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HomeMy WebLinkAboutSeptember 1, 2015 Agenda a.m.tru�Mltli DENTON Tuesday, September 1, 2015 City of Denton Meeting Agenda City Council 9:00 AM City Hall 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com Work Session Room After determining that a quorum is present, the City Council of the City of Denton, Texas will convene in a Special Called Work Session on Tuesday, September 1, 2015 at 9:00 a.m. in the Council Work Session Room at City Hall, 215 E. McKinney Street, Denton, Texas at which the following items will be considered: 1. Work Session Reports A. ID 15 -649 Receive a report; hold a discussion, and give staff direction regarding the 2015 -16 Proposed Budget, Capital Improvement Program and Five -Year Financial Forecast. Attachments: Exhibit 1 - Budget Memorandum Following the completion of the Work Session, the City Council will convene in a Closed Meeting to consider specific items when these items are listed below under the Closed Meeting section of this agenda. The City Council reserves the right to adjourn into a Closed Meeting on any item on its Open Meeting agenda consistent with Chapter 551 of the Texas Government Code, as amended, or as otherwise allowed by law. 1. Closed Meeting: A. ID 15 -827 Consultation with Attorneys - Under Government Code, Section 551.071. Consultation with the City's attorneys regarding legal issues associated with the Work Session item above posted regarding the 2015 -16 Proposed Budget, Capital Improvement Program and Five -Year Financial Forecast where a public discussion of these legal matters would conflict with the duty of the City's attorneys to the City of Denton and the Denton 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 proceeding or potential litigation. B. ID 15 -653 Certain Public Power Utilities: Competitive Matters - Under Texas Government Code, Section 551.086. Receive competitive public power competitive information and financial information from staff regarding the proposed FY 2015 -2016 operating budget for Denton Municipal Electric ( "DME ") including without limitation, proposed rates for DME for FY 2015- 2016, expected revenues, expenses, commodity volumes, and financial commitments of DME; discuss, deliberate and provide staff with direction. City ofDenton Page I Printed on 81,3112015 City Council Meeting Agenda September 1, 2015 ANY FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A CLOSED MEETING WILL ONLY BE TAKEN IN AN OPEN MEETING THAT IS HELD IN COMPLIANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551, EXCEPT TO THE EXTENT SUCH FINAL ACTION, DECISION, OR VOTE IS TAKEN IN THE CLOSED MEETING IN ACCORDANCE WITH THE PROVISIONS OF §551.086 OF THE TEXAS GOVERNMENT CODE (THE `PUBLIC POWER EXCEPTION'). THE CITY COUNCIL RESERVES THE RIGHT TO ADJOURN INTO A CLOSED MEETING OR EXECUTIVE SESSION AS AUTHORIZED BY TEX. GOV'T. CODE, §551.001, ET SEQ. (THE TEXAS OPEN MEETINGS ACT) ON ANY ITEM ON ITS OPEN MEETING AGENDA OR TO RECONVENE IN A CONTINUATION OF THE CLOSED MEETING ON THE CLOSED MEETING ITEMS NOTED ABOVE, IN ACCORDANCE WITH THE TEXAS OPEN MEETINGS ACT, INCLUDING, WITHOUT LIMITATION §551.071- 551.086 OF THE TEXAS OPEN MEETINGS ACT. 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 , 2015 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. City ofDenton Page 2 Printed on 81,3112015 City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com D EN'FON Legislation Text File #: ID 15 -649, Version: 1 Agenda Information Sheet DEPARTMENT: Finance ACM: Bryan Langley Date: September 1, 2015 SUBJECT Receive a report; hold a discussion, and give staff direction regarding the 2015 -16 Proposed Budget, Capital Improvement Program and Five -Year Financial Forecast. BACKGROUND The FY 2015 -16 City Manager's Proposed Budget was submitted to the Council on July 31, 2015. Staff provided the City Council with a comprehensive overview of the proposed budget at a Budget Work Session on August 6, 2015. In addition, the City Council has held work sessions on the proposed budget on August 11, August 18, and August 25, 2015. During these meetings, the City Council asked a number of questions and requested a variety of information concerning the proposed budget. The purpose of this agenda item is to provide the City Council with answers to these discussions regarding the proposed budget and allow additional opportunity for questions and dialogue. A memorandum that summarizes the requests we received and the responses that we have been able to compile are attached. The purpose of this agenda item is to provide the City Council with an additional opportunity for questions and dialogue. Below is the schedule we will follow to adopt the budget and tax rate: September 1 2nd Public Hearing on Tax Rate Public Hearing on Proposed Budget September 15 City Council Adopts Budget and Tax Rate I look forward to discussing the budget materials in detail with you. If you have any questions, or need additional information, please let me know. EXHIBITS Exhibit 1- Memorandum of Responses City of Denton Page 1 of 2 Printed on 8/31/2015 File M ID 15 -649, Version: 1 Respectfully submitted: Chuck Springer, 349 -8260 Director of Finance City of Denton Page 2 of 2 Printed on 8/31/2015 MEMORANDUM DATE: September 1, 2015 TO: Honorable Mayor and Members of the City Council FROM: Chuck Springer, Director of Finance SUBJECT: City Council Budget Workshop Questions and Responses Information regarding the FY 2015 -16 Proposed Budget and Five Year Forecast was presented to the City Council on August 6t'. Below is a summary of the questions and requests, from the City Council as I understand them, and the responses compiled to date. 1. Please provide information on UNT's matching funds for the South by Southwest (SXSW) trade show and if the City's share could be funded from Hotel Occupancy Tax (HOT). UNT has committed to a partnership strategy for the South by Southwest (SXSW) trade show that includes the Denton Convention and Visitors Bureau, the City of Denton and UNT. UNT is pledging $20,000 in financial contribution for the SXSW trade show. Hotel Occupancy Taxes may be utilized for this trade show if the primary purpose is for the promotion of tourism and the convention and hotel industry. As such, the Denton Convention and Visitor's Bureau (CVB) included $20,000 in their FY 2014 -15 Budget for attending trade shows and of that amount, approximately $6,100 was expended for the SXSW trade show. The City Economic Development Staff proposed $22,430 for the City of Denton's share for FY 2015 -2016. This supplemental package was not included in the City Manager's .p oposed Budget. 2. Please provide additional information on the funding for the installation of the Little "d" bike racks in downtown. Staff has identified funding for 30 Little "d" bike racks for the downtown area including the Hickory Grand Street corridor. Up to 43 locations are under review as part of a larger plan; however, staff is recommending 30 bike racks for phase one. Installation of phase one is expected to be done by March, 2016. In addition, staff recommends a permanent bike corral to replace the pilot bike corral on Hickory Street at Bell Avenue to continue with the branding of downtown and to increase bike parking capacity. Phase two would expand the number of bike racks in the downtown area, and could include replacement of current wave racks with a branded or unbranded U -rack. Of the $8,400 awarded as part of a Neighborhood Empowerment Grant, $2,892 remains after design and construction costs. The Little "d" bike rack is estimated at $375 for construction and $75 for installation, for a total per unit installed price of $450. To install Question and Answer Memorandum September 1, 2015 Page 2 of 17 30 Little "d" bike racks would cost $13,500. An estimated cost for a bike corral is $1,300. An additional $11,907 is needed to complete this project. This supplemental package was not included in the City Manager's .p oposed Budget. 3. Please provide information regarding how the funding from the Human Services Advisory Committee is split between CDBG and General Fund (page 53 in the Proposed Budget). The recommended Human Services Agency funding on page 53 of the Proposed Budget is $127,663 of CDBG funding and $250,000 of General Fund support. There is a 15% cap ($19,149) on the amount of Community Development Block Grant funds that can be expended on human (public) services activities. CDBG funding is allocated in a manner that reduces the number of non - profit organizations that would require monitoring and oversight by the US Dept. of Housing and Urban Development (HUD). Also, the CDBG regulations state that some services are considered a "presumed benefit" to low and moderate - income residents and therefore funding the agencies that provide these services, ensures that any lack of documentation does not cause an issue (finding) or require repayment to HUD. Though Community Development staff requires the same documentation from all agencies whether they receive CDBG or general funds, it is an extra safety mechanism to provide CDBG funds to those agencies with a "presumed benefit" activity or a long history of submitting appropriate documentation of services and expenditures. 