092421 Friday Staff Report „ City Manager's Office
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215 E. McKinney St., Denton, TX 76201 • (940) 349-8307
DENTON
MEMORANDUM
DATE: September 24, 2021
TO: The Honorable Mayor Hudspeth and Council Members
FROM: Sara Hensley, Interim City Manager
SUBJECT: Staff Report
I. Council Schedule
A. Meetings
1. Cancelled - Public Utilities Board on Monday, September 27, 2021, at
9:00 a.m. in the Council Chambers.
2. Cancelled - Zoning Board of Adjustment on Monday, September 27, 2021,
at 5:00 p.m. in the Council Chambers.
3. Cancelled- Council Airport Committee on Tuesday, September 28, 2021, at
10:00 a.m. in the City Hall Conference Room.
4. City Council Meeting on Tuesday, September 28, 2021, at 1:00 p.m. in the
Council Chambers.
5. Denton Police Department Chief of Police Advisory Board on Wednesday,
September 29, 2021, at 6:00 p.m. in the Public Safety Training Center.
6. Health and Building Standards Commission on Thursday, September 30,
2021, at 3:00 p.m. at the Development Service Center.
7. Board of Ethics on Thursday, September 30, 2021, at 3:00 p.m. in the
Council Chambers.
II. General Information & Status Update
A. September 21 Council Meeting Technical Difficulties—As the Council is aware, staff
experienced a very rare and significant technology outage in Council Chambers
shortly before the 6:30 p.m. start time of the Regular Session of the City Council
meeting. The outage affected the audio system to the extent that no sound from the
Chamber dais could be captured, amplified within the chambers, or broadcast through
Zoom to the Council Members participating virtually, or the public through DTV or
OUR CORE VALUES
Integrity • Fiscal Responsibility • Inclusion • Transparency • Outstanding Customer Service
the website stream. To staffs knowledge, an outage of this severity has never
occurred. Compounding this issue was that the City's technology vendor's customer
support personnel, who are typically responsive and reliable, could not be reached.
On Wednesday morning, staff and the technology vendor identified the issue and
worked with the software companies that run the various production systems to
correct, test, and verify the solution. The system ran smoothly later that night for the
scheduled Planning and Zoning Commission meeting. Staff will continue to work with
the City's vendors to reset and recalibrate our audio systems to further verify it is
functioning properly. Additionally,the lack of timely customer support was escalated
to the technology vendor's president and we are working with him directly on
solutions.
Moving forward, staff will work to devise and implement additional redundancy in
the system. This includes the technology and processes to determine if and how staff
are able broadcast to YouTube and/or Facebook should a similar outage ever, while
unexpected, happen in the future. Staff will provide follow up information, once the
process is complete. Staff contact: Ryan Adams, Customer Service and Public Affairs
B. DCPH Update to Commissioner's Court—On Tuesday, September 21,Denton County
Public Health (DCPH)presented their standing COVID update to the Denton County
Commissioner's Court(begins shortly after 2 hour mark and is approx. 15 minutes in
length). The following are some notes from the video for convenience only; the video
should be watched for the full context, charts, and interpretation. Stats can be viewed
at DentonCounty_gov/COVIDstats
• Active Cases and Hospitalizations —As of Tuesday, there were a total of 15,402
active cases county-wide. For the week of 8/29 through 9/4, we did not see the
same type of increase in cases by symptom onset—seems to be a plateau that we're
experiencing and may be a positive note,but we need to take things week by week.
• Case Demographics- For age group 12-19, cases are still increasing and rising by
week. For age group 5-11, it appears to be plateauing. DCPH has a dashboard with
school district information provided voluntarily.
• Vaccines—There appears to also be a plateau in ICU staffed beds unfortunately—
meaning it is a struggle to find any open staffed ICU beds; patients with COVID
in ICU often stay for a long time. Overall COVID hospitalizations are starting to
plateau and even a very slight decline, but too early to tell.
• Booster Update — On Friday 9/17, the FDA Advisory Committee voted
unanimously to recommended Pfizer boosters for individuals 65 and older and
those at high risk of severe illness from COVID-19. Next steps: CDC advisors
(ACIP)are set to meet 9/22 and 9/23 to discuss further recommendations for Pfizer
boosters. More info at www.cdc.gov/coronavirus/2019-ncov/vaccines/booster-
shot.html
Once DCPH hears from federal and state agencies with necessary guidance,DCPH
will actively communicate with the general community and directly with those in
their system.
• Testing—DCPH has contracted with a vendor to provide COVID testing once per
week as a drive-thru testing site. Individuals can register online through DCPH's
COVID site.
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Staff contact: Sarah Kuechler, City Manager's Office
C. Utility Assistance Funding Update — April 12, 2021 Customer Service began direct
referrals to United Way of Denton County (UWDC) for residents who are
experiencing COVID related income loss and do not own their home. This has reduced
the current number of aid requests to Interfaith Ministries. However, assistance
requests to Interfaith Ministries during the pandemic continue to be greater than
previous years.
Recent month and year qualification statistics are provided below:
Families Assisted Families Assisted Oct-Aug
80 500 427 461
60 - 400
40 -
300 280
200
20 I �I II _ II I I I I ■ 100
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept
0
■2018-19 ■2019-20 ■2020-21 -21
In the December 17, 2020 meeting, City Council increased Interfaith Ministries
FY2020-21 funding by $125,000. All budgeted funds have been released for use and
Interfaith Ministries entered September with $103,489 remaining to assist Denton
families. As always, any available funds remaining at the end of September will
continue to be used to assist families in need into the coming year.
To ensure utilization of available funding during the period of increased customer
needs Customer Service issued direction to Interfaith Ministries to allow customers
who meet assistance qualifications to receive assistance with up to three months of
bills between January 1, 2021 and September 30, 2021. This provision is ending
October 1, 2021.
Customer Service will continue standard practice of monitoring the health of our
assistance funds. City Council will be updated if concerns arise.
2020-21 Fund Health
0%
■Remaining Budget
$103,489
40% ■Available Funds
$156,529 Administered
60% Funds
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Any customer who contacts Customer Service indicating need for assistance is
submitted as a referral to UWDC or Interfaith Ministries as appropriate and is granted
an agreement to ensure service continuation while they are working through the
application process.Any resident who is experiencing financial hardship and difficulty
paying utility bills should contact Customer Service at 940-349-8700. Staff
appreciates the opportunity to serve our customers are here to help as much as
possible. We appreciate the Council's help in communicating our availability to
customers who express concerns to them. Staff contact: Christa Foster, Customer
Service
D. Tree Trimming Beginning in October— Staff will begin the process of trimming trees
in the PR 213 area, which feeds the water pump station in Lake Dallas. Trimming is
scheduled to begin in mid-October.This trim will involve non-DME customers within
Corinth and Lake Dallas due to easement rights. Staff have a scheduled meeting with
DCTA and will also reach out to the Cities of Corinth and Lake Dallas to update them
on the project and timing. Staff will hang informational door hangers and talk to each
resident involved for those non-DME customers who cannot be reached through the
system's automated messaging push. Attached are the Corinth and Lake Dallas
addresses affected by the trim and below is a map of the area. Staff contact: Brad
Watts, DME
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E. Denton County Board of Directors Nominations Needed — The Denton County
Transportation Authority (DCTA) is governed by a five-member Board of Directors
appointed by respective entities from Denton County and the cities of Denton,
Highland Village, and Lewisville. Board meetings are held every fourth Thursday of
each month.
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The City of Denton's current primary appointee is former Mayor Chris Watts and the
alternate appointee is former City Council Member, John Ryan. The terms of former
Mayor Watts and former Council Member Ryan end on November 12,2021. The City
Council is currently scheduled to appoint a primary and alternate DCTA Board of
Directors representative at their October 19 meeting. The new primary and alternate
board representatives will serve a two-year term effective November 13,2021 through
November 12, 2023.
In accordance with State statute and the DCTA Bylaws, board members are required
to have professional experience in the field of transportation, business, government,
engineering, or law. Staff is requesting that City Council members submit their
nominations, including a resume for all nominees,by 5:00 p.m. on Friday, October 8,
for inclusion in the October 19 City Council agenda packet. Please email nominations
and r6sum6s to Rachel Wood at rachel.wood(a),cityofdenton.com.
On a related note, City staff are working with representatives from DCTA to answer
all questions posed during former Mayor Watts' September 21 Work Session
presentation. Once answers to these questions have been compiled, that information
will be shared in a future Friday Report. The slides that former Mayor Watts presented
on September 21 are attached for reference. Staff contact: Rachel Wood, Capital
Projects/Engineering
F. Streetlight Retrofit Update — On April 27, 2021, staff presented to Council (Work
Session Item A / ID 21-772) a report regarding the DME LED Streetlight Retrofit
Program, Bird City Texas Program, and Lights Out Texas Educational Campaign.
This update is specific to DME's retrofit program only. Council provided direction for
DME to resume the LED retrofit project utilizing the existing fixture types (Cobra
Heads and Post Tops). DME installs these two fixture types across the city and the
majority are Cobra Heads, which are Dark Sky compliant. There are approximately
9,000 streetlights in the city owed by DME and approximately half have been
retrofitted to LED and the control system. LED streetlights in major thoroughfares,
which comprise the majority of streetlights are left at 100% illumination and
streetlights in residential areas are reduced to 60%illumination. Streetlight bulbs used
are between 3000-4000 kelvin which is consistent with Dark Sky recommendations.
Additionally, for residential areas, DME has been successful in addressing customer
complaints by installing internal shields to redirect the lights and in some cases,
moving the placement of the light on a pole to further redirect lighting. To date, 100%
of customer complaints have been successfully resolved.
The retrofit program is ongoing and DME anticipates that full retrofit will be
completed in the next 18-24 months. Additionally, DME is currently working with an
external Engineering firm on a study of streetlighting in residential areas. This study
is anticipated to be completed by the end of the calendar year and recommendations
will be shared with the City Council when complete. If the study recommends a lower
illumination percentage than currently in place,DME will utilize its control system to
reset all lights as recommended. Staff contact: Tony Puente, DME
G. Lights Out Texas and Bird City Texas Programs Update — On April 27, 2021, staff
presented to Council (Work Session Item A/ID 21-772) a report regarding the DME
LED Streetlight Retrofit Program, Bird City Texas Program, and Lights Out Texas
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Educational Campaign. This update is provided to inform council of activities
undertaken in the interim specific to the Lights Out Texas and the Bird City Texas
Designation.
• Lights Out Texas Update—Following the April 2021 council presentation,the City
of Denton began monitoring the Lights Out Texas initiative with Birdcast, which
began in Fall of 2020, and sharing bird migration information with the community
as part of the new statewide initiative. Birdcast provides bird migration forecasts
for peak migration periods and lists seasonal intervals (the time period in which
50% of migratory birds historically pass through each city) as measured by radar
from 1995 to 2018. The migration dates through Denton are recorded as April 22
to May 12 and September 24 to October 29.
Fall 2021 is the second migration window monitored by the City of Denton
through Birdcast since this initiative was started by the city. Bird migration
forecasts are only good/issued/accurate for 48-72 hours before the anticipated
events. City staff is working through best practices and partnerships to continue to
improve our alerts and sharing of information. We will continue to work with
various groups and departments at both UNT and TWU to determine most efficient
method to disseminate information to the widest audience.
• Bird City Texas Registration—The annual application window for Bird City Texas
runs from June to December, following which the state will make the awards. The
City of Denton application strategy is drafted, and staff will be working through
the online submittal process.
Staff will be attending the newly launched UNT Bird Campus Committee and
working on partnership opportunities for both the Lights Out Texas initiative and
Bird City Texas
Staff contact: Katherine Barnett, Sustainability
H. Community First Village Site Visit — On Thursday, September 23, several Council
Members, City staff, and other community members visited Community First Village
in Austin, Texas. The Village is a 51-acre master planned community that provides
affordable, permanent housing and a supportive community for men and women
coming out of chronic homelessness. Attendees were given a tour of the Village by
the Founder and CEO, Alan Graham. Photos of the afternoon are below, and this 12
minute video tour of the Village provides a comprehensive overview of the Village
and their approach to caring for people who have experienced chronic homelessness.
Staff contact: Rachel Balthrop Mendoza, City Manager's Office
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1
I. Low-Cost Vaccine Animal Clinic—The Denton Animal Shelter is hosting a Low-Cost
Vaccine Clinic on October 2 from 10 a.m. to noon at the MLK Jr. Rec Center, 1300
Wilson St. The clinic is sponsored by the Denton Animal Support Foundation and
Texas Coalition of Animal Protection. They both have helped to keep the shots at a
greatly reduced fee. Legally, Dogs must have one rabies shot a year.
Rabies shots are $5,thanks to the Denton Animal Support Foundation. Your dog must
have one rabies shot a year- it's the law (and just better for your dog).
Below are the shots and testing available:
Cats:
Rabies - $5
FeLV- $10
FHCPCh- $10
FeLV/FIV Test - $20
Fecal Test - $15
Dogs:
Rabies - $5
Bordetella- $10
DAPPv- $10
Leptospirosis - $10
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Lyme - $15
Canine Influenza - $20
Heartworm Test- $20
Fecal Test - $15
Staff contact: Randi Weinberg, Animal Shelter
Recreation Center Hour Update —As part of the Parks and Recreation Department's
phased reopening plan for recreation centers, beginning Monday, October 4, North
Lakes Recreation Center and the Denton Senior Center will extend their operating
hours. Due to staffing shortages, Denia and MLK Jr. Rec Centers hours will not
change at this time. All centers will remain closed on Sundays.
North Lakes Rec Center
Monday-Friday, 5 a.m.- 10 p.m. I Saturday, 7 a.m.- 4 p.m.
Denton Senior Center
Monday-Friday, 8 a.m.- 8 p.m. Saturday, closed
Denia Rec Center
Monday-Friday, 7 a.m. - 7 p.m. Saturday, 9 a.m. - 2 p.m.
MLK Jr. Rec Center
Monday-Friday, 10 a.m.- 7 p.m. I Saturday, 8 a.m.- 4 p.m.
Staff contact: Megan Thomas, Parks and Recreation
J. Scripture Street Reconstruct—On September 21,the Street Department completed the
reconstruction of Scripture Street from Heritage Trail to Bonnie Brae Street. Scripture
Street was reconstructed to restore pavement following a water main upgrade that
severely impacted the quality of the road, pictured below. The project began on
March 22, 2021 and experienced several delays due to inclement weather and traffic
control conflicts. Crews removed all remaining signage and barricades on
September 22 and the road is now fully open to all lanes of traffic. Staff contact:
Daniel Kremer, Public Works
s
K. Hispanic Heritage Month—Every year from September 15 to October 15, Americans
celebrate National Hispanic Heritage Month by appreciating the community's history,
heritage, and contributions of the ancestors of American citizens who came from
Mexico, Spain, the Caribbean, and South and Central America.
