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Home My WebLink AboutFebruary 14, 2006 Agenda AGENDA CITY OF DENTON CITY COUNCIL February 14,2006 After determining that a quorum is present, the City Council of the City of Denton, Texas will convene in 2nd Tuesday Session on Tuesday, February 14, 2006 at 4:00 p.m. in the City Council Work Session Room at City Hall, 215 E. McKinney Street, Denton, Texas at which the following item will be considered: NOTE: A 2nd Tuesday Session is used to explore matters of interest to one or more City Council Members or the City Manager for the purpose of giving staff direction into whether or not such matters should be placed on a future regular or special meeting of the Council for citizen input, City Council deliberation and formal City action. At a 2nd Tuesday Session, the City Council generally receives informal and preliminary reports and information from City staff, officials, members of City committees, and the individual or organization proposing council action, if invited by City Council or City Manager to participate in the session. Participation by individuals and members of organizations invited to speak ceases when the Mayor announces the session is being closed to public input. Although 2nd Tuesday Sessions are public meetings, and citizens have a legal right to attend, they are not public hearings, so citizens are not allowed to participate in the session unless invited to do so by the Mayor. Any citizen may supply to the City Council, prior to the beginning of the session, a written report regarding the citizen's opinion on the matter being explored. Should the Council direct the matter be placed on a regular meeting agenda, the staff will generally prepare a final report defining the proposed action, which will be made available to all citizens prior to the regular meeting at which citizen input is sought. The purpose of this procedure is to allow citizens attending the regular meeting the opportunity to hear the views of their fellow citizens without having to attend two meetings. 1. Receive a report, hold a discussion, and give staff direction regarding the formation of a non-profit organization for the City of Denton Animal Shelter. 2. Receive a report, hold a discussion, and give staff direction on the International Property Maintenance Code and other related Code Enforcement issues. 3. Hold a discussion and give staff direction regarding council processes including but not limited to council response to citizen reports, duties and responsibilities of council committees, and responsibilities of city boards and commissions. 4. Receive a report, hold a discussion and give Staff direction on the Verizon Denton Wire Center FIOS Service and the Fiber to the Premises (FTTP) project. 5. Receive a report, hold a discussion, and give staff direction regarding proposed financial and administrative changes in the City of Denton's P-L-U-S One Program. Following the completion of the 2nd Tuesday Session, the Council will convene in a Closed Session to consider the following: 1. Closed Session A. Consultation with Attorney - Under Texas Government Code Section 551.071 1. Consultation with the City's attorneys regarding legal issues, including defense of pending litigation filed by JNC Denton Partners, LLC, City of Denton City Council Agenda February 14,2006 Page 2 associated with annexation of real property in the City's northern ETJ, under annexation case no. A05-0002, along with other legal issues related to the annexation, including zoning, land use and subdivision controls, plat applications, annexation plans, development agreements, annexation agreements, service plans, utility service, and legal issues implicated by alternative proposals advanced by individuals owning property within the proposed annexation area. A public discussion of these legal matters would conflict with the duty of the City's attorneys to the City Council under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas or would jeopardize the City's legal position in any administrative proceedings or potential litigation CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the City of Denton, Texas, on the day of ,2006 at o'clock (a.m.) (p.m.) CITY SECRETARY NOTE: THE CITY OF DENTON CITY COUNCIL WORK SESSION ROOM IS ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT. THE CITY WILL PROVIDE SIGN LANGUAGE INTERPRETERS FOR THE HEARING IMPAIRED IF REQUESTED AT LEAST 48 HOURS IN ADVANCE OF THE SCHEDULED MEETING. PLEASE CALL THE CITY SECRETARY'S OFFICE AT 349-8309 OR USE TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800- RELAY-TX SO THAT A SIGN LANGUAGE INTERPRETER CAN BE SCHEDULED THROUGH THE CITY SECRETARY'S OFFICE. Revised 2/10/2006 AGENDA INFORMATION SHEET AGENDA DATE: February 14,2006 DEPARTMENT: Police ACM: Jon Fortune II SUBJECT Receive a report, hold a discussion, and give staff direction regarding the formation of a non-profit organization for the City of Denton Animal Shelter. BACKGROUND In November 2005, staff met with several citizens who expressed an interest in helping with the Animal Shelter. During that meeting, the concept of forming a non-profit organization to assist the Animal Shelter was discussed. Staff researched the requirements to form non-profit organizations and began soliciting input from other animal shelters regarding these types of organizations. During the December 13, 2005 Council Work Session presentation, staff outlined the opportunity for the formation of a non-profit organization for the Denton Animal Shelter. This organization would serve to orchestrate fundraising activities for the benefit of the shelter. A non-profit animal services foundation would be able to take tax-deductible donations and organize fundraising events. As the City continues to discuss the concept of a new animal shelter and the means to fund construction, a partnered non-profit organization can be very instrumental. In a number of other municipalities, funding campaigns for new shelters have included or even required the use of private funds. By helping to establish a non-profit organization now, the City will be better suited to make funding decisions in the future. To establish a non-profit organization for the shelter, there are a number of steps to be taken. The entire process is estimated to take a minimum of six months. The following list outlines the process: 1. Develop mission and values statements for the organization. 