4. Please provide information regarding Community Development Block Grant funds and Home Funds that are unspent; reference page 102 in the Proposed Budget. The current unspent balance in 2013 CDBG fund is $96,571 with $90,571 committed to Minor Repair, Homebuyer Assistance and Home Improvement projects. These funds will be spent in the next few months. The current 2014 CDBG balance is $259,609 with $155,261 committed to projects. 2015 -16 funding has not yet been released for expenditure by the Department of Housing and Urban Development (HUD). All 2010 to 2012 HOME Program funds have been expended and /or committed to housing projects. The 2013 and 2014 HOME funds for City housing programs should be expended during the coming year. The unexpected rainfall last spring and early summer delayed many of the Home Improvement Program projects, which is a substantial portion of the HOME program budget. The Denton Affordable Housing Corporation has requested a change in the use of their 2013 and 2014 HOME funds to renovate six rental units. This request will be brought before the Community Development Advisory Committee to determine whether they want to recommend to Council that the funds be re- allocated to the rental project. Also, it should be noted that when funds are not used on a project, they are usually reallocated using the Question and Answer Memorandum September 1, 2015 Page 3 of 17 annual application and allocation process. These reallocated funds are then expended during the next program year. CDBG and HOME are multi -year grants and are not required to be expended in a single year. However, HUD does enforce a "timeliness test." Communities that do not meet these requirements can lose some of their CDBG and /or HOME funds. Since, 1984 -85, the first year that the City of Denton became a CDBG entitlement city, no funds have been lost due to the City not meeting these timeliness requirements. 5. Please provide information regarding specific programs that benefited from the Neighborhood Empowerment Grant for the last two years. And provide information regarding the Neighborhood Empowerment Summit workshop held each fall. Neighborhood Empowerment Grant: The Neighborhood Project Matching Grant's purpose is to empower citizens to improve the overall quality of life in their neighborhoods through citizen and government partnerships. The grant matches City and neighborhood resources to complete neighborhood - proposed projects that foster self -help, self - management, and neighborhood pride, as well as enhance and beautify the neighborhood. Funds are awarded on the basis of merit with a maximum of $10,000 per project. Attachment 1 lists the grant projects funded for the past two years and the projects year to date for FY 2014 -2015. This program is funded at a level of $50,000 in the City Manager's .p oposed Budget. Neighborhood Summit: The Neighborhood Empowerment Summit is an annual event targeted at neighborhood residents and leaders. Speakers present on a variety of relevant issues from HOA management to curb appeal to bicycling. The Summit offers attendees extraordinary educational opportunities free of charge in three primary areas: community building, leadership development, and civic empowerment. The cost for the Neighborhood Summit is funded at approximately $10,000 in the City Manage is .proposedl. Budget, 6. Please provide information regarding a mid -block cross walk at City Hall. A mid -block crossing of McKinney St. (FM 426), a TxDOT highway, is estimated to cost $90,000. A concept for the crossing is shown in Attachment 2. The crossing concept and estimate include advance warning signage, pedestrian activated flashers at the crossing, a small widening of McKinney St. to add a median pedestrian refuge island, and an additional street light on the south side to adequately light the crossing area. The concept provided also involves one- waying the entrance to the City Hall Parking Lot and one - waying the exit along the segment of Oakland Street between City Hall and the Old County Question and Answer Memorandum September 1, 2015 Page 4 of 17 Jail, to improve ingress and egress for the parking area and provide travel area for bikes and pedestrians along this segment of Oakland St. This project was not included in the City Manager's .p oposed Budget. 7. Please provide information regarding the FY 2001 -2002 Facilities Master Plan. The Executive Summary from the FY 2001 Facilities Master Plan is in Attachment 3. The full Facilities Master Plan is a very large document (317 pages) and is available in Mark Nelson's office for review or an electronic copy can be provided. 8. Please provide information regarding staffing by department and personnel costs for the past ten years. The ten year history of staffing is in Attachment 4. 9. Please provide the Five Year Forecast from last year's budget discussions. The Five Year Forecast from last year's budget and this year's Proposed Budget is in Attachment 5. 10. Please provide information regarding using HOT funds to fund the Community Event Center project versus using the funds for marketing for the proposed convention center. The City Attorney provided a Legal Status Update on Friday, August 28, 2015 regarding the use of HOT funds. 11. Please provide information regarding the Compensation Consultant supplemental request. Personnel costs comprise over 70% of the general fund dollars, and employees are what ultimately drive the success of our organization. Having a competitive compensation program is a key component to attracting and retaining qualified employees that help us be successful. Another important aspect of retaining employees is recognizing and rewarding them for their performance, which is a function of a merit pay system. Both of these issues are addressed in Goal 2: Develop a high - performance workforce under Key Focus Area 41 of the City's strategic plan. Our current compensation plan was implemented in 2007. The new plan was designed to address many of the challenges we were having with our previous compensation plan, which included, but was not limited: External equity concerns — ensuring our pay plan was competitive with our labor market. Question and Answer Memorandum September 1, 2015 Page 5 of 17 • Internal equity concerns — ensuring "pay equity" existed between positions that were similar in nature. Over the years, we had "tweaked" the compensation plan so much that we had negatively affected our internal equity. • Ensuring better recognition of top performers — merit increases had been minimal to non - existent in the early to mid- 2000's which was beginning to negatively affect employee morale. These issues are a constant focus with any compensation plan and remain a focus today. When we implemented the new compensation plan in 2007, one of our compensation objectives was to fairly reward employees for their contributions to the goals of the City. As such, we continued to implement a "merit" pay system designed to reward higher performing employees a larger percent increase than average to lower performing employees. It should be noted that the "merit" pay system focuses on managing employee pay around the midpoint or the "market" value for their pay range. In other words, those employees that are above the midpoint of their pay range get a lower percent increase than those that are below the midpoint. Another objective was to pay the average market rate for benchmark jobs. Benchmark jobs are jobs that share some commonality across organizations, such as a Heavy Equipment Operator or an Accountant. We determine the average market rate by surveying the pay of benchmark jobs in other cities /organizations in the surrounding area. Ensuring we pay the average market rate is important because paying lower would make it difficult to attract qualified applicants and retain qualified employees. Those employees choosing to remain on the job for inadequate wages may not be the most competent, which can negatively affect the quality of services to our citizens. On the other hand, we understand that paying higher than the average market rate may invite criticism by taxpayers and ratepayers, claiming that we are wasting their dollars by paying excessive salaries. Although we strive to pay the average market rate, it is important to recognize there are some industries like our Electric Utility, Engineering, and Technology Services that are currently experiencing recruitment challenges. Many employers are competing for applicants from the same limited