The MLK Jr. Rec Center will celebrate the first Hispanic Heritage Month event on
October 9, 2021, from 10 a.m. to 12 p.m. The theme is "Be Proud of Your Past,
Embrace the Future." The keynote speaker is Dr. Roxanne Del Rio, Dean of Students
and Outreach at North Central Texas College, Corinth Campus. The event will also
feature entertainment and activities for children.
Sponsors for the event include the Denton chapter of LULAC and photographer
Alexandra Martinez. Sanitizer stations and masks will be available, while social
distancing will be encouraged. Staff contact: Cheylon Brown, Parks and Recreation
L. Senior Center Closure—Due to Denton Arts &Jazz Fest set up,the Senior Center will
be closed and regular programs cancelled October 1-3. The center will reopen for
regular hours and programming on October 4. Staff contact: Megan Thomas, Parks
and Recreation
M. Community Tree Giveaway— The 23rd Annual Community Tree Giveaway is
Saturday, Oct. 23, 8 a.m. to 1 p.m. at the Denton Landfill, 1527 S. Mayhill Rd.,where
Denton residents will receive 700 free trees. The Community Tree Giveaway is Keep
Denton Beautif il's (KDB) largest and longest-running tree distribution effort. This
year, KDB will achieve a tremendous milestone by giving away its 20,OOOth tree
through its annual Tree Giveaway event.
To receive a tree, Denton residents must register via bitly.com/2021-tree-
giveaway beginning Friday, October 1. There is a maximum of one tree per Denton
household. Spots will fill up quickly and are on a first-come, first-served basis.
Registration will close when all spots are filled.
A total of 700 trees will be distributed, with seven different species offered, all of
which are drought-tolerant and native or well-adapted for Denton soils and climate.
Available tree species include Autumn Blaze Maple, Lacebark Elm, Chinkapin Oak,
Native Pecan, Texas Redbud, Vitex, and Mexican Plum. Information about the
available tree species, tree planting, and care resources for this year's giveaway can
all be found at www.kdb.org.
As always, the Tree Giveaway will be a drive-thru-only event with required pre-
registration and spaced arrival times every 30 minutes. The giveaway itself is a"social
distance-ready"event with limited to no contact between participants, event staff, and
volunteers. Participants remain in their vehicle when driving through the event and
while event staff loads their tree into their car.
Similar to the 2020 event,to increase health and safety precautions to mitigate the risk
and spread of COVID-19, staff will utilize an updated event plan that follows the
CDC's COVID-19 Risk Mitigation Guidelines, as well as local protocols.
Details of the plan include:
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• Face coverings are recommended for staff and volunteers when social
distancing is not possible.
• Face coverings are encouraged for drive-thru participants.
• Everyone must maintain social distancing.
• Volunteers have been recruited from households or "pods" at each of the
tree stations.
• Self-screenings and signed COVID-19 liability waivers are required for all
volunteers and participants prior to the event.
• All participants must arrive at their assigned time to drive through the
event.
• Participants must remain in their vehicles with their windows rolled up.
• Staff and volunteers spaced throughout the giveaway route to assist with
safety precautions.
• Contactless e-ticket scanning will be utilized.
Staff Contact: Autumn Natalie, Parks and Recreation
N. Recognition of Linda Kile,Benefits Supervisor—The HR/Risk Department would like
to congratulate Linda Kile, Benefits Supervisor, for being awarded the prestigious
Lifetime Achievement Award from the State and Local Government Benefits
Association (SALGBA). This award is presented to a SALGBA public sector
representative member for exemplary contributions to the Association over a period
of time not less than ten years. The award is presented to only one recipient per year.
Linda has over 20 years of experience in public sector benefits administration. She
joined the City in 2013 as Benefits Administrator and has spent every day since
making a difference for our employees and their families.
Please join us in congratulating Linda for this well-deserved honor. Staff contact:
Deby Skawinski, Risk Management
III. Responses to Council Member Requests for Information
A. FM-2181 Signalized Intersections — On September 8, Council Member Maguire
forwarded residents' concerns about the signalized intersections of FM 2181 at
Wheeler Ridge Drive and Robinson Road malfunctioning. Staff investigated these
concerns and found the contractor for the FM 2181 reconstruction had altered the
vehicle recall, or green light timing, on all phases from the regular pattern. Staff
adjusted the recall timings and will be monitoring the FM 2181 project close for other
traffic signal discrepancies. Staff contact: Daniel Kremer, Public Works
B. Jim Christal Road Resurfacing — On September 22, a resident contacted Council
Member Davis requesting information on which resurfacing treatment was being
performed on Jim Christal Road, specifically concerning the potential roughness of
the resurfacing treatment effecting the safety for those cycling on the roadway. Jim
Christal Road, from Precision Drive to Thomas J Egan Road is receiving a micro seal
resurfacing treatment as a part of the Street Maintenance Program. The treatment was
completed on Wednesday, September 22. The primary use of micro seal is to seal
surface cracks, inhibit raveling and oxidation of existing surface, addresses minor
surface irregularities,and improves surface friction(traction).The surface will smooth
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out once vehicle traffic has resumed for a few weeks. Staff will work with the cycling
community on education of the tools used to maintain our city streets. Staff
contact: Daniel Kremer, Public Works
C. Spencer Road, Sherman Road, and Kings Road Updates— On September 20, Mayor
Hudspeth asked two questions regarding Spencer Road, Sherman Road, and Kings
Road.Mayor Hudspeth's questions are below in italics,followed by the staff response.
Spencer Road: With a residential development coming in, is there any work coming
to widen the road?
Elan-Greystar is a multi-family housing development that is being built on the south
side of Spencer Road between Mayhill Road and Loop 288. The development is
supposed to build a center westbound left-turn lane to the site. The following multi-
family projects are the closest residential developments Development Services staff
are aware of in the area: The Grove and Pebblebrook. These developments are located
at Loop 288 and Duchess Drive. Spencer Road is currently a two-lane roadway and
ultimately is intended to be a six-lane median divided roadway. The City does not
currently have a planned or funded project to widen Spencer Road.
Sherman Road and Kings Road: Is there a traffic light planned for the Fire Station?
Staff intends to submit the intersection of Sherman and Kings Road to be partially
funded through the Texas Department of Transportation (TxDOT) Highway Safety
Improvement Program (HSIP). In accordance with HSIP requirements, staff is
currently evaluating intersections that will require potential traffic signal
improvements due to recent severe injury/fatality at the intersection. Staff will share a
list of planned intersections that will be submitted to the TxDOT for HSIP funding in
a future Friday Report.
Staff contacts: Chandrakanth Muruganandham, Capital Projects/Engineering, and
Hayley Zagurski, Development Services
D. Truck Traffic along Robson Ranch Road—On September 17, Council Member Davis
asked staff about the possibility of placing "Not a Truck Route" or similar signs on
Robson Ranch Road and Yarbrough Road. A resident reported that construction-
related truck traffic, especially concrete trucks,recently increased on these roadways.
The City does not have jurisdiction along Robson Ranch Road; the City's limits are
only along Yarbrough Way, with the rest of the area lying in Denton County
jurisdiction. Yarborough Way is on the western perimeter of the Robson Ranch
community and adjoins the City of Denton limits. If the trucks have a business
destination to reach and deliver, neither the City nor the County have a mechanism to
restrict that traffic. Staff contact: Chandrakanth Muruganandham, Capital
Projects/Engineering
E. Highland Park Road Traffic Concerns Update—On September 20,a resident contacted
the City Manager to request that they and staff participate in the Denia Area
Community Group's monthly meeting,which will be conducted on September 27 via
Zoom. Concerns relate to traffic on Highland Park Road, which was discussed in the
September 3 Friday report. Traffic Engineering is currently reviewing traffic
conditions to evaluate potential traffic calming and enforcement opportunities, and
they will report the results in a future Friday report. In addition, residents contacted
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staff via several e-mails to request participation in a community meeting, additional
details about the traffic study, and follow-up on the ongoing resurfacing and North
Texas Boulevard improvement projects. Staff from Capital Projects/Engineering,
Public Works, and the Police Department will participate in the September 27
community meeting to listen and better understand the concerns of the neighborhood.
Following this meeting, Capital Projects/Engineering will then evaluate the concerns
and look for possible solutions. Capital Project/Engineering will either host an
additional community meeting in November or present at the next Denia Area
Community Group meeting,depending on the date set. Staff Contacts:Nathan George,
Capital Projects/Engineering and Daniel Kremer, Public Works
IV. Upcoming Community Events and Meetings
A. Park Naming Community Meeting — On September 29, 2021 at 6 p.m. Parks and
Recreation is hosting a Community Meeting to review new naming suggestions for
buildings, parks, and trails. The public is invited to be a part of the discussion. Email
parksnrec0)cityofdenton.com to get the Zoom link for the meeting. Staff contact: Gary
Packan, Parks and Recreation
B. Stream Clean — Stream Clean, Denton's annual waterways cleanup, is Saturday,
October 16. This year, the cleanup will kick off with a volunteer appreciation
breakfast, then volunteers will travel to their assigned locations. Registration closes
on Oct. 7. Individuals and groups are welcome. This event is an interdepartmental
partnership of Denton Parks and Recreation, the Watershed Department, the Solid
Waste & Recycling Department, Water Utilities, the Drainage Department, and the
Sustainability Division. In 2019, volunteers removed 335 bags of trash, 142 bags of
recyclables, and 60 oversized items from our local environment during the Stream
Clean. Register online here: www.bitly.com/denton-volunteer Staff contact: Autumn
Natalie, Parks and Recreation
V. Attachments
A. PR213 Tree Trimming Addresses..............................................................................13
B. DCTA Presentation....................................................................................................14
VI. Informal Staff Reports
A. 2021-076 Proposed Fraud Directive Revisions..........................................................19
B. 2021-077 DEC July 2021 Dashboard.........................................................................40
C. 2021-078 Parks, Recreation and Trails System Master Plan .....................................42
D. 2021-079 Southwest Park Master Plan ......................................................................44
Council Information
A. Council Requests for Information .............................................................................46
B. Council Calendar .......................................................................................................48
C. Draft Agenda for October 4........................................................................................60
D. Future Work Session Items .......................................................................................61
E. Street Construction Report ........................................................................................63
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3600 2401 4401
3608 2403 4400
3612 2405 4402
3616 2407 Windride Ln
3620 2409 2901
3700 2411 2903
3704 2501 2905
3708 2503 2907
3712 2505 2909
3804 2507 2911
Quail Run 2509 2913
2003 2915
Waverly Road Lonesome Oak 3101
4002 2601 3103
4004 2603 3105
4006 2605 3201
4008 2607 3203
4010 2609 3205
4100 2611 3207
4102 2613 3209
4104 2615 3301
4106 2617 3303
4108 Spanish Oak 3305
4110 4424 3310
4112 4422
4114 4420
4116 4418
4416
4414
4412
13
GoZone Launch
Completed GoZone Trips
September 7-17
600
500
400
300
200
100
0
Tue Wed Thu Fri Mon Tue Wed Thu Fri
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GoZone and DCTA Connect Weekday Trips - September 7-16
GoZone and DCTA Connect Weekday Trips
September 7-16
1400
1200
1000
800
600
400 -
200
0
Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri Tue Wed Thu Fri Mon Tue Wed Thu
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9/15 Wed 422 97
9/16 Thu 454 86
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Key Trip Characteristics - September 7-17
A verage Wait Time for Pickup ( min . ) 0 : 11
Average Pickup Walk Distance (ft. ) 126
Average Dropoff Walk Distance (ft. ) 137
18 Ioz, .,e35 0
September 24, 2021 Report No. 2021-076
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Proposed Revisions to the City's Fraud Directive
BACKGROUND:
The City of Denton originally adopted the Fraud Directive in 2002. At the beginning of fiscal year
2020-21, Staff noted that this administrative directive had not been revised for over 20 years. For
this reason, a cross-departmental team including staff from Internal Audit, Finance, Procurement
& Compliance, Police, Human Resources, and Legal met over the course of three meetings to
discuss how the Fraud Directive should be updated to reflect the City's current organizational
structure and fraud response process.
DISCUSSION:
Based on discussion, Staff is proposing the original Fraud Directive be revised to become the
Fraud Response Policy. Staff believes that guidance for City employees on how to respond to
suspected or alleged fraud is best formalized at the policy level instead of as an administrative
directive) In addition, the proposed revisions provide further clarification about the definitions,
roles, and process for fraud and the City's response to fraud suspicions or allegations.
Specifically, the revisions:
• Establishes goals for the Fraud Response Policy;
• Adds flexibility and clarity to the composition of the Investigation Committee;
• Defines the scope of preliminary reviews and investigations;
• Requires the Investigation Committee to develop formal procedures for receiving,
tracking, and managing fraud allegations and investigations;
• Outlines the responsibilities of the Internal Audit Department including:
o Coordinating a city-wide fraud prevention and detection training program;
o Ensuring an anonymous method of reporting fraud suspicions or allegations is
made available to employees; and
o Tracking cases that come before the Investigation Committee;
• Updates the fraud response administrative procedures to more clearly align with actual
practice as illustrated in Attachment 4;
• Clarifies the process for investigating a fraud allegation that implicates a Council
Appointee; and
• Provides the Investigation Committee with a process for hiring a fraud investigation
consultant if needed.
1 Per City of Denton Policy 6.00,an Administrative Directive is a written statement from the City Manager,
Executive Director,or Director of Human Resources to City employees establishing rules and regulations
concerning internal operational matters of the City.On the other hand,a policy is a statement of overall philosophy
and direction,describing goals to be accomplished and programs to be established.
19
September 24,2021 Report No. 2021-076
The proposed Fraud Response Policy is scheduled to be considered for adoption on the City
Council's September 28, 2021 consent agenda.
ATTACHMENTS:
1. Original Fraud Directive
2. Proposed Fraud Response Policy
3. Revisions Redline
4. Proposed Fraud Response Process
STAFF CONTACT:
Madison Rorschach, City Auditor
Internal Audit Department
(940) 349-7228
Madison.RorschachgCityofDenton.com
REOUESTOR:
Staff Initiated
PARTICIPATING DEPARTMENTS:
Internal Audit, Finance, Procurement& Compliance, Police, Human Resources, and Legal.
STAFF TIME TO COMPLETE REPORT:
8 Hours
20
CITY OF DENTON
PO IICY/ADMINISTRATIVE PRO CEDURE/ADMINISTRATIVE DIRECTIVE Page 1 of 6
SECTION: GENERAL POLICIES/PROCEDURES/DIRECTIVES REFERENCE NUMBER:
509.01
SUBJECT: FRAUD INITIAL EFFECTIVE DATE:
05/17/2002
TITLE: FRAUD DIRECTIVE LAST REVISION DATE:
09/16/2002
ADMINISTRATIVE DIRECTIVE:
It is the intention of the City of Denton to establish procedures for preventing fraud and for
responding to allegations of fraud in connection with City program s functions or activities.
