audio recording of the meeting, and the recording shall be made available to the public. C. Council members wishing to participate in a meeting by videoconference shall provide notice to the city manager and the agenda committee not less than seven (7) days prior to the meeting. (d) Types of meetings. (1) Regular meetings:The council shall meet on the first and third Tuesday of each month, at such time as may be set by the city council, unless the meeting is postponed or cancelled for valid reasons. All regular meetings of the council will be held in City Hall at 215 East McKinney Street, Denton, Texas or at such other location as the city council may, from time to time by proper posting under the Open Meetings Act and so long as the location is open to the public, designate. (2) Special meetings: Special meetings may be called by the mayor, the city manager, or by any three (3) members of the council. The city secretary shall post notice thereof as provided by the Texas Open Meetings Act. The mayor, city manager, or three (3) of the council members may designate a location for the special meeting other than City Hall, as long as the location is open to the public. (3) Workshop meetings: Workshop meetings (also referred to as "work sessions") may be held on the first and third Tuesday of each month at such time as may be set by the city council, or on such other day as the city council may designate and at such time as may be set by the city council, to discuss near to mid or long range issues and to answer city council questions concerning all agenda items. Workshops or work sessions may be called using the same procedure required for special meetings as provided for in subsection (2) above. The purpose of the workshop meeting is to discuss or explore matters of interest to the city, to meet with city boards, commissions, or committee members, city staff or officers of civic organizations, governing bodies or individuals specifically invited to the session by the mayor, council or city manager. These meetings are informational and normally no final action shall be taken unless the posted agenda indicates otherwise. However, the city council may, by consensus, provide general direction to staff with regard to matters of interest or concern, understanding such matters ultimately may require a formal vote of the council for implementation. (4) Luncheon meetings: Luncheon workshop or work session meetings may be held on the first Monday of each month at such time as may be set by the city council, or on such other day as the city council may designate. Such meetings may be called using the same procedure required for special meetings as provided for in subsection (2) above. The purpose of the luncheon meeting is to discuss or explore matters of interest to the city, to meet with city boards, commissions, or committee members, city staff or officers of civic organizations, governing bodies or individuals specifically invited to the session by the mayor, council or city manager. These meetings are informational and normally no final action shall be taken unless the posted agenda indicates otherwise. However, the city council may, by consensus, provide general direction to staff with regard to matters of interest or concern, understanding such matters ultimately may require a formal vote of the council for implementation. (5) Emergency meetings: In case of emergency or urgent public necessity, which shall be expressed in the notice of the meeting, an emergency meeting may be called by the mayor, the city manager or by three members of the council, and it shall be sufficient if the notice is posted two hours before the meeting is convened. (6) Closed meetings: The council may meet in a closed meeting pursuant to the requirements of the Texas Open Meetings Act. (7) Recessed meetings:Any meeting of the council may be recessed to a later time, provided that no recess shall be for a longer period than until the next business day. 69 (8) Notice of meetings: The agenda for all meetings, including council committee or subcommittee meetings, shall be posted by the city secretary on the city's official bulletin board and notice of all meetings shall be given by the city secretary pursuant to the requirements of the Texas Open Meetings Act. (e) Presiding officer and duties. (1) Presiding officer: The mayor, or in the absence of the mayor, the mayor pro-tem, shall preside as chairman, or presiding officer at all meetings of the council. In the absence of the mayor and the mayor pro-tem, the council shall elect a temporary presiding officer. (Charter, Section 2.03) (2) Call to order: The meetings of the council shall be called to order by the mayor, or in his or her absence, by the mayor pro-tem. In the absence of both the mayor and the mayor pro-tem, the meeting shall be called to order by the city secretary, and a temporary presiding officer shall be elected as provided above. (3) Preservation of order. The presiding officer shall preserve order and decorum, and confine members in debate to the question under discussion. The presiding officer shall call upon the sergeant-at-arms as necessary to enforce compliance with the rules contained herein. (4) Points of order: The presiding officer shall determine all points of order, subject to the right of any member to appeal to the council. If any appeal is taken, the question shall be, "Shall the decision of the presiding officer be sustained?" If a majority of the members present vote "No," the ruling of the chair is overruled; otherwise, it is sustained. (5) Questions to be stated: The presiding officer shall state all questions submitted for a vote and announce the result. A roll call vote shall be taken upon the request of any member, and upon the passage of all ordinances and resolutions. (6) Substitution for presiding officer:The presiding officer may call any other member to take his or her place in the chair, such substitution not to continue beyond adjournment. (7) Call for recess: The presiding officer may call for a recess of up to fifteen (15) minutes at regular intervals of approximately one hour at appropriate points in the meeting agenda, or if requested by any two (2) members. (f) Order of business. (1) Agenda: The order of business of each meeting shall be as contained in the agenda prepared by the city manager, which shall be reviewed and approved by an agenda committee composed of the mayor, the mayor pro-tem, and the city manager. When items are removed from the consent agenda and placed on the regular agenda by members of the council, the removed items shall be taken up in the order of removal right after the consent agenda. Placement of items on the agenda shall be governed by this ordinance; provided that if a council member has an "emergency" item that the council member believes should be placed on the next regular or special meeting agenda, the placement must be approved by two members of the agenda committee or at the direction of a majority of the council. Conduct of business at special meetings will likewise be governed by an agenda and these rules of procedure. (2) Pledge of Allegiance: Each agenda shall provide an item for the recital of the "Pledge of Allegiance" at the regularly scheduled city council meetings. This item shall begin with the recital of the pledge of allegiance for the United States flag and shall follow with a recital of the pledge of allegiance for the Texas state flag in accordance with V.T.C.A. Government Code § 3100.101. (3) Presentations by members of council or city manager: The agenda shall provide a time when the mayor or any council member may bring before the council any business that he or she feels should be deliberated upon by the council at a future council meeting. These matters need not be specifically listed on the agenda, but discussion and formal action on such matters shall be deferred until a subsequent council meeting. Any member may suggest an item for discussion at a future work session. The city manager or city staff shall only respond preliminarily on this item at the work session. If the city council believes the item requires a 70 more detailed review, the council will give the city manager or city staff direction to place the item on a future regular meeting agenda and advise staff as to the background materials to be desired at such meeting. The city council may receive from the city manager or city staff or a member of the city council reports about items of community interest including expressions of thanks, congratulations, or condolence; information regarding holiday schedules; an honorary or salutary recognition of a public official, public employee, or other citizen, except that a discussion regarding a change in the status of a person's public office or public employment is not an honorary or salutary recognition for purposes of this subdivision; 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; and announcements involving an imminent threat to the public health and safety of people in the municipality that has arisen after the posting of the agenda so long as authorized by the Texas Open Meetings Act. (4) Presentations from members of the public: a. Reports from members of the public: Reports from members of the public shall be received through either of two (2) methods: 1) prior registration or 2)open microphone. 1) Prior registration. Any person who wishes to place a subject on the council agenda at regular council meetings shall advise the city manager's office of that fact and the specified subject matter which he or she desires to place on the agenda no later than 12:00 p.m. Thursday prior to the council meeting at which he or she wishes the designated subject to be considered. Such reports shall be heard at the beginning of the regular meeting of the city council pursuant to an agenda posting allowing a period of public comment. Up to four (4) speakers per meeting will be assigned to speak at this forum. Each speaker providing a report shall speak for no longer than four(4) minutes. At the conclusion of each report, council may pose questions to the speaker concerning his or her report. Council may also engage in discussion concerning each report. If the city council believes that a speaker's report requires a more detailed review, the council will give the city manager or city staff direction to place the item on a future work session or regular meeting agenda and advise staff as to the background materials to be desired at such meeting. 2) Open microphone. At the beginning of the regular meeting of the city council, up to two (2) persons who have not registered to speak as above described may make comments through the open microphone procedure. Such person(s) shall have filed a "Blue Card" requesting to speak during this period prior to the calling of this agenda item. At the time the city council calls the Open Microphone comment period, a person may present himself or herself and make public comments regarding public business; provided however, such persons shall not be allowed to speak to items on the current agenda in light of other established procedures for taking such comments as specified in these rules. No person may fill out a "request to speak"form in order to speak or comment on another person's report, which is given at the same council meeting. An announcement may be made, prior to the time for reports from members of the public on the agenda, summarizing the main portions of the rules and the "code of conduct" as they may apply to members of the public speaking to the council. Any speaker providing a report shall speak for no longer than four(4) minutes on all items that he or she may bring before the council at each meeting. b. Work session or workshop items: As it concerns the workshop agenda, citizens or other interested persons may not participate in the session unless invited to do so by the mayor. If the mayor invites citizens to participate in a work session, their participation will cease at the point the mayor closes the session to public input to allow the council to give city staff 71 direction as to needed information for the possible future meeting on the item. Citizens should be advised of the nature of the work session, but that their input on these items is premature until such item is placed upon a city council agenda for final action. The purpose of this procedure is to allow the citizens attending the regular meeting the opportunity of hearing the views of their fellow citizens in a more formal setting. Any citizen may supply the city council a written statement or report regarding the citizen's opinion on a matter being discussed in a work session. C. Speaking on consent and regular agenda items: Any person who wishes to address the council regarding a non-public hearing regular or consent agenda item that is on the council's agenda, shall complete a "request to speak" form asking to speak regarding the item and shall return it to the city secretary. On consent items, the request to speak card shall be submitted prior to the citizen comment on consent agenda items at the beginning of the city council meeting. On regular agenda items, the request to speak card shall be submitted prior to the time the city council considers the item. The mayor will call upon the person who desires to speak. 1) Consent agenda items: When consent agenda items are posted on an agenda, citizens or other interested persons will be allowed to make citizen comment immediately after the opening of the city council meeting and prior to workshop or work session items on the agenda by filling out a "request to speak" card (aka a "blue card") asking to speak on any or all consent agenda items and returning the form to the city secretary. In the event a person is unable to attend the city council workshop or work session, he or she may contact the city secretary prior to the opening of the meeting and request that a consent agenda item be pulled from the consent agenda in order to allow comment as an individual item at the regular meeting of the city council. The city secretary shall make any such request known to the city council. Consent agenda items are generally routine nature, so comment at this time facilitates the regular council meeting where no citizen comment on consent agenda items will be permitted, unless the item is removed from the consent agenda by a member of the council to be considered as an individual item during the regular meeting. Speakers will be allowed three (3) minutes per speaker and may comment on any or all consent agenda items so long as any speaker's time does not exceed a total of three (3) minutes. 2) Regular agenda items: During the regular session of the city council meeting, any citizen or interested person may comment on an item posted on the agenda for final action. Any person who wishes to address the council regarding a non-public hearing item that is on the council's agenda, shall complete a "request to speak" form asking to speak regarding the item and shall return it to the city secretary before the council considers the item. This procedure applies to speakers desiring to speak to items for individual consideration on the agenda during the regular meeting of the city council. The mayor will call upon the person to speak. Speakers will be allowed three (3) minutes per speaker as to any particular agenda item being considered by the city council. d. Public hearings: 1) Any person who wishes to address the council at a public hearing is encouraged to complete a "request to speak" form and return it to the city secretary before the applicable hearing. The mayor will call upon the person to speak. Speakers will be allowed four (4) minutes per speaker as to any public hearing item. However, if numerous speakers desire to comment on an item, council may limit speakers to three (3) minutes per speaker. Applicants and their agents on public hearing items shall be allowed to speak for no longer than ten (10) minutes per speaker with a total of twenty (20) minutes for all speakers representing the applicant. 