labor pool. Therefore, paying higher than the average market rate often times becomes necessary for some of their positions. In addition to the recruitment challenges we are having with some of our industries, we have other potential challenges associated with the risk of turnover. As you can see from the chart below, turnover took a dip when the recession first started in 2008/2009; however, it has been continuing to rise since then (although with some fluctuation). Question and Answer Memorandum September 1, 2015 Page 6 of 17 Turnover by Fiscal Year Excludes Temp /Seasonal Employees Turnover is inevitable and happens regularly, but the City will have 24.24% of its employees who will be eligible to retire under the Texas Municipal Retirement System by December 31, 2015. Assuming a static workforce, 41.58% of employees will be eligible to retire by the end of 2020. Note: these statistics do not include those employees who are eligible to retire under the Fire Pension. Ensuring we have a competitive compensation package and ensuring we continue to recognize employees for their contributions to the City can impact an employee's decision as to whether they want to stay or retire from the City. While we understand that all eligible employees will not actually retire during this timeframe, it is still important to pay attention to this statistic and ensure we are well equipped with our compensation package to fill positions with qualified candidates as quickly as possible when vacated. To ensure our pay ranges remained competitive since 2007, the City contracted with Tom Edgar of T. R. Edgar and Associates most years to review the pay plan and conduct periodic salary surveys. Tom Edgar was the consultant with whom staff worked to design and implement the pay plan that became effective in 2007. Historically, experts have recommended that comprehensive studies and re- evaluations of compensation and classification programs be conducted every five (5) years. After eight years with the current pay plan, it is time to have a thorough review of the entire compensation plan —not just conduct a salary survey. A study of our entire compensation plan will: Provide insight and recommendations as to whether our current compensation structure, policies and practices are effective or in need of adjustment, and Question and Answer Memorandum September 1, 2015 Page 7 of 17 Determine if the current job classification structure is efficiently structured or may need the introduction of new j ob classes, mergers of existing classes or the re- titling of classes as more appropriate descriptors of work performed. There are several benefits to hiring a compensation consultant to review our compensation plan. They have more time to focus on the project without any distractions. We currently have only one staff member who focuses on compensation and classification. Along with his day -to -day responsibilities, the incumbent will be largely involved with the performance software implementation and training that will begin in mid - September and extend into FY 15/16. As a result, the existing staff member does not have the time to review the compensation plan in its entirety. A compensation consultant also brings to the assignment the breadth and depth of experience acquired from handling similar problems with a broad group of clients. Finally, and more importantly, they provide objectivity, which will allow them to provide unbiased solutions to our issues and provide alternatives that best meet our needs and administrative capabilities. While Tom Edgar met our needs in 2007, we have grown significantly over the past eight years and have new challenges upon us. It would be beneficial to have a fresh perspective of our compensation plan. This supplemental package is included in the City Manager's .p oposed Budget, 12. Please provide information regarding the Learning Management Software supplemental request. Employee growth and engagement depends on having opportunities to gain greater knowledge, skills, or abilities to do their work. The Human Resources (HR) Training and Development program provides training to increase the competency level of employees through regular workshops and through a series of workshops called development tracks. HR monitors the attendance and progress of employees through the development training tracks. HR also sponsors, registers, and tracks employee training to maintain employment law compliance. One of the Leadership Excellence Enhancement Program (LEEP) task groups made four recommendations in their report and presentation to the City Council on July 9, 2015. Their recommendations included the following goals: 1. Prioritize performance management; 2. Simplify the process, collaboration, and compliance; 3. Identify support and resources; and 4. Invest in systems. They specifically recommended the purchase and implementation of performance management and learning management software in order to accomplish strategic and operational goals. The performance management software is budgeted for purchase in the FY 2014 -15 budget. Learning management software (LMS) will allow HR to improve the efficiency and reporting of employee training, provide training feedback to supervisors, aid in the creation of training plans, and ultimately provide key data for succession planning efforts. The Question and Answer Memorandum September 1, 2015 Page 8 of 17 software will also be available to other City departments (e.g., DME, Water Production, Wastewater, and the Fire Department) to track regulatory and legal compliance training participation and certifications for field and control personnel. In addition to tracking training and certifications, the proposed LMS will make online training available for employees in remote locations or that have work hours or duties that prevent them from attending in- person training workshops. The online library of training can eventually be expanded to include workshops covering more advanced knowledge and skills needed for employee development but not offered through current in -house training. None of the training administration is automated, with the exception of online registration. The top three current challenges we are having with our training and development program, or with the ability to grow our program include: Training database software that has been used to track was purchased prior to the turn of the century. It is running on an outdated server and the software is no longer supported. If the server fails, the historical training data will be lost. Supervisors currently do not have immediate access to their employee's training records. They must request updates on their employee from HR staff. Supervisors must manually develop their own training plans for their direct reports from limited training resources. The training program is currently an authorized provider of continuing education units (CEUs) through the International Association of Continuing Education and Training (IACET). As an authorized provider we can issue CEUs to employees for completing workshops that helps to maintain their professional certifications. CEUs are typically obtained by attending state and national conferences. Locally obtained CEUs can help to reduce the number of conferences or outside training needed to maintain certifications. The maintenance of the training database noted earlier is required under the IACET provider agreement. Loss of the database would result in the loss of IACET provider status. LMS ADVANTAGES The following is a partial list of benefits and advantages provided by a learning management system: • Employees can access the online training from any Internet location and from computers, tablets, or even smart phones. • Employees can choose from a comprehensive online library of workshops to develop soft or hard skills. • Supervisors can create coaching and development plans based on increasing employee competencies to improve job performance and to improve employee eligibility for inclusion in succession planning. • Supervisors can provide more immediate feedback to employees via the performance management software, and then assign follow -up training on the competency using the LMS. Question and Answer Memorandum September 1, 2015 Page 9 of 17 • Supervisors and the employee can monitor the completion of the employee's training plan. This can be viewed by individual employee or by viewing the supervisor's entire team through a real time dashboard. • Supervisors can verify the completion of their direct reports training, which is especially important with compliance training. Some departments have strict regulatory compliance issues to follow, which include training. This LMS will aid in tracking such compliance training. Additionally, legal compliance training with potential employment law issues helps to reduce negative employee behaviors that can result in lawsuits and investigations by the Equal Employment Opportunity Commission (EEOC) or other enforcement agencies. • The LMS will solve the current problems HR faces in the administration of the training and development program while allowing for more efficient, effective, and accurately targeted employee coaching and development. A complete listing of challenges associated with administration of the current training and development program, as well as benefits of an LMS, are included in the supplemental package provided as part of the FY 15/16 budget documentation. This supplemental package is included in the City Manager's .p oposed Budget. 