This directive applies to all City em lioyees.
The City of Denton is com rafted to upholding the public trust. All em lioyees shall support this
directive by avoiding fraud as defined herein. Em lioyees are expected to support efforts aim cl
at preventing fraud. In addition, em lioyees are expected to report possible fraudulent activity or
any internal/external practices that would allow for or facilitate fraudulent activity.
Supervisors and m aiagers have a greater responsibility to uphold the City's directive. They are
expected to initiate appropriate preventive m casures, im liem art necessary controls and initiate
investigations by prom ftly reporting allegations to a m e mar of the investigation com nittee. In
addition, they are responsible for determ ping and enforcing disciplinary action with the aid of
the Hum a1 Resources Departm art.
The investigation com mftee is responsible for responding to fraud allegations through
coordination of necessary resources in determ ping future actions regarding the investigation. If
the com n ittee suspects the conduct to be crim nal in nature, the com mftee will recom Trend that
the Police Departm art lake diarge of the investigation. Oro mtiee findings and
recom m adations shall then be com m nicated to the City M anager's Office (CM O) for further
action.
The Haman Ielsources apartm art s responsible fir advising city personnel it he
determ nation and enforcem ait of disciplinary action. Further, it is responsible for tracking
cases that com ebefore the investigation com mftee and the case results.
The CM O will have overall responsibility for holding departm arts accountable for com Oiance
with this directive. As a public official, the City Manager has a duty to disclose all evidence of
fraud. For this reason, the CM O, in consultation with com mtiee, will refer inform a:ion to the
appropriate law enforcem art authorities on item s that m ay result in crim nal prosecution, if
determ iced necessary. Where it does not im pede or interfere with a crim nal investigation or
prosecution, the City M anager m ay provide inform pion to the City Council concerning a
particular fraud investigation.
21
PO IICY/ADMINISTRATIVE PRO CEDURE/ADMINISTRATIVE DIRECTIVE P age 2 of 6
TITLE: F RAUD DIRECTIVE REFERENCE NUMBER:5 09.01
ADMINISTRATIVE PRO CEDURES
A. Scope
This directive establishes three key expectations for the City of Denton:
1. Procedures for preventing fraudulent activity and reporting suspected
fraud.
2. Procedures to respond to allegations of fraud.
3. An investigation com mt'tee com lrised of a m do ber of the Legal
Departm tit, Hum al Resources Departm dit and Internal Audit responsible
for responding to allegations of fraud. The com mttee's responsibilities
will be to:
• Respond to fraud allegations through coordination of necessary
resources in determ ping future actions regarding the investigation.
• Com m uicate all com mftee findings and recom m udations to the
City Manager's Office (CM O).
• When directed by the City Manager, refer all allegations suspected
to be crim nal in nature, to the Police Departm dlt for investigation.
• Monitor and coordinate all adm nistrative investigations.
• Docum cnt all allegations and their disposition.
B. Definitions
Fraud is defined as the intentional m sappropriation of City assets by any act
including, but not l im Ied to, theft, e m bezzlem dit and intentional
m srepresentation.
Acts constituting fraud include but are not lim ted to:
• Forgery or alteration of any docum dlt or account belonging to the
City.
• Forgery or alteration of a check, bank draft or any other financial
docum d1t representing funds belonging to the City.
• Misappropriation of funds, securities, supplies or other assets of
the City.
• Im lropriety in the handling or reporting of m mey or financial
transactions involving the City and any other entity.
• Profiteering as a result of insider knowledge of City activities.
22
PO IICY/ADMINISTRATIVE PRO CEDUREAADMINISTRATIVE DIRECTIVE P age 3 of 6
TITLE: F RAUD DIRECTIVE REFERENCE NUMBER:5 09.01
• Accepting or seeking anything of in aerial value from contractors,
vendors or persons providing services/m Eterials to the City.
• Destruction, rem oval or inappropriate use of records, furniture,
fixtures and equipm ant belonging to the City.
• Em bezzlem ant, larceny or any other in sapplication of City funds.
• Any official in sconduct including the in sapplication or in suse of
City funds or property.
The investigation com m ftee will be com lrised of a in an ber of the Legal
Departm ant, Hum al Resources Departm ant and Internal Audit. The com mftee
will serve as a contact for City personnel when suspicions of fraud arise. Further,
the com mt'tee will respond to any fraud allegations in ale by citizens or City
personnel.
C. Procedures
1. Em Ooyees who suspect fraud shall im in diately report their suspicions to
their supervisor for appropriate action. Im in diately shall in can as soon as
the em Ooyee has the in cans to contact their supervisor, but shall be no
longer than twenty-four hours after the em Ooyee becom cs aware of the
suspected fraud. As an alternative, City em Ooyees can go outside the
norm d chain of com in ad and report it directly to their departm ant
director, an Assistant City Manager, the City Manager or a in anber of the
investigation com mtitee. Em Ooyees who provide inform Aion in good
faith will be protected pursuant to City of Denton Adm histrative Directive
No. 108.06 (Retaliation Act) as described later in this directive.
2. City em Ooyees who are contacted by citizens with evidence or written
allegations of fraud shall im in diately report it to their departm ant
director, a in an ber of the investigation com melee, an Assistant City
Manager or the City Manager.
3. Departm ant directors or supervisors will prom ftly report allegations or
suspicions of faud b a in m ber cf he investigation omm mtitee
im in diately following notification of the allegations or suspicions. This
will be done prior to taking personnel action toward the employee(s)
involved or im in diately after putting the em Ooyee(s) on adm histrative
leave as defined herein.
4. Departm ant supervisors will be responsible for in antaining consistency in
their response to allegations of fraud and actions taken should be to protect
the City and City assets.
5. The investigation com mttee will determ he and coordinate with the
23
PO IICY/ADMINISTRATIVE PRO CEDUREAADMINISTRATIVE DIRECTIVE P age 4 of 6
TITLE: F RAUD DIRECTIVE REFERENCE NUMBER:5 09.01
individuals necessary to conduct different areas of the investigation.
When in anagem ant is not sure whether a crim e has been com rafted,
would like to assess the extent of wrongdoing or is not sure if additional
risk is im mrient, the investigation com mtiee will perform a review to
determ he if there is reasonable cause to believe fraud has occurred that
requires further investigation.
6. The investigation com mtiee, in consultation with the City M anager, will
determ he if the case should be pursued as an adm nistrative or crim final
investigation. If the com mtiee suspects the conduct to be crim iial in
nature, the com mftee will recom mad that the Police Department take
charge of the investigation with the investigation com mtiee providing
assistance, if necessary, and serving as a resource to the police. The
Police Departm ant will then determ he the appropriate actions as the
investigation progresses including, without lim cation, referral of the
in titer to the District Attorney's Office for crim final prosecution.
7. The investigation com mttee in ay notify the departm ant director of any
allegations subm ited to them that require an on-site investigation, when
appropriate. When the investigation requires the inspection of City
facilities and/or equipm ait, the com ni tee will com Oy with Policy 108.13
"Investigation and Inspection of City Facilities/Equipm ant" of the City of
Denton Policies and Procedures Manual.
8. The Hum an Resources Departm ait will track cases and their disposition.
However, if the case is a crim final investigation, no inform Aion in ale
confidential by law or by discretion of the investigating officer will be
in antained in the Hum al Resources Departm ant to avoid im Wding the
crim final investigation. All crim final case inform aion and docum citation
will be m antained with the Police Departm ant files while all
adm nistrative investigation case files will be in antained by the Hum al
Resources Departm ant.
9. When the suspected fraud involves the theft of City funds, em lloyees
should also abide by the procedures addressed in Policy 403.01 "Cash
Handling Regulations," section XIV "Action Taken in Event of Theft" of
the City of Denton Policies and Procedures Manual.
D. Personnel Issues
1. Adm nistrative Leave - An em lloyee under investigation in ay be placed
on adm nistrative leave with or without pay for the duration of the
proceedings upon the recom in edation by the Hum al Resources
Departm ant and the departm ait director, Assistant City M anager or City
24
PO IICY/ADMINISTRATIVE PRO CEDUREAADMINISTRATIVE DIRECTIVE P age 5 of 6
TITLE: F RAUD DIRECTIVE REFERENCE NUMBER:5 09.01
Manager. Upon com Oetion of the investigation, appropriate and tim dy
action will be taken. If the em Iloyee is returned to duty, he/she will
receive recovery of back pay, if applicable and to the extent deem al
appropriate by the Hum ai Resources Departm ant or as m ay be required by
law.
2. Rehire - Em ployees term hated for violating a provision of this directive
shall not be eligible for future em Ooym ent with the City in any capacity -
e.g., a regular, tem pDrary or contract/consulting position unless the
term nation is overturned by a judicial or adm histrative procedure.
3. False Inform Won and/or Accusations - Em Iloyees who intentionally or
knowingly m&e false accusations and/or provide false inform aion
concerning instances of fraud will be subject to disciplinary action up to
and including term nation.
4. Other
a. I f an en ployee's personnel file contains cbcum entation cf
disciplinary action based upon sustained allegations of fraud, within
ten days of the placem ant of such docum entation in the personnel
file, the em Iloyee m ay subm I a written response to the Director of
Hum ai Resources regarding the disciplinary action. This response
will be placed in his/her personnel file.
b. All em Iloyees are required to cooperate fully during any City
review or investigation of an allegation of fraud. Anyone inform al
of an investigation in progress shall ensure that strict confidentiality
is observed so as to not prejudice the investigation or the City's
rights and integrity. Anyone found violating this requirem ent will
be subject to disciplinary action. During an investigation, any
em Iloyee contacted by the m alia should refer all questions to the
Public Inform lion Office. Em Iloyees should be aware that:
1. They are to in antain the confidentiality of the inform aion
they receive (except in the event of a public inform Ltion
request, court order or otherwise authorized by law).
2. They will not be subject to retaliation for cooperating.
3. The Hum ai Resources Departm eit is available to provide
advice related to the City's personnel policies.
4. If they have questions concerning legal consequences, they
should consult with an attorney.
5. Failure b com ply ,Aith his rction could result in
disciplinary action pursuant to City of Denton Policy No.
25
PO IICY/ADMINISTRATIVE PRO CEDUREAADMINISTRATIVE DIRECTIVE P age 6 of 6
TITLE: F RAUD DIRECTIVE REFERENCE NUMBER:5 09.01
109.01.
E. Protection from Retaliation
Pursuant to the City of Denton's Adm histrative Directive 108.06 ("Retaliation
Act"), an em Ooyee m ay not be retaliated against for reporting an alleged
violation of a law to an appropriate law enforcem ant authority if the employee's
report is m ale in good faith as set forth in the Texas Retaliation Act.
Em Ooyees who believe they have been the subject of retaliation for reporting
illegal activity by other City em Ooyee(s) or officials should address their
com 11aint with their im m diate supervisor. If this is not a suitable avenue, the
com 11aint m ay be addressed directly to their departm ant head or the Director of
the Hum ai Resources Departm ant.
F. Com pliance
All City em Ooyees are required to com Oy with this directive. In addition to all
the individual requirem ants for com Oiance stated within, failure to comply with
this Fraud Prevention Directive m ay result in disciplinary action pursuant to City
of Denton Policy No. 109.01 ("Disciplinary Action") as determ fined necessary by
the City M anager and the appropriate departm ait director.
26
CITY OF DENTON
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 1 of 6
SECTION: GENERAL POLICIES/PROCEDURES/DIRECTIVES REFERENCE NUMBER:
509.01
SUBJECT: FRAUD INITIAL EFFECTIVE DATE:
05/17/2002
TITLE: FRAUD RESPONSE LAST REVISION DATE:09/28/2021
POLICY STATEMENT:
The City of Denton is committed to upholding the public trust through a commitment to high legal,
ethical, and moral standards. As stewards of public funds, all City employees should be aware of
fraud risks and should be adequately prepared to respond in the event of fraud.
It is the intention of the City of Denton to establish procedures for responding to allegations of fraud
in connection with City programs, functions or activities. The goals of this fraud response policy are
as follows:
• Inform employees of their roles in the event of fraud or suspected fraud at the City of Denton
• Protect the City of Denton from financial loss and reputational damage
• Conduct a timely and fair response to protect the party or parties accused of fraud
• Support law enforcement to the fullest extent possible when fraud has been uncovered within
the City of Denton
This policy applies to all City employees.
ADMINISTRATIVE PROCEDURES:
I. DEFINITIONS:
a. Fraud is defined as the intentional or knowing misappropriation of City assets by any act
including, but not limited to, theft, corruption, conspiracy, embezzlement, deception,
bribery, extortion, and intentional misrepresentation. Attempted fraud is treated as
seriously as accomplished fraud. Fraud may involve:
• Forgery or alteration of any document or account belonging to the City.
• Forgery or alteration of a check, bank draft, or any other financial document
representing funds belonging to the City.
• Misappropriation of funds, securities, supplies, or other assets of the City.
27
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 2 of 6
TITLE: FRAUD POLICY REFERENCE NUMBER:509.01
• Impropriety in the handling or reporting of money or financial transactions involving
the City and any other entity.
• Profiteering as a result of insider knowledge of City activities.
• Accepting or seeking anything of material value from contractors, vendors or persons
providing services/materials to the City.
• Inappropriate destruction, removal or use of records, furniture, fixtures and equipment
belonging to the City.
• Authorizing or receiving payments for goods not received or services not performed.
• Authorizing or receiving payment for hours not worked.
• Embezzlement, larceny or any other misapplication of City funds.
• Any official misconduct including the misapplication or misuse of City funds or
property.
b. The Investigation Committee will be comprised of, at minimum, the City Auditor or their
designee(s), the City Attorney or their designee(s), and the City Manager will appoint one
or more department designees as needed. When designating individuals to the
Investigation Committee, the City Manager, Auditor, and Attorney shall take into
consideration the relevant knowledge, skills, and abilities needed in order to carry out the
Committee's work. In order to preserve confidentiality, the Investigation Committee shall
have no more than five members at a time.
c. A preliminary review of a fraud allegation is an examination of available facts of an
incident to assess the extent of wrongdoing, ascertain the likelihood that the criminal act
of fraud has occurred, or determine if additional risk is imminent.
d. An investigation is the collection of evidence or information used to determine whether a
fraud has taken place.
II. ROLES AND RESPONSIBILITIES:
a. All City employees shall support this policy by avoiding fraud as defined herein and by
supporting efforts aimed at preventing fraud. In addition, employees are expected to
report possible fraudulent activity or any internal/external practices that would allow for
or facilitate fraudulent activity through the process described in this policy.
b. Supervisors and managers have a greater responsibility to uphold the City's fraud policy.