2) To facilitate the public hearing process in zoning cases the following procedure will be used: 72 a) The mayor reads the zoning case caption, and then opens the public hearing. b) The city manager introduces the city staff for presentation. c) City staff presents facts relevant to the matter. d) The applicant presents his or her case, with potential questions of the applicant from the city council. e) The council receives input from the public, with potential questions of speakers from the city council. f) The applicant will be given an opportunity to make rebuttal comments. g) The city staff and/or the applicant will answer any questions of the city council. h) Upon conclusion of these questions and answers, the mayor will continue or close the public hearing. e. Groups or organizations:Any group or organization comprised of four(4)or more members present in the city council chambers who wishes to address the council at a public hearing or on a non-public hearing agenda item shall designate a representative to address the city council and shall limit their remarks to ten (10) minutes or less. The group or organization shall turn in a written designation to the city secretary, on cards prepared by the city secretary of a different color from cards submitted by individual speakers, prior to the commencement of the meeting identifying the representative who will address the city council on behalf of the group or organization. At the time the representative is recognized by the mayor to speak, the group or organization will be asked to stand to be recognized prior to the receipt of comments by the representative. f. Discretionary time: At the discretion of the presiding officer or a majority of the city council, any speaker may be granted an extension of time to speak. g. Audio/Visual aids: Any citizen desiring to use audio/visual aids during presentations to council shall submit such presentation to the city secretary twenty-four (24) hours prior to the meeting where the presentation will occur. (5) Presentation of proclamations: The agenda may provide a time for the presentation of proclamations. The mayor or presiding officer may deliver and present proclamations upon the request of citizens. Proclamations may encompass any activity or theme except that proclamations with a theme religious or partisan in nature shall not be presented. Moreover, proclamations shall not be used for any commercial or advertising purpose. (g) Consideration of ordinances, resolutions, and motions. (1) Printed or typewritten form: All ordinances and resolutions shall be presented to the council in printed, typewritten or electronic form. The council may, by proper motion, amend any ordinance or resolution presented to it at the meeting at which it is presented or direct that the amended ordinance be placed on the next or any future council agenda for adoption. (2) City attorney to approve: All ordinances, resolutions, and contracts and amendments thereto, shall be approved as to form and legality by the city attorney, or he or she shall file a written opinion on the legality of such ordinance, resolution or contract prior to submission to the council. (Charter, Section 6.02) (3) Distribution of ordinances and resolutions: The city manager shall prepare copies of all proposed ordinances and resolutions for distribution to all members of the council at the meeting at which the ordinance or resolution is introduced, or at such earlier time as is expedient. (4) Recording of votes: The yeas and nays shall be taken upon the passage of all ordinances and resolutions and the vote of each member shall be recorded in the minutes and within each respective ordinance and resolution. (Charter, Section 2.06 (b)) 73 (5) Majority vote required: An affirmative vote of four (4) members is necessary to repeal any ordinance or take any official action in the name of the city except as otherwise provided in the Charter, by the laws of the State of Texas, or these rules. (Charter, Section 2.06) a. Tie-Vote: Matters voted on by the city council which end in a tie-vote shall automatically be placed on each subsequent council meeting agenda until a full council is present. (6) Demand for roll call: Upon demand of any member, the roll shall be called for yeas and nays upon any question before the council, with the exception of those circumstances set forth in subsection (12), the previous question. It shall not be in order for members to explain their vote during the roll call. (7) Personal privilege: The right of a member to address the Council on a question of personal privilege shall be limited to cases in which his or her integrity, character, or motives are assailed, questioned, or impugned. (8) Dissents and protests: Any member shall have the right to express dissent from or protest against any ordinance or resolution of the council and have the reason therefor entered upon the minutes. Such dissent or protest may be filed in writing, and presented to the council not later than the next regular meeting following the date of passage of the ordinance or resolution objected to. (9) Voting required: No member shall be excused from voting except for lack of information and except on matters involving the consideration of his or her own official conduct, or where his or her personal interests are involved in accordance with V.T.C.A. Local Government Code Ch. 171 (Vernon 2014), and in these instances he or she shall abstain. Any member prohibited from voting by personal interest shall announce this at the commencement of consideration of the matter and shall not enter into discussion or debate on any such matter, shall leave the meeting room, and shall file an affidavit of recusal. The member having briefly stated the reason for his or her request, the excuse from voting shall be made without debate. (10) Order of precedence of motions: a. The following motions shall have priority in the order indicated: 1. Adjourn (when unqualified) and is not debatable and may not be amended; 2. Take a recess (when privileged); 3. Raise a question of privilege; 4. Lay on the table; 5. Previous question (%vote required); 6. Limit or extend limits of debate (%vote required); 7. Postpone to a certain time; 8. Commit or refer; 9. Amend; 10. Postpone indefinitely; 11. Main motion. b. The first two motions are not always privileged. To adjourn shall lose its privilege character and be a main motion if in any way qualified. To take a recess shall be privileged only when other business is pending. c. A motion to adjourn is not in order: 1. When repeated without intervening business or discussion; 2. When made as an interruption of a member while speaking; 74 3. While a vote is being taken. d. Only certain motions may be amended as provided in the most current edition of Robert's Rules of Order, revised. A motion to amend shall be undebatable when the question to be amended is undebatable. (11) Reconsideration: A motion to reconsider any action of the council can be made not later than the next succeeding official meeting of the council. Such a motion can only be made by a member who voted with the prevailing side. It can be seconded by any member. In order to comply with the Texas Open Meetings Act, any council member who wishes to make such a motion at a meeting succeeding the meeting where the action was taken shall notify the city manager to place the item for reconsideration on the council agenda. No question shall be twice reconsidered, except by unanimous consent of the council, except that action related to any contract may be reconsidered at any time before the final execution thereof. A matter which was not timely reconsidered in the manner provided by this section or was reconsidered but the action originally taken was not changed by the council cannot be reintroduced to the council or placed on a council meeting agenda for a period of six (6) months unless this rule is suspended as provided for in these rules of procedure. (12) The previous question:When the previous question is moved and seconded, it shall be put as follows: "Shall the main question be now put?". There shall then be no further amendment or debate; except that nothing herein shall allow the previous question to be called prior to a least one opportunity for each member of the council to speak on the question before the council. Any pending amendments shall be put in their order before the main question. If the motion for the previous question is lost, the main question remains before the council. An affirmative vote of % of the council shall be required to move the previous question. To demand the previous question is equivalent in effect to moving "That debate now cease, and the council shall immediately proceed to vote on the pending motion". In practice, this is done with the phrase "Call for the question", or simply saying "Question". (13) Withdrawal of motions:A motion may be withdrawn, or modified, by its movant without asking permission until the motion has been stated by the presiding officer. If the movant modifies his or her motion, the seconding council member may withdraw his or her second. After the question has been stated, the movant shall neither withdraw it nor modify it without the consent of the council. The subject different from that under consideration shall be admitted under color of amendment. A motion to amend an amendment shall be in order, but one to amend an amendment to an amendment shall not be in order. (14) Appropriations of money: Before formal approval by the council of motions providing for appropriation of money, information must be presented to the council showing purpose of the appropriation. In addition, before finally acting on such an appropriation, the council shall obtain a report from the city manager as to the availability of funds and his or her recommendations as to the desirability of the appropriation. (15) Transfer of appropriations: At the request of the city manager, at any time during the fiscal year, the council may by resolution transfer an unencumbered balance of an appropriation made for the use of one department, division, or purpose; but no transfer shall be made of revenues or earnings of any non-tax supported public utility to any other purpose. (h) Creation of committees, boards and commissions. (1) Council committees: The council may, by resolution and as the need arises, authorize the appointment of council committees. Any committee so created shall cease to exist when abolished by resolution of the council. Council committees shall comply with the Texas Open Meetings Act. (2) Citizen boards, commissions, and committees: The council may create other citizen boards, commissions, and committees to assist in the conduct of the operation of the city government with such duties as the council may specify not inconsistent with the City Charter or Code. Creation of such boards, commissions, and committees and memberships and selection of 75 members shall be by council resolution if not otherwise specified by the City Charter or Code. Any board, commission, or committee so created shall cease to exist when abolished by a resolution approved by the council. No committee so appointed shall have powers other than advisory to the council or to the city manager, except as otherwise specified by the Charter or Code. All citizen boards, commissions, and committees shall comply with the procedural requirements of the Texas Open Meetings Act. Any reference in this article to "citizen boards, commissions, and committees" includes citizen task forces and citizen ad hoc boards, commissions, and committees unless otherwise indicated herein. (3) Appointments: a. Individual city council members making nominations for members to citizen boards, commissions, and committees will consider interested persons on a citywide basis. b. The city council will make an effort to be inclusive of all segments of the community in the board, commission, and committee appointment process. City council members will consider ethnicity, gender, socio-economic levels, and other factors to ensure a diverse representation of Denton citizens. c. The city council will take into consideration an individual's qualifications, willingness to serve, and application information in selecting nominations for membership to each board, commission, and committee. d. In an effort to ensure maximum citizen participation, city council members will continue the general practice of nominating new citizens to replace board members who have served three (3) consecutive terms on the same board per the provisions of Denton Code of Ordinances, section 2-65. This provision does not apply to citizen task forces and citizen ad hoc committees. e. Each city council member will be responsible for making nominations for board, committee, and commission places assigned to him or her, which shall correspond to the city council member's place. Individual city council members will make nominations to the full city council for the governing body's approval or disapproval. (4) Rules of procedure. a. All board, commission, and committee members, including citizen board, commission, and committee members, shall comply with the provisions of article II of chapter 2 of the Code of Ordinances. All board, commission and committee members, including citizen board, commission, and committee members, shall be provided a copy of these rules of procedure and a copy of the City of Denton Handbook for Boards, Commissions and Committees, which shall govern operational procedures of all boards, commissions and committees, including citizen boards, commissions, and committees. All boards, commissions, and committees, including citizen boards, commissions and committees, shall comply with these rules as to the preparation of minutes of meetings, and such minutes shall be prepared in accordance with the policies and procedures of the city secretary. b. All citizen board, commission, and committee members shall comply with the procedural requirements of the V.T.C.A., Texas Government Code Chapter 551, also known as the "Texas Open Meetings Act" as they appear now or may be amended in the future. Notice of all meetings shall be posted in compliance with the Texas Open Meetings Act and minutes and records will be maintained in accordance with requirements of the city secretary's office. Each citizen board, commission, and committee member shall be provided a copy of the Texas Open Meetings Act. Penalty provisions of the Texas Open Meetings Act shall only apply to citizen boards, commissions, and committees with rule making or quasi-judicial power, as set forth in the Texas Open Meetings Act and as interpreted by Texas Courts. (i) Votes required. Questions on which the voting requirement is varied by the Charter, State Statutes and these rules are listed below: 76 (1) Charter and state statutory requirements: a. Charter amendment-Five (5) votes: Ordinances submitting proposed Charter amendments must be adopted by a two-thirds (%) vote of the council. (TEX. CONST. art. XI, § 3 and V.T.C.A. Local Government Code Ch. 9 (Vernon 2014.)) For a seven-member council, this means five (5) members must vote affirmatively. b. Levying taxes-Five (5) votes: Ordinances providing for the assessment and collection of certain taxes require the approval of two-thirds (%)of the members of the council (V.T.C.A. Tax Code § 302.101 (Vernon 2014)). C. Changing paving assessment plans-Five (5) votes: Changes in plans for paving assessment require a two-thirds (%) vote of the council (V.T.C.A. Transportation Code § 313.053(e) (Vernon 2014)). d. Changes in zoning ordinance or zoning classifications: In cases of a written protest of a change in a zoning regulation or zoning classification by the owners of twenty (20) percent or more either of the area of the lots included in such proposed change, or of the lots immediately adjoining the same and extending two hundred (200) feet therefrom, such amendment shall not become effective except by the favorable vote of three-fourths (3/) of all members of the city council; further, three-fourths (%) of all the members of the city council is required to override the decision of the planning and zoning commission that a zoning change be denied (V.T.C.A. Local Government Code § 211.066 (Vernon 2014)) and section 35.3.4.C.