13. Please provide information regarding the supplemental package funding request for Parks Maintenance. The Parks and Recreation Department is responsible for the maintenance of an additional 8 acres of Class A and B properties and over 130 trees, 1.23 miles of soft surface trail maintenance and new planter beds that have not received maintenance funding. The properties include new park developments, new street developments, land acquisitions, and new park amenities that have been added since 2013. With the improvements to Hickory Street and the revitalization of the downtown area, there is an increased level of service needed to meet the expectations of the community. The additional staff will be primarily focused on Hickory Street from DCTA to Elm Street, the Square including Cedar Street, City Hall West, Central Fire and Old Fire Central. Staff and contractors clean the Square and Hickory Street daily and will maintain the planter beds and pots, irrigation, trees, and big bellies. Below are our park maintenance standards: • Trees are scheduled to be trimmed on a 5 -10 year rotation time per year, unless hazardous to the public • Class A Parks are scheduled to be mowed 32 times during the growing season. • Class B Parks are scheduled to be mowed 20 times during the growing season. • Landscaped locations are maintained 52 times during the year. • Trash pick -up is 1 -2 times per week depending on the time of year and usage of public areas. • Sidewalk/Street cleaning contract 156 times per year. Question and Answer Memorandum September 1, 2015 Page 10 of 17 • Big Belly Compactors are emptied approximately 1 time per week. There are no funds identified for this in our current budget for the maintenance of these locations. Without the funding of additional staff and supplies, we jeopardize the safety and integrity of these locations around the City of Denton. The failure to fund the maintenance will result in deferred maintenance on multiple facilities. The department originally requested a supplemental package of $ i4 ,537 including i.5 FTE's. This supplemental package was reduced to $84,759 with l FTE and is included in the City Manager's :pn oposed. Budget. 14. Please provide information regarding the cost of the proposed compensation package average 3% merit versus an alternate proposal where employees making less than $50,000 receive 3% increase, 1.5% increase for employees between $50,000 and $100,000 and a pay freeze for employees above $100,000. The chart below compares the proposed 3% compensation plan versus the alternate plan for all non -civil service full time General Fund employees for FY 2015 -2016. 3% Alt. Plan Salary Range Count Base Salary First Year First Year Difference $0 - 50k 169 $6,228,097 $93,421 $93,421 $0 $50k - 100k 129 $8,554,135 $128,312 $64,156 ( $64,156) $100k+ 22 $3,163,222 $47,448 $0 ($47,448) 320 $17,945,454 $269,182 $157,577 ($111,604) 15. Please provide information regarding the supplemental requests for an Asphalt Recycler machine and the five man crew in the Street Improvement Fund. Asphalt Recycler supplemental request - Buying this machine will allow the Street department to make small amounts of asphalt for base failures, utility cuts, and emergency repairs. The estimated cost of recycled asphalt is approximately $19.50 per ton. The Street Department presently picks asphalt up from Jagoe at $49 per ton. The Street crews currently have issues with having to wait 2 to 2 1/2 hours for a load of asphalt. The contractor's plant breaks down frequently and then Street crews are forced to use cold mix for repairs at a cost of $119 per ton, which later has to be removed and replaced with regular asphalt. This machine will allow Streets to use millings to make asphalt, thereby cutting costs and eliminating waiting time. Existing crews will operate the Asphalt Recycler machine. The payback on this machine is approximately 3.5 years. The supplemental request for a Five Man Street Maintenance Crew - The Street Department does not currently have enough staff to keep up with the demand of citizen requests along with other day to day activities and projects. Implementing the proposed maintenance crew to handle potholes, crack seal, mud jacking /panel lifting, and other Question and Answer Memorandum September 1, 2015 Page 11 of 17 miscellaneous activities on a permanent basis will allow existing crews to complete projects in a timely manner, as well as, the new crew will provide better service and quicker response to our citizen requests. These supplemental packages are included in the City Manager's .p oposed Budget, 16. Please provide information regarding adding a new Veterinarian Technician to the service contract at the Animal Shelter. Animal Services completed their initial supplemental budget request back in February, with about 1 month of operational history under their belts at the new facility. They quickly determined that they needed to add shelter staff to handle the size of the facility for cleaning and conducting all of the other shelter services. In June, they received the first of two e- mails from the on -site veterinarian requesting some additional help in the form of another veterinary technician and possibly an additional contract day for the veterinarian due to the volume of surgical procedures and the expenditure of contract - approved overtime for the veterinarian and the single vet tech. Animal Services staff contacted the management team of the vendor and discussed the request with them. They sought their opinion, asked for cost projections, and also inquired about less - expensive alternatives. With their concurrence, and in looking at the overtime expenditures and the volume of surgical procedures we were handling, we agreed that we needed additional staffing. At this point, Animal Services had already submitted the budget and made their presentation to City Management. They reviewed their options to seek some sort of mid- year budget adjustment to the contract to add a position(s) with John Cabrales, ACM and also had brief discussions with Mr. Campbell and Mayor Watts about staffing needs and the request for vet staffing from the vendor in subsequent meetings. Two additional Animal Control Officers were approved and added mid -year 2015 to handle the other shelter services. On August 7th, John Cabrales, ACM, Chief Howell, and Deputy Chief Fletcher met with Council member Wazny to discuss her questions about the shelter operation. In that meeting, we discussed staffing in terms of the shelter and the vet clinic. She requested that we provide her with a prioritized list of veterinary staff needs and the projected cost for each position. John Cabrales, ACM, forwarded the information to her (and the rest of the Council) on 08/21/15. It is the intention of Animal Services to avoid having veterinary service employees on the City payroll. The preference is to have an experienced vendor under contract that hires and manages these positions. This expenditure is not included in the City Manager's .p oposed Budget, Question and Answer Memorandum September 1, 2015 Page 12 of 17 17. Please provide information regarding how the funds for the Downtown Reinvestment Fund have been spent. The project list and dollars spent from the Downtown Reinvestment Fund is in Attachment 6. 