2. Identify and recruit potential board members. 3. Organize a committee of "incorporators" to develop bylaws and complete the IRS application. 4. Develop a two-year budget. 5. Draft Articles ofIncorporation for the Texas Secretary of State and get them approved by the board. 6. File for Incorporation with the State of Texas. 7. File for Federal Tax-Exempt status. 8. File for State of Texas Tax Exemption. 9. File for City of Denton Tax Exemption. 10. Apply for a Solicitation License. 11. Apply for an Employer Identification Number. Maricopa County, Arizona has one of the best animal services organizations in the country. The Maricopa County Friends of Animal care and Control (FACC) is their affiliated non-profit organization and F ACC has provided staff with a copy of the organization's bylaws. Staff recommends that Council solicit and appoint a group of five to seven citizens who have a desire to serve as incorporators for the non-profit organization. Staffwill work closely with this committee of incorporators to help develop and finalize the requisite documents to establish the organization. Further, staff recommends that the organization have some direct ties to the animal shelter in terms of staff member involvement, to ensure that the organization and the shelter have effective communication, continue working together on programs that further the shelter. OPTIONS 1. Council can direct staff to continue with the formation of this organization 2. Council can direct staff to conduct additional research on non-profit organizations. RECOMMENDA TION Staff recommends pursuing the formation of the non-profit organization. PRIOR ACTION/REVIEW 12/13/05 - Council Work Session on Animal Services. FISCAL IMPACT The formation of the non-profit organization will require approximately five hundred twenty-five dollars ($525). Federal tax exemption status requires a five hundred dollar ($500) filing fee. Filing for Incorporation with the State of Texas requires a ten to twenty- five dollar ($10-$25) filing fee. No additional fees have been identified to date. EXHIBITS F ACC By-Laws FACC Web Site Information Respectfully submitted, :~ ~ .,.",'-- F ;<;<;<;< ~l , Charles Wiley Chief of Police Lt. Scott Fletcher Operations Bureau /J.<J ~ F.A.C.C.s. BYLAWS ARTICLE I - OBJECTIVES AND ACTIVITIES Section 1. Name The Name of the Corporation is F.A.C.C.s. - Friends of Animal Care & Control Section 2. Purpose The purpose for which the Corporation is: to support the goals and mission of Maricopa County Animal Care & Control by fundraising for activities including, but not limited to, increasing spaying and neutering of dogs and cats, increase dog and cat adoptions, advertise and promote these programs, as well as programs to improve the treatment of dogs and cats, establish individual community adoption centers, establish and promote medical programs for spaying dogs and cats, and engage in all activities necessary to carry out the purpose of this Corporation. Section 3. Objectives The objectives of the Corporation will be: to raise funds to develop programs that will increase spaying, neutering, and adoption of dogs and cats, and to develop public education programs to improve the treatment of dogs and cats. This Corporation is committed to individual and communal participation in The Friends activities including environmental, educational, recreational, cultural and social events. Charitable activities shall be within the meaning of Section 501 (c)(3) of the Internal Revenue Code. All Functions are for the exclusive benefit of the Maricopa County Animal Care & Control. Section 4. Code of Ethics a. In order to foster the highest professional standards and behavior and promote exemplary service to the Maricopa County Animal Care & Control, the Corporation has adopted the Association's Code of Ethics to guide members. b. Where reference is made to a member in this Section, it is intended to apply to F ACCs' Board of Directors. c Members shall not: 1. Engage in acts or be associated with activities which are contrary to the public interest or bring discredit to the Corporation; 2 Purposefully transmit or use confidential information obtained as a Board Member for personal gain or other advantage. d. With respect to professional competence and performance, the Board shall 1. Strive to fulfill all Board responsibilities. 2 Exercise diligence, objectivity and honesty in their professional activities and be aware of the responsibilities to disclose any and all improprieties that may come to their attention. 3 Attend all meetings except in those instances when the absence is excused by the President or his designee. 4 In the performance of any assignment, consider the interests of the Maricopa County Animal Care and Control to be paramount; and not engage in any activity or relationship which creates the appearance of conflict with their Board responsibilities. 5. In speaking engagements or writing for publication, identify personal opinions, which may differ from official positions of the Maricopa County Animal Care & Control. 