They are expected to initiate appropriate preventive measures, implement necessary
controls and initiate investigations by promptly reporting allegations to a member of the
Investigation Committee. In addition, they are responsible for determining and enforcing
corrective action with the aid of the Human Resources Department as provided for by
City of Denton Policy No. 109.01 ("Corrective Action").
c. The Investigation Committee is responsible for responding to fraud allegations made by
28
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 3 of 6
TITLE: FRAUD POLICY REFERENCE NUMBER:509.01
residents or City personnel through coordination of necessary resources in determining
actions regarding the investigation. The Investigation Committee serves as the primary
contact for City personnel when suspicions or allegations of fraud arise. Further, the
Investigation Committee will respond to any fraud allegations. The Investigation
Committee should develop formal procedures for receiving, tracking, and managing fraud
allegations and investigations.
d. The Human Resources Department is responsible for advising City personnel in the
determination and enforcement of corrective action.
e. The City Manager's Office (CMO) will have overall responsibility for holding
departments accountable for compliance with this policy. The City Manager has a duty
to disclose all evidence of fraud. For this reason, the CMO, in consultation with the
Investigation Committee, will refer information to the appropriate law enforcement
authorities on items that may result in criminal prosecution, if determined necessary.
Where it does not impede or interfere with a criminal investigation or prosecution, the
City Manager may provide information to the City Council concerning a particular fraud
investigation.
f. The Internal Audit Department is responsible for coordinating a city-wide fraud
prevention and detection training program to ensure City employees are aware of their
roles and responsibilities as related to this policy. In addition, the Department is
responsible for ensuring the City makes available to employees an anonymous method of
reporting fraud suspicions or allegations. Further, it is responsible for tracking cases that
come before the Investigation Committee and the case results.
III. REPORTING AND INVESTIGATION PROCEDURES:
a. Reporting and investigations of fraud comply with the following:
1. Employees who suspect fraud shall immediately report their suspicions to their
supervisor for appropriate action. Immediately shall mean as soon as the employee
has the means to contact their supervisor but shall be no longer than twenty-four hours
after the employee becomes aware of the suspected fraud. As an alternative, City
employees may go outside the normal chain of command and report a suspected fraud
to their department director, the City Manager or their designee, a member of the
Investigation Committee, or anonymously through the method provided by the Internal
Audit Department.
2. City employees who are contacted by residents with evidence or written allegations of
fraud shall immediately report it to their department director, a member of the
Investigation Committee, or the City Manager or their designee.
3. Department directors or supervisors will promptly report allegations or suspicions of
29
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 4 of 6
TITLE: FRAUD POLICY REFERENCE NUMBER:509.01
fraud to a member of the Investigation Committee immediately following notification
of the allegations or suspicions. This will be done prior to taking personnel action
toward the employee(s) involved or immediately after putting the employee(s) on
administrative leave as defined herein. Department supervisors will be responsible for
maintaining consistency in their response to allegations of fraud and actions taken
should be to protect the City and City assets.
4. Upon receipt of a fraud allegation, the Investigation Committee will perform a
preliminary review to determine if there is reasonable cause to believe fraud has
occurred that requires further investigation. The Investigation Committee will
determine and coordinate with the individuals necessary to conduct different areas of
the investigation but will refrain from conducting interviews about the allegations to
avoid hindering a future investigation.
If a Council Appointee is implicated in a fraud allegation, individuals designated to the
Investigation Committee by that Appointee shall be required to recuse themselves
from the investigation. Lack of recusal or communication of the fraud allegations or
findings of the Investigation Committee will be considered non-compliance with this
policy.
5. The Investigation Committee will present the results of the preliminary review to the
City Manager to determine if the allegations should be pursued administratively or as a
criminal investigation. If the Investigation Committee suspects the conduct to be
criminal in nature, the committee will recommend that the Police Department take
charge of the investigation. The Police Department will then determine the
appropriate actions as the investigation progresses including, without limitation,
referral of the matter for criminal prosecution.
Results of a preliminary review involving fraud allegations of a Council Appointee will
be presented by the Investigation Committee to the City Council in a closed session as
allowed by Texas Government Code §551.074.
6. In consultation with the City Manager, or when appropriate the City Council, the
Investigation Committee will be able to hire an investigation consultant to assist in the
performance of any administrative fraud investigations.
7. The Investigation Committee may notify the department director of any allegations
submitted to them that require an on-site investigation, when appropriate. When the
investigation requires the inspection of City facilities and/or equipment, the
Committee will comply with Policy 108.13 "Investigation and Inspection of City
Facilities/Equipment" of the City of Denton Policies and Procedures Manual.
8. The Internal Audit Department will track cases and their disposition. However, if the
case is a criminal investigation, no information made confidential by law or by
30
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 5 of 6
TITLE: FRAUD POLICY REFERENCE NUMBER:509.01
discretion of the investigating Officer will be maintained in the Human Resources
Department to avoid impeding the criminal investigation. All criminal case
information and documentation will be maintained with the Police Department files
while all preliminary review and administrative investigation case files will be
maintained by the Human Resources Department.
9. When the suspected fraud involves the theft of City funds, employees should also
abide by the procedures addressed in Policy 403.01 "Cash Handling Regulations,"
section XV "Fraud, Theft, and Lost and Found" of the City of Denton Policies and
Procedures Manual.
IV. PERSONNEL ISSUES:
a. Administrative Leave—An employee under investigation may be placed on
administrative leave with or without pay for the duration of the proceedings upon the
recommendation by the Human Resources Department and the department director, City
Manager or their designee. Upon completion of the investigation, appropriate and timely
action will be taken. If the employee is returned to duty, they will receive recovery of
back pay, if applicable and to the extent deemed appropriate by the Human Resources
Department or as may be required by law.
b. Rehire—Employees terminated for violating a provision of this policy shall not be
eligible for future employment with the City in any capacity- e.g., a regular, temporary,
seasonal, or contract/consulting position unless the termination is overturned by a judicial
or administrative procedure.
c. False Information and/or Accusations —Employees who intentionally or knowingly make
false accusations and/or provide false information concerning instances of fraud will be
subject to corrective action up to and including termination of employment.
d. Other — If an employee's personnel file contains documentation of corrective action
based upon sustained allegations of fraud, within ten days of the placement of such
documentation in the personnel file, the employee may submit a written response to the
Director of Human Resources regarding the corrective action. This response will be
placed in their personnel file.
e. All employees are required to cooperate fully during any City review or investigation of
an allegation of fraud. Anyone informed of an investigation in progress shall ensure that
strict confidentiality is observed so as to not prejudice the investigation or the City's
rights and integrity. Anyone found violating this requirement will be subject to
corrective action. During an investigation, any employee contacted by the media should
refer all questions to the Public Information Office. Employees should be aware that:
• They are to maintain the confidentiality of the information they receive (except in the
31
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 6 of 6
TITLE: FRAUD POLICY REFERENCE NUMBER:509.01
event of a public information request, court order or otherwise authorized by law).
• Retaliation for cooperating is prohibited subject to City of Denton Administrative
Directive 108.06 ("Retaliation Act").
• The Human Resources Department is available to provide advice related to the City's
personnel policies.
• If they have questions concerning legal consequences, they should consult with an
attorney.
• Failure to comply with this section could result in corrective action pursuant to City
of Denton Policy No. 109.01 ("Corrective Action").
V. PROTECTION FROM RETALIATION:
Pursuant to the City of Denton's Administrative Directive 108.06 ("Retaliation Act"), an
employee may not be retaliated against for reporting an alleged violation of a law by another
employee to an appropriate law enforcement authority if the employee's report is made in good
faith as set forth in the Texas Retaliation Act.
Employees who believe they have been the subject of retaliation for reporting illegal activity by
other City employee(s) or officials should address their complaint with their immediate
supervisor. If this is not a suitable avenue, the complaint may be addressed directly to their
department director or the Director of Human Resources or their designee.
VI.COMPLIANCE:
All City employees are required to comply with this policy. In addition to all the individual
requirements for compliance stated within, failure to comply with this Fraud Response Policy
may result in corrective action pursuant to City of Denton Policy No. 109.01 ("Corrective
Action") as determined necessary by the City Manager and the appropriate department director.
Failure to comply with this policy by a Council Appointee may result in corrective action by the
City Council.
32
CITY OF DENTON
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 1 of 6
SECTION: GENERAL POLICIES/PROCEDURES/DIRECTIVES REFERENCE NUMBER:
509.01
SUBJECT: FRAUD INITIAL EFFECTIVE DATE:
05/17/2002
TITLE: FRAUD DI ECTIV RESPONSE LAST REVISION DATE:
09/16/2002
POLICY STATEMENT:
The City of Denton is committed to upholding the public trust through a commitment to high legal,
ethical, and moral standards. As stewards of public funds, all City employees should be aware of
fraud risks and should be adequately prepared to respond in the event of fraud.
It is the intention of the City of Denton to establish procedures for respondingto o allegations of fraud
in connection with Cityprograms, functions or activities. The goals of this fraud response policy are
as follows:
• Inform employees of their roles in the event of fraud or suspected fraud at the City of Denton
• Protect the City of Denton from financial loss and reputational damage
• Conduct a timely and fair response to protect the pgty or parties accused of fraud
• Support law enforcement to the fullest extent possible when fraud has been uncovered within
the City of Denton
ADMINISTRATIVE DEFINITIONS:
Fraud is defined as the intentional misappropriation of City assets by any act including, but not
limited to, theft, corruption, conspiracy, embezzlement, deception, bribery, extortion, and
intentional misrepresentation. Attempted fraud is treated as seriously as accomplished fraud.
Some illustrations of incidents which would be classified as fraud are contained in the
Ae4Exhibit. A fraud may involves eenstituting ffaud inelude.,bu4 are not limited to:
• Forgery or alteration of any document or account belonging to the City.
• Forgery or alteration of a check, bank draft, or any other financial document representing
funds belonging to the City.
• Misappropriation of funds, securities, supplies,or other assets of the City.
• Impropriety in the handling or reporting of money or financial transactions involving the
City and any other entity.
• Profiteering as a result of insider knowledge of City activities.
• Accepting or seeking anything of material value from contractors, vendors or persons
33
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 2 of 6
TITLE: FRAUD RESPONSEPOLICYT'TDL REFERENCE NUMBER:
509.01
providing services/materials to the City.
• Inappropriate dDestruction, removal or ' use of records, furniture, fixtures
and equipment belonging to the City.
• Authorizing or receiving pUments for goods not received or services not performed.
• Authorizing or receiving payment for hours not worked.
• Embezzlement, larceny or any other misapplication of City funds.
• Any official misconduct including the misapplication or misuse of City funds or property.
The Iinvestigation Ceommittee will be comprised of, at minimum, the City Auditor or their
designee(s), the City Attorney or their designee(s), and the City Manager will appoint one or
more department designees as needed. When designating individuals to the Investigation
Committee, the City Manager, Auditor, and Attorney shall take into consideration the relevant
knowledge, skills, and abilities needed in order to carry out the Committee's work. In order to
preserve confidentiality the Investigation Committee shall have no more than five members at a
time. member-of the Legal Department, Human Reseurees Department,-and in4emal Au
A preliminary review of a fraud allegation is an examination of available facts of an incident to
assess the extent of wrongdoing, ascertain the likelihood that the criminal act of fraud has
occurred, or determine if additional The eemmittee will serveas a septa t for City personnel
when sus-pieiefis of fiuud afise. Fufther-, the eemmittee will respond to any fraud allegati
made by eitizens ^r City pefsennehrisk is imminent.
An investigation is the collection of evidence or information used to determine whether a fraud
has taken place.
ADMINISTRATIVE ROLES AND RESPONSIBILITIES:
it is the intention of the City of Denton to establish pr-eeedufes for- pr-eventing fr-aud and fe
This e— op licy applies to all City employees.
The City of Denton is eeffffnit4ed to upholding the publie All City employees shall support
this olp icy by avoiding fraud as defined herein. Employees are expeetea to and by
supportin efforts aimed at preventing fraud. In addition, employees are expected to report
possible fraudulent activity or any internal/external practices that would allow for or facilitate
fraudulent activity through the process described in this policy.
Supervisors and managers have a greater responsibility to uphold the City's difeetivefraud
op lice. They are expected to initiate appropriate preventive measures, implement necessary
controls and initiate investigations by promptly reporting allegations to a member of the
iInvestigation Ceommittee. In addition, they are responsible for determining and enforcing
corrective action with the aid of the Human Resources Department as provided for
by City of Denton Policy No. 109.01 ("Corrective Action").
34
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 3 of 6
TITLE: FRAUD RESPONSEPOLICYT'TDL REFERENCE NUMBER:
509.01
The Unvestigation Ceommittee is responsible for responding to fraud allegations made by
residents or City personnel through coordination of necessary resources in determining future
actions regarding the investigation. The Investigation Committee serves as the primaa contact
for City personnel when suspicions or allegations of fraud arise. Further, the committee will
respond to any fraud allegations. The Investigation Committee should develop formal
procedures for receiving, tracking, and managing fraud allegations and investigations. if
Poliee Department take ehar-ge of the investigation.- Committee findings and r-eeefflfflefidatio
shall then be eema+Lmieated to the City Manager's Offiee (CN40) for-fH#her-aefieff,
The Human Resources Department is responsible for advising City personnel in the
determination and enforcement of corrective action.
The City Manager's Office C( MO)—will have overall responsibility for holding departments
accountable for compliance with this d ve op licX. As a public official, the City Manager has
a duty to disclose all evidence of fraud. For this reason, the CMO, in consultation with the
Investigation. ECommittee, will refer information to the appropriate law enforcement authorities
on items that may result in criminal prosecution, if determined necessary. Where it does not
impede or interfere with a criminal investigation or prosecution, the City Manager may provide
information to the City Council concerning a particular fraud investigation.
The Internal Audit Department is responsible for coordinating a city-wide fraud prevention
and detection training_program to ensure City employees are aware of their roles and
responsibilities as related to this policy. In addition, the Department is responsible for ensuring
the City makes available to employees an anonymous method of reporting fraud suspicions or
allegations. Further, it is responsible for tracking cases that come before the Investigation
Ceommittee and the case results.
ADMINISTRATIVE ADMINISTRATIVE PROCEDURES:
1. Employees who suspect fraud shall immediately report their suspicions to their
supervisor for appropriate action. Immediately shall mean as soon as the employee has
the means to contact their supervisor but shall be no longer than twenty-four hours after
the employee becomes aware of the suspected fraud. As an alternative, City employees
may go outside the normal chain of command and report is suspected fraud to their
department director, the City Manager or their desi n�� a member of the
}Investigation Ceommittee, or anonymously, through the method provided by the Internal
Audit Department. Employees who provide information in good faith will be protected
pursuant to City of Denton Administrative Directive No. 108.06 (Retaliation Act) as
described later in this eve op licy.