(4) Denton City Code (Development Code)). ("All" members of the city council is construed to mean all who are qualified to vote on a matter, and any legal disqualification of a member could change the requisite number of votes required for passage. City of Alamo Heights v. Gerety et al. , 264 S.W. 2d 778 (Ct. App. -San Antonio (1954)). e. Amendment of tax abatement policy: The guidelines and criteria adopted as the city's tax abatement policy may be amended or repealed by a vote of three-fourths (3/) of all members of the city council (V.T.C.A. Tax Code § 312.002(c) (Vernon 2014)). (j) Severability clause. If any section, subsection, paragraph, sentence, clause, phrase or word in this section, or application thereof to any person or circumstances is held invalid by any court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this ordinance, and the City Council of the City of Denton, Texas, hereby declares it would have enacted such remaining portions despite any such invalidity. (Ord. No. 2001-193, § 1, 5-1-01; Ord. No. 2001-204, § 1, 5-29-01; Ord. No. 2002-018, § 1, 1-8- 02; Ord. No. 2003-235, § 1, 8-5-03; Ord. No. 2003-373, §§ 1(6.3), 2; Ord. No. 2004-033, § 1(6.4b., c.), 1(6.5), 2-3-04; Ord. No. 2004-182, § 1, 7-20-04; Ord. No. 2004-298, § 2, 9-21-04; Ord. No. 2005-174, § 1, 6-21-05; Ord. No. 2006-175, § 1, 6-20-06; Ord. No. 2008-159, § 1, 7- 15-08; Ord. No. 2009-174, § 1, 8-4-09; Ord. No. 2010-258, § 1, 10-19-10; Ord. No. 2010-312, § 1, 12-7-10; Ord. No. 2011-038, § 1, 3-1-11; Ord. No. 2015-231, § 1, 8-4-15 ; Ord. No. 2016-197, § 1, 7-19-16; Ord. No. 2018-551, § 2, 4-17-18; Ord. No. 2018-574, § 2, 4-17-18; Ord. No. 2018- 1376, § 2(Att. A), 8-28-18) 77 City of Denton City Hall 41"tomm- 215 E.McKinney Street DENTON Denton,Texas www.cityofdenton.com AGENDA INFORMATION SHEET DEPARTMENT: City Manager's Office ACM: Mario Canizares DATE: April 2, 2019 SUBJECT Provide a report, hold a discussion, and give staff direction regarding appointment to, and removal from, all boards and commissions of the City. BACKGROUND The City of Denton's Board of Ethics recently had two members report a "leave of absence" from their Board position. Article III, Division 3, Section 2-83(c) of the City of Denton Code Ordinances addresses attendance requirements for Boards and Commissions. There is no reference within this article about members taking a "leave of absence." As a result, any absences at future meetings could be considered "unexcused," thereby triggering the clause that missing, "...more than (3) regularly called and scheduled meetings of the board, commission, or committee of which he or she is a member in any one (1) year or lack of attendance at fifty(50) percent of the number of regular meetings in a year, unless such absence is excused, shall be considered"cause,"as that term is used in section 14.16 of the Charter, for removal of the member by the city council from such board, commission, or committee." Due to a recent resignation,meeting attendance, and other factors, including two members reported to have taken a leave of absence, concerns have been raised about the Board of Ethics' ability to maintain a quorum at future meetings. For the Board of Ethics, a quorum is comprised of four members (alternates can be used to reach a quorum). The table below outlines current Board membership status: Nominating CM Member Membership Status Present Term Gerard Hudspeth VACANT [Sandy Kristoferson] Vacant 2018-2020 Keely Briggs Lara Tomlin Current 2018-2019 Don Duff Don Cartwright Current 2018-2020 John Ryan Jesse Davis[Chair] Current 2018-2019 Deb Armintor David Zoltner [Vice Chair] Leave of Absence 2018-2019 Paul Meltzer Karen McDaniels Current 2018-2020 Chris Watts Ron Johnson Abstain due to Conflict 2018-2020 Deb Armintor Deborah Cosimo(alternate) Current 2018-2020* Gerard Hudspeth Ben Clark (alternate) Attended No Meetings 2018-2020* Deb Armintor Kara Engstrom (alternate) Leave of Absence 2018-2020* *Still need to draw lots to determine Term-End date 78 The complaints that the Board of Ethics is currently considering were filed by Board Member,Ron Johnson. As such, Mr. Johnson is currently abstaining deliberation, thereby further limiting the number of members who are eligible to deliberate and resolve the current complaints. Vacancies due to resignations or removal for cause may be filled using the City Council's typical Board and Commission nomination/appointment process. Once a qualified nominee is submitted,that vacancy can be filled at the next official meeting of the City Council. OPTIONS Staff is seeking direction from the City Council on how to address membership concerns associated with a reported leave of absence by a member of City Board or Commission. • Option 1: Consider a reported "leave of absence" as an automatic resignation from the board. This would require an amendment to the Code of Ordinances and, depending on how this is structured, could impact requirements for either the Board of Ethics only or all Boards and Commissions. • Option 2: Consider a reported leave of absence as an unexcused absence. Once board members on reported leave reach three unexcused absences that would be considered "cause" for removal pursuant to Section 2-83(c) of the Code and Article XIV, Section 14.16 of the City Charter. Alternatively, the City Council may amend Section 2-63 to define a leave of absence as neglect of duty and, therefore, "cause" for removal. • Option 3: Consider a reported leave of absence an excused absence by amending Section 2-83(c)of the Code to make a leave of absence qualify as "excused." EXHIBITS Exhibit 1 —Agenda Information Sheet Exhibit 2—Resolution 18-1121 Exhibit 3 —Resolution 18-1214 Exhibit 4—Board of Ethics Meeting Attendance Exhibit 5 —Ordinance 18-757 Exhibit 6—Ordinance 18-1043 Exhibit 7 —Presentation Respectfully submitted: Rachel Wood and Rosa Rios Chief of Staff City Secretary 79 Board & Commission Appointment and Removal Process ( Leave of Absence ) APRIL 2 , 2019 Leave of Absence Two Board of Ethics Committee members have recently reported a "leave of absence" from their respective positions. The Denton Code of Ordinances does not include a provision for Board and Commission members taking a leave of absence. Article III, Division 3, Section 2-83(c) Code Ordinances addresses attendance and includes provisions for excused and unexcused absences: More than 3 unexcused absences from regularly called meetings or missing more than 50% of meetings in a calendar year would be considered "cause" for removal. Excused absences include personal or family illness, death of a family member, jury duty, service in the armed forces, testifying before the legislature, attending a seminar involving municipal matters of importance to the member's duties, absence necessary for the member's business or employment, and any related emergencies or other matters which the board, commission, or committee finds qualify as an excused absence. Q, --", M I Quorum Concern ➢Recent resignations, meeting attendance, the status of open complaint, and other factors including two members reporting a leave of absence has presented concerns regarding the Board of Ethics' ability to maintain a quorum at future meetings. ➢For the Board of Ethics, a quorum is comprised of four members. ➢Vacancies due to resignations or removal for "cause" may be filled using the typical Board and Commission nomination and appointment process. ➢Staff is seeking direction on how the City Council wishes to address reported leaves of absence. ❑While this issue was presented as a concern for the Board of Ethics, similar issues could be presented with other Boards and Commissions should a member decide to report a leave of absence. Options ➢Option 1: Consider a reported leave of absence an automatic resignation from the board. This would require an amendment to the Code of Ordinances and, depending on how this is structured, could impact requirements for either just the Board of Ethics or all Boards and Commissions. Option 2: Consider a reported leave of absence as an unexcused absence. Once board members on reported leave reach three unexcused absences that would be considered "cause" for removal pursuant to Section 2-83(c) of the Code and Article XIV, Section 14.16 of the City Charter. Alternatively, the City Council may amend Section 2-63 to define a leave of absence as neglect of duty and, therefore, "cause" for removal. ➢Option 3: Consider a reported leave of absence an excused absence by amending Section 2- 83(c) of the Code to make a leave of absence qualify as "excused." Board of Ethics Membership Sta ...................................................... ..................................................... ................................................. ......................................... .............. ......................:.:.:. ember.................:::: :::::::::::::AAembershi Status::::::::::::: ::::::::::::Re.... ti e rm:::::::::::: P..................... .................. ..................................................... .................................. Gerard Hudspeth VACANT [Sandy Kristoferson] Vacant 2018-2020 Keely Briggs Lara Tomlin Current 2018-2019 Don Duff Don Cartwright Current 2018-2020 John Ryan Jesse Davis [Chair] Current 2018-2019 Deb Armintor David Zoltner [Vice Chair] Leave of Absence 2018-2019 Paul Meltzer Karen McDaniels Current 2018-2020 Chris Watts Ron Johnson Abstain dueto Conflict 2018-2020 Deb Armintor Deborah Cosimo[alternate] Current 2018-2020 Gerard Hudspeth VACANT [Ben Clark—alternate] Resigned 2018-2020 Deb Armintor Kara Engstrom[alternate] Leave of Absence 2018-2020 Qn Date: April 12, 2019 Report No. 2019-076 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Provide information on potential revisions to the City Council Rules of Procedure to allow for additional public participation in meetings. BACKGROUND: The City Council has recently requested information on various alternative options for public participation in Council meetings. This report outlines the options requested by Council and summarizes the process required to implement the suggested Rules of Procedure revisions. Denton City Council meetings are conducted in accordance with the Rules of Procedure set forth in Sec. 2-29 of the Denton City Code of Ordinances ("Code"). Where an item or procedure is not specified in the Code, the City Council follows Robert's Rules of Order. For each public participation item discussed below, it is within the purview of the City Council to amend the Rules of Procedure to allow for the desired option(s). Staff is prepared to present on potential Rules of Procedure revisions at a future work session. After receiving feedback from the City Council regarding how best to proceed, the requested revisions will be brought to a future City Council meeting for consideration and adoption. Members of the public currently have the following options to address the City Council at a City Council meeting: • Schedule a Citizen Report o Speaker must register by noon the Thursday before the Council meeting by contacting the City Manager's Office. o Up to four speakers may present a report for up to four minutes. o Topic cannot be an item listed on the agenda. • Speak During Open Microphone o Speaker must file a speaker registration card, or"Blue Card"with the City Secretary before the meeting. o Up to two people may speak for up to four minutes. o Topic cannot be an item listed on the agenda. • Comment on Consent Agenda items o Citizen comments on Consent Agenda items are considered during the Work Session portion of the meeting,prior to work session items. o Speakers must file a speaker registration card, or"Blue Card"with the City Secretary before the Work Session begins. o Citizens can speak about these items for up to three minutes. • Comment on Individual Consideration Items o Speakers must file a request to speak card, or"Blue Card"with the City Secretary before the item is called. o Citizens can speak for up to three minutes. 85 Date: April 12, 2019 Report No. 2019-076 o Speakers wishing to address multiple items must fill out a separate Blue Card for each item. • Public Hearings o Speakers are encouraged, but not required to fill out a speaker registration card, or "Blue Card"with the City Secretary before the hearing. o Citizens can speak for four minutes, but Council may limit the time to three minutes if many speakers would like to comment on an item. o Applicants and their agents can speak for up to 10 minutes per speaker, with up to a total of 20 minutes for all speakers representing the applicant. DISCUSSION: Public Hearing Public Comment Process During the January 8 City Council meeting, staff was asked to provide information about whether residents who sign up to speak at a public hearing can have the opportunity to speak more than once while that item is being considered. The Rules of Procedure currently allows four minutes per speaker on each public hearing item. Under the current Rules of Procedure, residents are allowed to speak only once per Public Hearing item. Presentations from Members of the Public During the January 15 City Council meeting, staff was asked to provide information on what could be done to either pilot an unlimited public comment period where the limit of four speakers would be removed, or potentially hold a dedicated monthly meeting for public comment on any subject. As noted above,the Rules of Procedure currently permits two types of presentations from members of the public during Council meetings,prior registration and open microphone,with limitations on both. • Prior Registration: The Rules of Procedure allows up to four individuals to register to speak for up to four minutes per meeting. In order to register to speak, residents are asked to contact the City Secretary by noon on the Thursday prior to the City Council meeting date. Scheduled citizen reports can include audio/visual aids, as long as they are submitted to the City Secretary's Office at least 24 hours prior to the start of the meeting. Scheduled citizen reports take place immediately following the proclamations portion of the City Council agenda. • Open Microphone: Following scheduled citizen reports, up to two individuals who have not registered to speak may make comments through the open microphone procedure. Those speaking during the open mic portion of the agenda have up to four minutes to make their remarks. There is currently not an option in the Rules of Procedure for an unlimited public comment period during City Council meetings. Electronic Participation During Council Meetings Similar to the items above,there is not currently a provision for public participation via electronic means in the Rules of Procedure. Each public comment opportunity, as defined, requires the member of the public to be present. However, there is nothing that legally prohibits electronic participation during Council meetings if the Rules of Procedure were amended. It should be noted that special consideration will need to be made regarding the rules, logistics, and costs associated with adding an electronic participation component. 