18. Please provide information regarding how much of the 2012 and 2014 bonds sold for Street projects have been spent. Summary of 2012 "Street Only" Bond Program - The following information represents a summary of the current status of the 2012 "Streets Only" bond program: • A total of 69 street segments are completed totaling $6.209 million • 3 projects totaling $254,039 are currently in progress • 143 projects totaling $12,726,152 are remaining on the 2012 Bond Program • Approximately 33% of the street projects have been completed in the first 22 months of the 5 year program. • Completed projects represent about 32.3% of the funding expensed. Summary of 2014 "Street Reconstruction" Bond Program - The following information represents a summary of the current status of the 2014 "Street Reconstruction" bond program: • Only two projects of the $24,689,139 the 2014 street reconstruction bond program have been completed. • 14 projects totaling $2,976,811 (estimate) are in the design stage with the work to be completed by contractor. Attachment 7 contains the following documents: o Map of Streets 2012 and 2014 Bond Programs 0 2012 "Streets Only" Bond Program • Completed CIP Projects 2013 -17 (as of 8/27/2015) • CIP 2013 -2017 Bond Program in Progress • Remaining on Bond Program 2013 -2017 • Overall Bond Program 2013 -2017 0 2014 "Street Reconstruction" Bond Program 2015 -2020 Completed Projects CIP Bond 2015 -2020 19. Please provide information regarding the increasing costs for Health Care and the steps the City is proposing to mitigate the cost increases. The City has experienced increased health care costs in FY 2014 -2015. It is important to note that prior to this year the City's health care costs had been increasing at a rate less than industry trends. In other words, while costs were going up, they were going up at a slower rate than medical inflation. This year, the City has had an increase in Question and Answer Memorandum September 1, 2015 Page 13 of 17 musculoskeletal issues as well as a re- emergence of cancer claims. Through July, there are 41 individuals on the health plan that account for $4,147,466 in total costs. So essentially 1.2% of covered lives are driving 36% of our total health care costs. Five (5) of those individuals have exceeded $175,000 in total costs, with one (1) individual exceeding $400,000 in total claims. The City has already received $695,888 in stop loss insurance (excess insurance to protect the City in case of catastrophic claims) recoveries on these claims. By factoring in the increase in claims for FY 2014 -2015, our FY 2015 -2016 projections for health care costs, and associated revenues (City contribution and employee premiums), were showing a potential deficit of $1.9 million. Staff, with the assistance of our Employee Insurance Committee (comprised of employees representing the various City Departments), identified several plan changes to help mitigate the potential deficit. The City is proposing the following changes effective January 1, 2016: • Increase the monthly premium by 5% for those employees on the Gold plan; • Increase employee copayments by $5 for physician office visits; • Increase the copayments for prescription drugs from $7/$35/$50 to $10/$40/$60; • Introduce a steerage mechanism to encourage employees to utilize "Tier 1" physicians (those with the best outcomes and highest quality); and • Eliminate most out -of- network benefits. In addition, the City continues to provide the Employee Health Center (clinic) and a comprehensive wellness program as part of our overall efforts to improve health and lower costs. The total projected savings from the changes above is estimated at $1.2 million. The projected savings are included in the :proposed Budget for the Health Insurance Fund. 20. Please provide information regarding what the City has spent to date on ProjectDox and what are the latest enhancements that are being implemented currently. ProjectDox was originally implemented in 2009 at a total cost of $287,600. The first upgrade was completed in 2013, at a cost of $14,100 and a second upgrade was completed in 2015 at a cost of $41,096 along with a Needs Assessment and Customized Enhancements. Customized enhancements were created by the vendor in August and are currently in testing. The vendor has been working on a number of enhancements to our plan review software. These enhancements are designed to help clarify each step of the process for our applicants and reduce the potential for errors which could potentially delay the process. Improvements will also help alleviate delays in the application process by allowing applicants to notify staff when plans are ready via the system instead of through an external e -mail exchange. They include: • Removing choices or inactivating buttons to reduce confusion. Question and Answer Memorandum September 1, 2015 Page 14 of 17 • Clarifying applicant permissions at each step in the system. • Add "upload complete" step to the workflow. The remainder of the improvements are designed to reduce steps for internal staff and provide a more user friendly system. 21. Please provide information regarding examples of Highway Corridor Plans that other cities have completed. Below are links to a few plans that have been developed by Texas cities. They take different approaches to the creation of a corridor plan. Lewisville I35 Corridor Redevelopment Plan Or copy paste into your browser: htlp:H clients. freese .com /lewisville /files /16 /I- 3 5 % 20Corridor %20Redevelopment %20Plan.pdf I35W Fort Worth Corridor Redevelopment Plan Or copy paste into your browser: htip:Hfortworthtexas. _gov /uploadedFiles/ Planning_ and_ Development /Planning /uploadedFiles /Planning_ and_ Development/Planning _ and_Desi gn ( template) /Urban_Design/I35_Standards.pdf City of Temple I35 Overlay Or copy paste into your browser: http:// www .ci.temple.tx.us /index.asl2x ?NID =1551 22. Please provide information regarding the FY 2014 -15 breakdown of the percent merit increase employees received and the average income of each group. Group Total EEs in Group Average Salary 0%-1% 65 $58,107.67 1.01%-2% 153 $48,194.04 2.01%-3% 348 $61,442.19 3.01%-4% 166 $60,556.78 4.01 % -5% 0 $ - The chart comprises 732 annual merit increases as of Aug 27, 2015, and it does not include Civil Service (Police and Fire), or Denton Municipal Electric craft positions. To date we are averaging an overall merit increase of 2.78 %. Our average annualized salary for all benefited employees is currently $61,528.54, this includes Police and Fire. Question and Answer Memorandum September 1, 2015 Page 15 of 17 23. Please provide information regarding the amount of money the City Taxpayers have spent during the current fiscal year for Denton Municipal Electric (DME). Denton Municipal Electric budgeted expenditures are supported by rate revenue based on customer's actual electric usage. No taxes are used to support the operations of Denton Municipal Electric. DME through June 30, 2015 has spent $118,412,199 in operating expenditures and $50,797,040 in capital expenditures. 24. Please provide information regarding the fund balance in the Red Light Camera Fund. The use of Traffic Safety Funds (Red Light Camera net revenue) is strictly governed by Chapter 707.008 of the Texas Transportation Code. Expenditures of net revenue "may be used only to fund traffic safety programs, including pedestrian safety programs, public safety programs, intersection improvements, and traffic enforcement." Over the years, we have made a number of smaller purchases out of this fund, including: 1) The replacement of all school zone warning signs with high visibility signage. 2) The replacement and upgrade of all school zone flashing lights with LED lights and solar power. 3) Replacement/Improvements to existing street markings at intersections. 4) Purchase of advance traffic accident investigation equipment (to better determine causative factors for future preventative measures). 5) Purchase of pedestrian safety warning signage for the downtown streets and for the Arts and Jazz Festival (and other high pedestrian traffic events). 6) Purchase of "stop sticks" — deployable tire deflation equipment — for Police use in ending high speed pursuits. 7) Purchase of mobile LED speed warning trailers to address neighborhood speed concerns. 8) Purchase of temporary mounted LED speed warning signs for installation on existing traffic speed limit signs (neighborhood speed concerns). 9) Purchase of 3 police handheld radars for deployment to district neighborhood speed enforcement. 10) Purchase of several speed monitoring/recording devices to measure the speeds of vehicles on a roadway by speed, time of day, and day of week for a period of time. 11) Various additional smaller traffic control equipment purchases (as needed based on need for intersection signal equipment not funded in a current budget. 12) The signage, striping, and lights for the two recently added school zones (near Pecan Creek Elementary and Woodrow Wilson Elementary). 