2. City employees who are contacted by ^��en&—residents with evidence or written
35
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 4 of 6
TITLE: FRAUD RESPONSEPOLICYT'TDL REFERENCE NUMBER:
509.01
allegations of fraud shall immediately report it to their department director, a member of
the Iinvestigation Ceommittee, z or the City Manager or their
designee.
Department directors or supervisors will promptly report allegations or suspicions of
fraud to a member of the Iinvestigation eCommittee immediately following notification
of the allegations or suspicions. This will be done prior to taking personnel action toward
the employee(s) involved or immediately after putting the employee(s) on administrative
leave as defined herein.
4—
5-3. Department supervisors will be responsible for maintaining consistency in their
response to allegations of fraud and actions taken should be to protect the City and City
assets.
4. Upon receipt of a fraud allegation,. Tthe Iinvestigation Ceommittee will perform a
preliminary review to determine if there is reasonable cause to believe fraud has occurred
that requires further investigation. The Investigation Committee will determine and
coordinate with the individuals necessary to conduct different areas of the investigation
but will refrain from conducting interviews about the allegations to avoid hindering a
future investigation.
If a Council Appointee is implicated in a fraud allegation, individuals designated to the
Investigation Committee by that Appointee shall be required to recuse themselves from
the investigation. Lack of recusal or communication of the fraud allegations or findings
of the Investigation Committee will be considered non-compliance with this policy.When
management is not siffe whether- a er-ifne has been eommitted, would like to assess t
extent of vffengdeing or- is not sure if additional risk is imminent, the investiga
has tTe that requires f„ther investigation.
5_The Iinvestigation Ceommittee will present the results of the preliminary review; in
„s„'*a*ioH with to the City Manager to wt
determine if the ea-w—LIlegations should be
pursued ,, ad in str-a4 veadministratively or as a criminal investigation. —If the
Investijzation Ceommittee suspects the conduct to be criminal in nature, the committee
will recommend that the Police Department take charge of the investigation with the
Iinvestigation Ceommittee providing assistance, if necessary, and serving as a resource to
the Ppolice. The Police Department will then determine the appropriate actions as the
investigation progresses including, without limitation, referral of the matter to the District
Attorney's Office for criminal prosecution.
Results of a preliminary review involving fraud allegations of a Council Appointee will
be presented by the Investigation Committee to the City Council in a closed session as
allowed by Texas Government Code §551.074.
36
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 5 of 6
TITLE: FRAUD RESPONSEPOLICYT'TDL REFERENCE NUMBER:
509.01
6. In consultation with the City Manager, or when appropriate the City Council, the
Investigation Committee will be able to hire an investigation consultant to assist in the
performance of any administrative fraud investigations.
7. The Investigation eCommittee may notify the department director of any allegations
submitted to them that require an on-site investigation, when appropriate. -When the
investigation requires the inspection of City facilities and/or equipment, the Ceommittee
will comply with Policy 108.13 "Investigation and Inspection of City
Facilities/Equipment" of the City of Denton Policies and Procedures Manual.
8. The Internal Audit Department will track cases and their disposition. However, if the
case is a criminal investigation, no information made confidential by law or by discretion
of the investigating affieetOfficer will be maintained in the Human Resources
Department to avoid impeding the criminal investigation. All criminal case information
and documentation will be maintained with the Police Department files while all
preliminary review and administrative investigation case files will be maintained by the
Human Resources Department.
9. When the suspected fraud involves the theft of City funds, employees should also abide
by the procedures addressed in Policy 403.01 "Cash Handling Regulations," section XTV
"Action Take i Event of The Fraud, Theft, and Lost and Found" of the City of Denton
Policies and Procedures Manual.
PERSONNEL ISSUES:
Administrative Leave-An employee under investigation may be placed on administrative
leave with or without pay for the duration of the proceedings upon the recommendation by the
Human Resources Department and the department director, City
Manager or their designee. Upon completion of the investigation, appropriate and timely action
will be taken. If the employee is returned to duty, theyhe/he will receive recovery of back pay,
if applicable and to the extent deemed appropriate by the Human Resources Department or as
may be required by law.
Rehire-Employees terminated for violating a provision of this dir-ee6ve op lice shall not be
eligible for future employment with the City in any capacity- e.g., a regular, temporary,
seasonal, or contract/consulting position unless the termination is overturned by a judicial or
administrative procedure.
False Information and/or Accusations - Employees who intentionally or knowingly make
false accusations and/or provide false information concerning instances of fraud will be subject
to corrective action up to and including termination of employ.
Other-If an employee's personnel file contains documentation of corrective action based upon
sustained allegations of fraud, within ten days of the placement of such documentation in the
37
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE Page 6 of 6
TITLE: FRAUD RESPONSEPOLICYT'TDL REFERENCE NUMBER:
509.01
personnel file, the employee may submit a written response to the Director of Human Resources
regarding the corrective action. This response will be placed in their personnel file.
All employees are required to cooperate fully during any City review or investigation of an
allegation of fraud. Anyone informed of an investigation in progress shall ensure that strict
confidentiality is observed so as to not prejudice the investigation or the City's rights and
integrity. Anyone found violating this requirement will be subject to corrective action. During
an investigation, any employee contacted by the media should refer all questions to the Public
Information Office. Employees should be aware that:
• They are to maintain the confidentiality of the information they receive (except in the
event of a public information request, court order or otherwise authorized by law).
• Retaliation for cooperating is prohibited subject to City of Denton Administrative
Directive 108.06 ("Retaliation Act")..They will net be stiblieet to retaliation fe
per-ating.
• The Human Resources Department is available to provide advice related to the City's
personnel policies.
• If they have questions concerning legal consequences, they should consult with an
attorney.
• Failure to comply with this section could result in corrective action pursuant to City of
Denton Policy No. 109.01 ("Corrective Action").
PROTECTION FROM RETALIATION:
Pursuant to the City of Denton's Administrative Directive 108.06 ("Retaliation Act"), an
employee may not be retaliated against for reporting an alleged violation of a law to an
appropriate law enforcement authority if the employee's report is made in good faith as set forth
in the Texas Retaliation Act.
Employees who believe they have been the subject of retaliation for reporting illegal activity by
other City employee(s) or officials should address their complaint with their immediate
supervisor. If this is not a suitable avenue, the complaint may be addressed directly to their
department director or the Director of Human Resources or their designee.
COMPLIANCE:
All City employees are required to comply with this dir-eetive op licy. In addition to all the
individual requirements for compliance stated within, failure to comply with this Fraud
Win-Response Policy may result in corrective action pursuant to City of Denton
Policy No. 109.01 ("Corrective Action") as determined necessary by the City Manager and the
appropriate department director. Failure to comply with this policy by a Council Appointee may
result in corrective action by the City Council.
38
City ofDenton : Proposed Fraud Response Process
Resident Employee Department Investigation City City Police
Director Committee Manager Council Department
Suspects Fraud Suspects Fraud Suspects Fraud
Report Fraud Report Fraud Report Fraud
Receive Fraud Report
Conduct Preliminary
Review ofReported
Fra ud
Council Discuss Fraud Report
Appointee Yes and Preliminary
implicated? Review Results
DiscussFraud Report
No and Preliminary
Re view Results
ursue the
No case Ye
rim in 11y.
Conduct Conduct
Fra ud Fra ud
rove stAga don. rInve stig a don.
Date: September 24,2021 Report No. 2021-077
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
FY 2020-21 Denton Energy Center(DEC)YTD July 2021 Dashboard
BACKGROUND:
Attached is the July FY 2020-21 Dashboard for the Denton Energy Center. The dashboard is
intended to give a snapshot of relevant DEC metrics. The dashboards highlight the following:
• The Emission Charts (based on calendar year) display the July engine runtime hours,
starts, stops, monthly and annual emissions totals and limits.
• DEC MWh Generation and Gross Revenue for FY 2020-21 through July 2021.
o The DEC ran 68,771 MWh more through July of FY 2020-21 compared to FY
2019-20. This resulted in approximately $125.3 million more in DEC Revenue.
• A DEC financial summary showing July FY 2019-20 Actuals, FY 2020-21 Budget,
Actuals as of July 2021 and the FY 2020-21 end of year projections.
o As a result of Winter Storm Uri, the FY 2020-21 year-end projections have been
updated to show a $28.8 million increase in DEC fuel cost.
• The Plant Monthly Run Hour Comparison Graph illustrates the monthly plant run times.
• The Key Trends section explains variances in revenues and expenses.
o Due to running more hours through July, the fuel cost was $24.3 million higher.
o The net income for the DEC through July equals $88.6 million, which is a direct
result of Winter Storm Uri in February and higher run times than forecasted
during the months of October 2020, April 2021 and June 2021.
o The DEC Gross Margin through July was $106.9 million which is $101.9 million
higher than budgeted also mainly due to Winter Storm Uri. (The Gross Margin=
DEC Revenue—Fuel cost—Variable Operating& Maintenance cost.) Gross
Margin represents the component of revenue available to pay fixed cost including
debt.
ATTACHMENT(S):
Denton Energy Center(DEC) Dashboard
STAFF CONTACTS:
Cassey Ogden
Director of Finance
(940) 349-7195
cassandra.ogdcnkcityofdenton.com
Nick Vincent
Assistant Director of Finance
(940) 349-8063
nicholas.vincent(d),cityofdenton.com
40
City of Denton, Texas
FY 2020-21 Denton Energy Center
DENTON YTD JULY 2021 Dashboard
Emissions
July 2021
Volatile Particulate Particulate Carbon
Engine Nitrogen Carbon Organic Matter<10 Matter<2.5 Sulphur Dioxide
Runtime Hot Warm Cold Oxides Monoxide Compound microns microns Dioxide Ammonia Equivalents
Description (hours)* Starts Starts Starts Stops Description (NOx) (CO) (VOC) (PMlo) (PM2.5) (SOZ) (NHA KOM
DEC Monthly Emissions Total(tons) 1.43 1.46 1.43 1.35 1.35 0.02 0.34 14,922.00
Engines(1-12) 2, DEC Annual Permit Limit Operations(tons)** 29.78 93.52 48.16 69.72 69.72 1.45 60.90
Monthly Plant Emissions per DEC Permit Limit 4.80% 1.56% 2.96% 1.94% 1.94% 1.59% 0.56%
Annual to Date Plant Emissions per DEC Permit Limit 36.00% 11.40% 18.40% 10.10% 10.10% 8.80% 2.60%
*Over the past 12 months,the DEC engines ran 18%of the time. During the month of July,the DEC engines ran 26%of the time.
**Operations Annual Limit accounts for Balance of Plant standard emissions
Generation&Gross Revenues
Month Revenue MWh $/MWh Plant Monthly Run Hour Comparison
Oct-20 $2,739,241 31,581 $86.74
2,558 2,477
Nov-20 $1,037,719 14,117 $73.51 2,500
2,257 2,296
Dec-20 $457,097 7,225 $63.27
1,969
Jan-21 $565,793 8,622 $65.62 m 2.000 - - 1784
Feb-21 $118,076,297 32,026 $3,686.89 O 1,627
=
Mar-21 $545,993 5,143 $106.17 1,50Q 1,214
Apr-21 $3,441,543 18,842 $182.66 939 922
Doe -
May-21 $921,026 8,653 $106.44 670 647
Jun-21 $2,904,459 24,204 $120.00
soo
Jul-21 $3,192,506 30,246 $105.55
Total FY 2020-21 $133,881,672 180,658 $741.08
3,,:� 2o c 6�'o c�y� '
FY 2019-20 FY 2020-21 FY 2020-21 FY 2020-21 � r 5 0 � o .r �E��-
ACTUALS* BUDGET YTD PROJECTION Operating Month
DEC REVENUE $ 8.63 $ 24.55 $ 133.88 $ 137.16
EXPENDITURE SUMMARY
Energy Expense-Fuel $ 2.52 $ 10.35 $ 26.87 $ 39.16 Key Trends
Personnel Services 1.60 1.79 1.51 1.79
Materials&Supplies 0.30 1.72 0.13 1.72 For the first 10 months of FY 2020-21,the DEC produced 68,771 MWh more than the same period of
Maintenance&Repair 0.13 0.56 0.35 0.56 FY 2019-20. This resulted in approximately$125.3 million more in revenues and$25.0 million more in
Insurance 1.11 1.11 1.20 1.11 total expenses than the same time in the previous fiscal year. These increases are a result of the
Operations 0.18 0.33 0.61 0.66
Debt Service-Principal 6.22 7.85 6.53 7.85 Winter Storm Uri event in mid-February 2021.
Debt Service-Interest 8.18 9.43 7.87 9.43
Interfund Transfers 0.06 0.24 0.20 0.24 The DEC Gross Margin as of July 31 was$106.9 million which is 101.9 million higher than budgeted.
Transfer to Capital Projects - 0.02 - 0.02 (Gross Margin=DEC Revenue-Fuel Cost-Variable Operating&Maintenance Cost).
DEC EXPENDITURES $ 20.30 $ 33.40 $ 45.27 $ 62.54
S As a result of the February storm,the DEC projected expenditures have been increased by$29.1
DEC NET INCOME (11.67) $ (8.85) $ 88.61 $ 74.6z
*Represents same period(10 months)as FY 2020-21 YTD for comparison purposes.Total Net milliorf}JFuel expenses account for$28.8 million of this increase.
Income for FY 2019-20 was($11.98 million).
Note: All dollar figures presented in millions.
Date: September 24, 2021 Report No. 2021-078
INFORMAL STAFF REPORT
CITY COUNCIL
SUBJECT:
Parks, Recreation and Trails System Master Plan
EXECUTIVE SUMMARY:
The Parks and Recreation Department has been working on the development of a new, system-
wide master plan.
The current Parks, Recreation, and Trails Master Plan was adopted in 2001 and updated in 2009.
This new master plan will guide the department over the next ten years. The process involves
strategically examining the community's existing services, facilities, and resources; and assessing
future needs concerning parks, recreation, open space, and greenways. Parks and Recreation will
be requesting feedback from City Council on the current direction and status of the plan at the
October 4, 2021 Council meeting.
BACKGROUND:
In January 2019, Parks and Recreation began internally conducting the master plan process with
an experienced landscape architect. In February 2020, the staff member who managed the master
plan project left the organization, and shortly after, COVID-19 impacted city operations. The
project was paused except for the planning of the city-wide trails system.
To date,the department has hosted over 60 community meetings and gathered the information for
the master plan. The meetings included various topics such as trails, parks, facilities, trees, dog
parks, athletics, aquatics, spraygrounds, inclusive playgrounds, programming, accessibility,
sustainability,maintenance,capital improvements, and more. In addition to meetings,two surveys
were completed, one prior and one post-COVID-19. Both survey results are incorporated into the
master plan to assist in the changing environment due to the pandemic.