86 Date: April 12, 2019 Report No. 2019-076 Note: Sec. 2-29(c)(6)of the Rules of Procedure does allow for City Council members to participate in a Council meeting by video conference in the event the member is traveling or unable to attend a meeting due to illness. Subsections a. and b. outline the procedures for this based on whether or not a quorum will be in one physical location. Table 1 below provides information regarding the availability of electronic participation in surrounding communities. Staff surveyed 13 local municipalities via the internet,phone and email, and none of them allow for electronic participation during meetings although four of them allowed comments to be submitted electronically prior to the meeting. The cities of McKinney, Plano, and Southlake allow residents submit comments, via email or other means, to the City Secretary prior to each Council meeting with those comments being provided to the Council prior to the meeting including a summarized report, which is included in the meeting minutes. The City of Richardson has an online form that citizens can access to indicate their position on an item, whether for or against,but are not able to provide further comment through the website. Table 1 Electronic Participating in Meetings Is electronic participation allowed during Other forms City Council of electronic meetings? participation? Description City Yes No Yes No Denton x x Arlington x x Carrollton x x Coppell x x Dallas x x Farmers Branch x x Fort Worth x x Frisco x x Town Hall Meeting on First Monday of each month. Grapevine x Lewisville x Comments for agenda items may be made by email, phone,or mail.These comments are provided to Council McKinney x x prior to the meeting. Written comments may be submitted to City Secretary's office no later than 5 p.m.on day of meeting.These comments are distributed to Council and a summary is Plano x x included in the meeting minutes. Citizens are able to indicate their position(for or against) on an item online for the record,but are not able to provide further comment through the website.This form Richardson x x must be submitted prior to the meeting. Written comments may be submitted to City Secretary's office no later than 5 p.m.on day of meeting.These are distributed to Council and City staff prior to the meeting. Southlake x x These are not included in the official minutes. 87 Date: April 12, 2019 Report No. 2019-076 The City of Frisco provides its residents with a unique public comment opportunity during their Town Hall meetings, held the first Monday of each month. These meetings allow elected officials and staff to inform residents about capital projects, programs, services, special events, and key issues. These monthly meetings also include time for the public to have a question/answer session. In 2011, the City of Frisco added a telephone option to these Town Hall meetings to make public participation easier. Frisco's registered voters receive a phone call during the meeting inviting them to listen to the presentations and participate in the question and answer section. Mayor's Ability to Second Motions Mayor Watts recently inquired about his ability, as chair of the meeting,to second a motion for an item to be considered. In this instance, there is no specific rule giving direction regarding this in the City's Rule of Procedure, and so Robert's Rules of Order applies. According to Robert's Rules of Order, if the president (Mayor) is a member of the voting body, then he has the same rights and privileges as all other members. This includes the right to make motions (including seconding motions), to speak in debate, and to vote on all questions'. Motion to Reconsider Mayor Pro Tem Ryan recently inquired whether the monthly City Council luncheon qualifies as an "official meeting" for purposes of making a motion to reconsider, even if no votes are taking place. The Code states that, "A motion to reconsider any action of the council can be made not later than the next succeeding official meeting of the council."2 Even though votes are not typically taken at a Council luncheon, it is posted as an "official meeting" of the City Council and is a meeting of the full Council. Because of this, the motion to reconsider would need to be made at this meeting. In order to comply with the Texas Open Meetings Act ("TOMA"), any Council Member who wishes to make such a motion at a meeting succeeding the meeting where the action was taken shall notify the City Manager in time for the item for reconsideration to be placed on the Council agenda and posted at least 72 hours prior to scheduled meeting. It is important to note that since Council may have meetings which are set closely together (such as a Monday meeting then a Tuesday meeting)the current ordinance may not provide enough time to comply with TOMA agenda notice requirements. The City Attorney's Office will be providing a legal status report this week with additional guidance on the TOMA issues presented by our current motion for reconsideration ordinance. STAFF CONTACT: Stuart Birdseye Management Analyst Stuart.B irdseyegcityofdenton.com 'Frequently Asked Questions about RONR(Question 1) The Official Robert's Rules of Order Web Site. Z Sec.2-29(g)(11);The section also outlines that a motion to reconsider may only be made by a member who voted with the prevailing side and can be seconded by any member. 88 Date: April 12, 2019 Report No. 2019-076 Rachel Wood Chief of Staff Rachel.Woodkcityo fdenton.com LEGAL CONTACT: Stephanie N. Neal Assistant City Attorney Stephanie.Neal(k cityofdenton.com 89 DIVISION 2. -QUALIFICATIONS FOR MEMBERS Sec. 2-61. - Requirements generally. Each member of a board or commission, in addition to qualifications prescribed by federal or state law or ordinance, shall be a qualified voter of the city. (Code 1966, § 1-21(a); Ord. No. 93-140, § I, 8-3-93) Sec. 2-62. -Conflict of interest. A member of a board or commission of the city having a substantial interest in a business entity or real property, as those terms are defined in chapter 171 of the Texas Local Government Code as it now reads or may hereafter be amended, shall comply with chapter 171 and, if necessary, shall abstain from voting on a matter involving the business entity or real property and file an affidavit setting forth the substantial interest in the matter to be voted upon. (Code 1966, § 1-22; Ord. No. 96-154, § II, 7-9-96; Ord. No. 99-268, § 1, 8-3-99) Charter reference—Personal interest of officers and employees, § 14.04. State Law reference— Conflict of interest, V.T.C.A., Local Government Code § 171.001 et seq. Sec. 2-63. - Removal from office. Should a board or commission member cease to meet the qualifications prescribed in section 2-61 or 2-62, if applicable, or should such member be convicted of a felony during his term of service, such failure or conviction, as the case may be, shall be cause for removal. (Code 1966, § 1-23) Sec. 2-64. - Exceptions. The provisions of this article shall not apply to task forces, ad hoc committees or other commissions established by the city council from time to time to make recommendations with respect to a particular subject or issue and which are not intended to be permanent in nature. (Code 1966, § 1-24) Sec. 2-65. -Term of office. No board or commission member shall be eligible for appointment to a board or commission for more than three (3) consecutive terms on such board or commission. A board or commission member who has served three (3) consecutive terms shall not be eligible for reappointment to that same board or commission for a period of one year. (Ord. No. 93-140, § II, 8-3-93; Ord. No. 93-212, § I, 11-16-93) Secs. 2-66-2-80. - Reserved. 90 Sec. 2-63. - Removal from office. Should a board or commission member cease to meet the qualifications prescribed in section 2-61 or 2-62, if applicable, or should such member be convicted of a felony during his term of service, such failure or conviction, as the case may be, shall be cause for removal. (Code 1966, § 1-23) 91 Sec. 2-83. -General rules. (a) Quorum. A quorum for the transaction of business of a board shall be a majority of the members appointed to the board. (b) Voting required. No attending member of a board shall be excused or shall abstain from voting on any matter before the board on which a vote is called or required, except where a board member's personal interest is involved. When such member's personal interest is involved, such member shall announce such interest at the commencement of consideration of the matter, and such member shall not enter into discussion or debate on such matter and shall abstain from voting thereon and shall fill out an affidavit stating such interest in accordance with V.T.C.A., Texas Local Government Code § 171.004. A member shall be considered to have a personal interest in a matter whenever any matter before the board could or does affect the member's financial interest. The phrase "financial interest" when used herein shall have the same meaning as "substantial interest in a business entity" as that phrase is defined in V.T.C.A., Texas Local Government Code § 171.002. Charter reference—Personal interest, § 14.04. (c) Absences. Every board, commission, and committee member shall attend all regularly called and scheduled meetings of the board, commission, or committee of which he or she is a member. The chairperson shall announce, for the record, the names of members absent and determine if the absence is excused or unexcused. Members who cannot attend the meeting should contact the chairperson or an appropriate staff liaison concerning his or her absence prior to the meeting. The unexcused absence of any board, commission, or committee member from more than three (3) regularly called and scheduled meetings of the board, commission, or committee of which he or she is a member in any one (1) year or lack of attendance at fifty (50) percent of the number of regular meetings in a year, unless such absence is excused, shall be considered "cause," as that term is used in section 14.16 of the Charter, for removal of the member by the city council from such board, commission, or committee. An excused absence shall include personal or family illness, death of a family member, jury duty, service in the armed forces, testifying before the legislature, attending a seminar involving municipal matters of importance to the member's duties, absence necessary for the member's business or employment, and any related emergencies or other matters which the board, commission, or committee finds qualify as an excused absence. Attendance reports will be provided by boards, commissions, and committees to the city council on a quarterly basis for their review. Copies of this ordinance shall be forwarded to members of all of the standing boards, commissions, and committees and to new members as they are appointed. (Code 1966, § 1-44; Ord. No. 96-154, § III, 7-9-96; Ord. No. 00-046A, § 1, 2-1-00) 92 Sec. 2-84. - Nominating and appointing members to certain boards. All nominations to the public utilities board and parks and recreation board shall be by procedures established by the city council to fairly allow each member of the city council an opportunity to nominate a member to each of these boards. All appointments to the public utilities board and parks and recreation board shall be by affirmative vote of four(4) members of the city council. (Ord. No. 96-169, § I, 7-16-96; Ord. No. 99-268, § 2, 8-3-99) 93 Sec. 12.07. -The public utilities board. (a) There is hereby created a public utilities board to be composed of seven (7) members, or as many members as there are councilmembers, whichever is greater, appointed by the council for four-year terms and until their respective successors have been appointed and qualified. Members of the board may be removed by the council only for cause and only after charges have been filed and published and the member has been given a reasonable opportunity to defend himself in an open public hearing before the council. Vacancies shall be filled for any unexpired term in the same manner as provided for regular appointments. (b) The city manager and director of utilities shall be ex officio members of the board. They shall attend all meetings of the board and shall have the right to discuss any matter that is under consideration by the board but shall have no vote. (c) Members of the public utilities board shall have the same qualifications as are required by membership on the city council. (d) At its organizational meeting, and annually thereafter as soon as the newly appointed member (or members) has qualified; the board shall select from its own membership a chairman, vice-chairman, and secretary. A majority of the regularly appointed members shall constitute a quorum. The board shall determine its own rules and order of business. The board shall meet at least once each month; all meetings shall be conducted in accordance with the Texas Open Meetings Act, chapter 551 of the Texas Government Code, as it may now read or hereafter be amended and all other applicable laws and a permanent record of proceedings shall be maintained, except as otherwise provided by law. (Ord. No. 76-12, Amend. No. 8, 4-5-76; Ord. No. 99-057, Amend. No. 23, 2-16-99, ratified 5-1- 99; Ord. No. 2006-232, Amend. No. 20, 8-28-06, ratified 11-7-06) 94 Sec. 14.16. - Boards and commissions. Members of boards and commissions of the City of Denton shall serve at the pleasure of the council. Members of such boards and commissions may be removed by the council only for cause and only after being given notice by the council. (Ord. No. 79-86, § 2, 12-11-79,ratified 1-19-80) 95 City Council Requested Rules of Procedure and Code of Ordinances Revisions Subject Current State Potential Revision Revision Mechanism Council Feedback from 9/24 Up to four speakers may schedule a Citizen Report per Council meeting Increase the number of public comment slots Unlimited Public Comment at Council from 6(4 citizen comment and 2 open mic)to 7 Meetings or Dedicated Monthly Public Up to two speakers may speak for up to four minutes per Council Allow for unlimited Public Comment or have monthly Public and allow any combination of open mic/citizen Comment Meeting meeting on topics not listed on the agenda Comment Town Hall Rules of Procedure Revision comment with a cap of 7 total speakers Allow residents to provide a rebuttal after the applicant's rebuttal.Resident rebuttal may be for up to four minutes and may only be made by Speaking More Than Once at a Public Citizens may one time for up to four minutes per Public Hearing Allow for citizens to speak more than once during a Public residents who provided initial input prior to the Hearing item Hearing Rules of Procedure Revision applicant rebuttal Consider options to give Council Members more time to Keep process as is,but need clarity from the make a motion for reconsideration;staff is recommending City Attorney's Office regarding if a motion for Motions for reconsideration must be made at the next succeeding an ordinance revision allowing up to 14-days to make such reconsideration can be made the same evening Motion for Reconsideration official Council meeting, this includes City Council Luncheons a motion or place the motion on an agenda Rules of Procedure Revision that the initial vote was made by the City Council No reference to Leave of Absence in the Code. The Code of Ordinances does not currently include a provision for Revise Sec.2-83c granting City Council the sole board,commission,committee,or Council members to take a Reassign discretion on excused and unexcused absences, discretion to determine excused vs.unexcused Leave of Absence leave of absence including reported leaves of absence to the City Council Code of Ordinances Revision absences Rules of Procedure is silent on the Mayor's ability to second a The request was for clarification on if the Mayor could motion,making Robert's Rules of Order apply make a motion or second a motion.Given the application of A revision is unnecessary if City Robert's Rules of Order,the Mayor currently has the same