13) We also offered to fund many of the proposed pedestrian safety initiatives on the Square — although those initiatives never materialized into an actionable plan. Currently, the Fund Balance is projected to be just over $1.2 million at the end of FY14- 15. Our approach with the program, and based on previous Council guidance, has always Question and Answer Memorandum September 1, 2015 Page 16 of 17 been to be very conservative with our expenditures. The primary complaint about these programs is that City's use them as revenue generators to fund purchases. We have tried to ensure that all of our purchases were well - thought uses of the funds to further community safety with a lean towards pedestrian safety. For FY 15 -16, we did not plan to make any large expenditures from the Fund when we prepared the budget in February /March of 2015. At that time, there was considerable discussion in both chambers of the State Legislature about removing the authority to operate these programs and some companion discussion about citizen - initiated referendums in surrounding cities to end the programs. Our current contract with the vendor runs through May 2019. The terms of our contract provide protection for the City in the event the authority to operate the program is removed by the State Legislature or it is ruled unconstitutional by a Court. In those instances, the contract ends and the City has no further financial obligation to the contract. However, we do not have a similar protection for a local action that ends the authority to operate the program. If the Council (on its own or through referendum) ends the program, we would still be under contractual obligation through May 2019. As of October 2015, our financial obligation for the life of the contract totals approximately $2.8 million. This issue has come up in Houston, Baytown, and in Arlington, where all three cities struggled to reach some financial settlement with their vendor for the contract. In Houston's case, they had to draw close to $3 million from General Fund to cover the contract costs of turning the cameras off through referendum. As a result, staff is proposing to retain the $1.2 million of the funds in the event the City were to be required to pay the remaining contractual costs. In the event the Council wanted to appropriate iate a portion of the tuna balance, traffic enhancements such as the McKinney Street mice block crossing, traffic signals, :Public Safety vehicle preemption system (Opticon) could be budgeted fn om this fund. 25. Please provide information regarding Downtown drainage (Actual versus Fully Developed Floodplain). Three major creeks drain the downtown area, North Pecan Creek, Pecan Creek and Pecan Creek Tributary 4 (Attachment 8). The drainage basin for Pecan Creek Tributary 4 is considered fully developed in its current condition. The existing drainage basins for Pecan Creek and North Pecan Creek were considered substantially developed at the time of our last major study of Pecan Creek back in 1997. Since then, the percent urbanization of both watersheds has increased upstream of the downtown area especially around and downstream of the Soil Conservation Service (SCS) ponds in the area of University Drive. Upstream of the SCS ponds north of West Windsor Drive at the top of the watershed for both creeks, percent urbanization of the watersheds is still relatively similar to existing conditions modeled in the effective FEMA studies for Pecan Creek. Back in 1997, fully developed flows for Pecan Creek and North Pecan Creek were estimated to be 25% to 30% higher than flows under existing conditions. At the intersection of North Pecan Creek and Pecan Creek, differences were even higher at around 44 %. Those percent differences can be assumed to be lower today because of additional development Question and Answer Memorandum September 1, 2015 Page 17 of 17 (existing storm water runoff quantities would be closer to fully developed runoff quantities); however, differences between the flows calculated for the two development scenarios will still exist and will be significant in certain areas. Regarding floodplain widths, the most significant differences between floodplain widths calculated assuming existing development conditions compared to fully developed conditions occur near the intersection of North Pecan Creek and Pecan Creek in the Quakertown Park area of downtown and just downstream of there around Mingo Road and the Union Pacific Railroad. Outside of that area, differences between the floodplain widths calculated assuming the two scenarios are less substantial. 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C7 M rn ti N rn M 0 0 rq >- Ln LL LL N cW El u tw c m u r 00 E q m ko -4 Ci rl en O O M ai 0 iA O O M ai 0 iA -C C m m c 0 -C OJ c E O 0 0 OJ 0 C O 0 > m X a- t W C -C 0 ro c w -C w C 0 -C CU Z- c E ai o 0 0. co ai m 2�, ,u 0 0 a- < in 0 LL Attachment McKINNEY STREET MID -BLOCK CROSSING our, / � ' � �tl r uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuul uuuuuuuuuuuuuuuuuuuuuuuuuul umu ��� %� y ✓� o � uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu' f `°1 '7 it Oft � � c 'r a yy r��, ,/� /f� it , /c,, , , ✓�i /i /�ij � � i �' 1 / /l'•u / i �J / I � jj�G/ ✓r %fi/ STREET LIGHT 10' WIDE ELECTRICAL PULLBOX (TYP.) BIKE RAMP Nr 2" CONDUIT FOR 1 h ' / y , EXECUTIVE SUMMARY Population Growth Attachment 3 City of Denton Facilities Master Plan The City of Denton completed the Denton Comprehensive Plan in April of 1999. The purpose of the Facility Master Plan is to determine how city facilities should respond to the demands of the rapidly growing city. The facility study includes both a short -term improvement plan (forecast needs up to 3 -5 years from today); and recommendations for a longer termed 5 to 10 year capital funding strategy. In phase 2, HOK develops options for master plan scenarios, concepts initiated this phase of the study. In phase 3, an implementation /phasing schedule will be developed for a preferred plan. Progress reports will be issued at the conclusion of each phase. The city's population has forecasted to grow predominantly in the south and southwestern areas, due to the influence of employment centers in Dallas and Fort - Worth. In the next 20 years the current density of 1,220 persons per square mile will increase to 2,250 persons per square mile in Denton (please refer to the Denton Comprehensive Plan for a detailed discussion on the subject). Most of the multifamily housing is expected to develop around the city's universities, and in the northern and central parts of the city. The Single- family housing development has been taking place further to the south, and even outside the southern reaches of the city. The total population in the city is expected to grow to 183,000 by 2020 and the urban area population will grow to 215,000 in the same time period. This represents a population growth rate of approximately 5 to 6% per year. HELLMUTH, OBATA + KASSABAUM, INC. HOK Consulting Page 1.3 Attachment 3 '' City of Denton Facilities Master Plan The Denton Comprehensive Plan: Relevant Goals and Objectives HELLMUTH, OBATA+ KASSABAUM, INC. The Denton Plan also describes planning policies to achieve a denser pedestrian friendly city. The general policies suggest a well - planned approach for developing neighborhoods within easy access of city services. The list below summarizes Denton's major objectives as they relate to municipal facility planning: • To reinforce the downtown and the university core, to build up the center as the symbolic and operational heart of Denton • To foster growth of urban centers on the perimeter of the City • To extend neighborhoods while preserving and enhancing existing residential areas • To preserve Denton's open spaces • To locate new municipal buildings in growth zones (priorities will be placed first in zones with development planned). • To use municipal facilities as a catalyst for private development • To build pedestrian friendly small neighborhood type private developments • To investigate land acquisition potential for the coordinated development of parks, utility maintenance stations, police, fire, and other services • To maximize use of existing municipal facilities, improving their condition and functionality where economically feasible • To jointly use facilities whenever possible. To develop intra- departmental synergies by collocating departments where appropriate. HOK Consulting Page 1.4 Quality of City Buildings Staffing Projections Attachment 3 City of Denton Facilities Master Plan A macro level building assessment study was conducted by HOI< to evaluated existing conditions of city facilities. Detailed assessment per facility is located in the back of this report, in the Appendix section A2. As the population grows, the City plans to increase staffing by approximately 5% per year for the next 10 years, with most of the increase happening in field service and public safety operations. In general the office and administration staff will grow steadily at a moderate rate of 5 to 6% while other areas may grow up to 40 to 50 %. Variation of growth rates reflects dissimilar factors driving staff growth. For some departments, the staff number increases in proportion to population growth. For others the growth is independent of population and is based rather on the activities of other city departments. Please refer to the headcount table on the following page. HELLMUTH, OBATA + KASSABAUM, INC. HOK Consulting Page 1.5 '' Attachment 3 City of Denton Facilities Master Plan Division Dept Group 2001 2006 2011 Cit Attorne 's Office City Attorney's Office Cit Attorne 's Office 10 13 18 City Manager's Office