6. Board members will not express personal opinions which may be harmful or inconsistent with the mission or philosophy of the Board. e. Failure to adhere to these standards may result in removal from the Board at the discretion of the President. No part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to, its members, directors, officers, or other private persons, except that the Corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II. The Corporation shall not engage in attempts to influence legislation, participate in, or intervene in any political campaign. Notwithstanding any other provision of these Articles, the Corporation shall not engage in any activity not permitted pursuant to Section 501 (c)(3) and Section 170 (c)(2) of the Internal Revenue Code. Section 5. Activities of Officers Responsibility for the conduct of affairs of the Corporation shall be vested in the Board of Directors. Members of the Board of Directors for the Friends of Animal Care & Control shall not exceed twenty (20) voting members. The Board shall include the Executive Director, Director of Public Programs and Development, and the Director of Finance of the Maricopa County Animal Care & Control. Members of the Board of Directors shall elect the following officers: President, Vice President, Secretary and Treasurer from the Board membership. Elections shall be held at the annual meeting. The term of office for officers shall be two (2) years. A majority rules. A Board member with an excused absence may vote by proxy. The President shall preside immediately after the vote. The term of office shall be one to three years as determined by the Executive Committee. Thereafter, the term of office shall be two years. Vacancies shall be filled by appointment by the President for the remainder of the term of office. Duties of the Board of Directors include, but are not limited to: . Promoting the Maricopa County Animal Care & Control Services . Fundraising . Attendance at Board meetings . Report to the President all personal activities performed that benefit Friends of Animal Care & Control . Display commitment in the community . Determine the allocations of funds for County projects . Provide financial support for the public programs of the Maricopa County Animal Care & Control . Establish a schedule of Board meetings . Adopt an annual budget ARTICLE II Section 1. Duties of OffICers The President shall: a. Preside at all Board meetings; b. Appoint committees to assist in accomplishing the Corporation's mission; c. Prepare an agenda for all Board meetings; d. Give a State of the Corporation address at the annual meeting; e. Coordinate with the Secretary to plan the annual meeting; f. Direct the affairs of the Corporation. The Vice-President shall: a. Preside at meetings and perform the duties of the President in the absence of the President; b. Coordinate with the Secretary to plan the annual meeting; c. Such other duties as may be assigned by the President. The Treasurer shall: a. Be the Chief Financial Officer for the Friends of Animal Care & Control; b. Make fmancial reports at the Board of Directors meetings; c. Keep an accurate account of all funds received and deposit funds in a bank account designated exclusively to the Friends of Animal Care & Control; d. Pay all bills approved by the Board of Directors; e. Insure that financial audits are accomplished as needed, but at least once a year; f. Perform such other duties as directed by the Board; g. Give an annual report to the CPA for income tax reporting and to the Board of Directors at its annual meeting. The Secretary shall: a. Keep minutes and record attendance of all meetings of the Board and general membership or any special meetings called by the President; b. Provide minutes to the Corporation's attorney and accountant; c. Maintain a typed and signed copy of the minutes from each meeting to be kept in a binder as the Board's permanent legal record; d. Keep membership records, issue membership cards, and mail renewal notices; e. Oversee the non-donor Friends' mailings; f. Type and mail correspondence to the Officers. ARTICLE In F ACCs Officers and Committee Chairpersons Section 1. FACCs Executive Committee (CEC) a. The affairs of the F ACCs shall be under the supervision of an Executive Committee (Executive Board) consisting of the President, Vice-President, Secretary, Treasurer, and one member at large appointed by the President. The immediate Past President of the FACCs shall be an ex officio member of the Executive Committee. The FACCs' Executive Committee will conduct the F ACCs business as directed by the Board. b. The Executive Committee shall arrange for fInancial audits on an annual basis and as otherwise needed. c. The Executive Committee shall be responsible to approve any expenditure(s) for payment in excess of one thousand dollars ($1,000.00). d. A majority of the F ACCs Executive Committee shall constitute a quorum at any meeting. Section 2. Executive Director There shall be a position known as Executive Director which shall be filled by the Board as necessary. The Executive Director, at the direction of the Executive Committee, will manage the affairs of the FACCs. ARTICLE IV F ACCs Committees Section 1. Committees Committees may be established as necessary to accomplish the goals of the corporation. ARTICLE V Financial Administration Section 1. Financial Accounting F ACCs financial accounting shall be in accordance with Generally Accepted Accounting Principles. Federal Form 990 and Arizona Form 99 will be completed by the established deadlines. The treasurer will present an annual budget to the Board for their approval annually. Financial Results and budget variances will be reported at the monthly Board meetings. Financial procedures and policies will be reviewed and adopted by the Board. ARTICLE VI Amendments Section 1. Amendments Amendments may be accomplished by a majority vote of a quorum of the Board of Directors at scheduled Board meetings. ARTICLE VII Dissolution of F ACCs Section 1. Dissolution The dissolution of F ACCs, if ever, shall be completed in accordance with Arizona law. ARTICLE VITI Indemnification Section 1. Limitation on Liability a. Notwithstanding any provision to the contrary, the real and personal property of the F ACCs officers shall not be available to satisfy any of the F ACCs debts to any extent whatsoever. b. F ACCs officers shall include those elected and appointed officers of the F ACCs, members of the FACCs Executive Committee and those elected and appointed members of the FACCs duly constituted Boards, Committees, and Task Forces. Section 2. Indemnification a. General indemnification: Any person who, by reason of the fact that he or she is or was an officer or director of a duly constituted board, committee or task force, as defined