Council is comfortable with the Mayor's Ability to Make or Second a Per Robert's Rules of Order,the Mayor is a member of the voting rights and privileges as City Council members,including the application of Robert's Rules of No need for change,this was included for Motion body and has the same rights and privileges as all other members making and seconding motions Order clarification purposes Apply Robert's Rules of Order provision that tie- vote would be treated as a denial for all boards, commissions and committees.Note:under the DDC if there is one tie-vote,it comes back to Mirror the tie-vote provision in the Denton Development P&Z on a subsequent agenda,if there is a Code that applies to the Planning&Zoning Commission in second tie vote,then it is treated as a denial and Matters voted on are automatically placed on each subsequent the Rules of Procedure so that tie-votes would be treated a simple majority of Council is required for Tie-Vote(Excluding P&Z) agenda until a quorum is present and the tie is broken as a denial by the board/commission/committee Rules of Procedure Revision Council vote Include Council turnover as"cause"for existing New Elected Officials Replacing Existing Code of Ordinances is silent on an election or Council turnover board/commission/committee members to be removed Keep process as is-note that CM Briggs and MPT Board,Commission,and Committee being"cause"for a Council Member to update or replace from office if desired by the new elected official assigned to Charter Amendment and Code of Hudspeth both referenced a desire to decrease Members nominations assigned to their respective seat the seat that nominated them Ordinances Revision the term length for PUB Formally requiring that emails or other correspondence Typically,emails read aloud by elected officials during Council read aloud during official meetings be provided in the same Reading Constituent Emails during Council meetings are included in that week's Friday Report for full Council week's Friday Report(or other means)would require a Meetings review Rules of Procedure revision Rules of Procedure Revision No action necessary 96 Date: November 22,2019 Report No. 2019-189 INFORMAL STAFF REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Human Services Advisory Committee (HSAC) funding recommendations for the Rapid Re- Housing and Street Outreach Grants funded through the FY19/20 budget, and HSAC recommendations for the reallocation of$42,000 in Human Services Grant funding declined by two agencies. EXECUTIVE SUMMARY: The HSAC met on Monday, November 18, 2019 to discuss the Rapid Re-Housing and Street Outreach Grant applications, and the reallocation of $42,000 Human Services Grant awards declined by two agencies for FY2019-2020. Per the committee's recommendation, three service agreements have been drafted for Council approval in December. Council will have the option to either approve the HSAC recommendations and execute the service agreements, or not approve the funding recommendations. BACKGROUND: FY19/20 Budtet Supplementals for Street Outreach and Rapid Re-Housing Staff provided City Council with a comprehensive overview of the proposed funding supplementals in support of programs to improve outcomes to successfully house individuals and families in the FYI 9/20 budget process. The following recommendations were made and approved by City Council as budget supplementals in the FY 19/20 budget to strengthen key components of the Housing Crisis Response System. • Emergency Shelter: Expanding MKOC shelter from 3 nights/week to 7 nights/week and enhance the level of service, based upon the recommendations for the Shelter Planning workgroup and prior direction from City Council to explore and cost options to improve shelter use and housing outcomes. Supplemental included $400,000 annually for shelter operations and $80,000 for one-time facility improvements. • Diversion: Funding the Barriers Fund - Diversion Fund to divert approximately fifty (50) households from homelessness. Supplemental included $40,000 in a matching grant to the existing Barriers Fund administered by the United Way. • Housing: Funding $100,000 for Rapid Re-Housing programs to assist households experiencing homelessness with application fees, deposits, and rental assistance as necessary to move the household from homeless to housed and provide housing stability. This was recommended in response to recent funding loss for Rapid Re-Housing program dollars in the community. 97 Date: November 22,2019 Report No. 2019-189 • Outreach: Expanding the Street Outreach Team to increase the frequency of outreach to individuals living unsheltered and provide additional mental health case management support. Recommendation included $64,600 a year to fund a position at a partner agency and increase street outreach efforts. Rapid Re-Housing Grant and Purpose Rapid Re-Housing (RRH) provides housing relocation and stabilization services and assistance as necessary to help an individual or family experiencing homelessness move as quickly as possible into permanent housing and achieve stability in that housing. If one service area within the system sees a reduction in resources, all the other areas will also be impacted. Unfortunately, vital federal funding for RRH was not awarded for FY2019-20, resulting in a gap that will mean the system of care will not be able to move people experiencing literal served in street outreach and shelter into permanent housing. In response, the City allocated $100,000 for RRH programs to assist households experiencing homelessness with application fees, deposits, and rental assistance as necessary to move the household from homeless to housed and provide housing stability. Street Outreach Team Grant and Purpose The Street Outreach Team visits with people experiencing homelessness, provides them with information on housing, employment, and benefits and connects them to resources they may qualify to receive. In addition to immediate care provided at the point of contact, Street Outreach seeks to perform Coordinated Entry assessments and get individuals connected to community resources. Using a multidisciplinary outreach team approach, specifically increasing mental/behavioral health support, has been found to improve housing outcomes and stability. Specifically, having a dedicated resource attached to the Street Outreach Team would increase the frequency of outreach visits and provide a person available for on-call outreach as needed. To improve outcomes related to moving people from unsheltered to sheltered and permanent housing, the grant seeks to fund mental/behavioral health case management for individuals experiencing homelessness living unsheltered who also have a mental/behavioral health care need. Focused consistent case management (from outreach engagement, to housing transition, to housing maintenance)would lead to improved outcomes for this population. In response to that need, the City allocated $64,600 for a grant opportunity to fund a resource and/or increase assistance to the street outreach team. FY19/20 Bud2et Human Services Awards Approved Staff provided City Council with Human Services Grant funding recommendations for programs in the FY19/20 budget process. The HSAC recommendations were made and approved by City Council (Attachment 1) in the FY19/20 budget to support public services included support for these two agencies: • Interfaith Ministries: Funding $7,000 for homelessness prevention. • Giving Hope Inc.: Funding $35,000 for homelessness prevention. 98 Date: November 22,2019 Report No. 2019-189 Since this time, Interfaith Ministries and Giving Hope, Inc. have declined their Human Services Grant awards. DISCUSSION: Upon budget approval, staff developed a grant application process to award the Rapid Re- Housing and Street Outreach grant funding. The process included developing the grant application packet including grant overview, agency eligibility, program limits, and the application. Staff coordinated with the Human Services Advisory Committee (HSAC) to review the submitted Rapid Re-Housing and Street Outreach Grant applications and provide recommendations on funding allocation. On November 18, 2019, the HSAC met to receive a report, hold a discussion, and give staff direction regarding submitted Street Outreach and Rapid Re-Housing applications (HSAC 19- 036). During the meeting the HSAC reviewed the applications and scored each application. After review of the scoring and discussion of the applications, the Committee voted to recommend funding to Monsignor King Outreach Center (MKOC) for RRH in the amount of$60,000, Our Daily Bread (ODB) for RRH in the amount of$40,000, and Our Daily Bread (ODB) for Street Outreach in the amount of$64,600. In summary, the Committee recommended awarding the grant to MKOC and ODB in the respective amounts based upon the thoroughness of their grant applications, their experience working directly with individuals experiencing homelessness, ability to develop strong relationships, description of how they would prioritize clients and provide wrap-around services, the ability to begin immediately upon grant award, the strong community collaboration, the ability to serve all populations of individuals experiencing homelessness, and their continued commitment to addressing homelessness. In the same meeting, the HSAC also met to receive a report, hold a discussion, and give staff direction regarding the reallocation of funds for the 2019-2020 Human Services Grant Year (HSAC19-037). In March 2019, the HSAC committee awarded $7,000 to Interfaith Ministries of Denton Inc., and $35,000 to Giving Hope, Inc. Both agencies declined the Human Services Grant award. The HSAC deliberated how to reallocate the $42,000 in grant funds. The committee is recommending that the $42,000 budgeted in FY19/20 be reallocated in the following manner: • $27,100 to increase and fully fund the Rapid Re-Housing (RRH) grant request from ODB. This increases the RRH recommendation from $40,000 to ODB by $27,100 to fulfill ODB's total requested amount of$61,700 • $2,500 increase in the Human Services grant to PediPlace for a revised total of$10,000. • $6,200 increase in the Human Services grant to Health Services of North Texas for a revised total of$53,200. • $6,200 increase in the Human Services grant to The Salvation Army for a revised total of $31,200. 99 Date: November 22,2019 Report No. 2019-189 In December, staff expects to present three Service Agreements to City Council and a Resolution in support of the reallocation of Human Services Grant funds. • A service agreement between Our Daily Bread and the City of Denton providing for the expenditure of funds not to exceed $64,600 for Street Outreach. • A service agreement between Our Daily Bread and the City of Denton providing for the expenditure of funds for homelessness initiatives in the amount of$67,100 for Rapid Re- Housing Rental assistance. • A service agreement between Monsignor King Outreach Center and the City of Denton providing for the expenditure of funds for homelessness initiatives in the amount of $60,000 for Rapid Re-Housing Rental assistance. • A resolution in support of the reallocation of$42,000 in declined funding to increase the funding for the Rapid Re-Housing Grant and increase the total funding to three Human Services Grantees. ATTACHMENT(S): 1. List of 2019-2020 Human Services Grants Approved STAFF CONTACT: Anja Taylor, Grants Program Coordinator (940) 349-7322 Anja.Taylor@CityofDenton.com 100 2019-20 HUMAN SERVICES ADVISORY COMMITTEE FUNDING RECOMMENDATIONS FOR CDBG AND GENERAL FUNDS DENTON 2019-20 FINAL by SOURCE -19 General ORGANIZATION Request Recommendation 1 CDBG2 Award Award Award Fund 1 Court Appointed Special Advocates(CASA) $20,000 $20,000 $20,000 $35,000 $31,000 $31,000 2 City of Denton-Parks and Recreation $27,000 $27,500 $25,000 $64,002 $29,000 $29,000 Summer Day Camp Full Scholarships 3 Communities in Schools $20,000 $21,200 $24,000 $32,000 $30,000 $30,000 4 Denton Christian Preschool $26,000 $26,000 $26,000 $35,305 $28,000 $28,000 5 Denton City County Day School $36,000 $36,600 $40,250 $53,148 $38,000 $38,000 6 Denton County Friends of the Family $35,000 $35,000 $35,000 $35,000 $35,000 $35,000 7 Denton County MHMR Center $22,000 $15,000 $15,000 $20,000 $18,000 $18,000 8 Giving Hope,Inc. $28,000 $26,500 $32,500 $40,000 $35,000 $35,000 9 Health Services of North Texas $31,180 $45,000 $45,000 $60,000 $47,000 $47,000 10 Interfaith $5,000 $5,000 $7,000 $16,000 $7,000 $7,000 11 Monsignor King Outreach Center $5,000 $20,000 $32,000 $65,500 $50,000 $50,000 12 Our Daily Bread $15,000 $30,000 $25,000 $25,000 13 PediPlace $5,000 $10,000 $7,500 $7,500 14 RSVP:Serving Denton County $12,000 $5,000 $5,000 $12,000 $5,000 $5,000 Volunteers 15 Special Programs for Aging Needs $22,315 $23,000 $25,000 $25,000 $25,000 $25,000 16 The Salvation Army of Denton $20,000 $20,000 $23,250 $35,000 $25,000 $3,022 $21,978 17 Fred Moore Day Nursery School,Inc. $48,000 $48,000 $40,000 $90,000 $35,000 $35,000 {Set Aside for Homeless Leadership Team $9,000 $18,000 $0 $12,000 $12,000 $12,000 Coordinated Ent HMIS rev.GHI Total* $411,945 $439,300 $471,000 $669,955 $482,500 $333,522 $148,978 v.2/1/19 FUND -19 2019-2020** General Fund 1 $280,000 $307,355 $322,500 $333,522 C.D.B.G.2 $131,945 $131,945 $148,500 $149,000 Total* $411,945 $439,300 $471,000 $482,522 **Final 'To be approved with Budget Ordinance,September 2019 To be approved with CDBG Action Plan Resolution,June 2019 *Additional Program Funds in prior year awards are included in totals(hidden)but may not be shown if the past program is not currently funded. 10/1/2018 101 2019-20 Human Services Advisory Committee Recommendations for Funding— Program Descriptions by General Category Child Care Services-$130,000 • City of Denton Summer Kids Camp -$29,000 for full scholarships to summer day camp program to income eligible kids in need of quality care in the summer designed to integrate recreation with mentoring, and development of life skills, leadership, respect for others and respect for self. • Denton Christian Preschool(940)383-3332-$28,000 to provide quality early childhood education for at-risk preschool aged children in the community. • Denton City County Day School (940) 382-6485 - $38,000 to provide quality early childhood education to low-income children between the ages of 2 and 5 years. • Fred Moore Day Nursery, Inc. (940)387-8214-$35,000 to provide nurturing and developmentally appropriate early learning experiences for low-income families between infancy and 8 years old. Emergency Assistance for Homeless or At Risk Housing Assistance-$152,000 • Denton County Friends of the Family (800) 382-7273 - $35,000 for shelter director to ensure shelter is properly equipped to improve clients sense of safety, provide support in overcoming the impact of violence and abuse,and begin the process of helping the client achieve and maintain self-sufficiency free from family violence. • Giving HOPE, Inc. (940) 483-0569 $35,000 to prevent homelessness by providing rent and utility assistance to families in financial crisis that could result in loss of housing. • Interfaith Ministries (940) 566-5927 - $7,000 for temporary rent and/or shelter assistance for clients to prevent eviction and prevent homelessness and assist them in regaining financial stability. • Monsignor King Homeless Center(940)391-1919-$50,000 for security and case management for the provision of emergency shelter for people experience homelessness. • Our Daily Bread (940) 566-1308 $25,000 for the Senior Program Coordinator and Case Manager to manage all programs related to meals, supportive program services, and referrals for individuals experiencing economic hardships,food insecurity and/or homelessness. Family Resources-$61,000 • CASA of Denton County, Inc. (940) 243-2272 - $31,000 to recruit, train and support community volunteers who provide advocacy services in the judicial system for abused children who have been removed from their home due to abuse and neglect. • Communities in Schools of North Texas, Inc. (972) 538-9930- $30,000 for personnel for dropout prevention programs in Denton ISD campuses located within city limits of Denton serving grades K-12 students who struggle with academic, social, emotional, mental and/or physical barriers to success who are at risk of dropping out of school. 