City Manager's Office City Manager's Office 13 15 17 Public Information Office 7 12 15 Bud and Management Bud eland Management Bud et and Management 5 7 9 ,e Accountin Account in Accountin 20 22 23 Fiscal and Municipal Services Fiscal Operations Court Clerk's Office 13 19 26 Risk Management 5 7 8 Tax Dept 4 6 6 Fiscal0 erations 3 3 3 Human Resources Human Resources 15 19 19 Library Libra 34 44 54 Materials Management (Procurement (Warehousin) Materials Management (Procurement / Warehousin 18 30 42 Technology Services Technology Services 24 31 35 Re ro ra hics 7 7 7 Munici al Jud a Municipal Jude Munici aI Court) 5 5 5 Planning and Development Buildin Ins ection Building Inspection 14 21 23 En ineerin Engineering 37 53 57 Facilities Management Facilities Management 15 23 28 Parks and Recreation Administration - Civic Center 5 7 8 Keep Denton Beautiful 18 20 21 Leisure Services 91 122 131 Park Maintenance 45 51 64 Plannin and Development Planning and Development 15 17 18 Main Street Main Street 3 3 4 Economic Development Community Development 7 8 9 Economic Development 4 5 6 Public Safety and Transportation Operations Airport Airport 3 13 16 Animal Control Animal Control 8 14 19 Fire Administration 16 23 30 EMS 2 3 4 Fire Chief 1 1 1 Fire Prevention 7 9 11 Operations 4 7 11 Station 1 31 47 72 Station 2 18 28 43 Station 3 18 28 43 Station 4 13 20 31 Station 5 18 28 43 Station 6 26 40 61 Training / Safety 1 2 3 Fleet Services, Fuel, and Motor Pool Fleet Services, Fuel, and Motor Pool 5 7 10 Police Auto Pound Civilian Duty Officers & Front Lobby 6 8 10 Communications 19 24 30 Community Offices 4 4 7 Criminal (General) Investigations 15 20 24 Family Services 15 19 22 Jail 6 9 11 Management 5 8 10 Patrol 77 100 130 Personnel Training 3 6 8 Property and Evidence 1 1 2 Special Operations 14 17 19 Warrant Section 5 5 5 Police & Fire Training Facility 1 5 8 Public Transportation Public Transportation 3 23 33 Utilities Public Works Dept Street Department 23 32 41 Traffic 9 14 19 Solid Waste Administration 8 8 8 Commercial Solid Waste 22 22 24 ''.. Customer Relations 8 8 9 Disposal 10 11 12 ''.... Recycling 11 14 17 ''... Residential Solid Waste 29 29 29 Utilities (Electric Operations) Administration 9 9 9 Engineering 11 11 11 ''.... Management 6 6 6 ''... General Dispatch 5 7 10 Metering 17 24 31 Distribution / Construction 42 49 56 Emergency O s 8 14 20 Utilities Administration Utilities Administration 8 8 9 Utilities Customer Service Utility Customer Service 36 50 70 Wastewater Operations Administration 18 19 20 ''... Beneficial Reuse 6 8 9 ''.. Drainage 14 16 18 ''... Industrial Pretreatment 6 7 8 ''.. Laboratory 4 4 4 ''... Reclamation 19 19 19 '.. Waste Water Field Services 19 19 19 General Water Operations Administration 18 19 20 '.... Laboratory 5 4 4 ''... Meter Field Service 14 15 16 '.. Production 18 23 28 Water Field Services 18 19 20 Utilities Safety and Training 3 3 3 Communications Communications 10 10 10 Grand Total 1,216 1,590 1,952 HELLMUTH, OBATA+ KASSABAUM, INC. HOK Consulting Page 1.6 Attachment 3 City of Denton Facilities Master Plan The following illustrates a way of categorizing location requirements of the various City functions. These definitions will in turn help determine which departments are candidates for which certain locations and buildings. Core: Central city leadership and ceremonial functions that should remain in the main City Hall building and continue to provide a ''civic focus'' for the community Centralized: Other functions that need a relatively central location as a hub for the entire city, but are more flexible in as "support'' functions rather than conducting pure civic /ceremonial activities (most are now located in City Hall East) Dispersed: "Cellular" functions located around the city to cover a pre designated service radius or to meet response time requirements, in such departments as police, fire, parkland, etc. Centralized with Field activities: Some functions have primarily a central headquarters but also mobilize personnel to cover the entire city - such as planning survey teams and building inspectors. A variation of this category are functions such as Utility Customer Service or Building Permitting that have a central location but should have decentralized facilities to enable easy access to customers through remote service access points (e.g. "storefront'' presence or kiosks in the neighborhoods) or electronic access to services and information. Remote Satellites: Some facilities are best suited for remote locations, either because they need abundant cheap land and /or parking (such as the Service Center or warehousing functions), or they have specialized characteristics or requirements (such as airport, Police /Fire Training, Animal Control, etc.) HELLMUTH, OBATA + KASSABAUM, INC. HOK Consulting Page 1.7 Attachment City of Denton Facilities Master Plan \ � � / � � Core "Civic Focus": Mayor/ Council, Managers, Economic Development, Public Information Centralized: General government Legal, Finance, Human Resources, Risk Management, Technology Services [) (Cellular): Fire. Parks& Recs Ud|kx Network Library, Po|ice, Code Enforcement Centralized with Field Functions: Planning, Engineering, Building Inspection, Surveyors, Customer Service, Utility Customer Service, Permitting Remote Satellites: Fueling, Maintenance Satellites, Animal Control, Firing Range, Public Safety Training, Purchasing Warehouse, Corporation Yard, Facilities Warehouse HsxmurnOaArA+KAsSAuAum|wc H(}KConruNrg -Pome1.8 Drivers and Service Delivery Attachment 3 City of Denton Facilities Master Plan Meeting public expectation and public information generation and dissemination drive the City Management department's growth. They are centralized and would like to stay that way. The Department of Planning & Development is directed by the decisions taken by the City Council, Policies, and Population growth. Public expectation is a common element that influences most departments in the City. The Planning department is currently centralized but place an emphasis to being easily accessible by the public. Fiscal and Municipal Services, including Library Services, are affected directly by internal growth. Billing activities require record storage; technology requirements become major drivers for growth. Fiscal and Municipal Services are centralized and would like to grow in the same manner. The Utilities Department needs cheap and ample space for storing equipment and materials needed for their services. Public expectation is a major driver as it has a direct impact on quality. The main Utilities function would like to stay centralized at the service center, but would like satellite points that can support decentralized operations and make it easier to store equipment where it is needed. Public Safety is required to deliver service in an efficient, equitable and timely manner. This is directly affected by the city population growth, density, and city expanse. Other drivers include business volume and public expectations. The nature of service their requires decentralization and accessibility, which corresponds to the department's preference of locations. HELLMUTH, OBATA + KASSABAUM, INC. HOK Consulting Page 1.9 '' Future Space Requirements Attachment 3 City of Denton Facilities Master Plan Requirement projections up to 5 and 10 year from today have been developed for each department, based on user - defined demand (survey responses). These figures may change as the master plan studies progress into the next phases. Requirements for 2011 were based on each department's metric of USF per person in 2006 multiplied by the growth in headcount. The summary of space requirements is illustrated below: Dept Group 2001 2006 2011 2001 USF 2006 2011 USF City Attorney's Office City Attorney's Office 10 13 18 3,541 4,038 5,591 City Manager's Office City Manager's Office 13 15 17 7,590 9,565 9,955 Public Information Office 7 12 15 1 599 4 331 4,692 Municipal Judge Municipal (Court) 5 5 5 6,954 6,774 6,774 Fiscal Operations Court Clerk's Office 13 19 26 3,603 4,845 6,630 Risk Management 5 7 8 1,430 2,214 2,531 Tax Dept 4 6 6 549 1,552 1,552 Fiscal O erations 3 3 3 668 768 768 Accountin Accountin 20 22 23 3 755 4,375 4,574 Budget and Management Budget and Management 5 7 9 880 1,306 1,679 Human Resources Human Resources 15 19 19 5,294 7,595 7,595 Materials Management Materials Management (Procurement I (Procurement/ Warehousing) Warehousing) 18 30 42 33,189 43,312 46,237 Technology Services Reprographics 7 7 7 2,541 2,636 2,636 Technology Services 24 31 35 8,238 9 158 10 339 Building Inspection Building Inspection 14 21 23 5,630 5,823 6,377 Economic Development Community Development 7 8 9 2,457 2,624 2,952 Economic Develo ment 4 5 6 1,181 1,339 1,607 Main Street Main Street 3 3 4 949 949 1 265 Engineering En ineerin 37 53 57 9,651 1E,2-8 7 13 214 Facilities Management Facilities Management 15 23 28 