in Section 1, is or was a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative or investigative, shall be indemnified by the F ACCs, provided that he or she acted in good faith within the scope of his or her F ACCs responsibilities and in a manner he or she reasonable believed to be in the best interest of the F ACCs, and provided that with respect to any criminal action or proceeding, he or she had no reasonable cause to believe that his or her conduct was unlawfuL Such indemnification shall provided for expenses, including attorney's fees, judgment, fmes and amounts paid in settlement actually and reasonably incurred by him or her in connection with such action, suit or proceedings; provided, however, that with respect to an action or suit by or in the name of the FACCs, such indemnification shall be only for expenses, including attorney's fees, and in such cases no indemnification shall be made with respect to any claim, issue or matter as to which such person shall be have been adjudged to be liable for willful or gross negligence or misconduct in the performance of his or her duty to the Association, unless so ordered by a court of compentent jurisdiction. To the extent that such officer or official of the F ACCs has been successful on the merits or otherwise in defense of any claim, issue or matter therein, he or she shall be indemnified against expenses, including attorney's fees, actually and reasonably incurred by him or her in connection with the action, suit or proceeding. Any other indemnification hereunder, unless ordered by a court, shall be made by the FACCs only as authorized in the specific case upon a determination that indemnification of the officer or official of the F ACCs is proper in the circumstances because he or she has met that applicable standard of conduct set forth herein. The determination shall be made by the F ACCs Executive Committee by a majority vote of a quorum consisting of the F ACCs Executive Committee members who were not parties to the action, suit or proceeding, or if such a quorum is not obtainable, or even if obtainable, if a quorum of disinterested F ACCs Executive Committee members so direct, by independent legal counsel in a written opinion, or by the members of the F ACCs. The termination of any action, suit or proceeding by judgment, order, settlement, conviction or upon a plea of nolo contendere or its equivalent, shall not, of itself, create a presumption that the person did not act in good faith and in a manner which he or she reasonably believed to be in or not opposed to the best interest of the FACCs, or, with respect to any criminal action or proceeding, that he or she had reasonable cause to believe that his or her conduct was unlawful. b. Expenses, including attorney's fees, incurred in defending a civil or criminal action, suit or proceeding may be paid by the F ACCs in advance of the final disposition of the action, suit or proceeding as authorized by the F ACCs Board of Directors in the specific case, upon receipt of an undertaking by or on behalf of the officer or official of the F ACCs to repay such amount unless it shall be ultimately determined that he or she is entitled to be indemnified by the F ACCs as authorized herein. c. The indemnification provided hereunder shall not be deemed exclusive of any other rights to which those seeking indemnification may be entitled under any applicable statute as amended from time to time, any bylaw, agreement, vote of the members of the FACCs or disinterested directors or otherwise, both as to action in their official capacity and as to action in another capacity while holding such office. 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(l) -0 C :J ....,' '" :J .... ..... ~' .... o $: E cu (l) ..... C o -0 (l) -0 C :J .2 ...., w C a:; ..... C ..... C '" (l) .~ ra '0 w 0. '" o .0 E :::i o l? (l) ...., 'Vi .0 W $: .... :J o CJ) C 'c ';0 ..... C ';0 E iil '" .... '" J2~ o 'Vi .Q :J E:: ::ira o ~ Ill.... o 0.... .....'" ~ .Q ~~ ..c 0 1--'" E o ~ o .c .5 '0 en ~ s; s; t: o 0. 0. :J '" CJ) C '0 CJ) C o a:; ..c .... .2 Cll 'tl III Q l.l ::L c '.i:i III .;: ~ o ..... '" ~ C cu ..c I-- \0 o o ~ 00 ----- 01 Ul U U < u.. ItJ o , f"l o o N I- :t: III ... " >- !:I. o U E o I.! Cll 'tl tTI 'tl y E c '.i:i III .;: ~ ~ ~ :: EJ ~ en ... o r/1 s::: o 0- r/1 ----- OJ) ... C; r/1 () () ~ N i ----- ----- 0- .E AGENDA INFORMATION SHEET AGENDA DATE: February 14,2006 CM: Parks and Recreation Department Howard Martin, 349-8232 .. DEPARTMENT: SUBJECT Receive a report, hold a discussion and give staff direction on the International Property Maintenance Code and other related Code Enforcement issues. BACKGROUND The review of the International Property Maintenance Code (IPMC) is a continuation of the comprehensive review of ordinances, procedures and programs related to property appearance and Code Enforcement. The internal workgroup that included representatives from Code Enforcement, Police, Building Inspections, Planning, Parks, Community Development, Keep Denton Beautiful, Solid Waste, Legal, Utilities Customer Service, and Public Information, identified the lack of a centralized grouping of property maintenance codes as a concern. As presented to Council in November 2005, many of the applicable codes are spread out in several chapters of the Code of Ordinances, while others are found in the Denton Development Code. The IPMC provides a single, amendable compilation of applicable building and property maintenance codes. It is intended to provide a modern, up-to-date property maintenance code using code regulations that contain clear and specific property maintenance requirements. The provisions of the IPMC: . apply to all existing residential and nonresidential structures and all existing premises; . constitute minimum requirements and standards for premises, structures, equipment and facilities for o light, ventilation, space, heating, sanitation, o protection from the elements, life & safety, o safety from fire and other hazards, and o for safe and sanitary maintenance; . include responsibility of owners, operators and occupants; . include