Halff Associates, Inc. has been contracted to complete the master plan process. Halff Associates
has provided feedback on all work performed by staff, conducted site visits, studied park system
service levels, and conducted additional community meetings and surveys. Halff Associates and
PARD staff have also worked with Development Services staff, who are currently working on the
Denton 2040 Comprehensive Plan, to ensure the two plans coalesce.
On Monday, September 13,the Parks,Recreation,and Beautification Board received a PowerPoint
update (Exhibit 2) on the status of the master plan process. Exhibit 3 is a modified version of the
42
Date: September 24, 2021 Report No. 2021-078
information from Exhibit 2 that will be presented to the City Council on October 4, 2021, during
the general work session.
DISCUSSION:
This information will be presented to City Council in a shortened version on October 4, 2021.
Please provide feedback and suggestions based on the proposed information to the City
Manager's Office by October 1.
ESTIMATED SCHEDULE OF PROJECT
Additional public meetings will be conducted over the next few months with the focus group,
members of the general public, Parks, Recreation, and Beautification Board, and the Committee
on Persons with Disabilities. The master plan process is scheduled to be completed and presented
to City Council in December 2021.
PREVIOUS ACTIONS:
Parks and Recreation presented updates to the Parks, Recreation and Trails System Master Plan
to the City Council twice during the planning process on November 10, 2020, and May 11, 2021.
Both presentations were based on the trails portion of the master plan. In addition,updates on
the plan were presented to the Parks, Recreation and Beautification Board on March 4, 2019,
January 6, 2020, October 12, 2020, February 22, 2021, and September 13, 2021.
PARTICIPATING DEPARTMENTS:
The development of the Parks, Recreation and Trails System Master Plan involves many
partnerships across the city to include,but not limited to Public Works, Engineering,
Transportation, Economic Development, Development Services, and Finance.
STAFF TIME TO COMPLETE REPORT:
Estimated time to complete this report was 2.5 hours
ATTACHMENT(S):
Power Point Presentation(Full version)
STAFF CONTACT:
Gary Packan, Director Parks and Recreation
940-349-7460
Gary.Packankcityofdenton.com
43
Date: September 24, 2021 Report No. 2021-079
INFORMAL STAFF REPORT
CITY COUNCIL
SUBJECT:
Southwest Park Master Plan
BACKGROUND:
Southwest Park is located at the corner of Allred Rd and S. Bonnie Brae St and is approximately
190-acres. The Park Master Plan and Design was an approved project in the 2014 Bond election.
City Council approved the contract with Teague Nall and Perkins Inc. to conduct the Master Plan
for Southwest Park in June 2020. A Southwest Park focus group was formed that consists of a
cross-section of the community.
On January 21, 2021, City staff presented the focus group with three bubble concept plans for
consideration. After much discussion, the information was gathered and used to create an
updated concept. On February 22, 2021 the Parks, Recreation and Beautification Board were
showed the plans and gave their appreciation for the current concept.
Below is an overall summary of the engagement that has been conducted in the Southwest Park
master planning process:
• Focus Group Meeting—August 20, 2020, 6 p.m.
• Community Meeting—August 27, 2020, 6 p.m.
• Community Meeting—November 10, 2020, 6 p.m.
• Parks, Recreation and Beautification Board Meeting—December 12, 2020, 12:30 p.m.
• Focus Group Meeting—December 17, 2020, 12 p.m.
• Focus Group Meeting—January 21, 2021, 6 p.m.
• Parks, Recreation and Beautification Board Meeting—February 22, 2021, 3 p.m.
• Community Meeting—April 1, 2021, 6 p.m.
DISCUSSION:
Teague Nall and Perkins Inc. helped develop the Southwest Park Master Plan. They received
feedback from community virtual public meetings, focus group meetings, and the Parks,
Recreation and Beautification Board. They then edited the master plan to incorporate all feedback
and suggestions when appropriate.
Southwest Park is located at the corner of Allred Road and S. Bonnie Brae Street. The City of
Denton purchased the approximately 190-acre site in 2006. The Park Master Plan and Design was
an approved project in the 2014 Bond election (Proposition No. 4) for a total of$1,255,000. This
project consisted of public engagement, needs assessment, survey, platting, environmental
assessments, conceptual design, and phasing options with opinions of probable costs for the park
development.
44
Date: September 24, 2021 Report No. 2021-079
This information has become part of the master plan for the development of the park. Some of the
items in the discussion are an indoor community space (such as a multi-generation center,
recreation center, library, field house, and ice rink), athletic fields, aquatic components,
playgrounds,trails,nature area,restored prairie,restored post oak forest, amphitheater,restrooms,
food truck parking areas, and typical park amenities.
CONCLUSION:
The next steps for this project will be to gather feedback from City Council, continue public-
private partnership discussions, and plan for capital improvements (future bond package).
Council is asked to please provide feedback and suggestions based on the proposed draft concept
to the City Manager's Office by October 8. In addition, if there are any questions,please feel free
to reach out to the CMO and Parks staff.
ATTACHMENT(S):
Concept Plan and Power Point Presentation
STAFF CONTACT:
Drew Huffman, Parks and Recreation
REOUESTOR: 2014 Bond
PARTICIPATING DEPARTMENTS:
Parks and Recreation—Drew Huffman
STAFF TIME TO COMPLETE REPORT:
Parks and Rec—3 hours
45
9/24/2021 2021 Council Request Launchpad-Smartsheet.com
Council Requests
Open Requests Requests Answered by Department FY All Time Request Volume by
1/21 Council Person
Paul Meltzer
Deb Armintor Community Svcs
Alison Maguire Environmental Svcs
Jesse Davis Public Works -
Mayor Gerard Hudspeth Capital Projects
Vicki Byrd utilities 2996
Brian Beck
CMO -
Library
0 2 4 6 Legal
Fire
Police
Tech Services
Airport
Requests • by Quarter Public Affairs/Customer Svc
Economic Development ■
400 Development Svcs -
159 160 208 167 Finance
200 Audit Paul Meltzer• Deb Armintor
0 Municipal Court • Alison Maguire• Jesse Davis
Q1 20121 Q2 20!21 03 20/21 Q4 20/21 Procurement
Real Estate • Mayor Gerard Hudspeth Vicki Byrd
Risk • Brian Beck
Other
0 50 100 150 200
Elected Official Some requests involve multiple departments,causing the
• total requests by department to add up higher than the
8 Submit New total request count
Request
46
https://app.smartsheet.com/b/publish?EQBCT=bad5ed0da1874Oa595153ae72b67c370 1/1
Policy and Worksession Requests smartsheet
Council Member Requestor Summary of Request
Department Comments
Council Member Byrd 07/30/21 One Minute Pitch Request:Worksession to establish an action plan to elevate and implement the Sarah Kuechler City Manager's Office Council Member will advise staff on scheduling pending the Sept.
1 proposed development of what is known as Denton Basic Services Center:Ruddell Tiny Village 23 trip to Community First
Project
2 U Council Member Beck 09/13/21 a brief(<2 hr)description of how the authority for executive sessions for the police chief advisory Catherine Clifton Legal Staff will provide information to the Council Member
committee executive sessions is derived as it is also an advisory committee?
3 Council Member Beck 09/13/21 A simple list(<2hr)of sections of the charter and/or municode that should guide my thinking on Catherine Clifton Legal Staff will provide information to the Council Member
"beefing up"the SFAC's role
Council Member Davis 09/14/21 I'd like to schedule a 1-minute pitch for a work session to establish a Green Catalyst Fund,which Rachel Balthrop Mendoza City Manager's Office Staff will schedule this pitch for the September 28 agenda.
4 would use$500k from the FY21-22 Sustainability Fund to attract,support,and retain firms that
contribute to our sustainability goals,under the guidance of the Economic Development Strategy.
5 Council Member Beck 09/14/21 Can Legal please indicate the current status of laws and regulations regarding mobile billboards/lit- Catherine Clifton Legal Staff will provide information to the Council Member
advertisement on vehicles?
Council Member Beck 09/14/21 Would Parks be able to pursue Conservation Easements and/or Purchase-of-Development- Catherine Clifton Legal Staff will provide information to the Council Member
6 Rights/PDRs rather than outright land acquisition with 2019 Bond Funds,thereby extending such
funds?
Council Member Beck 09/14/21 It is unclear how greenfield land purchased by Parks Land Acquisition Funds could be used for a Catherine Clifton Legal Staff will provide information to the Council Member
7 Library,regardless of gas-well adjacency.Can funds for openspace purchases be used for uses
other than Parks uses?
8 Council Member Armintor 09/17/21 Can staff provide a response to the Small Area Plan that a resident submitted for the North Denton Tina Firgens Development Services Staff will provide information to the Council Member
Neighborhood Association?
Exported on September 24,2021 2:25:32 PM CDT 47 Page 1 of 1
password January 2021
�1 2
New Year's Day Holiday
3 4 5 6 7 8 9
9:00 am-COE Cancelled 3:00 pm-CC Work Ses s ion No-2:30pm Agenda Committee
6:30pm- CC Regular Session
12:00 pm-Council Luncheon 5:00 pm-P&Z Work Session
6:30 pm-P&Z Regular Session
10 11 12 13 14 15 16
9:00 am-PUB Special Called Council 3:00 pm TIR72-11 am 1 1:00 pm-AAB
Cancelled—Traffic Safety 12pm Cancelled-11:30 amEDPB
H[C 3:00 pm Cancelled-2:30pm Agenda
Connivttee
Cancelled-5:30 pm-AAB
17 18 19 20 21 22 23
MLKDay Council Nbeting 9:OO am-Nbbility Connnittee
Holiday Ivl eting—Canceled 3:00 pm-CoPwD
ivil Service Comm 3:30pm
Cancelled-2:30pm Agenda
committee
:30 pm-P&Z Work Session
6:30 pm-P&Z Regular Sess ion
24 25 26 27 28 29 30
9:00 am-PUB Cancelled-12:00 pm TIRZ I b.1 12:00 pm-Public Art Community Uw Adv Comm 9am
Cancelled-10:00 am—CAC
3:00pm-ZBA Cancelled-2:30pmAgcnd. Board of Ethics Mg Human Svcs Adv Comm l2pm
2:OOpm-4th Tuesday Session Committee
31
48
February 2021
•
1 2 7, :OOpm
4 5 6
9:00 am-COE 10:00 am-Comunnrity ed-Traffic Safety CANCELLED-8:30 am DEDC Cancelled-12:00 pm DDTIFZ
Engagement Iv)eting sion 11:30am .1
11:30 am-Council Luncheon 2:00 pm-CC Work Ses sion 12:00 pm-Bond Committee
6:30 pm-CC Regular Session 1
Cancelled-2:30 pm Agenda
Conulvttee
CANCELLED, 5:00 pm P&Z
7 8 9 10 11 12 13
11:00 am-EDPB
9:00 am-PUB 2:00 pm-2nd Tuesday Session 11:00 am-AAB 12:00 pm-Council Retreat
Cancelled-2:30pm Agenda
Cancelled-FIC 3prr Conmyttee 2:00 pm-Library Board
3:00 pm-Audit/Finance
Cancelled-5:30 pm-AAB
14 15 16 17 18 19 20
Con—Mitt'Dev Adv Comm- 2:00 pm-CC Work Session 9:00 am-Ivbbility Committee
loam Ivbeting
6:30 pm-CC Regular Session Amtml Shelter Advisory-2:00
3:00 pm-Parks,Rec,Beau PM
Cancelled-2:30pm Agenda
Committee
5:00pm-P&Z
21 22 23 24 25 26 27
Cancelled-9:00 am PUB Cancelled-10:00 am-CAC Corrnnnuuty Dev Adv Cormn- Civil Service Comm-3:30 pm
10:00 am 9:00 am-Special Called Panel
Cancelled-3:00 pin ZBA 3:00 pm-4th Tuesday Ses s ion Board ofEthics
Cancelled-DCRC 1:00 pm
Pa&Board-3:00 pm 3:00 pm-Board ofEthics
28
49
March 2021
1 2 3 4 5 6
Cancelled-9:00 am-COE 2:OO pm-CC Work Session 11:30 am-Traffic Safety 8:30 am-DEDC
6:30 pm-CC Regular Ses sion Commission
Cancelled-2:30 pm Agenda 12:OOpm-Public Art Committee
11:30 am Council Luncheon- Committee
Joint DISD
5:00pm-P&Z
7 8 9 10 11 12 13
9:00 am—PUB NJo Council Nbeting
Cancelled-11:00 am-IDPB 12:30 pm-Commuvty Dev Adv
3:OOpmPaft,Rec,Beau 1:00 pm-AAB Comm
Cancelled-2:30pmAgenda
Committee
3:30 pm-Library Board
14 15 16 17 18 19 20
3:00 pm-HW 2:00 pm-CC Work Session 9:00 am-Nbbility Committee 9:00 am-Conn xmky Dev Adv
6:30 pm-CC Regular Ses s ion Acting 9:00 am-Community Partnership Comm
Cancelled-12:00 pm-DCRC Comn-kee 12:00 pm-Human Svcs Adv
5:00pm-P&Z Commpm
3:00 pm-CoPwD 3:00 pm-A xhvFinance
21 22 23 24 25 26 27
9:00 am-PUB Cancelled-10:00 am-CAC 10:00 am-Board ofEthics
12:00pm-TIRZNo.1
11:30am-P1JB/CC joint meting Ovil Service Comm 3:30pm
Cancelled-2:30 pm Agenda
3:00pm-4th Tuesday Session Connnittee
Animal Shelter Advisory 2pm
28 29 30 31
Cancelled-3:00 pm -ZBA IIJo Council Nbeting
Cancelled-DCRC 12:30pm
Cancelled-2:30 pm Agenda
Committee
50
April 2021
1 2 3
Cancelled-8:30 am-DEDC
4 5 6 7 8 9 10
9:00 am—COE 3:00 pm -CC Work Cancelled-2:30 pm
Session Agenda Committee 1:00pm-AAB
11:OOam—PUBJCCjointmeeting 6:30 pm -CC Regular
Se ssio n 5:OOpm-P&Z
12:00 pm —SC Council
Cancelled-3:00 p.m.-HLC
11 12 13 14 15 16 17
9:00am-PUB 3:00 pm -2nd Tuesday 11:00am-EDPB 9:00am-ComnxmityDevAdv
Session 12:30pm—DCRC CANCELLED-4pmPublicArt Comm
3:OOpm Parks,Rec,Beau Cancelled-2:30 pm Committee CAVCELLED42:00pm-Human
Agenda Committee Svcs Adv Comm
4pm Public At Committee
18 19 20 21 22 23 24
11:30 am-Trams Safety 2:00 pm -CC Work 9:00 am- Nbbility Conundtee 9:00-Cornm unity Partnership 1:OOpm Audit/Finance
Commission Se ssion Nbeting Committee
6:30 pm -CC Regular Cancelled-2:30 pm
Session Agenda Committee Health&Building Standards3pm
5:00 pm-P&Z
25 26 27 28 29 30
9:00 am-PUB Cancelled-10:00 am—CAC 12:00 pm—DCRC
Cancelled-3:00pm-ZBA 3:OOpm -4thTuesday Cancelled-2:30pm 10:00am-Board ofEthics
Session Agenda Committee
( lie -Civil Scr, �,
4:OOpm Parks,Rec,Beau Comm 3:30pm
51
May 2021
1
2 3 4 5 6 7 8
9:00 am-COE Cancelled-10:00 am- _ancelled-2:30 pm Cancelled-8:30 am-
Community Engagement Agenda Coninittee DEDC
12:00 pm-Council
Luncheon 2:00 pm-CC Work 11:00 am-DCRC 12:00 pm-Bond
Session Committee
5:00 pm-P&Z
6:30 pm-CC Regular 3:00 pm-Health&Building
Session Standards
9 10 11 12 13 14 15
9:00 am—PUB 3:00 pm-2nd Tuesday 11:00 am—EDPB 12:00 pm-Health&
Session Cancelled-2:30 pm Building Standards
3:00 pm-HLC Agenda Comarittee
3:30 pm-Library Board
10:00 am-AAB
16 17 18 19 20 21 22
Cancelled-11:30 am-Traffic 2:00 pm-CC Work Session 9:00 am-Tvbbf7ity Connnittee
Safety Commission Ntetmg 10:00am-Board of Ethics CanceIled-9:00am-Community
6:30 pm-CC Regular av Adv Conxn
3:00pm Parks,Rec,Beau Session Cancelled-12:30 pin-DCRC Cancelled-12:00pm-Human
3:00 pm-CoPwD Svcs Adv Comm
4pm Public Art Committee
5:00 pm-P&Z
23 24 25 26 27 28 29
9:00 am-PUB 10:00 am -CAC 12:00 pm-TIRZ No.1
Cancelled-10:00am- Civil Service Comm
3:00 pm-ZBA 2:00 pm- 4th Tuesday Cancelled-2:30 pm Board ofEthics 9:00a m
Session Agenda Comtrrittee
SFAC—2:00pm 1:00pm-Audit/Finance
30 31
Amorial Day
Holiday
52
June 2021
1 2 3 4 5
Nb Council Nbeting 8:00 am Agenda Committee
8:30 am—DEDC
3:00 pm-Health&Building
Standards
6 7 8 9 10 11 12
9:00 am-COE-Cancelled 2:00 pm-2nd Tuesday 11:00 am-EDPB 10:00 a.m -AAB
11:30 am-CC Special Called Session
5:00 p.m P&Z 3:00 p.m.Health&Btu1dmg
1:00 p.m.CC Denton Housing Commission Standards Commission
Auth Board of Commissioners
4:00 p.m Zoning Board of
Adjustarnt
6:00 pm P&R Beautification
Board
13 14 15 16 17 18 19
9:00 am-PUB 2:00 pm-CC Work 9:00 am-Nbbtlity 3:30 p.m.Health&Building 9:00 am-CDAC-
Cancelled-3:00 p.m. Session Committee Nbeting Standards Commission Cancelled
Historic Landmark 12:00 pm-HSAG
Commission 6:30 pm-CC Regular 3:00 pm-Animal Shelter Cancelled
5:30 p.m Library Board Session Advisory 3:00 CoPwD(Special
Called Mtg.)