4,360 6,523 7,404 Parks and Recreation Administration -Civic Center 5 7 8 3,135 3,393 3,878 Keep Denton Beautiful 18 20 21 3,232 3,565 3,743 Leisure Services 91 122 131 21,462 19,233 19,233 Park Maintenance 45 51 64 18,493 19,795 24,841 Planning and Development Planning and Development 15 17 18 3,475 6,676 7,069 Air ort Airport 3 13 16 4,555 6,2 7,682 Control Animal Control �1- 14 Fire Administration 16 23 30 0 3,842 5,011 '.. EMS 2 3 4 0 562 749 ''.. Fire Chief 1 1 1 0 357 357 ''.. Fire Prevention 7 9 11 1,930 2,920 3,569 '.. Operations 4 7 11 0 1,167 1,833 Station 1 31 47 72 0 30,297 46,413 Station 2 18 28 43 0 4,600 7,064 Station 3 1' 28 43 0 5,500 8,446 Station 4 13 20 31 0 4,300 6,665 Station 5 18 28 43 0 7,400 11,364 ''.. Station 6 26 40 61 0 6,000 9,150 '.. Trainin I Safety 2 3 0 571 857 Fleet Services, Fuel, and Motor Fleet Services, Fuel, and Motor Pool '.. Pool 5 7 10 24,334 24,334 34,763 Police Auto Pound 0 714 714 Civilian Duty Officers & Front Lobby 6 8 10 286 286 357 Communications 19 24 30 2,758 4,138 5,173 Community Offices 4 4 7 0 0 0 Criminal (General) Investigations 15 20 24 2,660 3,405 4,086 ''.. Family Services 15 19 22 2,027 2,276 2,845 Management 5 8 10 1,614 1,720 2,150 Patrol 77 100 130 2,413 3,386 4,401 Special Operations 14 17 19 1,087 1,971 2,203 Warrant Section 5 5 5 561 838 838 Personnel Training 3 6 8 2,048 3,225 4,300 Property and Evidence 1 1 2 3,450 4,250 4,250 Jail 6 9 11 6,685 8,066 9,858 Public Transportation Public Transportation 3 23 33 582 2,667 3,826 Public Works Dept Street Department 23 32 41 4,543 6,416 7,349 ''.. Traffic 9 14 19 5,875 5,875 7,973 Solid Waste Administration 8 8 8 1,426 1,350 1,350 Commercial Solid Waste 22 22 24 0 838 914 Customer Relations 8 8 9 0 1,071 1,205 ''.. Disposal 10 11 12 0 838 914 ''.. Recycling 11 14 17 0 438 532 Residential Solid Waste 29 29 29 505 928 928 HELLMUTH, OBATA+ KASSABAUM, INC. HOK Consulting Page 1.10 '' Attachment 3 City of Denton Facilities Master Plan Dept Group 2001 2006 2011 2001 USF 2006 2011 USF Utilities (Electric Operations) Administration 9 9 9 1,420 1,402 1,402 Engineering 11 11 11 1,545 1,771 1,771 Management 6 6 6 1,129 1,129 1,129 General 5,404 5,584 5,584 Dispatch 5 7 10 400 400 571 Metering 17 24 31 386 400 517 Distribution / Construction 42 49 56 1,143 1,143 1,306 Emergency O s 8 14 20 372 367 524 Utilities Administration Utilities Administration 8 8 9 1,974 1,910 2,148 Utilities Customer Service Utility Customer Service 36 50 70 8,665 12,312 17,237 Wastewater Operations Administration 18 19 20 2,819 3,413 3,593 Beneficial Reuse 6 8 9 0 408 459 Drainage 14 16 18 4,129 5,423 6,100 Industrial Pretreatment 6 7 8 167 167 190 Laboratory 4 4 4 693 652 652 Reclamation 19 19 19 356 296 296 Waste Water Field Services 19 19 19 97 648 648 General 2,204 2,207 2,207 Water Operations Administration 18 19 20 277 971 971 Laboratory 5 4 4 654 660 660 Meter Field Service 14 15 16 2,536 2,524 2,692 Production 18 23 28 6,236 6,230 7,584 Water Field Services 18 19 20 419 648 682 Communications Communications 10 10 10 3,035 4,534 4,534 Utilities jSafety and Training 3 3 3 2,322 3,252 3,252 Grand Total 1,181 1,541 1,890 273,154 398,232 488,422 HELLMUTH, OBATA+ KASSABAUM, INC. HOK Consulting Page 1.11 Attachment 3 City of Denton Facilities Master Plan City Hall Issues: Limited opportunities to expand Limited parking development areas Sensitivity to original design intent Open space preservation Opportunities: Symbolic center of Denton Development to the South of McKinney Street Development of McKinney Street could link to City Hall East Potential Options: Build a second story or horizontal expansion Acquire opportunity sites or buildings nearby Negotiate with County for additional space in the prison building City Hall West: Issues: Inefficient, cut up and disorienting /confusing floor spaces and circulation Opportunities: Prime location near square Historically significant building Building represents the first city hall for the city Potential to develop the facility in conjunction with Old Fire Station Number 1 and possibly the old Kroger site to the North Potential Options: Building could be used for smaller city departments Building could be used for public functions (former Council Chambers on upper floors) HELLMUTH, OBATA + KASSABAUM, INC. HOK Consulting Page 1.12 Attachment 3 City of Denton Facilities Master Plan City Hall East: Issues: Surrounding land use incompatible with facility functions Parking may be constrained with future functions Morrison Milling lease Facility will not accommodate Police and Courts requirements in the long term Opportunities: Recently reconditioned building Morrison Milling lease provides some financial support for maintaining building One stop shop for Utility payments Potential Options: Reclaim Morrison Milling space for expansion of departments in City Hall East Police and Courts relocate to a new location, departments back -fill into left over spaces Service Center Issues: Parking and facility, perimeter fencing needs upgrading Access to site is limited and constrained Incompatible land uses adjacent to site (residential) Quality of image Opportunities: Central to the city service area Possible to acquire additional 16 acres adjacent to site Potential Options: Centralize engineering and Utility maintenance crews on service center site Move Electric and other functions off -site (Possible that city will develop 2 more service centers electric utility at the Power Plant, and Waste Water near Robson Ranch leaving some back -fill spaces) HELLMUTH, OBATA + KASSABAUM, INC. HOK Consulting Page 1.13 Attachment 3 City of Denton Facilities Master Plan Neighborhood Centers Issues: Neighborhoods would benefit from focal points of city services in residential areas Opportunities: Possible to collocate Fire, Police, Library, Parks and Recreation, Park Maintenance, Utility Maintenance nearby each other or on the same site Potential Options: Neighborhood retail /service centers planned in coordination with parks and city services HELLMUTH, OBATA + KASSABAUM, INC. 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O o V CL a) p i'o a) 4 C l0 r a) m a) � r`a N I.I.I L �j CO N _0 ri, `n Y m > a) n O dA a) > O / CL ! a) a) N O u a O 3 �- Ln O N o d O_ n p ra N O 0 U N / l Ln 1-4 O N d' ri O N Attachment 7 DEKI"ON Street Bond Program 2012 and 2014 combined .r. r i m.m r • � � .r.. o.e a.+rraer.c.e�.e.m. a m.77 a m® ,� ........ :...........w....,:.... �• y :i■i • dmam.mmr.omo-eme ®�o� ®rd• �v # .,.., ...i. Y n _a _ M gt & ,� JO � Imuuuuuuuuuuuuuuuuuuuuu � r ..........1■ w "�P:.,.. „ � "' A uum uuu ouwl n � �' � ■ ■ ■ ■ ■ uullA ., .Pw.a ..� rcuuw p • •) ■ j ,,. ,,. r. .� �..�.... ..... . ................ . ...... . . ... - . .... ...... . ............. . . ....... V. I ..rtmmwws n m m G �. i.r.i.y :.• ♦ n Ir � ^r: ^. � mm y.• rvu r�i "���� fir. vG��.t�C �� �q '^�, ♦, ♦ ■`J, ,.� .i. _ .,... �.. •• ' VIII II S %,gym ^ dry,M,�,�.... atr 4■ °®' ■ '",�.., k4 :■ C L.� OF �.,. b '�. �. „.. II�. x,�� .,. "� ' ■ 1N� �..........� .,�.�.,.... .r.�.� .�.�. ■ ■ i, .,.�. Iw r. n 4.4m �• -.rrr IN Legend _. 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CL "C' a w w i i(',s "I .. . . ... . . Vr 0 IS HO 0"�W As J, 1, dy 9lI�N�0���01111111�IINU�OD11N1DDD�II�Y�6�� �UI�O�II�G��AWIGI�IpuPri� � ��, �NNNN�NNNN9p>ry�,��yr'�'�re��ia , � ®� . . . .... .... 9� I'll)'',,,' .............. I'll W fil , Aft WII, E 0 C'4 O CD CD 00 O O O 00 LL Q c, 4� 0 ct u) 0 U- C: U LO M L Co C C�l C-0 C, O cc LO _j City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com DEN'FON File #: ID 15 -827, Version: 1 Legislation Text Agenda Information Sheet SUBJECT Consultation with Attorneys - Under Government Code, Section 551.071. Consultation with the City's attorneys regarding legal issues associated with the Work Session item above posted regarding the 2015 -16 Proposed Budget, Capital Improvement Program and Five -Year Financial Forecast where a public discussion of these legal matters would conflict with the duty of the City's attorneys to the City of Denton and the Denton 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 proceeding or potential litigation. City of Denton Page 1 of 1 Printed on 8/27/2015 City Hall City of Denton 215 E. McKinney St. Denton, Texas 76201 www.cityofdenton.com DEN'FON File #: ID 15 -653, Version: 1 Legislation Text Agenda Information Sheet SUBJECT Certain Public Power Utilities: Competitive Matters - Under Texas Government Code, Section 551.086. Receive competitive public power competitive information and financial information from staff regarding the proposed FY 2015 -2016 operating budget for Denton Municipal Electric ( "DME ") including without limitation, proposed rates for DME for FY 2015 -2016, expected revenues, expenses, commodity volumes, and financial commitments of DME; discuss, deliberate and provide staff with direction. City of Denton Page 1 of 1 Printed on 8/27/2015