occupancy of existing structures and premises, and . include administration, enforcement and penalties of codes. The IPMC provides a single location to research building and property maintenance requirements. Because the IPMC is amendable, the City has the ability to establish requirements specific to community standards. Further, because the IPMC is an internationally published document, it is kept up-to-date through a review process that includes code officials, industry representatives, design professionals, and other parties. Staff has completed a comparative analysis of the IPMC with existing City of Denton codes pertaining to building and property maintenance. The purpose of the analysis is to determine if 1 the City's codes are consistent with the IPMC and what gaps, if any, exist in the City's codes or the IPMC. Attached for your review is the code comparison. In summary, a comprehensive document such as the IPMC will provide a centralized location that is easy to search and, as a result, will provide a more efficient and effective method of researching and enforcing codes. OPTIONS City Council may approve or deny the recommendation to adopt the International Property Maintenance Code or the creation of a similar document that encompasses all of the City of Denton's building and property maintenance codes, or request staff to submit an alternative not listed. RECOMMENDA TION Staff recommends the adoption of the International Property Maintenance Code. ESTIMA TED PROJECT SCHEDULE Not applicable PRIOR ACTION/REVIEW No prior action taken. FISCAL INFORMATION No fiscal impact. EXHIBITS 1. International Property Maintenance/City of Denton Code Comparison Respectfully submitted: Janet Fitzgerald, Director Parks & Recreation Department P dB . 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N U W (/) .:;: w ~ AGENDA INFORMATION SHEET AGENDA DATE: February 14,2006 DEPARTMENT: City Manager's Office CM: Howard Martin, Interim City Manager SUBJECT Hold a discussion and give staff direction regarding council processes including but not limited to council response to citizen reports, duties and responsibilities of council committees, and responsibilities of city boards and commissions. BACKGROUND The Council Agenda Committee has requested that this item be placed on the February 14, 2006 agenda. Included for your review is the 2005-2006 City Council Committees and a matrix of advisory and decision-making boards and commissions. Respectfully submitted: Jennifer Walters City Secretary CITY COUNCIL COMMITTEES 2005-06 AGENDA COMMITTEE Chair: Mayor Brock AUDIT COMMITTEE Chair- Mavor Brock COMMUNITY JUSTICE COUNCIL CONVENTION & VISITORS BUREAU COUNCIL APPOINTEE PERFORMANCE REVIEW COMMITTEE Chair - Mayor Pro Tem McNeill COUNCIL MOBILITY COMMITTEE Chair - Council Member Kamp DALLAS REGIONAL MOBILITY COALITION COMMITTEE ON THE ENVIRONMENT Chair - Council Member Mulroy ETHICS COMMITTEE Chair - Council Member Kamp HOTEL OCCUPANCY TAX COMMITTEE Chair - Council Member Montgomery INVESTMENT POLICY COMMITTEE Chair - Mayor Brock LAKE RAY ROBERTS PLANNING AND ZONING REGIONAL TRANSPORTATION COUNCIL TREE COMMITTEE (Ad Hoc) Chair - Mark Burroughs Revised 2/10/2006 S:\Boards & Comm\Council Committees Chart.doc Mayor Brock City Manager Conduff Mayor Pro Tem McNeill Mayor Brock Council Member Heggins Council Member Mulroy Council Member Heggins Council Member Kamp Council Member Montgomery Mayor Pro Tem McNeill Council Member Montgomery Council Member Thomson Mayor Brock Council Member Kamp Mayor Pro Tem McNeill Council Member Montgomery Council Member Kamp Council Member Kamp Mayor Pro Tem McNeill Council Member Thomson Council Member Mulroy Mayor Brock Council Member Kamp Council Member Thomson Mayor Brock Council Member Kamp Council Member Montgomery Mayor Brock Council Member Thomson Council Member Montgomery Council Member Kamp Mark Burroughs Mayor Pro Tem McNeill Council Member Montgomery City of Denton Boards and Commissions Advisory Decision-Making Airport Advisory Board Civil Service Commission Animal Shelter Advisory Committee Construction Advisory and Appeals Board Community Development Advisory Committee Denton Housing Authority Human Services Advisory Committee Economic Development Partnership Board Library Board Historic Landmark Commission Parks, Recreation and Beautification Board Planning and Zoning Commission Public Utilities Board Traffic Safety Commission Zoning Board of Adjustment AGENDA INFORMATION SHEET AGENDA DATE: February 14,2006 DEPARTMENT: Utilities Administration CM: Howard Martin, 349-8232 .. SUBJECT Receive a report, hold a discussion and give Staff direction on the Verizon Denton Wire Center FIOS Service and the Fiber to the Premises (FTTP) project. BACKGROUND At the February 8th agenda committee meeting, Mayor Pro-Tem McNeill requested that the Verizon Fiber Communications Projects be added to the February 14th Council Meeting for discussion. The following information has been included to facilitate a discussion on these proj ects. PUBLIC, EDUCATIONAL AND GOVERNMENT (PEG) ACCESS CHANNELS . SB 5 Requirements Pursuant to Section 66.009 (a) of the Texas Utility Code, a Public Utility Commission (PUC) issued franchise holder (Verizon and Grande Communications) must provide, not later that 120 days after a request by the City, Public, Educational and Government (PEG) access channels for non commercial programming on their network. Section 66.009 (b) states that PUC issued franchise holders must provide no fewer that the number of PEG channel a municipality has activated under the incumbent cable service provider's franchise agreement as of September 1, 2005. As of that date, Denton had four PEG channels active on the Charter Communications cable system. Section 66.009 (f) states that a PUC issued franchise holder is responsible for providing connectivity to each PEG access channel distribution point up to the first 200 feet. The PEG operator is responsible for any additional cost past those 200 feet. Section 66.009 (g) states that the municipality must ensure that all transmissions, content or programming to be transmitted