20 21 22 23 24 25 26
11:00 am-Traffic Safety Cancelled-10:00 am-CAC Cancelled-11:00 a.m. 9:00 am-Comnninity Cancelled-10:00 am-
Comn ission Development Code review Partnership Audit/Finance
2:00 pm-4th Tuesday Cointni tee 3:00 pm-Board ofEthics
Session 3:30 pm-Health&Building 1pm Sust.Advisory
4:00 p.m.PH Commission Standards FramexAurk Committee
27 28 29 30
9:00 am-PUB No Council Nbeting Cancelled-11:00 a.m.
Cancelled-3:00 p.m Zoning 1:00 pm-Nbbilky Development Code Review
Board ofAdjustment Committee Nbeting Committee
Denton Police Department
Chief of Police Advisory
Board—6pm
53
July 2021
1 2 3
8:00 a.m.Agenda
Committee
Cancelled-8:30 am-
DEDC
Public At-4pm
4 5 6 7 8 9 10
Nb Council Luncheon No Council Nteting 3:00 pm-Health&Building
Standards
41h of July Holiday
11 12 13 14 15 16 17
9:00 am-PUB Nb Council Nteting 1:00 am-EDPB 12:00 pm Joint-CDAC&
Cancelled 5 pm- HLC 5:00 p.m P&Z Commission 3:00 pm-CoPwD HSAC
5:30 p.m.Library Board 5:30 pm-AAB
6:00 p.m.P 8Y 3:00 pm-Health&BLuldng
Board Standards
18 19 20 21 22 23 24
CANCEL L RD-11:30 am- 2:00 pm-CC Work 9:00 am-Mobility Connnittee 3:00 pm-Health& 1:00 pm Sustainability
Traffic Safety Coinmission Session Buflding Standards FramewurkAdvisory
CANCELLED-1 1:00 a.m. Commission Committee
6:30 pm-CC Regular Development Code Review
Session "ommi tee CANCELLED-1:00 pm
Audit/Finance
25 26 27 28 29 30 31
9:00 am-PUB 12:00 pm-TIRZNo.1 -).00 pm-Health&
Cancelled-10:00 am-CAC Building Standards
Cancelled-5:00 pm Zoning Civil service Comm 12:30pm Commission
Board ofAjustment 2:00 pm-4th Tuesday
Session 5:00 pm PH Commission Cancelled-3:00 pm Board
of Ethics
Denton Police Department
Chief of Police Advisory
Board—6 m
54
August 2021
1 2 3 4 73:00pm—
6 7
10:00amCommunity 5:00pmP&ZCommission da Commute
9 am CouncilLuncheon Engagement DEDC
Health&
2:00 pm CC Work Session Building Standards
6:00 p.m.P&R Beautification 6:3 0 pm CC Regular Commission
Board Se ssion Public At—4pm
8 9 10 11 12 13 14
9:00amPUB 2:00 pm 2nd Tuesday I _t.m.EDPB 3:00 pm—Health& 9:00amCOE-cancelled
Session Building Standards
HLC—5pm CANCEIIED-5:30 pm— Commission
AAB
5:30 p.m Lbrary Board
Denton Police Department
Chief of Police Advisory
Board—6 m
15 16 17 18 19 20 21
CANCEIIED 5:30 pm 3:00 put CC Work Session CANCELLED-9:00 am 3:00 pm—Health& CANCELLED-1:00 pm 9:00 am Council Retreat
Traflic Safety Commission 6:3 0 pro CC Regular Mobility Comrmttee Building Standards Sustainability Framework
Session 11:00 a.m.Development Commission AdvisoryConmuttee
Code ReviewCoxmnuttee
5:00 pm P&Z Commis Sion 5:30 pm Council Retreat Day 1
22 23 24 25 26 27 28
9:00 am PUB Cancelled-10:00 am Council CANCELLED-12:30 p.m.
Airport Committee Development Code Review CANCELLEI3-3:00 pm 1:00 pm—Audit/Finance
Committee Board ofEthics
2:00 p m 4th Tue sd a y Cancelled1:00ptnCivil
Session
Service Connnission CANCELLED-3:00 pm—
Denton Police Department Health&Building
Chief of Police Advisory Standards COmtnission
Board—6pm
29 30 31
o Council Meeting
Cancelled-5:00 pm Zoning
Board ofAjustment
55
September 2021
"7DEDC
2 3 4
8:00 am Agenda Committee
CANCELLEIl8:30 a.m
CANCELIF,I�12:00 Bond
Oversight
4 pm Public Art
5 6 7 8 9 10 11
LABOR DAY HOLIDAY No Council Meeting Cancelled-11:00amEDPB
No Council Luncheon 5:00pmP&ZCommission
Cancelled-5:30 pm-AAB
12 13 14 15 16 17 18
8 a m SC Council Mee tin g 2:00 p m 2 n d Tuesday 9:00 am Nbbility ConnniCtee Cancelled-3:00 Committee on Community Srvc Adv Comm
9:00amPUB Session Persons w/Disabliites 12pm
4:00 p.m.P&R Beautificatioi
Board
5:30 pm Library Board
19 20 21 22 23 24 25
Cance Red-11:30 amTrafflc Safety 3:00 p m CC Work Se scion 12:00 p.m.TIRZNo.1 3:00 pm-Health& Cancelled-10:00 am-
Comnission 6:3 0 pm CC Regular 1:00 pm Civil Service Budding Standards Audit/Finance
W-5:30pm Se scion Commission Commission 12:00 Bond Committee
5:00 pm P&Z Commission 1:00 pm Sustainability
Framemwrk Advisory
Committee
26 27 28 29 30
Cancelled-9:00 am PUB Cancelled-10:00 am-CAC Denton Police Department
Chief of Police Advisory 3:00pm-Board ofEthics
1:00 pm 4th Tuesday Board—6pm
Cancelled-S:OOpm Zoning
Se ssion 3:00 pm-Health&
Board ofAjustment Building Standards
Commission
56
October 2021
1 2
3 4 5 6 7 8 9
9:00 am COE No C o unc it Me e ting 6:30 pm P&Z Commission 8:00 am Agenda Committee
11:30 am Council
Luncheon 8:30 a.m.DEDC
4:00 p.m.P&R Beautificatioi 4 pm Public Art
Board
10 11 12 13 14 15 16
9:00amPUB 2:00pm 2nd Tuesday 11:00 a.m.EDPB 3:30 p.m.Library Board
Se ssion 5:30 pm-AAB
17 18 19 20 21 22 23
11:30 am Traffic Safety 2:00pm CC Work Session 9:00amTvbbiityComnittee
Commission 6:30 pm CC Regular N ethig
Se ssion 2 pmAnirml Shelter Advisory
6:30 pm P&Z Comnssion
24 25 26 27 28 29 30
9:00 am PUB 10:00 am-CAC
2:00 p m 4th Tue sd a y 3:00 Board ofEthics
Se ssion
31
57
November 2021
WO •
1 2 3 4 5 6
9:00amCOE 2:00pm CC Work Session 8:30a.m.DEDC
6:3 0 pm CC Regular 12:00 pm Bond Committee
Session
11:30 am Council
10:00 am Conrnanity
Luncheon Engagement
7 8 9 10 11 12 13
9:00amPUB 2:00pm 2nd Tuesday 11:00a.mEDPB 3:30p.m Library Board
Se ssio n 5:30 pm-AAB
14 15 16 17 18 19 20
11:30 am Traffic Safety 2:00 pm CC Work Session 9:00 am Nbbility Corrniuttee 3:00 Corrrrrittee on Persons w/
Commission 6:30 pm CC Regular Nbeting Disabhkes
Session
21 22 23 24 25 26 27
10:00am-CAC 12:00p.mTIRZ1%.1 Thanksgiving Day Day After
o Council Meeting Holiday Thanksgiving
Holiday
28 29 30
o Council Meeting
58
December 2021
1 2 3 4
8:30 a.m.DEDC
5 6 7 8 9 10 11
9:00 am COE 2:00 pin CC Work Session 11:00 a.m.EDPB 3:30 p.m.library Board
6:30 pm CC Regular 5:30 pin-AAB
11:30 am Council Session
Luncheon
12 13 14 15 16 17 18
9:00amPUB 2:00pm 2nd Tuesday 9:00amlvbbihtyConnnittee
Se ssion Nteting
19 20 21 22 23 24 25
11:30 am Traffic Sakty No Council Meeting Christmas Eve Christmas Day
Commission Holiday Holiday
26 27 28 29 30 31
10:00am-CAC New Year's Day
o Council Meeting Holiday
59
Cityof Denton City Hall
215 E. McKinney St.
Denton,Texas 76201
www.cityofdenton.com
DENTON Meeting Agenda
City Council
Monday, October 4,2021 11:30 AM 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 Monday, October 4, 2021, at 11:30 a.m. in the Council Chambers at City Hall, 215 E.
McKinney Street,Denton,Texas at which the following items will be considered:
WORK SESSION
1. Work Session Reports
A. ID 21-1319 Receive a report, hold a discussion, and give staff direction regarding the Fiscal Year
2021-22 Annual Internal Audit Plan. [Estimated Presentation/Discussion Time: 30
minutes]
B. ID 21-1911 Receive a report, hold a discussion, and give staff direction on the Parks, Recreation, and
Trails System Master Plan.
NOTE: The City Council reserves the right to adjourn into a Closed Meeting on any item on its
Open Meeting agenda consistent with Chapter 551 of the Texas Government Code, as amended, or
as otherwise allowed by law.
CERTIFICATE
I certify that the above notice of meeting was posted on the official website
(https://www.cityofdenton.com/en-us/government/open/agendas-minutes) and bulletin board at City Hall, 215
E. McKinney Street, Denton, Texas, on September 30, 2021, in advance of the 72-hour posting deadline, as
applicable, and in accordance with Chapter 551 of the Texas Government Code.