1 RE: 19-HS-HSAC-Recommendations-Source(v:04/23/19) 102 2019-20 Human Services Advisory Committee Recommendations for Funding— Program Descriptions by General Category Food Security Services-$50,000 • The Salvation Army Denton Corps (940) 566-3800 - $25,000 for assistance with food provided during the K.A.R.E. Kitchen daily meals and Food Pantry for clients experiencing homelessness and low-income households. • Special Programs for Aging Needs (SPAN), Inc. (940) 382-2224 - $25,000 for senior nutrition program providing nutritional home delivered and congregate meals for senior adults in Denton. Health Care and Mental Health Services-$72,500 • Denton County MHMR (940) 381-5000-$18,000 for outreach to Suicide Survivors by LOSS Team who are onsite at the scene of a suicide to provide resources and hope to newly bereaved. • Health Services of North Texas(940)381-1501-$47,000 for low-cost,sliding-scale fee services for patients of all ages, including women's health and prenatal care. Services include treatment for acute&chronic physical and behavioral conditions, immunizations,well visits,care management, and access to specialty care. • PediPlace (972) 436-7962 $7,500 for medical salaries, and medical care service delivery costs to children residing in Denton ages birth to 18 who are uninsured or qualify for Medicaid or CHIP benefits. Other Types of Public Services-$5,000 • RSVP Serving Denton County (940) 383-1508 (Volunteers) -$5,000 for coordination of volunteer services for senior citizens in Denton who provide volunteer services to local nonprofits meeting a community need. 2 RE: 19-HS-HSAC-Recommendations-Source(v:04/23/19) 103 Council Submitted Requests responseI Preferred format for Council Member Requestor Date Service Request Summary of Request Time Sensitivity 1 Council Member Armintor 11/04/19 Policy Request a work session on revising our criteria and methods for Work Session Ogden Purchasing and Procurement Council Member Armintor will present during the selecting labor contracts to include minimum wage criteria. Pending items work session on December 3. 2 Council Member Armintor 11/19/19 Clarification Would the City be able to submit a grant application to the Project Email Barnett Sustainability Information will be included in a future Friday Report Accelerator initiative for a graywater program? 3 Council Member Armintor 11/19/19 Service Request Can you look into the West Oak&Ponder dip sign removal mentioned Jahn Capital Projects Information will be included in a future Friday Report by the open mic speaker tonight? 4 Council Member Armintor 11/19/19 Policy add capped wells to the reverse setback Work Session McDonald Development Services Information will be included in a future Friday Report 5 Council Member Briggs 10/27/19 Policy Work session on smart city led applications discussion on what we need Depends on if necessary before installed Work Session Lutrick DME Information will be included in a future Friday Report to do next steps Council Member Briggs 11/10/19 1 need to know the most effective strategy for asking the city to install Email Jahn Capital Projects Information will be included in the November 22 Friday 6 stop signs on Ryan Road at the entrance to Lake Forest Good Report Samaritan. 7 Council Member Briggs 11/15/19 Service Request What development is going in along Sherman across from the Beverly Email Rosendahl Development Services Information will be included in a future Friday Report Park Estates? 8 Council Member Briggs 11/17/19 Clarification What is the short term and long term plan for the North Lakes recycling Email Boerner Solid Waste and Recycling Information will be included in a future Friday Report center? 9 Council Member Briggs 11/21/19 Service Request Resident Concern:Are there any permanent solutions for the speeding Email around Wilson Elementary? Council Member Davis 11/05/19 Policy Large-Scale Mural on Post Office Building.This is a left-field request,so N/A Informal Staff Report Rogers Economic Development Information will be included in a future Friday Report and ISR or even a polite email to tell me it's impossible is just fine.I'd 10 like to work with the Postal Service or the GSA or whatever the appropriate federal agency is to use City public art funds(and perhaps community raised fund)to paint a large-scale mural on the East wall of the post office(the one that faces the City Hall parking lot) 11 Mayor Pro Tern Hudspeth 11/19/19 Clarification A resident is concerned with the cost of kraft bags on his limited budget. Email Boerner Solid Waste and Recycling Information will be included in a future Friday Report What have you heard others are doing to manage the issue? 12 Mayor Pro Tern Hudspeth 11/19/19 Service Request A business feels that their solid waste fees are not line with their current Email Boerner Solid Waste and Recycling Information will be included in a future Friday Report usage.Are there any other options available to her? 1 Council Member Meltzer 08/01/19 Policy Review the use of the Historic Tax Abatement Incentives to encourage Informal Staff Report Rogers Economic Development Staff is collecting data and finalizing report;pending redevelopment in the area. other departmental priorities Council Member Meltzer Policy This regards risks and appropriate public protections regarding plugged Work Session McDonald Development Services Council Member Meltzer will present during the wells as well as facilitating alternative surface uses for land sidelined by Pending items work session on December 10. setbacks and reverse setbacks. 4W 104 November 2019 1 2 3 4 5 6 7 8 9 12:00 am Council 10:30am Audit/Finance Luncheon 2:30pm Agenda Comnittee I)owntown ED Committee 8:30am 1:30pm Committee on the 1:00 pm CC Work Session Environment 6:30 pm CC Regular 4:00pm Public Art Committee 5:30pm Traffic Safety Session 2:00pmP&Z Work Session Commission 6:30pm P&Z Regular Session 10 11 12 13 14 15 16 9:00a m Public Utilities 9:00 am Mob ilitv 11:00 am DCRC Bo a rd Committee NO Agenda Committee 12:00 p m Sp e c is 1 C a lle d 2:00 pm 2nd Tuesday Council Meeting 5:30pm HLC Session 11:OOam EDP 17 18 19 20 21 22 23 4:30pm ZBA 1:00 pm CC Work Session 6:3 0 pm CC Regular 12:00 TIF Board(TIRZ) S:OOpm Committee on Se ssion Persons with Disabilities 2:30pm Agenda Cornnittee 5:00pmP&Z Work Session 6:30pmP&ZRegular Session 24 25 26 27 28 29 30 No C o unc it Me e tin g 2:30pm Agenda Committee 'IHAMWIVING HOLIDAY THANKSGIVING HOLIDAY 105 December 2019 1 2 3 4 5 6 7 11:3 0 am Joint C C/DISD 10:30 Committee on Citizen 2:30pm Agenda Committee 4:00pm Public Art Committee Lune he on Engagement 1:30pm Committee on the 12:00 pm CC Work Environment Se ssion 5:30pm Traffic Safety 6:30 pm CC Regular Commission Session 8 9 10 11 12 13 14 9:00a m Public Utilities 9:00 am Mob ility I1:00amEDP Bo a rd Committee 5:00pm PH Work Session 11:00 am DCRC 2:00 pm 2nd Tuesday 6:30pm P&Z Regular Session 5:30pm HLC Session 15 16 17 18 19 20 21 4:00p m ZBA 2:00 pm CC Work Session 4:00pm HaBSCo Nbeting 6:30pm CC Regular 5:00pmCommitteeon Se ssion Persons With Disabilities 22 23 24 25 26 27 28 o Council Meeting 29 30 31 o Council Meeting 106 Cityof Denton City Hall 215 E. McKinney St. Denton,Texas 76201 www.cityofdenton.com DENTON Meeting Agenda City Council Monday, December 2,2019 11:30 AM Denton ISD Central Offices 1307 N. Locust Street Joint Meeting with Denton Independent School District Board of Directors Joint Meeting of the City Council of the City of Denton and the Denton Independent School District Board of Trustees on Monday, December 2, 2019, at 11:30 a.m. at the Denton ISD Central Offices, 1307 N. Locust Street,Denton,Texas at which the following items will be considered: Work Session Reports A. ID 19-2803 Receive a report, hold a discussion, and give staff direction on Denton Independent School District's demographic data. B. ID 19-2833 Receive a report, hold a discussion, and give staff direction on a construction update on Denton Independent School District schools and facilities inside the City of Denton. C. ID 19-2804 Receive a report, hold a discussion, and give staff direction regarding an update on construction projects, facilities, and projects included in the approved 2019 City of Denton bond program. D. ID 19-2834 Receive a report, hold a discussion, and give staff direction regarding the amendment of a Memorandum of Understanding (MOU) with the Denton Independent School District (DISD), for Student Resource Officers(SROs). Concluding Items A. Under Section 551.042 of the Texas Open Meetings Act, respond to inquiries from the City Council or the Denton ISD 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. 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 27th day of November,2019 at CITY SECRETARY Page I Printed on 1112212019 107 City Council Meeting Agenda December 2, 2019 NOTE: THE DENTON INDEPENDENT SCHOOL DISTRICT'S DESIGNATED PUBLIC MEETING FACILITIES ARE ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT. THE CITY WILL PROVIDE ACCOMODATION, SUCH AS 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 940-349-8309 OR USE TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800-RELAY-TX SO THAT REASONABLE ACCOMMODATION CAN BE ARRANGED. Page 2 Printed on 1112212019 108 Cityof Denton City Hall 215 E. McKinney St. Denton,Texas 76201 www.cityofdenton.com DENTON Meeting Agenda City Council Tuesday, December 3,2019 12:00 PM Work Session Room&Council Chambers WORK SESSION BEGINS AT 12:00 P.M.IN THE WORK SESSION ROOM REGULAR MEETING BEGINS AT 6:30 P.M.IN THE COUNCIL CHAMBERS After determining that a quorum is present, the City Council of the City of Denton, Texas will convene in a Work Session on Tuesday, December 3, 2019, at 12:00 p.m. in the Council Work Session Room at City Hall, 215 E.McKinney Street,Denton,Texas at which the following items will be considered: WORK SESSION 1. Citizen Comments on Consent Agenda Items This section of the agenda allows citizens to speak on Consent Agenda Items only. Each speaker will be given a total of three (3) minutes to address any items he/she wishes that are listed on the Consent Agenda. A Request to Speak Card should be completed and returned to the City Secretary before Council considers this item. 2. Requests for clarification of agenda items listed on this agenda. 3. Work Session Reports A. ID 19-2259 Receive a report, hold a discussion, and give staff direction regarding the development of the Hunter-Cole Ranch master planned community in southwest Denton. B. ID 19-2369 Receive a report, hold a discussion and give staff direction regarding procedures for pre-annexation development agreements, including a pending application for such an agreement for property located at the intersection of South Bonnie Brae and Allred Road. C. ID 19-2445 Receive a report and hold a discussion regarding the Vision Zero roadway traffic safety initiative. D. ID 19-2852 Receive a report hold a discussion and seek direction on a potential reimbursement ordinance. E. ID 19-2822 Receive a report hold a discussion and seek direction on creating a City Bond Oversight Committee to monitor, evaluate and report on progress on the bond election capital improvement program. F. ID 19-2470 Receive a report,hold a discussion,and give staff direction on the DME Budget. G. ID 19-2806 Receive a report, hold a discussion, and give staff direction on a request for a future Council Work Session to discuss whether to adopt additional regulations to the City's Gas Well Ordinance. Page I Printed on 1112212019 109 City Council Meeting Agenda December 3, 2019 H. ID 19-2256 Receive a report, hold a discussion, and give staff direction on pending City Council requests for: (1) Labor contracts minimum wage criteria Following the completion of the Work Session, the City Council will convene in a Closed Meeting to consider specific items when these items are listed below under the Closed Meeting section of this agenda. 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. 1. Closed Meeting: A. ID 19-2854 Deliberations Regarding Certain Public Power Utilities: Competitive Matters - Under Texas Government Code Section 551.086. Deliberate and discuss competitive information regarding public power operational and financial matters pertaining to the purchases and risks of wholesale energy supply pertaining to the proposed electric budget. Any final action, decision, or vote on a matter deliberated in a Closed Meeting will only be taken in an Open Meeting that is held in compliance with Texas Government Code, Chapter 551, except to the extent such final decision, or vote is taken in the Closed Meeting in accordance with the provisions of Section 551.086 of the Texas Government Code (the `Public Power Exception'). The City Council reserves the right to adjourn into a Closed Meeting or Executive Session as authorized by Texas Government Code, Section 551.001, et seq. (The Texas Open Meetings Act) on any item on its open meeting agenda or to reconvene in a continuation of the Closed Meeting on the Closed Meeting items noted above, in accordance with the Texas Open Meetings Act,including,without limitation Sections 551.071-551.086 of the Texas Open Meetings Act. NOTE: Any item scheduled for formal action at the Regular Meeting may be subject to a motion for reconsideration at any time during the meeting or after the meeting, up until the next succeeding official meeting of the Council. REGULAR MEETING OF THE CITY OF DENTON CITY COUNCIL AT 6:30 P.M. IN THE COUNCIL CHAMBERS AT CITY HALL, 215 E. MCKINNEY STREET, DENTON, TEXAS AT WHICH THE FOLLOWING ITEMS WILL BE CONSIDERED: 1. PLEDGE OF ALLEGIANCE A. U.S. Flag B. Texas Flag "Honor the Texas Flag—I pledge allegiance to thee,Texas,one state under God,one and indivisible." 2. PROCLAMATIONS/PRESENTATIONS 3. PRESENTATION FROM MEMBERS OF THE PUBLIC A. Review of procedures for addressing the City Council. Page 2 Printed on 1112212019 110 City Council Meeting Agenda December 3, 2019 B. Receive Scheduled Citizen Reports from Members of the Public. This section of the agenda permits any person who has registered in advance to make a citizen report regarding a public business item he or she wishes to be considered by the City Council. This is limited to no more than four (4) speakers per meeting with each speaker allowed a maximum of four (4) minutes to present their report. At the conclusion of each report, the City Council may pose questions to the speaker or may engage in discussion. If the City Council believes that a speaker's report requires a more detailed review, the City Council will give the City Manager or City Staff direction to place the item on a future work session or regular meeting agenda and advise staff as to the background materials to be desired at such meeting. C. Additional Citizen Reports - This section of the agenda, which is also known as the "open microphone" section, permits any person who is not registered for a citizen report to make comments about public business items not listed on the agenda. This section is limited to two open microphone speakers per meeting with each speaker allowed a maximum of four (4) minutes. Such person(s) must file a "Blue Card" requesting to speak during this period,prior to the calling of this agenda item. During open microphone reports under this section of the agenda, the Council may listen to citizens speak. However, because notice of the subject of the open microphone report has not been provided to the public in advance, the Texas Open Meetings Act limits any deliberation or decision by the Council to: a proposal to place the item on a future agenda; a statement of factual policy; or a recitation of existing policy. Council Members may not ask the open microphone speakers questions or discuss the items presented during open microphone reports. NOTE: If audio/visual aids during presentations to Council are needed, they must be submitted to the City Secretary 24 hours prior to the meeting. 