over a channel by a PUC issued franchise holder are provided in a manner or form that is capable of being accepted and transmitted by the provider, without requirement for additional alteration or change in the content by the provider, which is compatible with the technology or protocol utilized by the PUC issued franchise holder. Section 66.009 (h) states that a PUC issued franchise holder and the incumbent cable provider, where technically feasible, must use reasonable efforts to interconnect their cable or video systems for the purpose of providing PEG programming. The holders of a PUC issued franchise and the incumbent cable providers are expressly required to negotiate in good faith and incumbent cable service providers are prohibited from withholding interconnection of PEG channels. Section 66.009 (i) states that a court of competent jurisdiction has exclusive jurisdiction to enforce any requirement under this section, not the PUC. . PEG Timeline (Request for additional time on PEG launching.) On November 2005, Verizon contacted the City to ask for more than the required 120 days for PEG channel activation on their system. Verizon stated that they were not having problems negotiating an interconnection agreement for PEG with Charter. They also stated they did not anticipate any problems in the negotiations, and could not give valid reasons for requesting more time, other than to state that other cities (Coppell, Lewisville and Highland Village) had granted their request. The above listed cities are all Comcast cities. Coppell and Lewisville agreed to give Verizon until March 1,2006 before requesting the PEG launching and activating the 120-day time clock. Highland Village gave Verizon until March 31, 2006. Each of these cities acknowledged that there were problems with the interconnection agreements between Verizon and Comcast. Due to the lack of reasons for needing more time, and the confirmation from both Verizon and Charter Communications that negotiations were going well and no problems were anticipated, on December 2005 the City denied Verizon' s request. In early February 2006, Verizon contacted the City to request a site visit to the Denton Television (DTV) control room at City Hall. The visit is in preparation for installation of equipment needed to broadcast DTV on the Verizon system. Apparently, Verizon is continuing to pursue an interconnection agreement with Charter for the public access channel, but has now decided to interconnect directly to DTV and to the TWU and UNT education access channels. . PEG Channel Transmission Outside City Limits (Exhibit 1) On November 2005, Verizon contacted the City to ask for permission to transmit the DTV channel inside and outside the city limits of Denton. While we understand the value of transmitting our government access channel to Denton residents on the Verizon system, we questioned the value or benefit of transmitting our channel to people who do not live within the City of Denton. Nonetheless, in an effort to accommodate Verizon's request, the City authorized Verizon to transmit the programming on the City's government access channel inside and outside the city limits of Denton. . Television Service (FIOS) Timeline On December 8, 2004 representatives from Verizon made a presentation to Mayor Brock, Mayor Pro Tem McNeill, Mike Conduff and John Cabrales on their Fiber to the Premises (FTTP) technology. At that time they stated they were not sure when their televison service (FiOS) would be launched in Denton, but probably by Fall/Winter 2006. On November 6,2005, Verizon informed the City that the time line for the launching ofFiOS had been moved up to the end of the first quarter of2006. During a meeting on December 20, 2005, Verizon informed the City that the time line had been moved up again to the first week in January 2006. Obviously, that date was not met. In an e-mail from Verizon on February 8, 2006, they are now stating that they plan to launch FiOS TV in Denton in 2006 once their engineers can confirm the timeline for building the direct connections need to provide all of Denton's PEG channels within the requirements of SB 5. FIBER TO THE PREMISES PROJECT (FTTP) . Engineering, Inspection and Utility Locates Currently, Verizon contractors have completed service to 4,329 homes and installed 532,704 feet of the approximately 3 million total fiber footage (18% complete). Council was recently updated on the efforts of Utility and CIP Engineering staff towards the permitting and inspection of the ongoing Verizon FTTP project. Although the City was initially responsive to Verizon's request for expediting the project, Verizon declined early on to pay for additional inspection services and to establish a fund for repairs to damaged infrastructure. Verizon instead elected to initiate the project utilizing the existing inspection resources of the City's Utility and CIP Engineering group. In subsequent discussions over the course of the past year, the City has offered to provide additional inspection services if those services were reimbursed, and Verizon has continued to decline. . Additional Inspections Request and Payment for Service Recently Verizon sent a letter to the City requesting additional inspection services so that more permits can be issued for the FTTP project. After some correspondence back and forth with the Verizon representatives, we have received indication that, after an agreement is reached between the City and Verizon, Verizon would be willing to deposit funds with the City for the payment of additional personnel dedicated to the FTTP project and their associated expenses. The activation or issuance of additional permits to Verizon means that more and more crews will be actively installing this fiber infrastructure throughout the City. Verizon's motivation to proceed in this manner is easily understood: The quicker the fiber is installed, the quicker it can be marketed and sold to the public. There are concerns above and beyond the payment for labor and expenses related solely to inspecting more fiber installations. . Utility Locate Issues Increased