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 ACCOMMODATION, 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 1 Printed on 912412021
60
Tentative Work Session Topics and Meeting Information
Updated: September 24, 2021
Meeting Date Item Legistar ID Departments Involved Type I Estimated Time
Internal Audit-Payroll Administration Audit 21-1267 Internal Audit Internal Audit Report 0:30
Finance
Mobility Plan Update 21-1927 Capital Projects Council Priority 1:30
Bell Avenue Discussion 21-1651 Capital Projects City Business 0:45
September 28,2021
Work Session(@2:00 p.m.) Denton Central Appraisal District Nominations 21-1806 Finance City Business 0:20
Special Called Meeting Community Services
(Continuous Meeting) Affordable Housing Plan 21-1419 City Manager's Office, Council Priority 1:30
Development Services
One-Minute Pitch: 21-1274 City Manager's Office Council Request 0:30
Closed Meeting Item(s) I TBD IlLegal I City Business 1 0:30
Total Est.Time: 5:35
Other Major Items for Meeting: Dissolution of Council Committees(Airport,Finance/Audit,Citizen Engagement)
FY 2021-22 Annual Audit Plan 21-1319 Internal Audit Internal Audit Report 0:30
October 4,2021 Parks,Recreation,and Trails System Master Plan Update 21-1911 Parks&Recreation City Business 1:00
(Luncheon @ 11:30 a.m.) Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time:
Other Major Items for Meeting:
October 5,2021 NO MEETING-NATIONAL NIGHT OUT
Development Services Council Request Meltzer
DDC Tree Preservation Review 21-1162 1:30
Parks (5/11/21)
Parkland Dedication and Development Ordinance 21-109 Parks&Rec City Business 1:00
October 12,2021 LINT Parking Agreements 21-1982 Engineering Council Request 0:45
Work Session(@2:00 p.m.) Legal,Development Services (Hudspeth)6/15/2021
Special Called Meeting Internal Audit
(Continuous Meeting) Internal Audit-EMS Billing&Collection Audit 21-1269 Fire Internal Audit Report 0:30
One-Minute Pitch: 21-1416 City Manager's Office Council Request 0:30
Closed Meeting Item(s): Human Resources TBD Legal City Business 0:30
Total Est.Time: 4:4�
"Other Major Items for Meeting: Reimbursement Ordinance
Audit Follow-Up-Roadway Quality Management 21-1802 Internal Audit Internal Audit Report 0:30
Electric Service Standards TBD DIME City Business 1:00
October 19,2021 CIP Construction Projects Update 21-1663 CIP/Engineering City Business 1:00
Work Session(@2:00 p.m.) Redistricting Update 21-1979 Legal City Business 0:30
Regular Meeting(@6:30 p.m.) One-Minute Pitch: 21-1417 City Manager's Office Council Request 0:30
Closed Meeting Item(s) TBD Legal City Business 0:30
IMMTotal Est.Time: 4:00
Other Major Items for Meeting:
City Holidays TBD Human Resources lCity Business 1:00
Off-Premise Signs TBD Development Services Council Request 1:00
Legal Davis(6/8/21)
October 26,2021 City Manager's Office Council Request Beck
( p ) Ranked-Choice Voting for Council and Committee Board Officers 21-1981 y g (5/25/21) 1:00
Work Session @2:00 m. CitySecretary's Office,Legal
Special Called Meeting
(Continuous Meeting)
One-Minute Pitch: 21-1418 City Manager's Office Council Request 0:30
Closed Meeting Item(s): Human Resources I TBD IlLegal I City Business 0:30
Total Est.Time: 4:00
Other Major Items for Meeting:
Update on Homelessness Initiatives and Housing Crisis Response Council Priority/
21-1843 Community Services 1:00
System City Business
Drawing Session-Redistricting 21-1980 Legal City Business 0:45
November 1,2021
(Luncheon @11:30 a.m.)
Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time: 2:15
Other Major Items for Meeting:
Audit Follow-Up-Police Overtime 21-1804 Internal Audit City Business 0:30
Update on Police Headquarters 21-2037 City Manager's Office City Business 0:45
November 2,2021
Work Session(@2:00 p.m.)
Regular Meeting(@6:30 p.m.) One-Minute Pitch: 21-1762 City Manager's Office Council Request 0:30
Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time: 2:15
Other Major Items for Meeting: Appointment of Assistant Judges(21-1808);Closed Session Police Headquarters
Development Services Council Request
Off-Premise Signs TBD 1:00
Legal Davis(6/8/21)
Comprehensive Solid Waste Management Strategy Implementation
21-1912 Solid Waste&Recycling Council Priority 1:30
and Funding Plan and Schedule
November 9,2021 Flag Policy Discussion TBD City Manager's Office Council Request 1:00
Work Session(@2:00 p.m.) Legal Armintor(6/15/2021)
Special Called Meeting Non-Discrimination Ordinance Update 21-2100 City Manager's Office Council Request 0:45
(Continuous Meeting) Legal
ETJ-Lake Ray Roberts 21-738 Development Services City Business 0:45
One-Minute Pitch: 21-1763 City Manager's Office Council Request 0:30
Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time: 6:00
"Other Major Items for Meeting:
*This is for planning purposes only.Dates are subject to change. 61
Meeting Date Item I Le istar ID Departments Involved JTyp, Estimated Time
FINAL Draft Presentation-Parks,Recreation,and Trails System Master
TBD Parks&Rec City Business 1:30
Plan Update
Polling Locations for May 7,2022 21-1765 City Secretary City Business 0:30
November 16,2021 Audit Follow-Up-Police Property Room Procedures 21-1803 Internal Audit Internal Audit Report 0:30
Work Session(@2:00 p.m.) City Secretary's Office Council Request
Regular Meeting @6:30 m. More Inclusive Board and Committee requirements TBD City Manager's Office,Legal Armintor 7 20 21 1:00
g g ( p• Y g g ( / / )
One-Minute Pitch: 21-1764 City Manager's Office 1council Request 1 0:30
Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time: 4:30
Other Major Items for Meeting:
November 23,2021 NO MEETING-THANKSGIVING HOLIDAY
November 30,2021 NO MEETING-5TH TUESDAY
Community Services
Housing TBD City Manager's Office, Council Priority
Development Services
December 6,2021
(Luncheon @11:30 a.m.)
Closed Meeting Items) TBD Legal City Business 0:30
Total Est.Time: 0:30
Other Major Items for Meeting:
Economic Development Programs and Policy Discussion 21-1330 Economic Development City Business 1:00
Tourism Public Improvement District Update 21-1332 Economic Development City Business 1:00
December 7,2021 Public Meeting Video Recording Prioritization 21-2087 Public Affairs City Business 0:30
Work Session(@2:00 p.m.) Leak Adjustment Ordinance 21-557 Water/Wastewater City Business 0:30
Regular Meeting(@6:30 p.m.) One-Minute Pitch: 21-1964 City Manager's Office Council Request 0:30
Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time: 4:00
Other Major Items for Meeting:
December 14,2021
Work Session(@2:00 p.m.)
Special Called Meeting One-Minute Pitch: 21-1966 City Manager's Office Council Request 0:30
(Continuous Meeting) Closed Meeting Item(s) TBD Legal City Business 0:30
Total Est.Time: 1:00
Other Major Items for Meeting:
Item Legistar ID Departments Type Estimated Work
Session Date
Work Session Dates to be Determined
Estimated Work
Item Dates Departments Type
Session Date
FY 2022-23 Budget Development February- Finance Budget Summer 2022
Council Priorities and Significant Work Plan October 2022 All other departments
Items to be Scheduled Ongoing-Fall Engineering
Mobility Plan(Multiple Sessions Likely) 2021 Public Works,Development Council Priority Fall/Winter 2021
Services
Item Date Approved Department Estimated Hours to Requestor
Complete
Approved Council Request Work Sessions to be Sign Topper Program 9/14/21 Development Services 40 Byrd
Scheduled
*This is for planning purposes only.Dates are subject to change. 62
1 Street Closure Report: Upcoming Closures smartsheet
SCR Sep 27th - Oct 3rd
Street/Intersection From To Closure Start Closure End Description Department Department Contact
I Date Date
1 Allred Rd JM Prosperity Farm Rustic Barn Bonnie Brae 09/27/21 07/31/22 Storm Installation,Cutting Private Development Public Jeremiah Tillman-David
Venue Grade on Allred Works Inspections
Bell Ave Texas St Withers St 01/04/22 02/08/22 Water Distribution will be Water Tiffany Sherrane
2 installing a new water main line
and services.
Bell Ave Withers St Mingo Rd 11/17/21 01/03/22 Water Distribution will be Water Tiffany Sherrane
3 installing a new water main line
and services.
Bell Ave at Mingo Rd 10/07/21 11/16/21 Water Distribution will be Water Tiffany Sherrane
4 installing a new water main line
and services.
Bernard St Hickory St Chestnut St 01/04/22 02/15/22 Water Distribution will be Water Tiffany Sherrane
5 replacing the water main line
and services.
Ryan Rd Creekside Dr Paradise Ln 09/27/21 10/29/21 Wastewater Collections will be Wastewater Tiffany Sherrane
6 installing a new wastewater
main line
Welch Street Chestnut Street Mulberry Street 09/27/21 11/23/21 University of North Texas Private Development Public Alice Province
7 excavating street to connect Works Inspections
services to Art Studio Building
Exported on September 24,2021 10:56:12 AM CDT 63 Page 1 of 1
2 Street Closure Report: Current Closures smartsheet
IntersectionM r i Closure Start• Date
Closure • Department- • fi-•. -- _ ti Bell Ave at Mckinney St 07/08/21 10/02/21 Water Distribution will be Water Tiffany Sherrane
1 installing a new water main line
and services.
Bell Ave College St Texas St 08/04/21 10/06/21 Water Distribution will be Water Tiffany Sherrane
2 installing a new water main line
and services.
Bonnie Brae(SB) Oak Hickory 06/14/21 10/27/21 This block is closed to Other Mark Zimmerer
southbound traffic only,detours
are posted.Northbound lane
3 still open.Installation of electric
duct banks for DME substation
project and steel casing for
water main project
Carroll Blvd(SB)&(NB) Mulberry Eagle 07/12/21 10/29/21 Concrete Street Panel and Streets robbin.webber@cityofdenton.co
Sidewalk Repair.The process m
4 starts with Barricading the failed
sections of concrete pavement,
remove the pavement,and
install new concrete.
College Park Dr Peach St End of College Park Dr 06/28/21 09/24/21 Wastewater collections will be Wastewater Tiffany Sherrane
5 installing a new wastewater
main line and services.
6 Elm Hickory Eagle 05/11/20 10/01/21 PEC 4 Utility Project Engineering Seth Garcia
Elm Street Eagle Drive (dead end) 05/17/21 09/30/21 Atmos Energy will be closing Atmos Alice Province
7 street intermittently to replace
and relocate an existing gas
main and service lines
Fowler Dr College Park Dr Peach St 06/28/21 09/24/21 Wastewater collections will be Wastewater Tiffany Sherrane
8 installing a new wastewater
main line and services.
Hickory Street Welch Carroll 08/31/20 10/15/21 Construction is set to begin on Engineering Kyle Pedigo
West Hickory Street between N.
Welch Street and Carroll Blvd in
October of 2020 and continue
9 through September of 2021.
Detailed lane closure
information is forthcoming
pending approval of the
contractor's phasing and traffic
control plans.
Mckinney duchess Glengarry 02/01/21 12/24/21 McKinney-Mayhill Intersection Engineering Trevor Crain
This project is widening the
intersection and 600'each way
10 to match existing conditions
along McKinney.Also includes
water,wastewater,and
drainage improvements.
McKinney St @ Elm St intersection 08/02/21 10/29/21 Temporary lane closures in Traffic James Andrews
11 place as crews work to safely
install new traffic signals at the
intersections
McKinney St @ Locust St intersection 08/02/21 10/29/21 Temporary lane closures in Traffic James Andrews
12 place as crews work to safely
install new traffic signals at the
intersections
Peach St N Locust Dr Fowler Dr 06/28/21 09/24/21 Wastewater collections will be Wastewater Tiffany Sherrane
13 installing a new wastewater
main line and services.
14 Quail Ridge Cooper Branch E La Paloma Dr 09/07/21 10/29/21 Street Reconstruction Engineering Dustin Draper
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Street/Intersection From To Closure Start Closure End Description Department Department Contact
Date Date
Walnut Street Locust Street Elm Street 05/17/21 09/30/21 Atmos Energy will be Atmos Alice Province
15 excavating street to complete
replacement/relocation of their
existing gas main
16 Welch Eagle Collins 08/23/21 10/30/21 Utility installations and Engineering Streets Water Kyle Pedigo
pavement replacement. Wastewater
17 Western Blvd Jim Chrystal Airport Rd 08/16/21 12/31/21 Paving:Decal Lanes Private Development Public Jeremiah Tillman-David
Works Inspections
18 Windsor Bonnie Brae Parkside 08/09/21 12/31/21 Pavement Restoration Private Development Public Jeremiah Tillman-David
Works Inspections
Windsor Dr East Broken Bow Armstrong 07/28/21 09/30/21 Street Reconstruction will be Engineering Dustin Draper
19 performed on the westbound
lane of E Windsor
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3 Street Closure Report: Completed Closures smartsheet
I Y I Closure Star7 Closure End F Department Contact
From t Description Department
Street/Intersection ,--74'0 11111111111111F Date Da e
Bell Hickory McKinney 07/28/21 08/25/21 Storm drain installation across Engineering Streets Kyle Pedigo
Bell on Oak.Bell will be closed
half at a time as the storm drain
is installed
Chebi Lane Old North Road Freedom Lane 06/21/21 09/10/21 Full width pavement Engineering Streets Kyle Pedigo
2 replacement and subgrade
improvement.
Collier Ave. 1-35 NB Frontage Road Eagle Drive 08/23/21 08/27/21 Repairing asphalt road Private Development Robert Plato
3 damaged during construction of
Carriage Square Apartments
Colorado Boulevard Valley Creek Road San Jacinto Boulevard 07/26/21 08/26/21 Building a right-turn lane into Public Works Inspections Robert Plato
the new Vista Verde project on
4 the west side of Colorado. The
right lane will be closed while
operations are being performed
to add the turn lane.
5 Eagle Locust Elm 06/28/21 09/10/21 Patching of utility trench lines. Engineering Seth Garcia
F.M.428 Poinsettia Drive Loop 288 08/09/21 09/06/21 Concrete approach and turn TXDOT Robert Plato
6 lane improvements on TXDOT
Roadway
Lido Way and Balboa Court Bell Avenue End 07/05/21 09/01/21 Full width pavement Engineering Streets Kyle Pedigo
7 replacement and subgrade
improvement.
8 Locust Eagle Hickory 06/28/21 09/03/21 Patching of utility trench lines. Engineering Seth Garcia
Loop 288 SB On-Ramp at FM 428 Loop 288 Mainlanes 08/06/21 09/06/21 Placing concrete approaches TXDOT Robert Plato
9 FM428 for development at corner of
Loop 288 and FM428
Mistywood Lane Old North Road Craig Lane 06/21/21 09/10/21 Full width pavement Engineering Streets Kyle Pedigo
10 replacement and subgrade
improvement.
Oak Street Bell Street UPRR Railroad 02/01/21 08/28/21 Adding drainage line to Oak Engineering kyle.pedigo@cityofdenton.com
11 Street as part of the Downtown
Storm Sewer Project.
12 Provence Vintage Sonoma 09/03/21 09/21/21 Paving and Drainage work Drainage Engineering Seth Garcia
Scripture Bonnie Brae 1,300 ft.to the West 03/22/21 09/20/21 Reconstruct;Scripture from Streets robbin.webber@cityofdenton.co
Bonnie Brae to approximately m
1,300 ft.to the west.This
includes removal and
replacement of failed sections
of curb and gutter.Milling of the
old asphalt pavement and the
13 stabilization of subgrade and
the installation of new asphalt
pavement.
Phase I East Bound Outside
Lane
Phase II West Bound Outside
Lane
Phase III Middle Lane
14 Windsor Dr East Nottingham Branch Crossing 06/14/21 08/27/21 Roadway reconstruction Engineering Dustin.Draper@cityofdenton.co
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