4. CONSENT AGENDA Each of these items is recommended by Staff and approval thereof will be strictly on the basis of the Staff recommendations. Approval of the Consent Agenda authorizes the City Manager or his designee to implement each item in accordance with the Staff recommendations. The City Council has received background information and has had an opportunity to raise questions regarding these items prior to consideration. Listed below are bids, purchase orders, contracts, and other items to be approved under the Consent Agenda (Agenda Items A — L). This listing is provided on the Consent Agenda to allow Council Members to discuss or withdraw an item prior to approval of the Consent Agenda. If no items are pulled, the Consent Agenda Items will be approved with one motion. If items are pulled for separate discussion, they may be considered as the first items following approval of the Consent Agenda. A. ID 19-2738 Consider approval of the minutes of November 12 and November 15,2019. B. ID 19-2774 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the approval of a third amendment to a Professional Services Agreement between the City of Denton and Freese and Nichols, Inc., amending the contract approved by City Council on December 5, 2017, in the not-to-exceed amount of $1,529,180, amended by Amendments 1-2 approved by Purchasing staff, said third amendment to provide additional engineering services related to the Phase II upgrade of the Lake Lewisville water treatment plant (LLWTP), zebra mussels control measures for both Lake Ray Roberts and Lake Lewisville raw water pump stations, and LLWTP sludge dewatering facility in the amount of $419,980; providing for the expenditure of Page 3 Printed on 1112212019 111 City Council Meeting Agenda December 3, 2019 funds therefor; and providing an effective date (RFQ 6305 - providing for an additional third amendment expenditure amount not-to-exceed $419,980, with the total contract amount not-to-exceed $1,989,530). The Public Utilities Board recommends approval (7 -0). C. ID 19-2775 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or his designee, to execute a contract with Altec Industries, Inc. through the Sourcewell Cooperative Purchasing Network Contract Number 012418, for the acquisition of one (1) Altec model AT41M Articulating Telescopic Aerial truck for the Traffic Department; authorizing the expenditure of funds therefor; and declaring an effective date (File 7207- awarded to Altec Industries, Inc., in the not-to-exceed amount of$151,867). D. ID 19-2810 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Dell Marketing LP, through the Department of Information Resources (DIR) Cooperative Purchasing Network Contract# DIR-TSO-3763 for the purchase of desktop Personal Computers (PCs), notebook PCs, peripherals, audiovisual equipment, maintenance and services; providing for the expenditure of funds therefor; and providing an effective date (File 7076 -awarded to Dell Marketing,L.P.,in the amount of$2,227,498). E. ID 19-2826 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or his designee, to execute a contract with Vogel Traffic Services, Inc. dba EZ-Liner Industries through the Sourcewell Cooperative Purchasing Network Contract Number RFP #052417, for the acquisition of one (1) EZ-Liner Model TV-AL 110 Paint Striping truck for the Traffic Department; authorizing the expenditure of funds therefor; and declaring an effective date (File 7220- awarded to Vogel Traffic Services, Inc. dba EZ-Liner Industries, in the not-to-exceed amount of $146,933). F. ID 19-2817 Consider approval of a resolution of the City Council of the City of Denton authorizing and designating representatives of the City to act as custodian of the investment of public funds in the Texas local government investment pool ("TexPool"); delegating authority to invest funds and with local investment funds to TexPool; authorizing the Mayor to execute a resolution amending authorized representatives; and providing for an effective date. G. ID 19-2824 Consider approval of a resolution revising Administrative Policy No. 403.07"Debt Service Management"; and providing an effective date. The Audit/Finance Committee recommends approval(3-0). H. ID 19-2825 Consider approval of a resolution revising the Administrative Policy No 403.06 "Investment Policy"; and providing for an effective date. The Audit/Finance Committee recommends approval(3-0). I. ID 19-2827 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with CentralSquare Technologies, LLC, for the continued support of the Tritech Public Safety System and associated module used for the Police and Fire Department, which is the sole provider of Page 4 Printed on 1112212019 112 City Council Meeting Agenda December 3, 2019 this software, in accordance with Texas Local Government Code 252.022, which provides that procurement of commodities and services that are available from one source are exempt from competitive bidding, and if over $50,000 shall be awarded by the governing body; and providing an effective date (File 2640- awarded to CentralSquare Technologies,LLC, in the six(6)month not-to-exceed amount of$137,871.28). J. ID 19-2832 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, rejecting any and all competitive bids under IFB 7173 for painting services for various City buildings and projects by the City of Denton; and providing an effective date(IFB 7173). K. ID 19-2835 Consider adoption of an ordinance of the City of Denton, approving a City co-sponsorship to the Denton Holiday Festival Association, Inc., in an amount not to exceed $15,208 of in-kind services and resources for the 31 st Annual Denton Holiday Lighting Festival, which will be held on Friday, December 6, 2019, from 5:30 p.m. to 9:30 p.m., at the historic downtown square; and providing an effective date. L. ID 19-2861 Consider adoption of an ordinance of the City of Denton, Repealing Ordinance No. 90-197; adopting an updated Records Management Policy establishing authority for an active and continuing Records Management Program to be administered by the Records Management Officer in accordance with the requirements of the Local Government Records Act; providing for savings and severability clauses; and providing an effective date. 5. ITEMS FOR INDIVIDUAL CONSIDERATION A. ID 19-2456 Consider approval of a resolution establishing Naming Policy Guidelines for City buildings, facilities, land or any portion thereof; repealing Resolution No. R2012-007; and declaring an effective date. B. ID 19-2776 Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Lessek Enterprises, LLC dba Impress Graphics, for printing services for the City of Denton City Manager's Office; providing for the expenditure of funds therefor; and providing an effective date (RFP 6977 - awarded to Lessek Enterprises, LLC dba Impress Graphics, for one (1) year, with the option for three (3) additional one (1) year extensions, in the total four (4) year not-to-exceed amount of$2,900,000). C. ID 19-2823 Consider approval of a resolution casting votes for membership to the Board of Directors of the Denton Central Appraisal District; and declaring an effective date. D. ID 19-2517 Consider nominations/appointments to the City's Boards, Commissions, and Committees: Airport Advisory Board, Animal Shelter Advisory Committee, Board of Ethics, Committee on Persons with Disabilities, Community Development Advisory Committee, Health & Building Standards Commission, Historic Landmark Commission, Human Services Advisory Committee, Library Board, Parks, Recreation & Beautification Board, Planning & Zoning Commission, Public Art Committee, Public Utilities Board, Traffic Safety Commission, and Zoning Board of Adjustment. Page 5 Printed on 1112212019 113 City Council Meeting Agenda December 3, 2019 E. ID 19-2841 Receive a presentation of an ordinance of the City of Denton, to amend the City of Denton Code of Ordinances (Code) Section 2-29(City Council Rules of Procedure) subsection (g) (5) (Majority Vote Required) treating all matters ending in a tie-vote as a denial;providing for a severability clause; and providing for an effective date. F. ID 19-2845 Receive a presentation of an ordinance of the City of Denton to amend the City of Denton Code of Ordinances (Code) Section 2-29(f)(4)(d) (City Council Rules of Procedure) related to public hearings by allowing speakers who have previously provided input the opportunity to provide a rebuttal after hearing the applicant's rebuttal; providing for a severability clause; and providing for an effective date. G. ID 19-2846 Receive a presentation of an ordinance of the City of Denton to amend the City of Denton Code of Ordinances (Code) Section 2-29(f)(4) (City Council Rules of Procedure Presentations from Members of the Public) Subsection (4) allowing up to seven (7) members of the public to address the body through any combination of prior registration and open microphone presentations; providing for a severability clause; and providing for an effective date. H. ID 19-2847 Receive a presentation of an ordinance of the City of Denton to amend the City of Denton Code of Ordinances (Code) Section 2-29 (City Council Rules of Procedure) Subsection (h) (creation of committees, boards, and commissions) requiring boards, commissions, and committees to establish a regular meeting schedule by no later than the first meeting date of the calendar year; providing for a severability clause; and providing for an effective date. I. ID 19-2848 Receive a presentation of an ordinance of the City of Denton, Texas, amending the City of Denton Code of Ordinances, amending Section 2-83(c) to revise the absences provision for board, commission, and committee members by establishing procedures and definitions to determine if an absence is excused or unexcused; providing for a severability clause; and providing for an effective date. 6. PUBLIC HEARINGS A. 519-0012a Hold a public hearing and consider adoption of an ordinance of the city of Denton, Texas, approving a Specific Use Permit to allow for a multi-family development on an Approximately 15.34-acre site, generally located on the northwest corner of Duchess Drive and Loop 288, in the City of Denton, Denton County, Texas; providing for a Penalty in the maximum amount of $2,000.00 for violations thereof; providing for severability; and establishing an effective date. No action was taken by the Planning and Zoning Commission. (519-0012, Denton Grove Apartments, Karina Maldonado) THIS ITEM HAS BEEN NOTICED FOR THE JANUARY 7, 2020 CITY COUNCIL MEETING. B. 519-0003a Hold a public hearing and consider adoption of an ordinance for a Specific Use Permit to allow for a Multifamily Dwelling use on approximately 12.33 acres of land. The property is generally located on the north side of Poinsettia Boulevard, approximately 945 feet east of East Sherman Drive in the City of Denton, Denton County, Texas; providing for a penalty in the maximum amount of $2,000.00 for violations thereof; providing a Page 6 Printed on 1112212019 114 City Council Meeting Agenda December 3, 2019 severability clause and an effective date The Planning and Zoning Commission voted to [approve/deny]the request. (S 19-0003,Oxford at Sherman Drive,Julie Wyatt) 7. 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. B. Possible Continuation of Closed Meeting topics,above posted. 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 27th day of November,2019 at CITY SECRETARY NOTE: THE CITY OF DENTON'S DESIGNATED PUBLIC MEETING FACILITIES ARE ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT. THE CITY WILL PROVIDE ACCOMODATION, SUCH AS 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 940-349-8309 OR USE TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800-RELAY-TX SO THAT REASONABLE ACCOMMODATION CAN BE ARRANGED. Page 7 Printed on 1112212019 115 FUTURE WORK SESSION ITEMS MATRIX As of November 22,2019 Meeting Date Currently Slated Work Session Items 2019 City Bond Program- Joint Meeting with Denton ISD DISD Demographic Data DISD Schools&Facilities Road construction Overview of School 19-2803 19-2833 Projects Resources Officers 2-Dec Lunch 19-2804 19-2834 DIVE Budget Update 19-2470 Sagebrook Annexation Bond Oversight Reimbursement Review of Council Gas Well Clarification Vision Zero Development(TBD) Committee Cole Hunter Ranch' Ordinance Requests 3-Dec 19-2806 19-2445 19-2369 19-2822 19-2259 19-2852 19-2256 Denton County Behavioral Health NCTCOG Solid Waste Review of Council Leadership Team Green Tree Estates Stoke Annual Update Grant Requests 10-Dec 19-2338 Discussions 19-2628 19-2779 19-2257 Mobility Plan Update TXDOTTurnback Program Accessory Dwelling Units, 19-2485 Walls,Fences,and Review of Council Audit Workplan Screening Cole Hunter Ranch Fine Arts Theatre Employee Ethics Policy Requests 17-Dec 19-2783 DCA19-0011 19-2802 DIVE Delegated Authority 19-2739 19-018 19-2258 6-Jan Lunch Main Street Association Review of Council Doorbell Monitoring Annual Gas well Construction Code Chamber Contract Partnership Requests 7-Jan KDB Annual Report Technology Summary Review 19-1946 19-2764 20-001 Review of Council Construction Code Requests 14-Jan Cole Hunter Ranch 1 Hickory Creek Alignment lReview I 1 1 120-002 21-Jan No meeting;MILK Holiday on 1/20 Economic Development Review of Council Fire Standards of City Hall West Audit Requests 28-Jan Coverage Gas Well 19-2840 19-2723 20-003 Review of Council -a Pay-As-You-Go Program Right of Way Ordinance Purchasing Manual Sustainability Plan Requests Mar 03 GJ Overview Outdoor Noise Follow-up Update DIVE GreenSense Update 20-008 C C Gas Well Update Review of Council d m Affordable Housing/ Group Home Code &Closed Session Item Utilities Management Requests Mar 17 Housing Assistance Amendment (pulled from 10/8/19 WS)Study Public Art Canopy Trails 20-009 C O W �N fa Development Review Review of Council H � 0 Process Improvements City Criteria Manuals Requests Mar 24 N High Voltage Lines 19-2686 DCA19-0008 20-010 Y i O Review of Council �j Requests Apr 07 20-011 Work Session Veteran Source of Requests Determined Community Public Art Integrated Pest Income Housing by Council- and Community Tree TIF Grants for Management Plan Discrimination Quakertown Park Anti-Discrimination Date TBD Grants Accessibility Review Ordinance Drainage Channel Ordinance 116 Street Closure Report IMPROVIN4"l G Upcoming Closures 1)j.N TO N Week of November 25,2019-December I,2019 Street/intersection From To Closure Closure Description Department Upcoming Public Other Department Start Date End Date Info/Notes Meeting Communication Contact Concrete Street Panel Repair. The process starts with 7704 Mirror Rock White Dove Montecito 12/16/19 01/10/20 barricading the failed sections of Streets Door Hangers (940)349-7146 concrete pavement,remove the pavement and subgrade,and install new concrete pavement. We are replacing the water We will be distributing Ave B Underwood Eagle 12/09/19 01/22/20 main,all fire hydrants,and all Water flyers to affected (940)349-7332 water services on Ave B from Underwood to Eagle customers. Concrete Street panel and Sidewalk repair. The process County Club starts with barricading the failed Beechwood Rd Wintercreek 12/09/19 02/14/20 sections of concrete pavement, Streets Door Hangers (940)349-7146 remove the pavement and subgrade,and install new concrete pavement Chipping Cam den Argyle Lane Winthrop Hill 12/02/19 12/16/19 Base Failure Repairs Streets door hangers (940)349-7146 Road