fiber installation means increased utility locates for all utilities. The City performs its own locates of its infrastructure in order to protect its own interests. Qualified personnel are used for this task simply because if locates are performed incorrectly and a utility is hit, the City absorbs the costs of the damages. More locates translates into more labor costs and more risk. Staff resources are stretched to the limit to keep up with the current location demands resulting from this project. Sufficient resources to keep up with an increased location demand are simply not available at the current time. Take for example the dilemma faced by DME: DME is required by state law (see Exhibit 2) to respond to a request for location of underground electric lines within 48 hours, excluding weekends and holidays. If DME provides a line location within that time period and the requestor digs into the DME line, as located, the requestor must pay for the cost of any repairs to DME's system resulting from the requestor digging into its lines. However, if DME locates the line incorrectly and the requestor digs into the line as a result ofDME's error, DME must pay for the cost of any repairs to its system. If the response time requirement is not met, the requestor can begin digging and, if they dig into a DME line, DME must pay for the cost of any repairs to its system resulting from the requestor digging into its lines. Because of the critical safety issues associated with working around energized electric equipment and the major financial implications of damage to electric lines, it is not possible or prudent for DME to hire "contract" line locators to absorb increased workload related to the Verizon' s increased construction activities in Denton. The potential of financial liability for damage to the DME system falling on DME combined with the inconvenience to DME's customers resulting from such damage makes it a necessity that DME personnel be able to perform line locates for each Verizon contractor request. The financial liability resulting from potential damage to DME's system is not a small issue. A good example is the damage done to the streetlight system along Pennsylvania in Southridge. Even after DME provided a lateral line locate for this portion of the Verizon project, their boring Fmachine got into the DME conduit and bored right along the conduit path, destroying entire sections of the electric line that fed the streetlight system along that street. Replacement cost for that incident was over $15,000 and citizens were left without streetlight service while repairs were made (see Exhibit 2). DME has made every effort to respond to Verizon's increased locate request workload. Until four months ago, DME used its service trucks to respond to line locate requests. The service trucks are responsible for response to all power outage calls, streetlight maintenance and repair, connection of new residential and commercial metered services and services that require distribution wiring changes, installation of all temporary construction power services, graffiti removal and small maintenance repairs, including the damage caused by the Verizon project. DME originally had 5 service trucks manned with 2 linemen each. With the increased locate requirements, each service truck had reached the point that it was doing 2 to 3 hours of locate work per day. In order to address the problem and reduce the costs DME was incurring, DME reduced the number of service trucks from 5 to 4. One lineman from the eliminated service truck was made a full time line locator. The second lineman from the eliminated service truck was put in charge of controlling the activities of the remaining service trucks and the locator to assure maximum use of their time. He also responds to situations that can safely be handled by one person and assists service truck crews on larger jobs. This change increased the efficiency of the locate process and reduced its cost. At this time, an average Verizon line locate request requires one hour. One lineman in a pickup truck costs $80 per hour. A service truck costs $140 per hour. Even with this change, service trucks are still having to spend about 4 hours per day responding to line locate requests the full time locator cannot cover. In Summary DME cannot hire "contract" line locators to deal with the Verizon workload. DME cannot meet the 48 hour line locate response time requirement if Verizon triples their construction activity without severely impacting the quality of electric service to Denton citizens. Failure to meet the line locate response time requirement leaves DME liable for significant electric system repair costs and will cause citizens to experience more outages related to this proj ect. Even with line locates performed, some amount of damage to DME's system is inevitable. DME will experience a noticeable increase in system repair requirements and citizens will experience more outages. With a tripling of Verizon's activity, these impacts will be forced into a shorter period of time, with more citizens impacted at any given time than if the construction takes place at a slower pace. The City Engineering staff made Verizon aware that the City's Electric, Water and Wastewater Departments had concerns that needed to be addressed on February 9th and offered to set up a meeting with all the impacted parties. Verizon chose February 14th as the date they wanted to meet. OPTIONS 1. Allow Verizon to increase their activity to the level they desire. 2. Limit Verizon' s level of activity. 3. Negotiate acceptable relief and financial reimbursement for the various utilities. 4. Develop some combination of (2) and (3) above. PRIOR ACTION/REVIEW (Council. Boards. Commission): None RECOMMENDA TION Staff recommends that Verizon be required to deposit sufficient funds with the City of Denton to cover the costs of providing qualified staff to locate utility assets and inspect fiber installation and to be responsive to repairs generated by fiber installation. In addition, Staff recommends that Verizon be required to waive the mandated 48 hour response time on locates as it will not be possible for the City to be responsive in the given time frame with a stepped-up permitting effort. Verizon contractors will have to wait for the utility locators. In lieu of the provision of these funds and the waiving of the locate response time, staff recommends that permitting issuance be maintained at current levels. EXHIBITS 1. Service Map 2. Subchapter D Requirements 3. 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RUA05-0002 RUA05-0002 RUA05-0002 RUA05-0002 RUA05-0002 RUA05-0002 RUA05-0002 RUA05-0003 RUA05-0003 RUA05-0004 RUA05-0005 RUA05-0006 RUA05-0007 RUA05-0007 RUA05-0007 RUA05-0007 RUA05-0007 RUA05-0008 RUA05-0009 RUA05-0010 RUA05-00 11 Hickory Creek Ranch Phase I Hickory Creek Ranch Phase II Old Alton Estates Chaucer Estates Phase I Chaucer Estates Phase II Teasley Harbor Phase I Teasley Harbor Phase 2A Thistle Hill Phase I Thistle Hill Phase II Montecito Area Forrestridge Sundown Ranch Oakmon t II Section I Oakmon t II Section II A Oakmon t II Section II C Oakmon t II Section III Wimbleton Village Hickory Creek Heights Robinson Oaks Ryan Ranch Lexington Park The following areas of construction have received damaged to DME facilities. These have been billed and or pending billing. September 2005 October 4, 2005 December 21,2005 December 31,2005 January 27,2006 February 9,2006 Pennsylvania@ Woodbrook 212 Pennsylvania Champlain & Wind River 308 EI Paseo 3905 Winston # 14 Oak Forrest $15,064.78* $1,810.87* $2,387.32* $2,145.38* Exhibit 3 AGENDA INFORMATION SHEET AGENDA DATE: February 14,2006 CM: Electric, Water, and Wastewater Utilities and Solid Waste Howard Martin, 349-8232 .. DEPARTMENT: SUBJECT Receive a report, hold a discussion and give staff direction regarding proposed financial and administrative changes in the City of Denton's P-L-U-S One Program. BACKGROUND As the rapid rise in the price of natural gas continues to push the cost of electricity higher, payment of the City utility bills will become more difficult for our citizens. This problem will create even greater hardship for individuals facing unexpected emergencies. These are the individuals that the PLUS One Program is designed to help. The P-L-U-S One Program usually receives $20,000 to $25,000 per year. Approximately $6,000 of that amount is raised by the annual DME bike rally with the remainder coming from voluntary individual donations made directly or through the utility billing process to the P-L-U-S One Program. Without an increase in the level of funding for the program, the expected higher utility bills will result in the program being able to assist fewer people. DME, Water, Wastewater and Solid Waste feel that using $100,000 of the late payments paid on unpaid balances to support P-L-U-S One in FY06 is an appropriate way to provide assistance to deserving citizens. Each Utility and Solid Waste will contribute a portion of the $100,000 based on its allocated percentage of the total late payment funds during FY05. This results in the following contri buti ons: DME W ater/W astewater Solid Waste $71,400 $20,600 $ 8,000 If this proposal is approved by the City Council, the P-L-U-S One Program will receive $50,000 of the proposed dedication in immediately and $50,000 on June 1,2006. Beginning in FY07, the amount of support to be provided to P-L-U-S One will be established during the budget process. One half of the approved dedication will be provided to P-L-U-S One on December 1 st of each year and one half of the approved dedication will be provided on June 1 st of each year to coincide with the peak winter and summer seasons. If this proposal is approved by the City Council, DME will follow announcement of this dedication of funds to P-L-U-S One with an advertising campaign urging Denton citizens to step up and increase their donations to the program. DME will also work with Community Development to set up a focus group to assist in developing additional options for increasing donations to the program. For the last several years, the program has been managed by Interfaith Ministries. Interfaith completes the intake process for households in need of emergency utility assistance and forwards payments to DME. The agency also receives funding for the same purpose through the City's Human Services budget administered by the Community Development Division. In order to assure that this larger amount of funds is carefully administered, management of the program will be transferred to Community Development. CD staff has extensive experience in direct management of programs assisting low-income households, and in oversight of agencies administering service programs. CD staff is prepared to develop a request for proposals for external agency administration of the program or develop an internal City program to assist those in need of emergency utility assistance. OPTIONS Approve dedication of $100,000 of late payments on unpaid balances to the P-L-U-S One Program. Approve dedication of less than $100,000 of late payments on unpaid balances to the P-L-U-S One Program. Do not approve dedication of any late payments on unpaid balances to the P-L-U-S One Program. RECOMMENDA TION The Utilities and Solid Waste recommend approval of dedication of $100,000 of late payment penalties on unpaid balances to the P-L-U-S One Program, and transfer management of the program to Community Development. PRIOR ACTION/REVIEW (Council, Boards, Commissions) The Public Utilities Board approved the dedication of $100,000 to the P-L-U-S One Program on November 14, 2005 by a vote of 5-0. FISCAL INFORMATION $100,000 oflate payments on unpaid balances will be dedicated to the P-L-U-S One Program. EXHIBITS 1. Ordinance 2. PUB Minutes Respectfully submitted, iii~:!:li!.jll~!iii!i:i ~:~.~.. Sharon Mays Director of Electric Utilities ~m~.... . . . . . . . . . . . .. . .. ... ... .. .".." ........ . . . .. . . . . . . . . .. .. . .. ... . ....... ... ...... .. . . . . .. .. . . .. . .. . .. . . .. . .. . . .... . ... . ... . . . .... Jim Coulter Director of Water and Wastewater Utilities a-(-l~ Vance Kemler Director of Solid Waste