Crosstimber Mill Wye 12/20/19 12/27/19 Street Repairs Streets (940)349-7146 (Road Closure) Franchise utility relocation work has been delaying the start of our construction and related lane closures. However the franchises have progressed to the Hickory Creek Rd. Teasley Riverpass TBD TBD Street Widening Engineering Point where Jagoe can (940)349-8910 (Temporary Lane Closures) deploy to the site soon and begin work. I will be meeting with Jagoe within the next week and should then have a better idea as to their proposed lane closure schedule of Hickory Drainage department will be repairing the storm drain in front Hollyhill Ln. Ticonderoga Lafayett Ln. 12/09/19 12/11/19 of 2245 Hollyhill Ln.the work is Drainage Door hangers t affected (940)349-7197 Dr. expected to last no longer than residents two days.Traffic will be detoured to Lynhurst Ln. 135E northbound service located 500 ft west TBD TBD Wastewater Improvements Wastewater (940)349-7128 road of Bonnie (Temporary Lane Closures) Upcoming Closures 117 Street/intersection From To Closure Closure Description Department Upcoming Public Other Department Start Date End Date Info/Notes Meeting Communication Contact Southwest John Paine Install approximately water main John Paine Road Pump at John 01/06/20 05/31/20 along Old John Paine and Allred Water NextDoor (940)349-8925 Station Paine between the Southwest Pump Station and South Bonnie Brae. Concrete Sidewalk repair. The Lantana Drive Plumbago Cul v Sac 12/16/19 01/17/20 process starts with barricading Streets Door Hangers (940)349-7146 the failed sections of Sidewalk, remove and install new Robson Eat Side of 35W TBD TBD Wastewater Main Install Wastewater (940)349-7128 RR (Temporary Lane Closure) Replace damaged storm drain pipe and inlets. The process starts with barricading the Rockwood Lane Royal Lane Emerson 12/02/19 12/20/19 section of street to be removed, Drainage Other (940)349-7197 Lane remove and replace the damaged storm drain pipe and inlets and repair the street cut with new asphalt pavement. Rockwood Ln. Royal Mistywood TBD TBD bundle Engineering this will be part of bundle Door Hangers Drainage and Roadway Roselawn Dr. Bonnie Brae Kansas City TBD TBD Construction Engineering Part of Bonnie Brae Ph. 1 (940)349-8910 Southern RR Bonnie Brae Phase 1 Capital Project (One Lane traffic control) Royal Ln. Royal Rockwood TBD TBD bundle Engineering this will be part of bundle Base Repairs Crews will move here Meet with Business Shady Oaks Dr. Teasley Woodrow TBD TBD (Temporary Lane Closure) Streets after work on Kerley St. Owners (940)349-7146 is complete Texas Bell Ave. Oakland 12/01/19 12/08/19 SS Manhole and pipe Public Works Email Notification (940)205-9230 installation Inspection Thomas St. Panhandle Oak TBD TBD Streets Construction Capital Projects Part of 2019 Street (940)349-7104 Bundle Welch Street Oak St. Hickory St. 12/09/19 02/21/20 Street reconstruction with Streets door hangers (940)349-7146 sidewalk improvement. Concrete Sidewalk repair at intersection of Wind River at Wind River Lillian Miller Teasley Ln. 12/09/19 12/27/19 Teasley Ln. The process starts Streets Door Hangers (940)349-7146 with barricading the failed sections of Sidewalk,remove and install new concrete. Upcoming Closures 118 Street/intersection From To Closure Closure Description Department Upcoming Public Other Department Start Date End Date Info/Notes Meeting Communication Contact Total 18 Upcoming Closures 119 Street Closure Report IMPROVING DF Current Closures DENTON Week of November 25,2019-December I,2019 Street/intersection From To Closure Closure Description Department Upcoming Public Other Departmen Start Date End Date Info/Notes Meeting Communication Contact Bell Ave Texas Schmitz 11/24/19 12/01/19 Water tap for TWU STLC Engineering NextDoor (940)205-9230 Blagg Rd. Mayhill Geesling 03/18/19 12/31/19 Mayhill Project Bridge Engineering Part of Mayhill Rd. Website&Nextdoor (940)349-8925 (Temporary Street Closure) Widening Capital Project Notification Part of North South Bonnie Brae St. Roselawn Corbin 10/21/19 12/20/19 Water Main Replacement Engineering Water Main Ph. II (940)349-8910 (closed to thru traffic) Capital Project(Bonnie Brae from Roselawn to Brinker Rd. Loop 288 Quail Creek 07/08/19 11/22/19 Storm Drain Demolition Drainage Website,Nextdoor (940)391-6299 (Temporary Lane Closure) Notification Intersection No additional closures planned Brinker Rd. of IH 35E 09/25/19 11/29/19 for this construction,potentially Traffic (940)349-7486 only lane closures. Clydesdale Dr. Wheeler Spanish 10/07/19 12/20/19 Concrete Panel&Sidewalk Streets delayed completion date (940)349-7160 Ridge Repair due to weather Need to close Crestwood St.from Linwood to Greenwood to put in a Concrete Valley Gutter across the Street.This was originally going to only be a lane closure Crestwood Linwood Greenwood 11/18/19 11/21/19 Curb and Gutter Repair Streets because they were door hangers (940)349-7160 going to do half of the valley gutter at a time. Due to the elevation and angle this one needs to be poured all at once so it will have to be a full closure. Weather permitting we'll be Closing it on Monday Storm Drain Installation and Part of McKinney Rd. E.McKinney St. Grissom S. Fork 03/11/19 12/01/19 Street Widening Engineering Widening Capital Project (940)349-8910 (Temporary,Intermittent Edgewood Crestwood Northwood 11/11/19 12/13/19 Curb and Gutter Repair Streets Door Hangers (940)349-7160 Terrace Edwards Road S.Mayhill Camino Real 11/11/19 11/25/19 Base Failure Repairs Streets door hangers (940)349-7146 Trail Upcoming Closures 120 Street/intersection From To Closure Closure Description Department Upcoming Public Other Department Start Date End Date ' Info/Notes Meeting Communication Contact Part of Downtown TIF Sidewalk&Lighting CIP- Elm St. Oak Parkway 09/23/19 01/18/20 Sidewalk Improvements Engineering Temporary lane and (940)349-8425 shoulder closures due to sidewalk reconstruction. Atmos Energy replacing 150ft of Bolivar gas main(maintenance). First Street Street Elm Street 11/18/19 12/13/19 Intermittent closures required to Atmos Direct business contact (940)205-8278 complete repairs and paving restoration. City of TxDOT Project-New Denton/Cori contractor selected and FM 2181 nth City Lillian Miller 11/18/19 TBD Street Widening TxDOT starting to mobilize. (940)349-8425 limits Various lane closures possible starting Fry Scripture Oak 11/04/19 11/29/19 Traffic Signal Improvements Traffic Direct business contact (940)349-7486 Fry Oak Hickory 11/27/19 12/31/19 Signal reconstruction Traffic Direct business contact (940)349-7486 0.26 mi Street Widening Ft.Worth Dr.(US 377) IH 35E south of FM 12/03/18 12/12/20 (Temporary Lane Closures TxDOT 10/08/19 (940)387-1414 1830 during non-peak traffic) Ft.Worth Dr.(US 377) IH 35E Mission St 10/17/19 10/23/19 Infrastructure Safety Upgrades TxDOT (940)387-1414 (temporary closures) Greenwood CClrestwood intersection 11/11/19 12/06/19 Curb and Gutter improvements Streets delayed due to weather (940)349-7146 (temporary closures) Street and Drainage Part of Magnolia Depending on weather, Improvements Magnolia Drainage Capital Project pavement should be Hinkle Dr. US 380 Headlee 05/23/19 11/30/19 Engineering (Hinkle from University complete on Hinkle from (940)349-8910 Drainage Ph.II to Windsor and Windsor 380 to Headlee by the (Temporary Lane Closures) from Hinkle to Elm) end of November. Street and Drainage Part of Magnolia Improvements Magnolia Drainage Capital Project Hinkle/Windsor closed Hinkle Rd. Headlee Windsor 07/03/19 12/30/19 Drainage Ph.II Engineering (Hinkle from University starting 11/11/19. (940)349-8910 to Windsor and Windsor (Street Closure) from Hinkle to Elm) Jim Crystal IH 35 Western 10/22/19 11/27/19 Base Repairs Streets delayed completion date (940)349-7160 Blvd (Temporary Lane Closure) due to weather Linwood CClrestwood intersection 11/11/19 12/06/19 Curb and Gutter improvements Streets delayed due to weather (940)349-7146 (temporary closures) Locust St. Walnut Highland 11/04/19 12/31/19 Drainage Improvements(Partial Engineering Part of PEC-4 Ph. 1 &2 (940)349-8910 Lane Closures) Drainage Capital Project Locust St. Oak McKinney 11/18/19 01/31/20 Sidewalk Improvements Engineering Part of Downtown TIF (940)349-8910 Sidewalk&Lighting CIP Upcoming Closures 121 Street/intersection From To Closure Closure Description Department Upcoming Public Other Department Start Date End Date Info/Notes Meeting Communication Contact Part of Mayhill Rd. Street Widening(Temporary Widening Capital Mayhill Rd. US 380 Edwards 09/01/17 02/01/20 Lane Closures) Engineering Project. Door Hangers (940)349-8925 Future Traffic Switch anticipated after Water Main,Services,and Fire Mistywood Ln. Woodhaven Jamestown 10/07/19 02/06/20 Hydrant Replacements Water Part of Mistywood Water (940)349-7181 (Temporary Lane Closure, Project Reopen at 6 pm daily) Morse St. Intersection Mayhill 09/01/17 02/01/20 Traffic Signal Install(Temporary Engineering (940)349-8925 of Street Closure) Northwood Terrace Edgewood Cul v Sac 11/11/19 12/13/19 Curb and Gutter Repair Streets Door Hanger (940)349-7160 Oak at Jagoe St.Signal Intersection Jagoe 09/09/19 12/07/19 Signal Construction(Intermittent Traffic (940)949-7486 of Lane Closures) Oak St.at Fry St.Signal Intersection Fry 11/04/19 12/14/19 Signal Construction(Intermittent Traffic (940)349-7486 of Lane Closures) Oakridge St Edgewood intersection 11/11/19 12/06/19 Curb and Gutter improvements Streets delayed due to weather (940)349-7146 PI of (temporary closures) Parvin Jacqueline Westwood 11/06/19 11/27/19 Denia Parking Lot will be Streets Direct business contact (940)349-7146 Drive Drive reconstructed. Concrete Sidewalk Repair Poinsettia Blvd. Manten Harvest 10/07/19 12/20/19 (Temporary Lane Closure;Will Streets (940)349-7160 reopen at 5 pm daily) Prairie St. Elm Pierce 11/04/19 12/20/19 Drainage Improvements (street Engineering Part of Pec 4 Ph. I&II (940)349-8910 closed to thru traffic) Drainage Capital Project Cooper Water Main and Service Quail Ridge Branch La Paloma 10/14/19 12/06/19 Replacements, Water (940)349-7181 (Temporary Lane Closure) Water Main,Services,and Fire Rockwood Ln. Royal Mistywood 10/07/19 02/06/20 Hydrant Replacements Water Part of Mistywood Water (940)349-7181 (Temporary Lane Closure, Project Reopen at 6 pm daily) Water Main,Services,and Fire Royal Ln. Mistywood Rockwood 10/07/19 02/06/20 Hydrant Replacements Water Part of Mistywood Water (940)349-7181 (Temporary Lane Closure, Project Reopen at 6 pm daily) Sagewood St. Meadow Peartree 10/01/19 01/31/20 Streets Reconstruction Streets (940)349-7160 Wastewater Main Install Construction date Smith St. Johnson Dallas 11/18/19 12/17/19 (Temporary Lane Closure;Will Wastewater delayed from (940)349-7128 reopen at 6 pm daily) 09/30/2019. Spring Creek Winter Bent Creek 10/25/19 12/13/19 Concrete Panel&Sidewalk Streets (940)349-7160 Creek Repair Tahoe Ln. Ottawa Saranac 09/30/19 12/13/19 Concrete Panel&Sidewalk Streets delayed completion date (940)349-7160 Repair due to weather Upcoming Closures 122 Street/intersection From Closure Closure Description Department Upcoming Public Other Department Start Date End Date Info/Notes Meeting Communication Contact Outside lanes of US 380 Engineering, will be closed at the 1200'East 1200'West Additional outreach not University/US 380 11/01/19 02/01/20 Signal Upgrade and Installation Traffic,TxDOT, intersection of Mayhill (940)349-8925 of Mayhill of Mayhill CIP Rd.for intermittent work needed and signal upgrades. Closure has been W Windsor Mesquite 300'W of 10/24/19 11/25/19 Street and Drainage Engineering temporarily delayed due (940)349-8910 Hinkle Improvements to inclement weather conditions. Atmos relocation in Atmos Energy making in Atmos Utility Relocation progress(under ROW person/verbal contact Walnut St. Elm Austin 09/30/19 12/20/19 (Street Closure) Engineering Permit,in preparation for with businesses on (940)349-8910 Pec 4 Drainage Capital square Project) Concrete Panel&Sidewalk Wintercreek Dr. Kappwood Greenbend 10/07/19 12/20/19 Repair(Temporary Lane Streets (940)349-7160 Closure;Will reopen at 5 pm Wood W Oak W Hickory 11/07/19 11/29/19 Signal Reinstallations(Street Traffic Weather delay (940)349-7486 Closure) Total 46 Upcoming Closures 123 Street Closure Report IMPROVING OF Completed Closures P:"N DENTON Week of November 25,2019-December I,2019 Street/intersection From To Closure Closure Description Department Upcoming Public Other Depahment Start Date End Date Info/Notes Meeting Communication Contact North of Street Widening Part of Bonnie Brae Ph. I Bonnie Brae St. Roselawn Vintage 07/01/17 10/01/19 (No Street Closures) Engineering Capital Project (940)349-8910 Intersection Roundabout The closure was re- Website, Nextdoor Bonnie Brae St. of Scripture 06/13/19 11/05/19 Bonnie Brae Ph. IV Engineering opened on 11/5/19. Notification (940)349-8910 (Intermittent Closures) Water Main Replacement Part of North South Bonnie Brae St. Highland Willowwood 05/13/19 11/14/19 North South Water Main Ph.II Engineering Water Main Ph. 11 Website,Nextdoor (940)349-8910 Park (Temporary Street Closure) Capital Project(Bonnie Notification Brae from Roselawn to Canoe Ridge Ln. Silent Star Sweet Cloud 09/30/19 11/01/19 Concrete Panel&Sidewalk Streets (940)349-7160 Repair Elm St. Stroud Prairie 11/13/19 11/22/19 Sewer Main Replacement Engineering Direct business contact, (940)349-7112 (partial lane closure;western Other Concrete Replacement/Mill and Completion delayed Forrestridge Dr. Hobson Timbergreen 08/19/19 11/21/19 Overlay Streets from 11/01/2019. (940)349-7160 (Temporary Lane Closure) Greenwood Sherman Cherrywood 10/21/19 11/04/19 Street Repairs Streets (940)349-7160 (Road Closure) Street repairs to follow on Hickory from Welch Hickory St. Fry Welch 08/16/19 10/22/19 Street Reconstruction(Street Streets to Carroll (940)349-7160 Closure) this portion can be moved to completed Jagoe St. Scripture W Oak 10/03/19 11/07/19 Signal Reinstallations(Street Traffic Weather delay (940)349-7486 Closure) Kerley St. Duncan Shady Oaks 04/25/19 10/11/19 Wastewater Main Replacement Wastewater Completion date delayed Website,Nextdoor (940)349-7128 (Temporary Lane Closures) from 09/27/2019. Notification Lakeview Blvd. Blagg Stallion 08/19/19 09/20/19 Concrete Panel Repair Streets (940)349-7160 (Temporary Lane Closure) Locust St. Eagle Highland 08/12/19 11/07/19 Drainage Improvements Pec 4 Engineering (940)349-8910 Ph. I&II(Temporary Lane Orr Elm Locust 09/04/19 11/15/19 Wastewater Main Replacement Wastewater Completion date delayed (940)349-7128 (Street Closure) from 10/01/2019 Street reconstruction(Street can be moved to Panhandle Bolivar Carroll 09/30/19 10/14/19 Closure;Will reopen at 7 pm Streets completed (940)349-7160 daily.) S.Mayhill Rd. Colorado 1-35 09/23/19 09/25/19 Street Repairs Streets New Completion (940)349-7160 (Temporary Lane Closures) Part of Bonnie Brae Completion delayed Scripture St. Bonnie Brae 1000'ft west 08/14/19 10/05/19 Roundabout Project Water from 10/02/2019.Part of (940)349-7181 (Temporary Street Closure) Bonnie Brae Sheraton Rd. Hercules north 10/01/19 12/18/19 Streets Reconstruction Streets (940)349-7160 Upcoming Closures 124 Street/intersection From To Closure Closure Description Department Upcoming Public Other Department Start Date End Date Info/Notes Meeting Communication Contact Spring Creek Creek Bend Winter 09/09/19 10/25/19 Concrete Panel&Sidewalk Streets (940)349-7160 Creek Repair Atmos Utility Relocation Wainwright St. Sycamore Bell 06/24/19 09/27/19 (Temporary,Intermittent Street Atmos New Completion Closure) Water Improvements Completion date Wayne St. Boyd Mozingo 09/17/19 10/11/19 (Temporary Lane Closure;Will Water accelerated from (940)349-7181 reopen at end of each day) 10/21/2019. Wintercreek Dr. Kappwood Country 08/05/19 09/20/19 Concrete Street Panel Repair Streets (940)349-7146 Club (Temporary Lane Closures) Total 20 Upcoming Closures 125